Functional Area: Accounts Receivable / Change Customer Master Record Centrally
Purpose
Use this procedure to change a new customer master record in SAP.
Trigger
Perform this procedure when it has been identified by various departments in the University that a customer master record requires updated information in order to complete invoicing.
Prerequisites
The Customer Data Custodian receives a request to change a customer record in the SAP system.
Menu Path
Use the following menu path to begin this transaction:
- Select LogisticsSales and DistributionMaster DataBusiness PartnerCustomerChangeComplete to go to the Change Customer: Initial Screen.
XD02
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 an 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.
- Parking
- Facilities
- Radiation safety
- Pathology
- Misc AR (such as rent)
- Campus scheduling
- Telecommunications
- Transportation
- Public safety
- Grants (SPA activities)
- Student Sponsor Accounts
- 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
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.
Work Instruction
Functional Area: Accounts Receivable / Change Customer Master Record Centrally
Procedure
1. / Start the transaction using the menu path or transaction code.
Customer Change: Initial Screen
2. / As required, complete/review the following fields:
Field / R/O/C / Description
Customer / Required / SAP code that identifies a customer; A customer is a business partner who orders goods and services.
Example:
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 You Want To / Then
Check the valid sales areas (sale organization, distribution channel and division) / Click .
View the sales areas assigned to the customer / Click .
Check the validity of the data entered / Click .
Exit the transaction (without creating a customer record) / Click .
Create a new customer master record / Click .
Display a customer master record / Click .
4. / Click to update the customer master record.
Change Customer: General Data
5. / As required, complete/review the following fields:
Field / R/O/C / Description
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) / Required / Additional field used to support customer's name information
Example:
Mary Walker
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. It 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
This information will be printed on the outgoing customer invoice or credit memo.
State / Required / A region that is within a country
Example:
OH
This information will be printed on the outgoing customer invoice or credit memo.
ZIP Code / Required / A five or nine digit code used to reference a delivery area
Example:
45416
This information will be printed on the outgoing customer invoice or credit memo.
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 .
Extension / Optional / Telephone/fax extension code
Example:
0000
E-Mail / Optional / Vendor or customer's e-mail address
Example:
Comments / Optional / Internal notes
Example:
Offices closed on Mondays
6. / Perform one of the following:
If / Then / Go To
The customer has additional name information that requires update / Click in the ‘Name’ section to expand screen. / Step 7
The customer has additional address information that requires update / Click in the ‘Street Address’ section to expand screen. / Step 8
Change Customer: General Data (2)
7. / As required, complete/review the following fields:
Field / R/O/C / Description
Unlabeled field (2 lines below Name Field) / Optional / Additional field. CM/AR: Used to support customer's name information
Example:
Accounts Payable
Unlabeled field (3 lines below Name Field) / Optional / Additional field used to support customer's name information
Example:
Sr. Accountant
Change Customer: General Data (3)
8. / As required, complete/review the following fields:
Field / R/O/C / Description
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.
Room / Optional / Number identifying the specific room used to further define the street address
Example:
This information will not be printed on the outgoing customer invoice or credit memo.
Floor / Optional / Floor of the building as more exact specification of an address
Example:
This information will not be printed on the outgoing customer invoice or credit memo.
Street 2 / Optional / Additional address field
Example:
This information will not be printed on the outgoing customer invoice or credit memo.
Street 3 / Optional / Additional address field
Example:
This information will not be printed on the outgoing customer invoice or credit memo.
Suppl. / Optional / House number supplement as part of an address (i.e. App. 17 or Suite 600)
Example:
Leave this field blank.
Undeliverable / Optional / Reason for non-delivery of invoice, credit, check or other correspondence
Example:
Deceased
9. / Perform one of the following:
If You Want To / Then
Expand 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 .
Change Customer: General Data (4)
10. / Click the tab.
Change Customer: General Data (Control data tab)
11. / As required, complete/review the following fields:
Field / R/O/C / Description
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.
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 customers 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 customers Federal Id Number is not provided then Tax Number 1 must be used.
12. / Click the tab.
Change Customer: General Data (Payment transactions tab)
13. / As required, complete/review the following fields:
Field / R/O/C / Description
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.
Bank Key / Optional / ABA routing number for a bank account
Example:
242278713
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.
Bank Account / Optional / Bank account number
Example:
0005909068
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.
Account Hold / Optional / Bank account holder's name
Example:
Mary Walker
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.
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.
Bank name / Conditional / Financial institution's name
Example:
This information will default based on the Bank Key entered in the record.
14. / Click the tab.
Change Customer: General Data (Contact persons tab)
15. / As required, complete/review the following fields:
Field / R/O/C / Description
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
16. / Place cursor on the Name field and click to expand contact record.
Customer Change: Contact Person Details
17. / As required, complete/review the following fields:
/ The following fields are the suggested fields required to complete a customer contact record. All other fields are optional.
18. / Click .
Change Customer: General Data (Contact persons tab) (2)
19. / Click .
Change Customer: Company Code Data
20. / As required, complete/review the following fields:
Field / R/O/C / Description
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
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.
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:
21. / Click the tab.
Change Customer: Company Code Data (Payment transactions tab)
22. / As required, complete/review the following fields:
Field / R/O/C / Description
Terms of payment / Required / Terms agreed upon with the vendor for the payment of goods supplied or services rendered
Example:
0001
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.