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BPD - IP - Level 2 - Create and Maintain Customer Master Data - Validated
BPD - IP - Level 2 - Create and Maintain Customer Master Data - Validated
Name Organization/Title
Pieter Van Dyck Process responsible
1 INTRODUCTION............................................................................................................................................ 5
DOCUMENT OBJECTIVE .............................................................................................................................................. 5
DOCUMENT PROCESS SCOPE.................................................................................................................................... 5
1.1.1 Mapping to Industry Print .................................................................................................................. 9
PROCESS VARIANTS ................................................................................................................................................... 9
PROCESS OVERVIEW ................................................................................................................................................ 10
1.1.2 Process Diagram ............................................................................................................................... 10
1.1.3 Process Overview .............................................................................................................................. 10
1.1.4 Process Activity Description ............................................................................................................. 11
1.1.5 Overview of Transactions ................................................................................................................. 28
2 BUSINESS REQUIREMENTS .................................................................................................................... 29
PROCESS .................................................................................................................................................................. 29
PROCESS CONTROLS ............................................................................................................................................... 32
METRICS / REPORTING ............................................................................................................................................. 33
LEGAL ....................................................................................................................................................................... 33
CHANGE IMPACTS ..................................................................................................................................................... 33
FUNCTIONAL INTEGRATION TOPICS ......................................................................................................................... 34
2.1.1 Functional integration ........................................................................................................................ 34
3 SAP FUNCTIONALITY GAPS.................................................................................................................... 35
DEVELOPMENT REQUIREMENTS (WRICEF) ........................................................................................................... 35
1.1.1 Workflow .............................................................................................................................................. 35
4 ROLES & AUTHORIZATIONS ................................................................................................................... 36
ROLES....................................................................................................................................................................... 36
5 ANNEX ......................................................................................................................................................... 37
OVERVIEW OF REPORTS ........................................................................................................................................... 37
6 ABBREVIATIONS ....................................................................................................................................... 39
Document Objective
This business blueprint document provides a high-level overview of the following Sub-process:
Customer master data will be maintained in the existing Colruyt Group application FinRel. FinRel contains
Financial Relations (= FinRels). A FinRel is a person or organization who is relevant to Colruyt Group
Finance. A FinRel can be in contact with Colruyt Group in the role of Customer or of Supplier.
These data will be synchronized from FinRel (master) to SAP FICA (slave). This implies that:
One FinRel will map to one business partner and one linked firm will map to one contract account.
Process Variants
The following variants have been identified during Business Blueprint and will be in scope for realization:
Figure 1 Colruyt Process MDM-010 Create and Maintain Customer Master Data
The process MDM-010 Create and Maintain Customer Master Data includes the following activities:
Creation, changes, blocking and deletion of customer master data always happens in Finrel. In FinRel
there is a validation process for certain actions (e.g. creation of a new customer). Data will only be
synchronized to SAP after validation if validation is needed (according to the image below). As long as a
business partner/contract account is not validated and available in SAP, no documents can be posted.
The SLE for validation is determined as followed :
The two figures displayed below, illustrate when validation of creation/changes to customer master data
in Finrel is needed. Creation of a new financial relation, always needs to be validated. Changes regarding
bank account details also needs to be validated before the necessary changes can be send to SAP. The
type of relationships and relationship address changes will be send immediately.
Other changes do not need to be validated and will be sent from Finrel to SAP online (real time). Deletion
of customers also never needs to be validated.
After validation in Finrel, the information can be sent to SAP to make the necessary changes. This will
happen in real time. The initial load of data however will be uploaded in batch.
The validated information will go through the sustainable interface, where the data will be translated to
SAP language. The sustainable interface will also add some information that is needed in SAP but cannot
be delivered by Finrel (described later in this BPD).
In SAP the customer master data will be stored in two places: the business partner and the contract
account. The business partner contains general information of the customer (name, address, bank
details…) whereas the contract account contains information that is specific for the customer in each firm
of the Colruyt Group.
The updates in SAP will happen automatically, so no manual intervention is needed. We will not maintain
any customer master data directly within SAP. All updates will either come from Finrel or via the interface.
The possible updates:
- Create a business partner and create contract accounts for all the linked firms of the customer.
