CUSTOMER MASTER DATA IN SAP - Earthbound Farmmail.ebfarm.com/intranet/Master Data/How To Customer...

CUSTOMERMASTER DATA IN SAP

Master Data

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The term Master Data refers to a common data about customers, suppliers, partners, products, materials, accounts and other critical “entities”.

At WhiteWave, the Central Master Data Team:• Offers SAP knowledge and assistance to the business for new processes, changes to

current process, and basic inquiries• Manages the integrity of the data going into the system

Customer – Trade, Broker, Indirect/MEI

Vendor/Grower- Material Service, Carrier, Co-packers/plants and Growers

Materials - Raw, Packaging, Semi-Finished and Finished Goods,

BOM’s Routes, Production Versions, Packaging Instructions,

and Batch Search Strategy

Pricing- National Price, Intercompany Price, Pick-up

Allowance, Pallet Layers, Min and Max Pallet Quantities, etc.

DATA ELEMENTS OWNED BY CENTRAL MASTER DATA TEAM

Customer Master Data

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Customer Master Data Process

Completing Master Data Forms

Customer Master Data in SAP

Customer Master Data Forms- Outline

Material Master Data

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Customer Master Data - Forms

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Several Forms are available on the Intranet site which reference Customer Master Data, they are as follows:

Customer- Trade:• Used to set-up or change a customer in

SAP

Customer Indirect / MEI Vendor / Demand Planning – Add/Change:• Used if money is coming out of sales to

pay for a trade-partner- MEI Vendor

Customer- Broker:• Used to set-up a new broker or if an

existing broker needs to change addresses


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Customer Master Process

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At such a point in time the business has a need to set-up a new customer in SAP, the following steps should take place:

Complete Form

The Customer Trade Form should be completed (found on the Intranet site under forms).

*Typically completed by Regional Business Manager (RBM)

Obtain Approvals

Once the form is completed, the Customer Trade Form (and any applicable supporting documentation) should be forwarded for approval as indicated on the form.*Currently Planner and AP Manager

Submit Customer Trade Form for

processing

The approved forms and any supporting documentation should be sent to Master Data as listed on the form.

Note: When completing the Customer Trade Form, ensure to review the tabs on the spreadsheet for applicability. For example, “bill to” vs “ship to”. The system will default all invoices to the “ship to” number unless otherwise requested.

Notification of completion

Once Master Data has completed the back-end process, an email notification will be sent to the pre-determined group for trade as well as the requestor

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Customer Trade Form

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Trade Customer Add/Change

• This form is used to add a new customer into SAP or to make changes.

• Ensure all entries are made in CAPS (otherwise the form will be rejected)

• Once completed, the requestor should follow the routing procedures listed on the bottom of the form

(2) Business Days

Customer Trade Form

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Fields:• Requestor: Person initiating the request• Request Date: Date form is initially

completed• Select if:

• New Ship To• New Customer• Change Existing Customer

(include Customer #)• Provide Contact information for the

Customer

Customer Trade Form con’t

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Fields:• Customer Pricing Date: Select from drop-

down box:• A- Ship Date• B- Order Date• Can leave blank

• Customer Details: If hierarchy is not known, can leave blank

• Director, Channel VP, RBM Territory, Price List, and Channel: Select from drop-down

• Select Pricing Condition:• Cust. Pick-up• Truck pre-paid

• Select Currency: • US Dollars• Canadian


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completed• Select Sales Organization• Provide Reason for Change/ Additional

information: if applicable• Provide Contact Information• Channel VP: Select from drop-down


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completed• Select Sales Organization• Provide Reason for Change/ Additional

information: if applicable• Provide Contact Information• Channel VP: Select from drop-down


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Complete this form if and/or when the broker has an agreement to receive a commission.

If broker is not applicable, the form will default to No Broker.

Fields:• Primary Broker, Alternate Broker and

Intercompany Broker: Select from drop-down as appropriate


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In order to establish a credit, the customer must complete the Customer Credit Application.

Note: The Credit Application will run to Accounts Receivable/Credit for approval.


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The requestor should complete this form as an estimate of the anticipated order volume and demand schedule.

Ensure to include:• Contact Information• Sales Data• Credit Application

Customer Broker Add/Change Form

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BrokerAdd/Change

• This form is used to add a new broker into SAP or to make changes.• Ensure all entries are made in CAPS (otherwise the form will be

rejected)• Once completed, following the routing procedures listed on the

bottom of the form

(2) Business Days

Indirect Customer/MEI/Vendor/Demand Planning Add/Change

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Indirect Customer/MEI/Vendor/Demand Planning

• MEI/Trade customers are actually vendors but have Trade deals attached.

• This form is used for when money is paid out of trade (for a trade show- not exactly a vendor, may be sub-contract by a customer to display our product)

• Follow instructions on the form and submit as indicated


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Customer Master in SAP

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Customers

• All customers are different and have different sets of partners. • The only constant is that all trade customers we ship to have a sold

to/ship to partner

• Note: Some customers only have 1 number for sold to/ship to and bill to payer and others may have a different payer from the bill to


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Searching- XD03

• By entering XD03, you are able to search for a customer by name, state, country code, etc


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Initial Screen

• Once logged into the system, you will find this screen• Notice the company code and sales data organization

will be pre-populated


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General Data Tabs

• Several tabs will be displayed across the top:• Address• Control Data• Payment Transactions • Marketing • Updating Points

• Notice when the Address tab is selected, the phone and email is displayed (if applicable)


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General Data Tabs

• Several tabs will be displayed across the top:• Address• Control Data• Payment Transactions • Marketing • Updating Points

• This tab is primarily used by Accounting


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Company Code Tab

• The Company Code Tab has three sub-tabs:• Account Management• Payment Transactions• Correspondence

• Populated with reconciliation account number


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Company Code Tab


• Displays our code for terms of payment (how payments are accepted, in lock-boxes)


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Company Code Tab


• This field indicates who in Accounting works with this account


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Sales Area Data

• The Sales Area Data area will indicate what channel director is assigned to the territory the customer falls under

• This area includes the price types

• Note: if not applicable, the default = 00

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