Work Instruction
Functional Area: Accounts Receivable / Flag Customer For Deletion
Purpose
Use this procedure to flag a customer master record for deletion.
Trigger
Perform this procedure when a request was received by the Customer Data Custodian from various departmental end users across the University to flag a customer master record for deletion.
Prerequisites
Customer does not have any open items on their account
Menu Path
Use the following menu path to begin this transaction:
·  SelectAccountingFinancial AccountingAccounts ReceivableMaster recordsSet Deletion Indicator to go to the Customer Flag for Deletion: Initial Screen.
Transaction Code
XD06
Business Process Information
The business process supporting removing a customer master record from the SAP system is called archiving. 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 for deletion 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. If there are any discrepancies on the form, the requestor is contacted for clarification.
Customer master records can be marked for deletion at different levels: (1) General level marks only the general data (address data) to be deleted and (2) Company code level, flags only the company code or accounting data to be deleted. This transaction, XD06 supports flagging both General and or Company code views for deletion.
The archiving process has several steps. (1) Customer’s account is reviewed for open items such as invoices or credits. All open items on the customer’s account must be cleared prior to archiving. (2) Customer’s account is blocked from posting via transaction code FD05. This is done to prevent any new business posting to the customer’s account. (3) Customer’s account is marked for deletion via transaction code FD06. (4) Finally, the customer’s master record is removed from the system via archiving program run. The archiving program is executed and managed by the Technical Support (BASIS) team. The archiving program only selects those records that are flagged for deletion.
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 / Flag Customer For Deletion
Procedure
1. / Start the transaction using the menu path or transaction code.
Customer Flag for Deletion: 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:
1000003
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. / Click .
Customer Flag for Deletion: Details

4. / Click .
5. / Perform one of the following:
If / Then
All data in the customer master record should be deleted, i.e. both General Data and Company Code Data / Select to the left of All Areas.
This is the setting that is typically used.
Company Code Data should be deleted / Deselect to the left of Selected company code.
This selection is not typically used.
General Data should not be deleted / Deselect to the left of General data.
This selection is not typically used.
All data should not be deleted (General and Company Code data) / Deselect to the left of Selected company code incl. general data.
This selection is not typically used.
6. / Click .
/ The system displays the message, "Changes have been made."
7. / Click until you return to the SAP Easy Access screen.
8. / You have completed this transaction.
9/20/2017
Ver: / AR_XD06_FlagCustForDeletion_0_CustDataCust.udc
© University of Cincinnati / 6/7
Work Instruction
Functional Area: Accounts Receivable / Flag Customer For Deletion
Result
You have flagged a customer for deletion.
Comments
None
9/20/2017
Ver: / AR_XD06_FlagCustForDeletion_0_CustDataCust.udc
© University of Cincinnati / 7/7