Contents

Objective of this Procedure

This document describes the process on how and where to find and validate information for Customer and Vendor Master Data. This document is suitable for all systems - SAP PF1 & WP1, SAP PE1, BAAN.

Scope & Responsibility of DMO Riga

Data Management Team based in Riga is responsible to handle Technology Solutions and Composite Materials Master Data for all regions.

Every request for a customer/vendor setup or maintenance should be logged in the Self Service Helpdesk Portal. 

Upon receipt of the request DMO team member will perform required validation checks. Only after all necessary validations checks have been performed, and necessary approvals received, new accounts or changes can be made in the system. All validation results must be saved and attached to the ticket and stored according to the procedures. 

Trade Beam screening 

1.1. General

It is Data Management responsibility to perform manual screening for SAP PE1 customers and vendors. For other systems Trade Beam check is performed automatically.

Each customer and vendor has to be checked in Trade Beam to perform the restricted party screening. Link to the login page: https://gtm.tradebeam.com/tb_1_0/login.jsp

1.2. Steps for Restricted Party:

NOTE!!! A copy of the TB screening record (screen-shot); and the response from Legal & Compliance Services (if applicable) always must be attached to the request. If the record is determined to be Prohibited, DM will notify the requestor that the request is cancelled.

1.3. Trade Beam screening process 

Link to the login page: https://gtm.tradebeam.com/tb_1_0/login.jsp

Enter your login and password information. 

Point to Export – Global Export Compliance: 

This will bring you to the task list. Select Manual RPL to run a screen search on the Business Partner name:

Enter Business Partner details. In some cases State/Province might be optional but all other fields must be populated in order to do a comprehensive review.

NOTE! Do not remove the check for saving screening results. Hit Search button to perform screening. 

Check if there are any results under “Search results”. If there are no matching results, make a copy of the TB screening record and proceed with the request. 

But if there are matching results, go back to Main screen, select Task list and press on the respective Party Reference you have created.

1. Review the Cytec record against the flagged record. 

2. Select the appropriate approval/denial. Enter your initials as the approver and add any notes you would like to attach to record, press Save.

In case you get “False Positive” result, e.g. only partial name matches/different country code etc., the record can be approved without involving Compliance Team. Indicate “False Positive” and your initials in the Notes. If you have doubts regarding the results, you can forward information to Compliance Team for advice.  Meanwhile, you can proceed with the request. 

Usually we are not restricted to have business with Business Partners that are marked as User Restricted Entities in Trade beam. However, they will have to provide certain documentation (End User Statement, License etc.) each time when a shipment is planned. And this is something that Data Management is not involved with. 

For clear Fails and for new Russian/Ukrainian Business Partners Compliance team must be contacted and request put on hold until resolution received. 

1.4. Compliance Team contact information

Contacts below are also applicable for releasing Business Partners in BAAN. 

Tax number validation (Europe)

VAT number structures

European Union   

Website http://ec.europa.eu/taxation_customs/vies/  

1. Select the Member state of Business Partner;

2. Enter VAT number without the country code; 

3. Press Verify.

If the VAT number is valid you will see the following screen:

In case the VAT number is not correct or no longer valid, you will get the message as below:

If VAT validation shows that VAT number invalid, please check all provided documentation, if necessary contact requestor asking to clarify this information. VAT number can be entered in the system only after an official confirmation of VAT correctness has been received from the company. In case company is not VAT registered, official confirmation of this fact should be provided.

Italy 

In case you cannot validate the VAT number for Italy using previous pages, please use the validation available in this website. 

Website: https://telematici.agenziaentrate.gov.it/VerificaPIVA/Scegli.do?parameter=verificaPiva 

1. Enter the number without the country code, captcha and press Invia.

2. If VAT is valid you will receive results stating Partita IVA ATTIVA, which means that the given number is valid

France 

Besides VAT for France customers and vendors  SIREN numbers can be validated by using the following link: http://avis-situation-sirene.insee.fr/IdentificationListeSiret.action 

A SIREN number is your unique French business identification number. This 9 digit number will be requested by all French administrations.  

sually SIREN is equal to 9 first digits of VAT. 

