01 Creat Vendor C

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Project A

Blueprint Process

PP-01-01

Create Vendor(Non Employee)

Date Created: 1 August 2003

Version and Date of Last Update: V0.1, 1 August 2003

Author:

Company confidential – For internal use only

Approver Name:

ignature and

date:



Table of Contents

1. GENERAL DESCRIPTION...................................................................................4

2. PREREQUISITES/TRIGGERS.............................................................................4

3. USINESS RULES ! DATA REQUIRE"ENTS................................................4

4. USER INTER#ACES..............................................................................................$

$. PROCESS DETAILS...............................................................................................$

%. OUTPUTS/RESULTS..............................................................................................$

&. I"PLICATIONS #OR OT'ER PROCESSES ! PRO(ECT STREA"S........$

). E*CEPTIONS TO STANDARD............................................................................%

+. SAP ORGANISATIONAL CONSIDERATIONS.................................................%

1,. DESCRIPTION O# SAP #UNCTIONAL DE#ICITS ! REQUIRED

DE-ELOP"ENTS......................................................................................................%

11. REPORTING REQUIRE"ENTS........................................................................%

12. SSTE" CON#IGURATION CONSIDERATIONS........................................%

13. C'ANGE TO E*ISTING ORGANISATION....................................................%

14. DESCRIPTION O# C'ANGE ! ENE#ITS....................................................%

1$. AUT'ORISATION ! USER ROLES.................................................................&

1%. DATA CON-ERSION CONSIDERATIONS.....................................................&

1&. #UTURE I"PRO-E"ENTS...............................................................................&

1). APPENDI* PROCESS DIAGRA"..................................................................&

!age 2 of "



DOCU"ENT CONTROL

#evision $istor%

Version Date Change des&ription Author Approver 'if issued(

0.1 2)*0"*03 1st Draft

#evie+ers

Name !osition

!roe&t Dire&tor

!roe&t -anager

tream Lead

ntegration Consu/tant

Distriution List

Name of !erson or eam !osition!roe&t A inan&e eam

tream Lead

tream Lead

tream Lead

tream Lead

#e/ated Do&uments

Name of Do&ument Do&ument Numer

pen ssues

ssue

No

ssues

1. A de&ision not to in&/ude !ur&hase rders +ithin the s&ope of the &urrent proe&t

has een ta4en. t is p/anned to imp/ement #- at a /ater date fo//o+ing the issue of

a +hite paper on the use of #- in !roe&t A.

2 Confirmation that CL5N U6DA#7 6 invoi&e pro&essing +i// ein&orporated into Nationa/ !ro&essing in Lo&ation 7.

!age 3 of "



1. GENERAL DESCRIPTION

his pro&ess +i// e used to &reate ne+ vendors e8&/uding emp/o%ees in A!

A&&ounts !a%a/e. A vendor &ontro//er +ithin the &entra/ised a&&ounts pa%a/efun&tion +i// &ontro/ the &reation of ne+ vendor master re&ords. his

authorisation to &reate ne+ vendors shou/d e /imited to t+o staff +ithin

a&&ounts pa%a/e and +i// e assigned to ensure appropriate segregation of

duties.

A// de&isions as to +hether or not a ne+ vendor is re9uired +i// e made %

the a&&ounts pa%a/e team and +i// e initiated % the re&eipt of invoi&es into

the A&&ounts !a%a/e department from a vendor.

Vendor master re&ords +i// e &reated dire&t/% in A! #*3 using standard

fun&tiona/it%.

2. PREREQUISITES/TRIGGERS

his pro&ess +i// e initiated % re&eipt of an invoi&e or a &redit note % the

&entra/ a&&ounts pa%a/e department.

3. USINESS RULES ! DATA REQUIRE"ENTS

he &reation of ne+ vendor master re&ords +i// e performed % the A*! using

data from the fo//o+ing sour&es:

• A ne+ vendor temp/ate +i// e &omp/eted % an invoi&e &ontro//er fromdetai/s on an invoi&e re&eived into a&&ounts pa%a/e and this +i// e

passed to the vendor &ontro//er for input. his vendor temp/ate +i// e

prepared off/ine to A! in -i&rosoft ;ord.

