ACO MM TBP 03 Vendor Master Data-V2.3

ACO_MM_TBP_03_Vendor Master Data-

To Be Process

Vendor Master Data

ACO_MM_TBP_03_Vendor Master Data-V2.22005.doc

Table of content

21Document updates and validations

32Scope

32.1Process scope description

32.2Application architecture (global)

32.3Cross references

43Process

43.1Core model - process flow and description

43.2Country or customer specific - process flow and description

44Business Rules

44.1Core model Business rules

44.1.1Definition of the Account Group

44.1.2Vendor Group

54.1.3Vendor Group representative of the Service Center

54.2Country or customer specific Business Rules

65Key elements of system implementation

65.1Core model Key elements of system implementation

65.2Detailed definition of the Vendor Master Data

75.2.1Initial Screen

85.2.2Adress Data

95.2.3Control Data

115.2.4Payment Transactions

115.2.5Accounting Information

125.2.6Payment Transactions Accounting

135.2.7Correspondence accounting

135.2.8Purchasing Data

165.2.9Partner functions

165.3Vendor master record Data sent to WMS

175.4Main SAP Transactions used

185.5Country or customer specific Key elements of system implementation

185.6Summary

186Organizational roles and impacts

197Application specific development requirements

198Key volume & performance indicators

199Added value for the Business and economical considerations

1 Document updates and validations

Updates

DateVersionAuthorComment

30/01/02v0C. HemeryDocument creation

06/08/02V1.0C. HemeryDocument modification : V2 adaptation with centralization of strategic master data management

27/08/02V1.1C. HemeryDocument modification : addition of data concerning customizing and Returns to vendor

26/09/02V2.0C. De BrancheDocument modification

04/11/02V2.1F.ZakariaDocument modification

Validations

DateVersionValidation Resp.Comment

Jan 05V2.3S. BlanchardDocument revision

2 Scope

2.1 Process scope description

This document describes the process for creation, maintenance and use of vendor master data.

It deals with strategic, external and group vendors.

2.2 Application architecture (global)

SAP is the master system for vendor master data.

Some data will be managed in the WMS:

Strategic products (Raw glass, PVB, Functional Interlayer and Prelaminat)

Logistics data (Manufactured Glass and Transporter)

Therefore, for the good receipt, it will necessary to download the related Vendors from SAP to the WMS:

2.3 Cross references

TBMM02Material Master Management

TBMM04Purchasing master data

TBMD06Logistic Flow & Master Data creation

TBMM08Supply Manage Deliveries RequestsTBMM11Purchasing process: requisition

TBMM12Purchasing process: contract

TBMM13Purchasing process: Scheduling agreement

TBMM14Purchasing process: Purchase orders

TBMM15Purchasing process: Sub-contracting

TBMM20Consignment flow

TBFI16AP Vendor Master Data3 Process

3.1 Core model - process flow and description

We will distinguish several types of vendors:

Strategic vendors for Raw Glass and PVB, Functional Interlayer and Prelaminat.

Strategic vendors for Components used in the Bill Of Material as defined in the TBMM02: Material Master Management (except the Raw Glass and PVB, Functional Interlayer and Prelaminat)

Manufactured Glass Product vendors (external or group),

Other group vendors

Transport vendors,

Other vendors.

Both accounting and purchasing departments have access to the vendor master record.

3.2 Country or customer specific - process flow and description

Not relevant

4 Business Rules

4.1 Core model Business rules

4.1.1 Definition of the Account Group

Several account groups are set depending on the vendor to be created in SAP:

Strategic Vendors

=> Account Group: STRA

Glass Product vendors (SGS)

=> Account Group: GRP

Transport vendors (SGS or external)=> Account Group: GRP

Other group vendors (SGx)

=> Account Group: GRP

Transport vendors (External)

=> Account Group: KRED

Other vendors

=> Account Group: KRED

4.1.2 Vendor Group Sekurit Entities

A Vendor Group (Account Group GRP) integrated in the Sekurit Avenir Solution V1 or V2 (Spain, Germany, Italy, Belgium, France) must be created twice.

