INTRODUCTION

Objective

Scope

This OP applies to:

1. All suppliers created with the following Absent VAT justifications:

• WAI Waiting VAT code
• CIP French Health Establishments
• OTH Other reasons

These options should not be used.

2. All suppliers linked to WP1 without a RCS number number in PRS.

3. VWFs pending without any action for more than 30 days.

MAIN PARTS

Responsibilities and description of the steps to follow.

Responsibility (who does what)

Data Controllers (Data Operations Team members) - Both procedures below described should be done twice a month.

1. Absent VAT analysis 

Verification through the transaction SE16N (on the PF1_050), table LFA1 of all vendors available in the system with the mentioned Absent VAT justifications. 

Select Goto – Variants – Get:

Click on :

Select the Variant Data Ops and execute:

The result will show all suppliers created in the system that need to be analyzed:

With this information, all possible checks should be done using the already known websites, in order to find the correct VAT number for each supplier, or a valid justification for not have it, like the ones below:

• ASS Association
• PHY Physical Person
• PUB Public Establishment

If after performing all these checks still not possible to identify the correct justification or the correct VAT, a ticket should be created to PTP HD EMEA requesting to contact the supplier (all contacts should be provided) and confirm if he has a VAT number or in which category should be included.

Supporting tools

• VAT-Search
• VAT Lookup

2.Missing RCS number

Verification of all vendors available in WP1 system without RCS in PRS.

Transaction SE16N (on the PF1_050), table LFA1

Select Goto – Variants – Get:

Click on :

Select the Variant Data Ops RCS and execute:

The result will show all suppliers created in WP1 but without the field RCS filled in in PRS:

Each vendors should be analyzed by the respective team following the team's scope, and a ticket should be created through Freshdesk requesting to align both systems (WP1/PRS):

• EMEA - PTP D&A EMEA
• CYTEC - DMO RIGA
• LAM/NAM - PTP D&A LAM/NAM
• APAC - PTP D&A APAC

3.Pending VWFs to be aborted

Once a month, normally on the 1st, go to transaction Z1S_VWF_REQUEST_LIST (on the PF1_050), and select Variant JS VWF ABORT:

Double click on Creation Date, select Less Than or Equal to and :

A list with all pending VWFs for the selected date will be displayed:

Select Print → Save/Send → Local File... and choose In Google Drive or Text with Tabs:

Open the file and remove the lines for the VWFs modified recently (less than one month):

Afterward, go to Z1S_ABORTRQ, Select Vendor Workflow, add all VWFs that should be aborted and :

(Run the first time with Test Run in order to check if the result is the expected one)

Output:

The ones not possible to abort should be analyzed and if needed a request to IS Team should be created in order to request the deletion of these VWFs.

In the end, a Freshdesk ticket should be created with the report attached in order to keep a trace of the VWFs aborted and the reason why.