• he Vendor Contro//er +i// send a ne+ vendor pa&4 to the vendor for

&omp/etion. his +i// e a standard form prepared off/ine to A! in

-i&rosoft ;ord, re9uesting additiona/ data to &omp/ete the vendor master

re&ord, su&h as an4 detai/s and pa%ment terms.

he re9uired data and the possi/e sour&e is detai/ed e/o+:

Data Ne+ Vendor

emp/ate*Vendor

nvoi&e

Ne+ Vendor

pa&4

Vendor Name 7es 7es

Vendor Address 7es 7es

Vendors 6an4

Detai/s

7es 7es

!a%ment erms 7es 7es

!a%ment

-ethod

7es 7es

!age < of "



A// other re9uired data detai/ed e/o+ +i// e entered and &ontro//ed % the

vendor &ontro//er using /aid do+n &riteria:

• Compan% Code

• Countr% Code

• A&&ount =roup

• #e&on&i/iation A&&ount > =L

4. USER INTER#ACES

A// data +i// &ome from either a ne+ vendor temp/ate '&omp/eted from vendor

invoi&e detai/s( or from a &omp/eted ne+ vendor pa&4.

he &reation of the vendor master re&ord +i// e performed in A! #*3.

$. PROCESS DETAILS

A0t. Ref A0tt

Na5e A0tt Des067ton Use6 Role SAP T8Co9e

!!>01>01>100 Ne+ Vendor

#e9uest

6asi& detai/s of the ne+ vendor are &omp/eted on

the ne+ vendor temp/ate and sent to the VendorContro//er via emai/.

nvoi&e

Contro//er N*A

!!>01>01>200

Ne+ Vendor

Dup/i&ationChe&4

he Vendor Contro//er &he&4s, using A! #3,

that the re9uested vendor does not a/read% e8ist.

Vendor

Contro//er ?@03

!!>01>01>210

Notifi&ation

of 58istingVendor

A standard emai/ message is sent to the invoi&e

&ontro//er via out/oo4.

Vendor

&ontro//er N*A

!!>01>01>300

Create Ne+

Vendor asedetai/s

Detai/s of the asi& ne+ vendor detai/s are

entered to the A! master re&ord from thetemp/ate.

Vendor

Contro//er ?@01

!!>01>01>310

Notif%

re9uestor ofvendor set up

A standard emai/ is sent to invoi&e &ontro//er via

+or4f/o+ giving A! detai/s of the re9uestedvendor, i.e. vendor numer.

Vendor

Contro//er ?@02

!!>01>01>320

Ne+ Vendor

pa&4 sent tovendor

A ne+ vendor pa&4 is sent to the vendor

re9uesting standard additiona/ information, su&has 6an4 detai/s, pa%ment terms et&.

Vendor

Contro//er N*A

!!>01>01>330

Vendor

emp/atefi/ed

Vendor temp/ate is fi/ed and avai/a/e for revie+

% the A&&ounts !a%a/e upervisor, ina&&ordan&e +ith nterna/ Audit re9uirements.

A&&ounts

!a%a/eupervisor

N*A

%. OUTPUTS/RESULTS

his pro&ess +i// provide the fo//o+ing:

5ither

l A ne+ vendor master re&ord 'in&/uding vendor numer(.

l An ino8 message notifi&ation of the ne+ vendor numer.

r

l An ino8 message notifi&ation of an e8isting vendor numer.

&. I"PLICATIONS #OR OT'ER PROCESSES ! PRO(ECT STREA"S

here is no impa&t on an% other proe&t streams.

!age ) of "



). E*CEPTIONS TO STANDARD

CL5N U6DA#7 6 oreign supp/iers +i// e set up % this pro&ess, ut

it remains to e &onfirmed if their invoi&e and pa%ment pro&essing +i// e &o>

ordinated % the &entra/ team.

