Table of contents By default the table of contents displays Heading 1 & Heading 2 (other levels can be added)

Scope

1. Remove the icon(s) when not applicable

   

   

2. Add countries when the procedure is for a specific country (optional)

ERP

3. Remove the icon(s) when not applicable

References

4. Add the link to SAP procedures (when it exists)

Attachments

5. Add the link to attachments (to be stored in AODocs or GDrive) or external links  

Objective and Scope

This document describes the process to massively update vendors in the all the systems.

It is considered a massive update when it contains 20 or more items do be updated. The Mass Data Load Templates can be found in the SBS - Material & Structures Data site.

The templates can be found in the $PSL Data & Analytics folder.

Responsibility

A massive update can be requested by any person from the SOLVAY group. If it was requested in the context of a project does not require approval.

Outside a project scope the request is analysed by the Data team and sent to the person responsible for its approval if necessary.

In both scenarios the update must follow the rules stipulated in the procedures of customers and vendors. The accuracy of the data presented is the responsibility of the requester.


NOTE: Vendors massive block can only be requested by Yi-Ting Kuo, Joao Silva or Sylvie Severini.


  • Vendors data:

Kind of Request

Validation

Validator

Comment

Standard vendor:

- creation / update

No

GCC

To ensure that Segment and Class is populated the GPS team needs to be contacted.

- bank details insertion

Yes


10 random vendors need to be selected to perform an outbound by GCC team.

- bank details deletion

No



- company level/ plant extension and update

No

GPS


- purchasing extension

Yes

GPS


- purchasing modification

No/Yes

GPS

Payment Terms field need the approval.

- extra master data modification

Yes



- mark for deletion

Yes

PSL Data


- unmark for deletion

Yes

Purchasing


- partners update

No



Miscellaneous vendors:

- creation/ update

No


Check duplicates (example: VAT number) + GPS.

- bank details

Yes

CAM

Needs to request CAM's approval if requested by finance if not see with João Silva.

Employees:

- creation

Yes

HR

HR = Payroll

- modification

No



- extension

No



- bank details

Yes

HR

HR = Payroll

(Domo approvers: see on employees procedure)

Agents creation/ update:

- creation/ update

Yes

MBU Agency


Intragroup:

- creation/ update

Yes

APDM



  • Customers data:
Kind of RequestValidationValidatorComment

Standard customer:

- creation

- modification

- bank details

- company level extension/update

- sales area extension/update

- partner functions update

- credit control area extension/update

- mark for deletion

- unmark for deletion


Yes

No

Yes

No

No/Yes

Yes

Yes

Yes

Yes


CRM champions (per GBU) + Data Architect


Accounts Receivable / Collections Lead


Credit Management

Data Architect

Credit Management

Customer Service + Credit Management

Credit Management



Credit Mgmt needs to be notified for mass name changes.

There should be a validation provided from the customers.


Payment Terms field need the approval.

Request should come for GBU specific sales areas. If not needs to be validated.



For payers.

Agents creation/ updateYesMBU Agency
Intragroup creation/modificationYesAPDM


Process Runner tool

This tool allows the update of one or several SAP field. To open you click in this icon: 



  • STEP 1: Then double click in the option New Transaction


  • STEP 2: Add the transaction needed to perform the update. Then, you can start recording. If not initially detected, the SAP system must be linked in the tab Advanced (of the new window).

The Local Path is: http://portalsolia.solvay.com/irj/servlet/prt/portal/prtmode/preview/prtroot/pcd!3aportal_content!2fcom.solvay.iv.KMDocHidden/documents/Solvay/SAPLogon/SAPUILandscape.xml


  • STEP 3: SAP systems will appear so one needs to be selected with a double click. To choose between 2 clients in the same system (example PF1_050 and PF1_020) you click with the right button in the system and then click in properties. The client is inserted manually (020, 050...)


  • STEP 4: A window with the SAP transaction will appear. You add the vendor number and if needed the level of the field(s) that will be created/updated (company or purchasing). Add the flag in the field "Use central address management" (example for a link with a company code):

  • STEP 5: insert the data and then SAVE. The Process Runner will show the information in an excel file:

  • STEP 6: Double click in the row 2 (any cell) and the excel file will expand for you to add the information of the other vendors:

  • STEP 7: Go to Home tab, and inform in what row do you want to initiate and conclude the update. Normally it starts in the row 3 (the 2 was already updated in the step 4). Then, click in RUN, Yes, Save as Local, Save, Enter, 

  • STEP 8: The Process Runner will add a new column with a message in black (all ok) or in red (error message):

LSMW

Legal System Migration Workbench. This tools allows to upload data from a template directly to the system.

Creation of FIA (=PIR=Info Record – WP1)

Ex.: Ticket 4887757

The file needs to be filled by the local or by the materials team. The template is - UPD TEMPLATE - INFORECORD - Purchasing.xls.

NOTE 1: Normally the company is missing. We need to add something (ex.: 5960).

NOTE 2: When the Net Price is missing we should always insert 0,01 and after the update through the Process runner remove the number.


It is used the information from the first tab of the file in the transaction - Info:

Click in the button Execute.

For the upload the header of the file needs to be removed:


And saved as Unicode text.


In the LSMW transaction click in:

Click in the button EXECUTE and then in Display/Change:


Double click in this line:

Add the file and save. Then, go back.


The next option to select is:

Execute and execute.


Go back two times and select the next option:

Execute and execute.


Go back two times and select the next option:

Execute and execute.


Go back and select the next option:

Click in Execute and then select your user id:

Click in Process and then select the option Display:

Then, click in Process.

In this step the system can indicate some errors detected in the data to be entered. The update can be done here and saved. In the end the message is:

Click in Exit.


NOTE: When this error occurs - Status "Blocked for all" of material 143732 does not allow external procurement – you need to identify the line in the file in red and continue with the update. Then you inform the requester that the update was not possible for that materials in red.


Useful information

  • Customers transactions:
    • FD32/ FD33 (PF1_050) - Customer Credit Management change/display . This is maintained by CCT team (team leader Joel BASTOS).

  • SE16 (for all systems) transaction:
    • ADR6 – to retrieve emails
    • ADRC – to retrieve addresses, search term 2
    • LFA1 –  General info from the vendors
    • LFAS –  to check other VAT IDs 
    • LFBA – Bank accounts
    • LFBK – Vendors by Bank account