Tasks to be completed when creating an operating procedure (from creation to publication)

  1. Enter the Title of the procedure.
  2. Add the following Labels Labels: 
  3. Fill all fields as described
  4. Once the procedure is completed, publish it using the PtP Procure to Pay approval workflow


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)


T-code

SE16

  • To entry new data in this tables 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:


  • To entry new data select 'Enter Conditions' and 'Maintain'


  • Here you can select the company code and/or the site:


  • Click in the field "New Entries" to add a entry:


  • To edit an entry click in the option Selection:





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.

Info: is also possible to use SM30 / Table ZWFAT153


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.


Info: is also possible to use SM30 / Table ZWFAT166


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.

Info: is also possible to use SM30 / Table ZWFAV003 or ZWFAT170



ZWFA05P - List of coder

ZWFA05B - Coding data



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.

Info: is also possible to use SM30 / Table ZWFAT159


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.

Info: is also possible to use SM30 / Table ZWFAT155


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.


Info: is also possible to use SM30 / Table ZWFAT156


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.

Info: is also possible to use SM30 / Table ZWFAT154

ZWFA05U - WF data admin 


Info: is also possible to use SM30 / Table ZWFAT171

ZWFA05R - Data admin 

Info: is also possible to use SM30 / Table ZWFAT169




MM Annual Review

The annual review is done WW by Data Operations Lisbon Team, normally on the middle of the year and the final report should be sent to the End-User Partner Team.


EUP TEAM Contacts:

  • EMEA - Hartmut Schwartz
  • LAM - Jose Trindade
  • NAM - Nicole Colson
  • APAC - Evonne Teow


All data should be storage in the google drive and the following steps should be followed:

  1. Extract all the data available in SAP for all tables using the following transactions

  • ZWFA05K 

  • ZWFA05H 

  • ZWFA05I 

  • ZWFA05G  
  • ZWFA05U
  • ZWFA05R


2. Copy the template and add all tables in the corresponded sheet


3. Check for obsolete company codes


4. Cross check the users IDs with the last GUDSIS report available