Once referring to a number of plant, for the supply of semi-finished glass products marketable and finished products

A second time, without reference to any plant code, for the supply of non glass semi-finished products (Prelaminat, PVB re-extruded ...) and/or for prototypes

For this type of vendor, it is thus possible to have two account numbers for the same delivering supplier.For the other types of suppliers, there should be only one account number per delivering supplier.For this reason before any creation of a vendor, it must be checked whether it does not exist for another Company Code / Purchasing Organization

Note that search term can be used in order to identify and distinguish those 2 vendors. It is suggested to add 1 in search term of vendor referring to a plant and to add 2 in search term of vendor without reference to a plant.

4.1.3 Vendor Group representative of the Service Center

The vendor group who represent the service center must:

be created in the Purchasing Organization of their country in which they are located

not be created in the company in which they belong.

A detailed procedure for the creation of the Vendor Master Data is defined in the To-Be-Process TBMD06 Logistic Flow & Master Data Creation

4.2 Country or customer specific Business Rules

Not relevant.

5 Key elements of system implementation

5.1 Core model Key elements of system implementation

Both accounting and purchasing departments have access to the vendor master record. In order to avoid data redundancy, data for both departments are stored in a common master record.

The number ranges for the account groups within the scope of this document are the followings:

Account groupsDescriptionNumber rangesInternal / External

STRAStrategic vendors,

Defined by SGSI rules01 : 0003 2999Automatic Internal Number Assignment

KREDNon-strategic, external vendors02 : 10000 99999Automatic Internal Number Assignment

GRPGroup vendors

Saint-Gobain company03 : 3000 5999Automatic Internal Number Assignment

Other account groups exist for FI requirements but they will not be detailed in this document:

DIVFI debtors and creditors, Diverse FI vendors

CPDOne time vendors

PERSSGSx workforce (without HR)

For more details on these account groups, refer to the TBFI16 - AP Vendor Master Data

There are three different types of data which are stored separately, corresponding to the vendor master structure:

General data which are SAP client relevant. Such as address, communication

Accounting data which are SAP company relevant. They include, for example, information on insurance or account management. These data are compulsory as soon as goods are received.

Purchasing data which are for the Purchasing Organization relevant (there is one Purchasing Organization per country). They include, for example, data on conditions, currency and partner functions. These data are compulsory to start any purchasing flow.5.2 Detailed definition of the Vendor Master Data

For each view of the Vendor Data that is used in Avenir V2, the following tables give details on the data required during creation of the product:

Technical name of the field,

Mandatory (M), Optional (O) or not used ( ) data,

Description, comments and values.

However, this document will only deal with the data used in Avenir V2. Therefore, the non-used data will not be refered at all.

5.2.1 Initial Screen

Field CodeField NameUsed Mandatory / OptionalDescription / Comments / Values

LFA1-LIFNRVendor(MSAP account number of the Vendor (codification rules are related to the account Group)

Automatically initialized by the system

LFB1-BUKRSCompany Code(MSelect the Company where the Vendor is to be defined

The vendor has to be created in all the companies where some activities occur

LFM1-EKORGPurchasing organization(MOrganizational unit that negotiates the general conditions of purchase and purchases goods / services for several plants (In SG Sekurit organization, there is one purchasing organization per country)Select one of the Purchasing organization:

EKDE: Deutsch Einkaufsor.

OABE: Org. Achats Belgique

OAFR: Org. Achats France

OAIT: Italia Acquist.Org.

OASP: Org. Compras EspaaThe vendor has to be created in all the purchasing organization where some activities occur

LFA1- KTOKKAccount group(MSeveral account groups are set to distinguish the following kinds of vendors

Select one of the account groups (within the scope of this To-Be-Process):

STRA: Strategic vendors KRED: Non-strategic, external vendors GRP: Group vendors, Saint-Gobain company

RF02K-REF_LIFNRReference Vendor(OExisting vendor used as a reference when creating a new one

RF02K-REF_BUKRSReference Company codeOCompany code data of the related vendor

RF02K-REF_EKORGReference purchasing organization(OPurchasing Organization data of the related vendor

5.2.2 Adress Data


LFA1- ANREDTitle(OTitle of the vendor : company, Mr., Ms.