- Change business partner/contract account data
- Block or archive business partner/ lock outgoing payment on contract account
The customer master data will only be available in SAP in display mode. End users can display this data
via the display transaction codes FPP3 for business partner and CAA3 for contract accounts. Customer
master data is created or changed within FinRel and interfaced towards SAP.
Manually changing data in SAP will be impossible. In case of errors in the flow from information between
the interface and SAP, we will update Finrel. Other errors can lead to a required change in the interface.
In this case a change request is needed to do the necessary changes in the interface
Create
For the creation of business partners in SAP two possibilities exist. The regular case is MDM-010-030
when a completely new business partner is created. It is however also possible that the business partner
already exists in a vendor (see PTP processes). In this case we will add the customer role to the existing
business partner.
One financial relation in Finrel will map to one business partner in SAP. When a new financial relation is
created in Finrel, we will always create the business partner in at least two roles. Always the general role
and then depending on the kind of business partner we will add the vendor and/or the customer role. The
general role will contain general information on the business partner that is ‘role independent’. The
general business partner role will contain the following data:
Business Partner Role: Via the business partner role, different uses of business partners can be
defined. Each business partner needs to be created in a certain role. The role of the business
partner will determine which information is required, optional or hidden. For example, when the
business partner role is contract partner, information on payment details is important while if the
business partner is only used for dunning purposes, contact information such as addresses and
phone numbers is more important. By using two different roles for those two purposes, you can
define which fields need to be filled in for each role. However, field modification will not happen in
SAP. In Finrel we will determine which fields are mandatory, optional, hidden or displayed and
this will be sent to SAP. Assigning a role is mandatory when creating a business partner. For
Colruyt Group, three possible business partner roles will exist: the general role, the
contractpartner role for OTC processes and the FI vendor role for PTP processes. Finrel will
provide this information. Business partners that are both vendors and customers will be stored in
SAP as one business partner with three roles: general, contractpartner and vendor. Every
business partner will always be created in the general role.
Business Partner Category: the business partner category is the first selection that needs to be
made when creating a business partner. The business partner category determines the available
fields in the following steps of business partner creation. The possible business partner
categories are person, organization and group. In Finrel, two categories exist: person and
organization. In Finrel it is possible to change the classification of a customer and it occurs quite
often that a person becomes an organization. Since the business partner category cannot be
changed in SAP once it was determined, we will only use the category ‘organization’ in SAP. The
only practical difference is that the person has a name and not an ‘organization name’. This is
easily solved by mapping the name field in Finrel for a person, to the ‘name of organization’ field
in SAP. In SAP a third category ‘group’ exists but we will also not use this since it does not even
exist in Finrel and because there is currently no need for this business partner category. The
category group contains business partners that consist of multiple persons. One business partner
number can contain two people (e.g. husband and wife). If we later decide to use other business
partner categories, then these can easily be added via configuration in SAP and a change in the
interface but the classification of existing customer will no longer be able to change.
Grouping: By defining business partner groups, business partners can be classified. The grouping
determines the number range. For Colruyt Group, the business partner number will come through
the interface (= Finrel number) and will therefore be determined externally. The Finrel number
exists of a unique identification number and a prefix. These prefixes are used to identify whether
the customer is an internal or an external customer. The business partner number will be the
Finrel number but without the prefixes. The prefixes will be stored at business partner type level.
IDType Description
DAKL DATS klant
HAUL Haulogy
PSCU Peoplesoft customer
SPAR SPAR klant
o VAT information is also stored in the identification tab: both VAT and enterprise numbers can be
maintained in the business partner. These tax numbers are all maintained in a table within the
Business Partner master record. Each country can have its own tax number types and
numbering conventions and they are all supported by SAP. The Tax number needs to be
accompanied by a Tax Number Category that identifies the country and tax number type. Some
of the common categories are
BE0 Belgium: VAT Registration Number
BE1 Belgium: Enterprise Number
DE0 Germany: VAT Registration Number
FR0 France: VAT Registration Number
FR1 France: SIRET Number
FR2 France: SIREN Number
ES1 Spain: NIF Number
Currenctly a key that identifies the type of VAT number is not available in FinRel but it is foreseen
to be added.
