1

Right Solution, Right Time, Right Price

Customer Master<Site>

2

Agenda

Topics:

I. Customer Master Data

II. Customer / Material Info Record

III. Sales Employee

IV. Reporting

3

Business Process WorkshopThe objectives of the Sales and Distribution Customer Master Processing workshop is to:

• Provide practical knowledge and experience in creating, displaying and changing:

– Customers (Sold-to, Ship-to, Bill-to, Payer)

– Default Carrier (forwarding agent)

– Customer/Material info records

– Sales Employee (including 3rd party commissionable reps)

• Provide practical knowledge and experience with Sales document reporting and inventory/availability reporting

4

I. Customer Master Data

5

Definitions• Sold-to party – Person or company that places an

order for goods or services.

• Ship-to party – Person or company who receives the goods or services

• Bill-to party – Person or company who receives the invoice for goods or services

• Payer –Person or company responsible for paying invoices

6

Account GroupEach Customer master is assigned to an Account Group. The account group is a classifying feature within the customer master that allow customers to be grouped together.

Account Group Account Group Name

0001 Sold-To

0002 Ship-To

0003 Payer

0004 Bill-to

Z001 Related Party

CPD One-time customer

7

Steps before setting up a customer master record

1. Search for existing customer record (see next page).

8

Step 1: Search for Existing Customer

9

Step 1: Search for Existing Customer

There are several ways to search (by Name, Country, city) to name a few. Defaults to the first 500 hits

A matchcode allows you to locate the key of a particular database record (for example, an account number) by entering information contained in the record. You will use the matchcode, whenever you not sure what to enter in a given field.

10

Search Results

Double Click on Customer Number to

select

11

Steps before setting up a customer master record

1. Search for existing customer record

2. If no match, or similar match, complete customer master form (see attached), and enter customer into SAP.

12

Customer Master Procedures

If existing customer master with the same address is found, use this customer number, regardless what sales area it is set up in. Only upon management approval, will a customer be extended to buy from more than one Sales Area.

If existing customer master, with different address is found, create a new customer master record but make sure to use same Sales area data (Ex: 0010, 10, 01) Only exception: When customer can be both an OEM and a Distributor (very rare) Will show a shortcut on how this can be accomplished later in the class.

13

Customer Master RecordConsists of the following views:

GeneralData

Sales AreaData

Company CodeData

14

Initial Screen

Required Fields

Account Group – Classification of Customer (Sold-to, Ship-to, Bill-to, Payer, Related Party)

Company Code – Y012

Sales Organization - 0010

Distribution Channel – Means through which the product / service reaches the customer.10(Direct) or 20(Distributor)

Division – Sales force responsible for Customer (01 – 07)

NOTE: USE ALL CAPITAL LETTERS WHEN ENTERING NEW CUSTOMER INTO SAP

15

Initial Screen (Transaction code XD01)

This will list all possible Sales Areas to choose from and allow you to select by double clicking

16

General Data-Address

Required Fields

Customer name

Street/house number

Postal Code (zip code) / City

CountryRegion (State or Providence)

Phone and fax number (use parentheses for areacode )

District (County)– This will automatically populate, except when there are multiple counties. Check web site www.usps.com if needed

17

General Data-Address

Enter Customer

name

18

General Data-Address

19

General Data-Address

20

General Data-Contact Person

Use Pulldown option for list of

department

Contact Person will only be used for finance and service only. Sales will use GWI

21

General Data-Control Data

Use only if customer is

also a Vendor

22

Company Code–Account Management

Required Fields

Recon. Account – Financial key to determine if customer is a domestic of related party (YEA Subsidiary) customer.

Sort Key - 001

Cash Management – Corresponds with Division code from initial screen

23

Company Code-Account Management

Correspond with Division code from Initial Screen

24

Company Code-Account Management

Correspond with Division code from Initial Screen

Note: If customer was an existing customer in BOSS, this will reference the previous account #. All existing customers (excluding YEA departments/locations) with machine records or sales history in past 2 years set up in SAP. The previous account # if the customer was set up in multiples divisions will only reference one customer number (example MBAK3700 will be referenced for Baker, not TBAKDuplicate customer records were combined.

25

Company Code–Payment Transactions

Required Fields

Terms of Payment – ex.) Net30

Payment History Record – Check the box – Contains the recording of information for reporting purposes.

Lockbox - 10

26

Company Code-Payment Transactions

Terms of Payment appear in both the Company code and sales area data views. Be sure to enter same field value in both

27

Company Code-Payment Transactions

28

Company Code-Correspondence

29

Sales Area - Orders

Required FieldsSales District – Geographical service district (See Map)

Sales Office – Geographical sales territory (See Map)

Sales Group – Inside Sales Rep that services account, if applicable.

Customer Group – Further breakdown of Distribution Channel (ex. ASC)

Customer Stats Group – Enter 1

Customer Group 1 (Industry)

Customer Group 2 (Application)

30

Sales Area - Orders

Optional Fields

Price Group – Used to identify commissionable third party reps. If relevant for commission, enter 01. Actual % commission to be receive is entered as a pricing condition record.

Price List Type – Used to give a group of customer the same pricing. (Currently used by Columbus only for Honda Price List Type =01).

31

Sales Area - Orders

32

Sales Area-Orders

Always enter 1

Optional fields: Price list type: Identifies a price list. Price Group: Identifies if a 3rd party rep or another customer receives commission on the customer

33

Sales Area-Extras

This field is found in the Extras pull

down menu -> then the

addition data options

34

Sales Area-Extras

This field is found in the Extras pull

down menu -> then the

additional data options

35

Sales Area - Shipping

Required Fields

Delivery Priority – Enter 03

Order Combination – Uncheck box – This allows 1 Sales order=1delivery

Delivery Plant – Plant from which goods are delivered to the customer (1W, 2W or 3W)

36

Sales Area-Shipping

Always uncheck

box

37

Sales Area – Billing Document

Required Fields

Incoterms – Enter FOB-Commonly used trading terms that complies with ICCIncoterms description – (ex. Buffalo Grove, IL PPA)Default plant and shipping charges.

Terms of Payment – Enter same as Payment Terms from Company Code Date (ex. Net 30)

Acct. Assignment – Identifies customer as related or non- related party

Tax Classification – Enter 1 (means customer is taxable) Vertex will determine if Customer is actually taxable of not.

38

Sales Area-Billing Document

Enter FOB

Enter Buffalo Grove, IL or Dublin, OH followed by shipping charges

Enter same terms as in Company code- Payment Transactions

39

Sales Area-Billing Document

Always enter 1 for

taxable

40

Sales Area-Partner Functions

•Enter CR in first available line for Forwarding Agent(if applicable)

•Number Field – Enter Forwarding Agent Number

•Enter PE in next available line for Sales employee (if applicable)

•Number Field – Enter Sales employee Number•Enter VN in next available line for 3rd party commissionable rep, if applicable•Number Field – Enter Vendor Number

41

Sales Area-Partner Functions

Enter these fields

Add these two fields

42

Review Questions and Exercises•What is the combination of the sales organization/distribution channel and division?

•What are the 3 views in the customer master called?

•What is the first step you should take before setting up a new customer master record?

•What are the mandatory partner types that are automatically created when entering a Sold-to customer?

•What additional partner types can be added to the customer master record?

43

Customer Master

Hands-On Customer Master Exercise