Author(s) | Verification | Approval |
Perla Chagas | Luís Dias | Sara Fonseca |
27.06.2018 | 17.08.2018 | 22.02.2019 |
Version Control
Version | Date | Description |
00 | 27.06.2018 | New document |
Table of Contents
1. INTRODUCTION
1.1. Objectives and scope of this procedure
1.2. Requirements
2. STEPS OF THE PROCESS
2.1. To edit the matrix
2.2. To add lines
2.3. To delete lines
2.4. Currency of reference
2.5. Freshdesk ticket handling
3. REFERENCES
4. ATTACHMENTS
INTRODUCTION
Objectives and scope of this procedure
Requirements
- Changes must be validated by the Purchasing Key User for the region (check on list below):{+}https://docs.google.com/spreadsheets/d/1_5H3sPBO7bN3HJvOcx_hRUsmujwLHhYKoTXEpmRxU3M/edit#gid=2051071738+
The amount must follow the PtP Simplification: the lower threshold of 10k€ (or equivalent) is applied globally. This amount can only be changed if new Simplification rules are created.
STEPS OF THE PROCESS
To edit the matrix
Go to BP2 – transaction SM31
# | Main activities | Tips / Best practices | Key points |
1 | Insert table ZWPUT036 |
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2 | Click in "maintain" button |
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3 | Confirm the message |
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To add lines
# | Main activities | Tips / Best practices | Key points |
4 | Click on New Entries |
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5 | Enter the region |
| Regions AP: Asia Pacific NA: North America LA: Latin America EU: Europe |
6 | Enter the domain or segment |
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7 | Flag the option if it is for project |
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8 | Enter the amounts | 1st net price for lower amount 2nd net price for higher amount |
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9 | Select the action to be performed by the purchasers |
| Actions Empty: the system will not take in consideration Approval: the system will send the work item for approval Review: the system will send the work item for review |
10 | Save |
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Note: after created the new line, it is possible to change the "roles" of the purchasers. However, it is not possible to change the amounts.
To correct the amounts, the line must be deleted and then a new line must be created.
To delete lines
# | Main activities | Tips / Best practices | Key points |
11 | Select the line |
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12 | Click on delete button |
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13 | Save | Without saving first, the system will not allow to create another similar line after |
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Currency of reference
In BP2, go to transaction SM30, enter the table TVARV
# | Main activities | Tips / Best practices | Key points |
14 | Enter the table TVARV |
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15 | Click in maintain button |
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16 | Confirm the message |
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# | Main activities | Tips / Best practices | Key points |
17 | Go to tab Selection Options |
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18 | Select the line ZWPU_MATRIX_CURRENCY |
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19 | Click on the pencil to make the changes |
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20 | Click on the button of multiple selection |
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# | Main activities | Tips / Best practices | Key points |
21 | Go to tab Select Ranges |
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22 | Change the currencies |
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23 | Click on copy to confirm |
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24 | Save |
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Note: this change is done only if requested/necessary.
Freshdesk ticket handling
When a ticket arrives to the PTP D&A SRM Freshdesk Group, the ticket is pick up by a team member.
The ticket needs to be updated (if needed) to the correct classification "PTP Request ", PTP-Process "Data & Analysis, PTP-Subprocess "SRM7" and PTP-Category "Approval structures maintenance".
- Make analysis of the request to see the person responsible to validate the request.
- Check if the ticket requester is the Site Application manager /WW Controller/Purchaser Key User or was validated by Site Application manager/WW Controller/Purchaser Key User. To check the person responsible to validate see the link below:
{+}https://docs.google.com/spreadsheets/d/1_5H3sPBO7bN3HJvOcx_hRUsmujwLHhYKoTXEpmRxU3M/edit#gid=2051071738+
If not an approved requester, the team contact the Site Application manager (AM)/WW Controller/Purchaser Key User to validate the request. (1)
§ Change the status of the ticket to "Need for more information"
If yes, proceed with the changes
- Make the necessary changes
- After the modifications are done the team member Inform all involved parties in the loop of the changes made.
The ticket can now be closed.
§ Change the Ticket status to "Closed".
(1) When an email is sent asking for more details (requester) or some kind of approval (AM + WW Controller), always put all involved parties in the loop (Requester + AM/WW Controller);
- If no feedback was provided, after 3 days we send the 1st reminder asking for feedback;
- If no feedback was provided, after 3 days we send the 2nd reminder asking for feedback;
- Finally if no feedback was provided, after 3 days we send a 3rd message with the following text:
*Dear xxxx,
As we didn't received any feedback for our question/s it's not possible to our Team proceed with your request.
Please be informed that we need your site Application Manager/ WW Controller/Purchaser Key User approval to proceed with your account creation as requested (for example).
Dear Application Manager, we will proceed with the closure of this ticket.
If you can provide us the requested feedback please just reply to this message and the ticket will automatically re-open in order to our Team proceed with requested actions.
Always at your disposal,
SRM Team*
REFERENCES
ATTACHMENTS
No document attached.
End of document