More information regarding the VAT information and natural person can be found in the BPD
Monitor local close
https://extranet-
sp.colruytgroup.com/projects/2013/doc360570/Template/Content%20Deliverables/BPD_IP
%20level%202%20-%20Monitor%20local%20close.docx
In the topic 2.2.13.1 DC-100-120-010 Extract financial reports under bullet point Withholding Tax
Control: In this tab the following information is maintained:
o Business Partner Types: Via business partner type, business partners can be grouped
according to own set criteria in customizing. In customizing you can show or hide fields
for data entry, depending on the requirements of the relevant business partner type. The
business partner types will be used to differentiate between intercompany (I) , external
(R), dummy (D), joined (J), related party (P) and One time (O) customers. These are the
different possibilities in Finrel. For the business partner types I and J an extra field for the
company code is necessary this will be ‘Trading Partner’. Other fields are equal for all
business partner types. For vendor only the business partner types I and R will be used.
When a business partner is created in Finrel, at least one contract account is created immediately since a
business partner is always created for at least one linked firm. For every linked firm, a contract account is
created. Because the information flows from Finrel to SAP in only one way, it is not possible to create
multiple contract accounts, within the same company code, for the same business partner since Finrel will
never know to which contract account the information should be sent.
It is also possible that a business partner who already has a contract account in Dreamland for example,
later also becomes a customer in Colruyt for example. This means that now a new contract account will
need to be created for this business partner at the moment of the sales transaction in this firm. This will
be done by adding a linked firm in Finrel first and then sending the information for the creation of a
contract account to SAP. This should happen online (real time) because as long as the contract account
does not exist, no documents can be posted.
Each contract account has a unique number that can be determined internally or externally by another
system. For Colruyt Group the numbering of contract accounts will happen externally. The interface will
send the contract account number to SAP. This number will be the Finrel number followed by the
company code. This numbering is not possible by using internal numbering in SAP. A contract account
number can consist of up to 12 characters.
In SAP a contract account is always created attached to a certain business partner. A single contract
account can only be assigned to one business partner. Before creation of a contract account, a contract
account category needs to be defined. This is a grouping attribute for accounts which have the same
control features. The contract account category defines the field determination for the contract accounts
that are created in this category. Field determination is used to identify which fields of a certain
transaction code are required to fill in, optional, displayed or hidden. For Colruyt Group, a single contract
In FinRel, a customer can be logically deleted. This implies that the customer is not visible in the
application, but the data is not erased from the databank. Archiving of customers in Finrel happens when
no mnemonics exist for the customer. This means that the customer is no longer used in the different
companies.
In SAP, archiving business partners is not that easy. A business partner can only be archived when no
contract accounts are attached. This means that we would first have to delete/archive the contract
accounts, which is only possible when no documents are attached to the contract account. Therefore we
will not archive business partners often. Instead we will use either a central block flag or an archiving flag
to indicate that the customer was either blocked or archived in Finrel. These indicators will only have an
informational purpose, no actions will result from setting this flag.
Later, an archiving program can be executed in SAP to archive all the business partners for which the
archiving indicator is flagged. Business partners can only be deleted when no contract accounts are
Activity MDM-010-040 Lock outgoing payment on contract account of a blocked business partner
When a business partner is blocked in Finrel, than we need to put a lock for outgoing payments at
contract account level, after setting a central block flag on business partner level:
o Lock outgoing payment: This lock is used to prevent outgoing payments relating to the
contract partner from being initiated by the payment program for this contract account. This
for instance in case of repayment. This block is put in Finrel and is then sent to SAP where
the lock will be put automatically. A lock for invoices and incoming payments will not be used.
This outgoing payment lock will only be put in case of a block in Finrel. In case of archiving
the customer in Finrel, this lock will not be put. A report can be consulted via transaction code
FPO4 to see all documents with a lock for outgoing payments.
Update
Update of information will always happen via Finrel or via the interface. The data will be created/changed
in Finrel and then SAP will be updated. Preferably, these changes will be synchronized real time. Two
options exist for the transfer of the changed data. Either we only send the changed data from Finrel to
SAP or we send the entire business partner information again (snapshot). The last option is preferred
since this is easier and it will avoid possible errors that can result from only sending changed data.
Once the business partner was created, the following data can no longer be changed:
Authorization groups
Business partner number
Business partner role
Grouping
Category: in Finrel this is linked with the ‘classification’ which can be changed. In Finrel it is
possible to change the customer classification from person to organization. The fact that this
change can be made in Finrel but not in SAP is a problem. This problem will be solved by only
using the business partner category Organization (also for persons). The only difference is the
name field which is name and surname for persons and name of organisation for organisations.
