Create Customer Master Record · Web viewThe request form will be a MS Word document. The form...

Work InstructionFunctional Area: Accounts Receivable Create Customer Master Record Centrally

Purpose

Use this procedure to create a new customer master record in SAP.

Trigger

Perform this procedure when It has been identified by various departments in the University that a new customer master record is required in the system in order to complete invoicing.

Prerequisites

The Customer Data Custodian receives a request that a new customer needs to be set up in the SAP system.

The Customer Data Custodian will check the SAP system to make sure that the request is not a duplicate.

Menu Path

Use the following menu path(s) to begin this transaction:

Select Logistics Sales and Distribution Master Data Business Partner Customer Create Complete to go to the Customer Create: Initial Screen.

Transaction Code

XD01

Business Process Information

Customer master records in SAP represent the businesses from which receivables are due as a result of services rendered. Customer master records include all the information about a customer that is needed in order to conduct business between the customer and the University. Additionally, specifications on the customer master record control how a customer’s business transactions are recorded and processed in the SAP system.

The fields on the customer master are organized by two different areas called ‘views’. The views of a SAP customer master are:

General View, information in this view is universal across SAP organization units. Company Code View, this view contains accounting related information. Sales Area View, this view contains sales and distribution relation information required to

support the Resource Related Billing functionality.

The customer master database in SAP will be supporting key Accounts Receivable (AR) billing for specific departments within the University. The departments that are in scope for SAP AR billing are:

Parking Facilities Radiation safety Pathology Misc AR (such as rent) Campus scheduling


Telecommunications Transportation Public safety Grants (SPA activities) Student Sponsor Accounts

The customer master data maintenance process will begin with a customer master data maintenance request form completed by the end users within various departments and sent to the Central Customer Data Custodian. The request form is used to request:

New SAP customers Changes to existing SAP customers Requests to block or unblock SAP customers Requests to delete (mark or unmark for deletion) SAP customers

The request form will be a MS Word document. The form will be completed and e-mailed to the Customer Data Custodian. The Customer Data Custodian will review the request form. Using search queries in SAP, the Customer Data Custodian will determine if the customer master record already exists in the system. If the customer is already in the system, the Customer Data Custodian will complete the request form with the existing SAP customer number and e-mail the form back to the requester.

If the customer does not reside in the system, the customer master record is created in SAP using the data from the request form. If there is a question or discrepancy on the request form, the requester is contacted for clarification. Once the customer master record has been saved in the system, the request form is completed (with the customer master account number) and e-mailed back to the requester. It is important to note the special considerations in this maintenance process if the customer is Grants related.

The Customer Data Custodian will determine if the request is Grants related by Grants indication on the request form. If the request is Grants related, the Customer Data Custodian will create the customer using SAP transaction XD01. The request form will be completed with the customer’s account number and routed to the Grant Sponsor Master Custodian. The Grant Sponsor Master Custodian will execute a separate SAP transaction to extend/linked the customer master record to also be a Sponsor Business Partner The Sponsor Business Partner and its’ supporting Customer Master record will have the same account number. For further details concerning the customer master data maintenance for Sponsor Business Partners, see BPP_BP_Maintain_Business_Partner.

The general turn around time for a customer master maintenance request will be one business day. For emergency situations, exceptions can be made. The maintenance process will be done centrally in the Financial Services Department (by a small group of individuals).Central customer master approvals are not required. The Customer Master Data Custodian does research to make sure that no duplicate customers are entered into the system.

Helpful Hints

The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).

On certain screens you may have to scroll to view some data entry fields. When creating a customer master record, to quickly default standard information such as

payment terms, reconciliation account, tolerance group, dunning, etc use the ‘Create with Reference Functionality’. This functionality can be used to copy the standard defaults from an existing customer to a new customer


Procedure

1. Start the transaction using the menu path or transaction code.

Customer Create: Initial Screen

2. As required, complete/review the following fields:

Field R/O/C Description

Account group Required Summary of attributes that control the creation and maintenance of master records; The account group determines which data is required for the master records and the number range assigned to those master records; You must assign each master record to an account group

Example:UC AR CUSTOMERS

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AR_XD01_CreateMasterRecord_0_CustomerDataCustodian.udc© University of Cincinnati 3/38



Customer Required SAP code that identifies a customer; A customer is a business partner who orders goods and services

Example:

Leave this blank. SAP will assign the customer number.