LFA1- NAME1Name (MLegal name of the Vendor

LFA1- NAME2Name(OOther designation information

LFA1- SORTLSearch term(M- For Strategic vendors, the rule is :

( 5 first letters of the vendor legal name,

( in capital letters,

( no SA or SARL or S.A

( if there are two words, only one space

- For other vendors, no special rule has been defined for the search term settlement

LFA1- STRASStreet(MAddress information

LFA1- ORT01City(MAddress

LFA1- PSTLZPostal code(MAddress

LFA1- LAND1Country(MAddress

LFA1- REGIORegion(OAddress

LFA1- SPRASLanguage key(MThe vendor communication language depends on its country, except for strategic vendors for which the communication language must be English EN

LFA1- TELF1Telephone 1(OTelephone number of the supplier

LFA1- TELFXFax number(OFax number of the supplier

5.2.3 Control Data


ACCOUNT CONTROL

LFA1- KUNNRCustomer(OAccount number of the customer

Used when the vendor is also a customer: it is mandatory for inter-company, sub-contracting and return flows.

Will also be used by FI for inter-company payments and consolidation purposes

LFA1- KONZSGroup Key(OIf the vendor belongs to a group, the Group Key facilitates gatherings between the different vendors of this group.

Set the 10 first characters of the juridical entity

TAX INFORMATION

LFA1- STCD1Tax code 1(OTax number of the vendor which is to be used for reporting to the tax authorities. Usage depends on the country:

Italy : codice fiscale

Spain : N.I.F.

France : SIRET number

Belgium : record number of the financial ministry

Germany : Not used

(Mexico: Registro Federal de Contribuyentes)

LFA1- STCD2Tax code 2(OTax number of the vendor which is to be used when reporting taxes to the tax authorities. Usage depends on the country:

Italy : Partita IVA

Spain: Not Used

France : SIREN number

Belgium : BTW/tax number

Germany : Not used

LFA1- STKZNSole proprietor flag(OIndicator used to distinguish between natural and legal persons for tax reporting in Italy, Mexico, Brazil

LFA1- STKZUTax on sales / purchasing(OIndicator: Business partner subject to on sales / purchasing.

Used in Belgium, for the annual tax report

LFA1- FISKNFiscal address(OAccount number of the master record with fiscal address: specifies an additional master record in which the official address is stored.

This address is used in Italy for business transactions with the tax office in Italy

LFA1- STCEGVAT reg. No(OThe VAT registration number of the vendor is used within the EU for Intrastat declaration.

This field is mandatory for E.U Vendors.

REFERENCE DATA

LFA1- BRSCHIndustry(OAn industry is a distinct group of companies with the same basic business activity. Will be used :

002 for glass vendors

001 for carriers

003 for Raw Glass vendors

004 for PVB/ Functional Interlayer //Prelaminat vendors

blank for others vendors.

It is used to filter the vendor master data to be sent to WMS :

only vendors with value 001 or 002 are sent to DCS,

only vendors with value 001 or 002 or 003 or 004 are sent to CIM+.

LFA1-KRAUSCredit information numberOThis field is used to specify whether a label has to be reprinted during goods receipt or not.

If it is blank, a new label will be printed by default in Flexnet

If there is the value NO, there is no impression at all (vendors label is kept)

5.2.4 Payment Transactions

The following table can be completed as many times as there are referenced banks for the vendor


BANK DETAILS

LFBK- BANKSBank country key(OCountry in which the bank is located

LFBK- BANKLBank key(OKey of the bank specified (matchcode)

LFBK- BANKNBank account number(ONumber of the account managed in the bank

LFBK- BKONTBank control Key(OThis field contains a key for checking the combination of bank number and bank account number

LFBK- BVTYPPartner Bank Type(OKey entered in the line item to specify which business partners bank the system should use

5.2.5 Accounting Information


ACCOUNTING INFORMATION

LFB1- AKONTReconciliation account(MThe reconciliation account in General Ledger accounting is the account which is updated for normal postings (for example, invoice or payment).

The account has to be selected within an exhaustive list of values

In France: - 401100 for External Vendors

- 401110 for Group Vendors

- 401300 for Vendor SVE in FR01 and Vendor SGSF in FR03

LFB1- ZUAWASort key(OKey symbolizing the layout rule for the "Allocation" field in the document line item.

The system uses a standard sort sequence for displaying line items.

Always set to 009 (external document number)

LFB1-LNRZEHead office(OThis field contains the account number of the master record for the head office account. This account number is only specified for branch accounts.

Posted invoices are then posted on the Head Account.

