Version Control

VersionDateDescriptionAuthor
v.129.02.2024CreationJosiane Peytraud

1. General overview

This Conversion process flow is launched by an action button for the Non SAP Accounts. So it's visible only on the layout “Non SAP Customer Lightning”. 

Do not allow to run the flow if:

For Technology Solutions, the conversion process is done in 2 steps:

If the CSR initiates the conversion, then the process is not done in 2 steps and allow the submitting of the creation at once.

For Novecare also, the conversion process is done in 2 steps:

How to know if a GBU does the conversion process in 2 steps: This information is in the custom metadata named GBU (SLV7_MDT_GBU__mdt), on the field Account Conversion Steps of the GBU.


2. Screen Flow detail

2.1 Before presenting the 1st screen

Check if there is already an existing request not closed for this Account.

If Yes, retrieve it and populate the 1st screen with those information
If no, create one, so until the end of the process, we won't have 2 ways of working, with:

2.2 Screen 1

2.2.1 Selection of the CSR

There are 3 possibilities for the user to select the CSR who will receive the email with the summary of the Conversion Request and the one with the SAP Request number (for all GBUS except Technology Solutions and Novecare) or will be the main point of contact for Data Team who manages the Account creation in SAP for Technology Solutions and Novecare.

2.2.2 Definition of the GBU

Display a picklist for GBU selection with:

2.2.3 Definition of the Account Sub-Type

Based on the Account and the selected GBU, retrieve the GBU Account Sub-type from the GBU Segmentation object (SLV_Involved_GBU__c) and give the possibility to the user to change it.
If none, put default value as "End-User".

2.2.4 Detail or File upload?

For Novecare, we don't propose the possibility to load a file. So, set the value to "Ask me the Detail...." and don't show this section

For the other GBUs, give the following possibilities with a  Radio-button:

2.2.5 File Upload:

Even when the user hasn't selected the option "I have prepared ...", they must have the possibility to load a file.
So, in any situation, give the possibility to load one.
Display what has been previously loaded. 
Display what has just been loaded.

2.2.6 Sold-to or Ship-to

Ask the user to confirm if he would like to create a Sold-to or a Ship-to in SAP.
Pre-populate the information based on the Partner Sub-Type of the Account.

2.2.7 Specifity for Novecare

If it's the 2nd step, we add 1 checkbox: Reject
If the checkbox is ticked, add a field "Reason of rejection".


2.3 When clicking "Next" on the 1st screen

2.3.0 Is the checkbox "Reject" ticked?

If yes, then go to the Rejection Process.
If no, then go on.

Before displaying the following screen, we need to perform few activities in order to save what has been done so far and be able to re-start the process if stopped in the middle and not re-ask everything to the user.


2.3.1 Update the request with the information from the screen

On the Request, depending on the option selected, update the following information:

2.3.2 Update / Create the GBU Segmentation

Update: If there is already a GBU segmentation existing for this Account and this GBU, update the GBU Account Sub-type with the selected value.

Creation: if there is no GBU Segmentation already existing, create one with:

2.3.3 if option 'I have prepared ..." has been selected

Ensure there is a file uploaded => error message: "You can't go further unless you attach a file."
If yes, go to the Summary Screen.

2.3.4 "Do you wish to copy the incoterms and payments terms from an existing quote?"

Radio Button Yes/No, Mandatory

3. Conversion Process

3.1 Contact Screen

Fields to display for Sold-to are: 

Fields to display for Ship-to are: 

The list of fields to display to the user when the contact is not existing are:

When a contact is selected with the lookup, populates the same fields as above + Account Name from the contact and display them so the user can ensure he selected the contact he was looking for.

3.2 When clicking "Next" on the "Contact Screen"

3.2.1 Update the request with the following information

3.2.2 Get the information needed for the "Delivery Screen"

Display Sales Organisation, Distribution Channel and code.

Display Sales Organisation, Distribution Channel and code.

3.3 Delivery Screen

Fields to display are:

If Yes, "Does the ship-to (delivery address) already exist in Core CRM?" +  Radio button Yes/No, Mandatory

If Yes, "Type the name of the account to identity the delivery address" + lookup on Account to find the Ship-To

If No, "Provide the details of the Ship-To account (delivery address) + following input fields

If No, nothing  else

2 columns, 1 for WP1 and 1 for PF1 with:

3.4 When clicking "Next" on the "Delivery Screen"

3.4.1 Update the request with the following information

If an additional delivery Address is required and if it doesn't already exist, we also need to update the following information

If an additional delivery Address is required and if it exist, update the following information

3.4.2 If we're converting a Ship-To

Go to the Summary Screen.

3.4.3 Get the information needed for the "Payer Screen"

3.5 Payer Screen

Fields to display are: 

3.6 When clicking "Next" on the "Payer Screen"

Update the request with the following information

3.7 Bill-To Screen

Fields to display are: 

3.8 When clicking "Next" on the "Bill-To Screen"

Update the request with the following information

3.9 Summary Screen

This screen shows all what has been done in the previous ones.

We'll also put those 2 additional input fields:

For Novecare, if it's the 2nd step, we'll display 1 checkbox named Reject.
If the checkbox is ticked, add a field "Reason of rejection".

3.10 When clicking "Submit" on the "Summary Screen"

3.10.1 Is the Checkbox "Reject" ticked?

f yes, then go to the Rejection Process.
If no, then go on

3.10.2 Update Request with the following information

3.10.2 For GBUs which run the Conversion Process in 2 steps

3.10.3 If the user requested an additional Ship-to

If the user requested an additional delivery address and if it doesn't exist,

If the user requested an additional delivery address and if it exists,

It's important that the Account Status is updated only when the Request is created because WeMethods is "catching" Account with Status "Conversion Requested" and needs information from the corresponding Request in order to create the Workflow in SAP.

3.10.4 Create the contacts if needed

For each contact, check if the user indicated that he was already existing. If not, create the contact with:

3.10.5 Send an email

For Technology Solutions and Novecare EMEA, Email is sent to Data Team,
For Novecare, Email is sent to Pam Accardi
otherwise Email is sent to the CSR or the queue selected at the beginning.

3.10.6 Update the following information

It's important that the Account Status is updated only after all the other updates because WeMethods is "catching" Account with Status "Conversion Requested" and needs information from the corresponding Request in order to create the Workflow in SAP.

4. Rejection Process

4.1 Update the request

4.2 Send an email

The email is sent to the Request Owner.

5. The SAP interface

WebMethods has a job running every 10 minutes.

This job scrutes the Accounts with Status set to "Conversion Requested" and:

If the creation workflow is successfully created in SAP PRS, then WebMethods will

If the creation workflow is not created in SAP PRS, then WebMethods will:

If it is for any functional reason, then WebMethods will also

WebMethods is doing the updates with user "SAP User". 

6. Useful links

Mapping CRM - WM - SAP (Tab: CG Update Core => PRS)

Accounts' Interfaces with SAP

WebMethods FSD