In order to validate, provided SIREN number should be populated (9 digit code). Once populated - press button Valider in order to get a result. 

Switzerland

Website: https://www.uid.admin.ch/Search.aspx?lang=en. 

Validation can be done in two ways: 

1. Using Business Partner name;

2. Using Business Partner Registration number.

Enter data (name or number) in the field as shown below and you will get the results: 

By clicking on the ‘’results’’, full information of the company will appear - legal name, address and activity.  

Norway

Norway VAT numbers must be validated here: http://w2.brreg.no/enhet/sok/ 

Fill in the 9 digit VAT # of the customer without any letters and press “Søk”:

If VAT validation shows that VAT number is invalid please check provided documentation, after contact requestor asking to clarify this information if necessary. VAT number can be entered in the system only after an official confirmation of VAT correctness has been received. We MUST save this information in order to have documentation for internal and external audits.

Tax number validation (LAM, NAM, APAC)

Brazil - CNJP & Inscrição estadual

CNPJ number can be validated here: 

http://www.receita.fazenda.gov.br/pessoajuridica/cnpj/cnpjreva/cnpjreva_solicitacao.asp

Enter CNPJ number with no dots or dashes and press “Consultar”:

If the CNPJ is valid you will receive information about the company – name, address etc. 

Please check if the registration number is active. If it is not marked as active please reach out to the requester for clarification.

Inscrição Estadual number can be validated/ found if not given using the following link: http://www.sintegra.gov.br/  

First you have to select the state code where company is located:

In order to get Inscrição Estadual number, select CNPJ and provide the number: 

Press Consultar and it will give you IE number in case company has one, if not, populate fields with ISENTO:

Peru – RUC number

Peruvian Tax ID number can be validated here: http://www.sunat.gob.pe/cl-ti-itmrconsruc/jcrS00Alias 

Enter company’s Tax ID (RUC), a security code and click on Buskar button:

You will receive the following screen with the company details.

Chile – RUT number 

Chilean Tax ID number can be validated here: https://zeus.sii.cl/cvc/stc/stc.html 

Enter company’s Tax ID (RUT), a security code and click on Consultar situacion tributaria button:

Company’s information will appear below.

Canada – GST / HST number 

Canada Tax ID can be validated here - https://www.canada.ca/en/revenue-agency.html. To find correct page, please follow these steps: 

1. Go to TAXES → GST/HST

2. Click on GST/HST Registry;

3. At the bottom of the page press - Search now;

4. Then click on button - I Agree 

5. Insert company’s data (name and code) - first 9 digits of GST/HST number:

As a result you will see if it’s registered till the current date. Also if one of the values are not correct, the system will show an Error or if information is incomplete. 

Australia – ABN/ACN number 

Tax ID for Australian Business Partners can be validated here: https://abr.business.gov.au/ 

Enter Business Partners Name/ ABN or ACN number and press Search: 

More details can be found by pressing on View record on the ASIC website and Historic details (useful for checking name and/or address change).

Thailand

Thailand Tax ID number can be validated here: http://www.rd.go.th/publish/313.0.html

It will not give you a valid/invalid status, like for most validations, but company’s name and address can be verified as well as branch number.

Bank details

Bank rules based on the country can be found in the Useful files folder in our GDrive. Link to the file can be found below:

https://docs.google.com/spreadsheets/d/1HSv-KeCk4ZdgWZnLnOfvUTOi9U-_a9mdGWqGSb4i69Y/edit?usp=sharing

IBAN structure 

Please find the Bank Key to be used in red. For some countries bank key has not yet been determined, if in doubt please contact Payment Team.

IBAN validation (Europe)

Before you enter the IBAN number of the bank(s) into system, you must validate the IBAN number. 

