Tasks to be completed when creating an operating procedure (from creation to publication)
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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
This procedure covers the SAP transactions tables related to the List of Approved FI vendors, Web Cycle Routing for FI Documents (coded invoices), Web Cycle Routing for MM Documents (PO invoices), Web Cycle User ID Creation.
Definitions
Abbreviation | Description |
FI | Financial vendor posted without using a PO |
GBU | Global Business Unit |
LAM | Latin America |
NAM | North America |
PO | Purchase Order |
RO | Regional Office |
User ID | User Identification |
Web cycle | Tool used to communicate with Data team and buyers. |
FASC Tables (fournisseur autorisé sans commandes)
To entry new data in this tables you click in the field "New Entries":
- To edit an entry click in the option Selection:
Then select the option by "Contents...". Here it is able to select the information needed. For example by company:
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To create a new user the procedure EMEA - WORK CYCLE User Management must be followed.
FI TABLES:
ZWFA05C - Limit Amounts by Company
This transaction controls the approver levels for FI validation workcycle. Based on the amount of the invoice, the system sends out workcycle approvals until it reaches the workcycle approver that can approve that amount.
This table is only updated when a new site code has been created. If this table is not populated, the FI Validation workcycle flow will not work for the new site code.
Requester/ controller/ buyer will advise the Data team team when there is a new site code. They will provide the company code and site code.
When the request is received, Data team team will insert a new entry to transaction ZWFA05C (WP1 system) for the new site code and advise the requester when complete.
ZWFA05G - List of Default Recipient
Generic SERV box by default when no requisitioner is found by the system.
The GBU, plant manager or buyer advises the Data team if there is a new controller for a site/plant. They provide the site ID, name, phone number and email address and who they are replacing.
When the request is received, Data team team will insert a new entry to transaction ZWFA05G (WP1 system) for the new site code and advise the requester when complete.
ZWFA05H – List of Generic Mail
Design No GR generic workflow box (except 3001 and 3007 OA).
This transaction controls the routing of NOGR and Quantity Discrepancy web cycles to the Plant Generic Web cycle accounts.
It will only have to be updated if a new Site/Plant is set up in WP1 or a Site/Plant is being removed from WP1.
Since these are the Generic Web Cycle Accounts for the plants/sites, there would only be requests to set up new sites or delete existing ones. Regional Office should notify Data team of a new site, providing new email address and company number/site code etc. if applicable. If it is a request for a deletion then Front office will provide the company number and site code of the existing location and reason for its removal.
When the request is received, Data team team will insert a new entry to transaction ZWFA05H (WP1 system) for the new site code and advise the requester when complete.
ZWFA05I – List of Procurer
Table for MRKO process: to allocate one point of contact for one supplier on one plant.
This transaction controls the routing of Invalid PO web cycles based on the site code populated on the cockpit document. The GBU, Plant manager or Regional Office will advise the Data team if there is a new Procurer/LPR for a site/plant. They will provide the Site ID, Name, Phone number and email address and who they are replacing.
When the request is received, Data team team will insert a new entry to transaction ZWFA05I (WP1 system) for the new site code and advise the requester when complete.
ZWFA05N – List of Approvers EU
One approver dedicated to one supplier on one jurical entity and one plant.
This transaction controls the routing of the FI Validation Web cycle by Company Code, Site and Vendor (optional). There can be up to three different approvers for each Company code and Site. This table is only updated if the approvers for a GBU/Site have changed or a new Site has to be added to the table.
NOTE: there always has to be at least one entry for each Site code in this table, even if the approvers have Cost Center approval, an entry for Company Code and Site has to be made in this table to catch any FI request that comes in referencing a cost center not defined on table ZWFA05O.
Access the transaction table ZWFA05N in WP1_400 – Local system:
ZWFA05Q – List of Vendor
List of supplier eligible to supplier authorised without PO.
This table contains all vendors that can be posted as an FI transaction in cockpit. If a vendor is not listed on this table, the Accounts Payable processor will receive the following error in cockpit if they try to post an FI transaction against that vendor:
Everytime a new FI vendor is created, it needs to be added to this table and anytime an existing vendor that needs to have an FI document posted (ie. credit memo) again it will need to be added to the table.
If an Accounts Payable processor is trying to post and FI document and receives the error message, they will sent out the Update FI vendor list web cycle.
When the Update FI vendor list web cycle is received, Data team will update table ZWFA05Q with the vendor number and then approve the web cycle when the task has been completed.
Access the table ZWFA05Q in WP1_400 – Local system:
FI Annual Review
MM TABLES:
ZWFA05K – Key Procurer
Design price discrepancy generic workflow box (except 3001 and 3007 OA).
If will only need to be updated if the Raw Material Operations Specialist changes.
Procurement Team leader for RO will advise Data team if there is a change in who the Raw Material Operations Specialist is. They will provide the name, phone number and email address of the new person in case Data needs to set up the user with a Web Cycle ID.