5.2.6 Payment Transactions Accounting


PAYMENT DATA

LFB1-ZTERMPayment Terms(OKey for defining payment terms composed of cash discount percentages and payment periods.

Only Required for External Vendors

LFB1-REPRFCheck double inv. Flag(OIndicator which means that incoming invoices and credit memos are checked for double entries at the time of entry.

AUTOMATIC PAYMENT TRANSACTIONS

LFB1-ZWELSPayment Method(OList of payment methods which may be used in automatic payment transactions with this vendor if a payment method is not specified in the item to be paid.

LFB1-ZAHLSPayment block(OBlock key used to block an open item or an account for payment transactions.

LFB1-LNRZBAlternative payee (OAccount number of the vendor with whom automatic payment transactions are to be carried out.

LFB1-HBKIDHouse bank(OThe key for the house bank is used if the vendor is always to be paid by the same house bank. The bank selection of the payment program is cancelled with this entry (used mostly for current account payments).

LFB1-XPOREIndividual payment flag(OIf this indicator is set, every vendor open item is paid separately during automatic payment transactions (Open items are not grouped together for payment).

5.2.7 Correspondence accounting


CORRESPONDANCE

LFB1-BUSABAccounting clerk(OUsed for dunning letter when the accounting clerk name has to appear on the dunning letter

LFB1-TLFXSClerks fax(OAccounting clerks fax number

LFB1-INTADClerks internet(OInternet address of the accounting clerk

LFB1-EIKTOAccount at vendor(OAccount number of the company that is listed under at the vendor.

LFB1-ZSABEUser at vendor(OName or identification code of the accounting clerk at the vendor

LFB1-KVERMAccount memo(OInternal memo of the accounting department.

5.2.8 Purchasing Data


CONDITIONS

LFM1-WAERSOrder currency(MKey for the currency on which an order placed with a vendor is based.

LFM1-ZTERMTerms of payment(OKey used to define payment terms. The payment terms provide information for:

Cash management and forecasting

Dunning procedures

Payment transactions

LFM1-INCO1Incoterms Code(OIncoterms specify certain internationally recognised procedures that the shipper and the receiving party must follow for the shipping transaction to be successfully completed.

LFM1-INCO2Incoterms - Text(OAdditional information for the primary Incoterm (If the primary Incoterm is, for example, FOB ("Free on Board"), then the second field provides details of the port from which the delivery leaves).

LFM1-MINBWMinimum order value(OMinimum value authorized for purchase orders issued to the vendor

SALES DATA

LFM1-VERKFSales person(OResponsible sales person at vendor's office

LFM1-TELF1Telephone (OTelephone number of the Sales Person

LFM1-EIKTOAccount with vendor(OAccount number which the vendor uses for Saint-Gobain SEKURIT

CONTROL DATA

LFM1-WEBREGR-based invoice Verification flag(OIndicator specifying that provision has been made for GR-based invoice verification for a purchase order item or invoice item. This field controls the default value for goods receipt-based invoice verification when an info record is created and (if no info record exists) when a purchase order is created.

LFM1-LFABCABC indicator(OMeans of classifying vendors according to their significance to your company.

LFM1-XERSYEvaluation Receipt Settlement (ERS)(OThis flag (ERS: Evaluated receipt settlement) specifies that automatic generation of invoices according to an invoicing plan is to be possible in relation to materials supplied or services performed, respectively, with regard to this vendor or this document item.

LFM1-XERSRERS for returns(OIndicates that automatic evaluated receipt settlement of return items is possible for this vendor

LFM1-EXPVZMode Of Transport-Border(OIdentifies the mode of transport by which the goods cross a border during export or import.

In the European Community (EC) this information is necessary when you submit monthly reports to Intrastat.

Set to 3

LFM1-KZABSAcknowledgement required(ODetermines whether the purchasing document (purchase order, outline agreement, etc.) is to be acknowledged by the vendor.

LFM1-KZAUTPO Automatic(MIndicator specifying that purchase orders are to be generated automatically from purchase requisitions if the requisition has been assigned to the vendor (The indicator must also have been set in the master record of the material to be ordered from the vendor). Always flagged

LFM1-BOLRESubsequent Settlement flag(OIndicates that conditions providing for subsequent settlement may apply to this vendor.