+. SAP ORGANISATIONAL CONSIDERATIONS

n a&&ordan&e +ith the C/ient ? rganisationa/ tru&ture.

1,. DESCRIPTION O# SAP #UNCTIONAL DE#ICITS ! REQUIRED

DE-ELOP"ENTS

Deelo75ent T7e Deelo75ent No. Deelo75ent Des067ton C6t0alt

5/e&troni& orm >030>!! Ne+ vendor re9uest e/e&troni& temp/ate.

orm to e &omp/eted % re9uestor and for+arded tothe A&&ounts !a%a/e Department to &reate vendor

master re&ord.

-edium

11. REPORTING REQUIRE"ENTS

Re7o6t SAP St9 De: No Deelo75ent Des067ton C6t0alt

Ne+ Vendors 7 #eport /isting ne+ vendors &reated +ith master re&ord

detai/s and name of &reator.

12. SSTE" CON#IGURATION CONSIDERATIONS

• -ust e a/e to define mandator% and non mandator% fie/ds.

• -ust e a/e to &reate vendors in different a&&ount groupings and use

different numers ranges. t is p/anned to &/assif% vendors into different

groupings, for e8amp/e 5mp/o%ees, oreign Vendors, nter irm, and other

&/assifi&ations depending on vendor t%pe. hese groupings +i// e

fina/ised during rea/isation.

13. C'ANGE TO E*ISTING ORGANISATION

Current/% a// ne+ vendors are set up through the &entra/ised fun&tion in

Lo&ation 7 so this +i// not have an% effe&t on the organisation stru&ture. he

ne+ pro&esses +i// a/so app/% to vendors re/ated to CL5N U6DA#7 6.

14. DESCRIPTION O# C'ANGE ! ENE#ITS

he first &hange is that &urrent/% +e refer to supp/iers ut in A! the% are

4no+n as vendors.

he ne+ pro&ess &onfirms and standardises the &urrent pro&ess. Data

re9uirements +i// e standard +ith a standard form for &omp/etion. his form

&an a/so e revie+ed and approved, as re9uested % nterna/ Audit.

he s%stem +i// automati&a//% f/ag a +arning message, ased on the vendor

name and a&&ount group that the vendor a/read% e8ists. his +i// prevent a

mu/tip/e &reation of the same vendor name in the same a&&ount group.

-en9o6 Cont6olle6 ;e<stn= 6ole>

!age of "



#esponsi/e for the &reation of a// ne+ vendor master re&ords and /iaising +ith

vendors to otain further detai/s % means of a vendor standard pa&4.

Ino0e Cont6olle6 ;e<stn= 6ole>

-emer of the &entra/ised A&&ounts !a%a/e Department, +ith responsii/it%

for entering vendor invoi&es into the s%stem

1$. AUT'ORISATION ! USER ROLES

he authorisation to &reate ne+ vendors shou/d e /imited to t+o staff +ithin

a&&ounts pa%a/e and +i// e assigned to ensure appropriate segregation of

duties.

1%. DATA CON-ERSION CONSIDERATIONS

#e9uired vendor +ithin A! must e &onsidered and +hether it a/read% e8ists

+ith the &urrent CDA s%stem.

he vendors &urrent/% on CDA need to e investigated and de&isions made

as to +hether the% +i// e &onverted. A/so &onversion &riteria need to e

defined to ena/e this pro&ess to ta4e p/a&e.

Vendors &urrent/% +ithin CL5N U6DA#7 6 a&&ounts pa%a/e +i//

a/so need to e &onsidered and &onverted onto a &entra/ised dataase. hese

+i// need to e &ompared to the CDA vendors for &onversion to avoid an%

dup/i&ation.

Vendor sett/ement terms +i// a/so need to e standardised upon &onversion of

oth CDA and CL5N U6DA#7 6 vendor dataases.

1&. #UTURE I"PRO-E"ENTS

o deve/op an automati& update of vendor master data from the &omp/eted

ne+ vendor temp/ate.

1). APPENDI* PROCESS DIAGRA"

!age B of "



Documents

01 Creat Vendor C