Company code Required Organizational unit within Financial Accounting

Example:UC

Sales Organization Required An organizational unit responsible for distributing certain products or services and negotiating sales conditions; In SAP, any number of distribution channels and divisions can be assigned to a sales organization

Example:1000

Distribution Channel Required Way in which products or services reach the customer; Typical examples of distribution channels are wholesale, retail or direct sales. Within a sales organization, it is possible to deliver goods to a given customer through more than one distribution channel

Example:UC

Division Required Organizational unit set up to supervise the distribution and monitor the profitability of materials, products or services; A product or service is always assigned to just one division. Typically divisions are used to identify product lines

Example:UC

3. Perform one of the following:If Then

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You want to check the valid sales areas (sale organization, distribution channel and division) Click

4. As required, complete/review the following fields in the Reference section:

If you want to create a customer master record by referencing an existing customer master record, information is needed in the following fields. The system will default key company code and sales area information into the new customer master record using the referenced customer master record’s data.

5. Perform one of the following:If ThenYou want to check the validity of the data entered Click .

You want to exit the transaction (without creating a customer record) Click .

You want to complete the customer master record Click .

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Create Customer: General Data



Name Required A word or phrase that constitutes the distinctive designation of a person or thing

Example:Lady of Mercy

Unlabeled field (below Name Field)

Optional Description of the Name 2

Example:Mary Walker

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Search term 1/2 Conditional Two independent search term fields

Example:Lady of Mercy

Search Term 1 is used to store up to the first 20 characters of the customers name with no spaces.

Search Term 1 is required.

Search Term 2 is not required. Search Term 2 is used to store the customer’s department name.

House no./street Required Street name and number

Example:2200 North Main Street

The customer’s street address (number and street name) can be entered in 2 independent fields. However, it has been decided to put the street number and name in one field. Therefore, the House no field will be blank.

This information will be printed on the outgoing customer invoice or credit memo.

City Required City where company is located

Example:Dayton


State Required A region that is within a country

Example:OH


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ZIP Code Required A five or nine digit code used to reference a delivery area

Example:45416


Country Required Country name

Example:US

Language Required Language used to enter, display, and print texts

Example:English

Telephone Required Telephone number, consisting of area code and number, but without the country code

Example:937-252-5878

If no telephone number is provided, fill fields with all zeros.

To add additional telephone numbers,

click .

Extension Optional Telephone/fax extension code

Example:8475

Fax Required Number of the vendor or customer's fax machine

Example:513-898-4585

If no fax number is given, enter all zeros

To add additional fax numbers, click .

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Extension Optional Telephone/fax extension code

Example:0000

E-Mail Optional Vendor or customer's e-mail address

To add additional e-mail information, click

.

Example:[email protected]

Comments Optional Internal notes

Example:Offices closed on Mondays

7. Perform one of the following:

If Then Go To

The customer has additional name information Click in the ‘Name’ section to

expand screen.

Step 8

The customer has additional address information Click in the ‘Street Address’

section to expand screen.

Step 9

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Create Customer: General Data (2)



Unlabeled field (2 lines below Name Field)


Example:Accounts Payable

Unlabeled field (3 lines below Name Field)


Example:Sr. Accountant

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Building code Optional Number identifying the specific building used to further define the street address

Example:

This information will not be printed on the outgoing customer invoice or credit memo.

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Room Optional Number identifying the specific room used to further define the street address

Example:


Floor Optional Floor of the building as more exact specification of an address

Example:


Street 2 Optional Additional address field

Example:


Street 3 Optional Additional address field

Example:


SuppI. Optional House number supplement as part of an address

Example:

Leave this field blank.

Undeliverable Optional Reason for non-delivery of invoice, credit, check or other correspondence

Example:Deceased

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10. Perform one of the following:If You Want To ThenExpand all sections in the screen (Name and Address information) Click .

Collapse all sections in the screen (Name and Address information) Click .

Check the information entered in the record Click .

Preview the name and address information Click .


11.Click the tab.

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Create Customer: General Data (Control data tab)



Authorization Optional Allows a user to perform specific transactions; Authorizations are assigned to user log-on IDs.

Example:

This field is used to limit access to specific customers using extended SAP security. Currently, there are no plans to limit specific customers via extended SAP security. Leave field blank.

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Group key Optional The group key is freely assignable and can be used in creating new match codes and or reporting evaluations.

Example:

This field can be used in custom reports and match codes. Currently, there are no plans to use this field. Leave field blank.

Industry Required Key that specifies the type of industry to which the material is assigned

Example:MED

Tax Number 1 Conditional Social security number

Example:258-99-6369

If the customer’s SSN is not provided then Tax Number 2 must be used.

Tax Number 2 Conditional A tax ID number assigned by the Internal Revenue Service (IRS) to business entities

Example:31-8547899

If the customer’s Federal Id Number is not provided then Tax Number 1 must be used.

13.Click the tab.

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Create Customer: General Data (Payment transactions tab)



Ctry Optional Country name

Example:US

If an ACH is to be sent as an outgoing payment , this information is required by the bank.