This can easily be handled by mapping the name and surname fields in Finrel to the name of
organisation field in SAP. The PTP stream will also only use this category.
Updates can be made to the following data:
Address: In this tab the standard address can be updated. Also communication methods such as
telephone number, mobile phone number and email addresses can be changed here, this will be
stored in the Address-Independent communication box. In SAP two addresses will be maintained:
In Finrel the following changes need to be validated before they can be sent to SAP:
Changes to the classification of customers: when a natural person becomes an organization. In
SAP this is not possible. Once the business partner category has been selected (person or
organization) no changes can be made to this.
Changes to the type of the relationship: when a standard relationship changes to an
intercompany relationship. This change is also possible in SAP: the business partner type can be
changed.
Changes to the relation address, name, bank accounts, VAT number
Process
OTC-002 Customer is OTC-002-000 Create and Assurance that a customer is only Business
only once maintain once present in our system and
present in the customer that his data is accurate and
system master data complete.
Process Controls
(Level 2
(Level 1 Requirement) (Level 2 Requirement)
Requirement)
MDM010 Maintain Process control Restrict master data Access to master data
2.1.3 Customer Master Data requirement access is restricted
Reconciliation account
per customer per
MDM010 Maintain Process control Restrict use of company code is a
2.1.4 Customer Master Data requirement reconciliation account restricted data field
Procedures are in
place for master data
Restrict creation, creation, approval,
MDM010 Maintain Process control modification and deletion modification, deletion
2.1.11 Customer Master Data requirement of master data and review
Master data records
with open transactions
cannot be deleted (for
instance
MDM010 Maintain Process control Restrict deletion of vendor/customer with
2.1.14 Customer Master Data requirement master data sales/orders)
Restrict possibilities Master data records
MDM010 Maintain Process control regarding deletion of with open transactions
2.12.8 Customer Master Data requirement master records cannot be deleted.
Metrics / Reporting
Repor
To-
Repor t BE
Report type Usage / Rationale
t Nr Report Title NL Status OTC
RAP1 Alle info van een Finrel BO controle who changed what in
4393 zonder validatie_ info Active Yes As-is Managerial finrel
RAP1 Finrels aantallen nieuw en BO
4953 gevalideerd Active Yes As-is Managerial controle validationteam
RAP1 Klanten btwnummer in BO
960 aanvraag Active yes As-is Operational controle VAT-number masterdata
RAP6 Aantal relaties obv BO
943 herkenningscode Finrel Active yes As-is Operational Finrel rapport
nieu
w com133.058.714 Yes Treasury
Legal
Change impacts
Leading Integrating
IP-Code Activity Name Integration Topic Description
stream stream
MDM010- Integration business OTC PTP The business partner will always be created in
MDM030 partner OTC/PTP at least one role (general) which contains
information that is equal for a BP in the
customer and the vendor role. The description
of this general information can be found in this
BPD.
1.1.1 Workflow
None identified
1.1.2 Reports
None identified
1.1.3 Interfaces
WRICEF Object Functional
ID Title Description type Team Complexity Status
Registration of master data customer.
On different levels : Business Partner and
Synchronize ContractAccount
customers Synchronize customers master with Finrel.
master with Including bankaccounts and sepa mandates
FSI-037 Finrel. Interface MDM High FS prep started
1.1.4 Conversion
None identified
1.1.5 Enhancements
None identified
Roles
Description/Defini
Role Names Team Task Access Remarks
tion
Klantenboekhouding Display customer CAA3
master data FPP3
Treasury FPO4
BP&S
Interface user Create customer FPP1
master data CAA1
Overview of reports
https://extranet-
sp.colruytgroup.com/projects/2013/doc360570/Template/Working%20Documents/Forms/List%20Mode.as
px?RootFolder=%2Fprojects%2F2013%2Fdoc360570%2FTemplate%2FWorking%20Documents%2FAll
&FolderCTID=0x0120005E4140C57B9FA34CA2A2B04979CADC37&View=%7BC71D15D2%2D4603%2
D4F21%2DBE4C%2DCC5A9E78B4BD%7D
Abbreviations Description