Use the website https://www.ibancalculator.com/ 

Enter the IBAN number in the Validate IBAN field and press Validate IBAN, show BIC:

You will receive a report that looks like this:

IBAN validation (United Kingdom)

For UK banking details, it is more useful to use website https://www.iban.com/calculate-iban.html as it provides correct SWIFT code.

Select country: United Kingdom (GB).

Enter sort code and account number. 

Press Calculate:

SWIFT code lookup

Swift codes can be looked up and validated here: https://www2.swift.com/bsl/index.faces

Enter SWIFT in BIC field to see the corresponding bank information or bank name in Institution name field to see all SWIFT codes belonging to the specific bank.

You will receive a list of corresponding SWIFT codes for the chosen country and bank:

Once you find an exact match, open the BIC code and save the validation:

Bank codes for Brazil, Chile, Peru and Mexico

Most popular LA and Mexico Banks with Bank Codes:

Routing number validation (USA)

US bank routing number (ABA) can be validated in the following site:

https://www.laneguide.com/FindRoutingNumbers/(X(1)S(54aej2hyabil2psabmpoupsq))/default.aspx?AspxAutoDetectCookieSupport=1

Input the required Routing number and press Search Number:

You will receive the following report in cases when the routing number is valid:

Routing number validation (Canada)

National codification is used for Canadian bank key that consists of 9 digit number: 

0+Branch code (3 digits) + transit number (5 digits)

Bank keys can be validated in these sites: http://canadabanksinfo.com/ and http://canada-banks-info.com/ based on the name of the bank.

There you will find a list of banks. Once you have found and opened page for desired bank, you will see a full list of valid routing numbers for that bank. Search for the full routing number or the transit number and select the right one.

Postal code maintenance 

Postal code check for Peru 

For Peru, visit website http://www.newperuvian.com/postal-codes-in-peru/ for more detailed instructions on the structure of Peruvian postal codes and how to correctly enter the data for the check.

Actual postal code check is found in this page: http://www.codigopostal.gob.pe/ 

You need to click on Consulta el Código Postal Nacional Aquí and try searching the address either by district, city or region or by trying to find the necessary area on the map. 

In the first box enter the city, in the second box enter the street name and in the third box enter a street number if you have one. In the example below you can see the correct postal code for address Avenida Venezuela 100, Arequipa.

Postal code check for Chile 

Chilean postal codes can be checked in the page https://www.correos.cl/SitePages/home.aspx. Look for a little section called Codigo Postal right in the middle part of the page.

Calle:  enter the street of the address, add number in the second 

Numero: street number

Comuna:  city 

Pres Buscar for search. 

Below is an example of postal code check for address AVENIDA JOSE ARRIETA 7210, LA REINA. 

You will receive a new screen with the correct postal code for the selected address.

DUNS verification

The Data Universal Numbering System (DUNS) is a proprietary system developed and regulated by Dun & Bradstreet (D&B) that assigns a unique nine-digit numeric (DUNS number) identifier for businesses. It is used to establish a D&B® business credit file, which is often referenced by lenders and potential business partners to help predict the reliability and/or financial stability of the company in question. 

Use Internet Explorer to open D&B webpage: 

https://solutions.dnb.com/usgrs/jsp/EN-GB/GRSFrameLogon.jsp?news_country=1073

Login details:

NOTE: please do not forget to log off after search is completed, otherwise no one else will be able to access the page with these credentials. 

DUNS Code search can be done by:

• DUNS number (if provided);

• Business Partners Name;

• National ID (VAT, RFC, RUT etc.): without special characters and country codes

• Address. 

Enter company’s name:

In case of several matches choose the correct one based on company’s address.

Highlighted DUNS number is the DUNS Direct Code:

Business also can have additional DUNS Codes related to Corporate Structure of the business:

NOTE: If all Codes are available, we should use only DUNS Direct Code & DUNS Global Ultimate Code. 

Password reset 

In case the following notification appears once you try to log in D&B account, immediately inform Customer and/or Vendor Master Specialist so one of them will request new password. 

For Specialists: contact marta.almeida@solvay.com in order to reactivate the account.