This information is also used in Lockbox data processing.

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Bank Key Optional ABA routing number for a bank account

Example:242278713



Bank Account Optional Bank account number

Example:0005909068



Account Hold Optional Bank account holder's name

Example:Mary Walker



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Co… (Control Key) Optional Code used to identify operational processes; Examples of operational processes include costing, scheduling, and completion confirmations

Example:

Bank control key determines whether the bank account defined in the vendor’s master record is a savings account (value 02) or checking account (value 01). If this field is left blank it is assumed that the bank account is a checking account.

IBAN Optional Used in Cash Management Module (Bank Master Data)

Example:

Leave blank.

Bk.typ. Optional Bank account business partner

Example:

Leave blank.

Reference Details Optional Additional specifications that are defined in order to use the bank account in automatic payment transactions

Example:Call Patty at 513-999-0000 after completing any ACH payment.

Col… (Collect. Auth.) Optional Indicator that specifies that authorizes electronic payment

Example:

This functionality is not used; leave blank.

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Bank name Conditional Financial institution's name

Example:

This information will default based on the Bank Key entered in the record.

15.Click the tab.

Create Customer: General Data (Contact persons tab)


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Name Optional A word or phrase that constitutes the distinctive designation of a person or thing

Example:Walker

First name Optional First name of the person

Example:Sara

17.Place cursor on the Name field and click to expand contact record.

Customer Create: Contact Person Details

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The following fields are the suggested fields required to complete a customer contact record. All other fields are optional.

19.Click .

Create Customer: General Data (Contact persons tab) (2)

20. Click .

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Create Customer: Company Code Data



Rec. Account Required The reconciliation account in G/L accounting is the account which is updated parallel to the sub ledger account for normal postings (for example, invoice or payment)

Example:13000000

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Sort key Required Default value for sorting line items in a line item display

Example:004

It is recommended that sort key 009 ‘External Number (Reference field) be used for all records except those customer master records that are Head office record. Head office customers should use sort key ‘004’ ‘Branch Account’.

By entering this sort key value on the master record, when the master record is used in an invoice or credit memo transaction, the sort key data (Reference or Branch Account) will automatically be copied to the ‘Assignment’ field on the customer line item on the invoice or credit memo and be available for line item report sorting.

Head office Optional Field in SAP which stores the account number which corresponds to the customer location that represents the bill-to/payer partner; There can be multiple branch offices for each head office; Typically when AR is implemented without implementing SD; See also branch office

Example:Head Office customer is customer number 1000010 (Miami Valley Care Center)

If it has been determined that a customer record is a Branch of an existing record (deemed the Head Office), enter the Head Office customer account number to link the two records.

The Head Office/Branch functionality was implemented to accommodate customers that have several different billing remittance addresses.

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Authorization Optional Allows a user to perform specific transactions; Authorizations are assigned to user log-on IDs.

Example:

This field is used to limit access to specific vendors using extended SAP security. Currently, there are no plans to limit specific vendors via extended SAP security. Leave field blank.

Cash mgmt group Optional Planning group in Cash Management

Example:

This field is used in cash management reporting. Although there is no immediate need for this field, it was kept optional in case a cash management reporting business requirement is defined later.

Buying Group Optional Key that links records together for reporting

Example:

22.Click .

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Create Customer: Company Code Data (Payment transaction tab) (2)



Terms of payment Required Terms agreed upon with the vendor for the payment of goods supplied or services rendered

Example:0001

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Tolerance group Required Freely definable group code for customers and vendors, or G/L accounts; Each tolerance group contains settings that affect cash discount and payment difference processing. These settings become effective during payment entry.

Example:DEB1

The ‘DEB1’ tolerance group has been configured according to UC business requirements. Only use this tolerance group.

Credit memo payt term Required Terms agreed with a customer or vendor that apply to the clearing of credits for goods supplied or services rendered

Example:0001

24.Select to the left of Payment history record.

25.Click the tab.

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Create Customer: Company Code Data (Correspondence tab)


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Dunn.procedure Required Dunning rules including specifications such as the dunning intervals, dunning levels, dunning letter per level, etc that will be applied to all invoices applicable for dunning.

Example:UC

The dunning procedure defined in this field is the dunning procedure assigned for this customer/company code. However, the dunning procedure defined here can be overwritten in an invoicing transaction based on the dunning procedure defined for the invoice’s dunning area.

Dunning procedures are assigned for a

dunning area via the button.

Dunning block Optional Manual block key used to block an account for all dunning activity (across dunning areas)

Example:

This function is used to block a customer for dunning by company code.

If you want to block a customer from dunning by dunning area, click

to specify the dunning block.