Set this indicator if subsequent (end-of-period) settlement can be agreed with this vendor.

5.2.9 Partner functions

While creating a vendor, the 3 following partners are created:

Vendor

Order address

Invoice author

These partners inherit automatically of the same values as the vendor. Yet, it is possible to modify these values in order to adapt them to the function of these agents.

Several order addresses or invoice authors can be associated to one vendor.

For instance, for German companies, an address of payment has been added for some vendors.

5.3 Vendor master record Data sent to WMS

Data are sent to WMS via ZCREMAS idoc types.

Idocs are only triggered if the Industry filed value is 001 or 002 or 003 or 004. For other values, no idoc will be triggered.

All the data from the vendor master are not sent to WMS : here is the list of data sent through ZCREMAS idoc type (for more details, refer to the TBIN01 WMS Master Data and Inteterfaces)

FieldSegmentField codeDescription

FunctionE1LFA1MMSGFNFunction description (deletion, replacement )

Account number of the vendor or creditorE1LFA1MLIFNR

Industry keyE1LFA1MBRSCH

Vendor account groupE1LFA1MKTOKK

Country of companyE1LFA1MLAND1

Last name of employeeE1LFA1MNAME1Name

CityE1LFA1MORTO1

Postal codeE1LFA1MPSTLZ

Character filed length = 10E1LFA1MSORTLSearch term

Language keysE1LFA1MSPRASLanguage

Street and house numberE1LFA1MSTRASStreet

First telephone numberE1LFA1MTELF1

Fax numberE1LFA1MTELFX

FunctionE1LFM1MMSGFNFunction description (deletion, replacement )

Vendors account numberE1LFM1MLIFNR

Purchasing OrganizationE1LFM1MEKORG

Purchase Order CurrencyE1LFM1MWAERS

Segments

- E1LFA1MSegment for general vendor data- E1LFM1M Segment for purchasing organization data vendor SMD

5.4 Main SAP Transactions used

In order to create, maintain or display the Vendor Master data, the main transactions in SAP are the followings:

Create Vendor Master Data

Use menu path:

Logistics

Materials Management

Purchasing

Master Data

Vendor

Central

Create

Or use transaction code XK01

Change Vendor Master Data

Use menu path:

Logistics


Purchasing

Master Data

Vendor

Central

Change


Display Vendor Master Data

Use menu path:

Logistics


Purchasing

Master Data

Vendor

Central

Display


5.5 Country or customer specific Key elements of system implementation

Not relevant.5.6 Summary

The two following IMG are related to the customizing of the Vendor Master Data:

IMMM008Partner determination

IMMM039Vendor Industries

Remark: beware of customizing for vendor master.

Through Finance

Financial accounting ( Accounts receivable ( Vendor Accounts ( Master Records ( Preparations for creating Vendor Master Records ( Define account groups with screen layout (vendors)

Transaction OB23

Through Logistics

Logistics General ( Logistics Basic Data : Business Partners ( Vendor ( Control ( Define account groups and field selection

Transaction OMSG

The customizable fields are not the same between the two customizing transactions.

Advice: The Field Short Term of the Vendor Master Data should be cleaned up before the Go-Live of Sekurit Avenir V2, in order to allow the user easier search requests.

6 Organizational roles and impacts

As the detailed procedure for the creation of the Vendor Master Data is defined in the To-Be-Process TBMD06 Logistic Flow & Master Data Creation, the organizational impacts of the Vendor Master Data are detailed in the same document.7 Application specific development requirements

Tool for doubles identification

Program ZMM_CHECK_DOUBLONS_LFA is running to identify doubles in vendor master. It looks, for a given selected purchasing organization, if several vendors have the same VAT registration number.

A PAIG has been prepared and sent to ABAP team to update the existing User-Exit, so that it treats all Industry values.

S:\Core Solution\v2\Abap\PAIGs\ MM_004_PAIG_Download_Vendor_Master-ZCREMAS

Report on Strategic Vendor CreationA specific report will be developed in order to monitor the creation / modification or deletion of Strategic Vendors (refer to the creation process described in the TBMD06 - Logistic Flow & Master Data creation)

8 Key volume & performance indicators

Not relevant.9 Added value for the Business and economical considerations

Not relevant.

204/02/05 - 14:02

ACO MM TBP 03 Vendor Master Data-V2.3

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