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Dunn.recipient Optional Account number of the customer who is to be the recipient of the dunning letters; The account number is only needed if dunning letters are not sent to the customer who owes the receivables. The account number that is entered here is used across dunning areas.

Example:

This function is used to specify the customer’s dunning recipient by company code. The dunning recipient must be defined as a SAP customer.

If you want to specify a unique dunning recipient by dunning area, click

to specify the dunning recipient.

Leg.dunn.proc. Optional Date on which a legal dunning procedure was initiated

If you want to specify a unique legal

dunning procedure by dunning area, click to enter information.

Example:

This function is used to specify the customer’s legal dunning procedure by company code.

Last dunned Conditional Date on which the last dunning notice was made

Example:12/05/03

This field will be populated by the SAP system during the monthly Dunning program run. Typically no manual input is needed.

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Dunning level Conditional Highest dunning level of the customer/vendor reached by the last dunning run

Example:1

This field will be populated by the SAP system during the monthly Dunning program run. Typically no manual input is needed.

Dunning clerk Optional Identification code for the accounting clerk dealing with dunning letters; Using this identification code, the accounting clerk whose name is printed on the dunning letters is determined

Example:

This functionality is not currently being used; leave blank.

Grouping key Optional Represents a rule that is used to group together open items

Example:

This functionality is not currently being used; leave blank.

27. Perform one of the following:

If Then Go To

The customer’s dunning information is unique per dunning area Click . Step 28

The customer’s dunning information is not unique per dunning area

-- Step 30

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Customer Create: Dunning Areas Accounting



Area Optional Number tied to each of the university’s operating divisions; Area is the division number. Each Executive Administrative Head has been assigned an area. Every account manager's position falls under one of these areas. Area is the first digit of the five-digit account number

Example:

Each Department will be assigned to a dunning area.

Procedure Optional Dunning rules including specifications such as the dunning intervals, dunning levels, dunning letter per level, etc that will be applied to all invoices applicable for dunning

Example:

The value defined here is valid for the corresponding dunning area only.

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Lock Optional Manual block key used to block an account for all dunning activity within a specific dunning area only

Example:


Recipient Optional Person who is to receive the material or service

Example:


Pers.resp. Optional Person responsible for an activity

Example:


Date Optional Transaction date or planning date

Example:


Dunn.lev. Optional Highest dunning level of the customer/vendor reached by the last dunning run for a specific dunning area only

Example:

The value defined here is valid for the corresponding dunning area only. The SAP system will automatically update this field after the dunning program has completed. No manual input is needed.

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Legal dunn. notice on Optional Date on which a legal dunning procedure was initiated for a specific dunning area only

Example:

The value defined here is valid for the corresponding dunning area only

29. Click .

Create Customer: Company Code Data (Correspondence tab) (2)

30. Perform one of the following:If Then

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The customer record is a Head Office record and the payment and dunning transactions should be performed for each Branch account individually

Select to the left of Decentralized processing.

Standard Head Office/Branch functionality assumes that all payment and dunning transactions are done by Head Office. Typically this indicator is not set.



Act.clk tel.no. Optional Accounting clerk's telephone number

Example:513-898-6699

Clerk's fax Optional Description of the Clerk's fax.

Example:513-893-9688

Clrk's internet Optional Accounting clerk's e-mail address

Example:[email protected]

Account memo Optional Free form field used to enter descriptive information relating to an account

Example:Office closed on Mondays

32. Click .

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Create Customer: Sales Area Data



Cust.pric.proc. Required Determines the pricing procedure the system should apply when you create a sales document for the customer

Example:1

This information is required for Resource Related Billing functionality used to create invoices and credit memos supporting Grants.

34.Click the tab.

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Create Customer: Sales Area Data (Billing document tab)



Terms of payment Required Terms agreed upon with the vendor for the payment of goods supplied or services rendered

Example:0001


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Acct assgmt group Required Account assignment group; Key that identifies specific account or cost object to where postings are to occur

Example:U1


36.Click .

The system displays the message, "Customer XXXXXXX has been created for company code UC sales area YYYY UC UC."

37.Click until you return to the SAP Easy Access screen.

38. You have completed this transaction.

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Result

You have created a customer master record.

Comments

Head Office and Branch customers are created using this transaction XD01 and linked together using the Change Customer Master Record transaction, XD02.

When the Head Office and Branch Accounts are linked, the transactional data (invoices, credit memos, payments) follow the Head Office/Branch functionality.

The Head Office/Branch functionality allows for invoicing transactions (this includes creating both invoices and credit memos) to be made to the Branch Customer (using this customer’s address used as the invoice remittance address) but the accounting postings are made to the Head Office customer account.

This functionality allows for easy consolidated reporting across Branches.

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Create Customer Master Record · Web viewThe request form will be a MS Word document. The form...

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