Customer Master
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Right Solution, Right Time, Right Price
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Agenda
Topics:
I. Customer Master Data
II. Customer / Material Info Record
III. Sales Employee
IV. Reporting
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Business Process Workshop
The objectives of the Sales and Distribution
Customer Master Processing workshop is to:
• Provide practical knowledge and experience in creating, displaying and
changing:
– Customers (Sold-to, Ship-to, Bill-to, Payer)
– Default Carrier (forwarding agent)
– Customer/Material info records
– Sales Employee (including 3rd party commissionable reps)
• Provide practical knowledge and experience with Sales document reporting and
inventory/availability reporting
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I. Customer Master Data
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Definitions
• Sold-to party – Person or company that places an
order for goods or services.
• Ship-to party – Person or company who receives the
goods or services
• Bill-to party – Person or company who receives the
invoice for goods or services
• Payer –Person or company responsible for paying
invoices
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Account Group
Each Customer master is assigned to an Account Group.
The account group is a classifying feature within the
customer master that allow customers to be grouped
together.
Account Group
0001
0002
0003
0004
Z001
CPD
Account Group Name
Sold-To
Ship-To
Payer
Bill-to
Related Party
One-time customer
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Steps before setting up a customer
master record
1. Search for existing customer record (see
next page).
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Step 1: Search for Existing Customer
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Step 1: Search for Existing Customer
There are several ways to
search (by Name, Country,
city) to name a few.
Defaults to the first 500
hits
A matchcode allows you to locate the key of a
particular database record (for example, an account
number) by entering information contained in the
record. You will use the matchcode, whenever you
not sure what to enter in a given field.
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Search Results
Double
Click on
Customer
Number to
select
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Steps before setting up a customer
master record
1. Search for existing customer record
2. If no match, or similar match, complete
customer master form (see attached), and
enter customer into SAP.
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Customer Master Procedures
If existing customer master with the same
address is found, use this customer number,
regardless what sales area it is set up in. Only
upon management approval, will a customer be
extended to buy from more than one Sales Area.
If existing customer master, with different address is
found, create a new customer master record but make
sure to use same Sales area data (Ex: 0010, 10, 01)
Only exception: When customer can be both an OEM
and a Distributor (very rare) Will show a shortcut on
how this can be accomplished later in the class.
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Customer Master Record
Consists of the following views:
General
Data
Company Code
Data
Sales Area
Data
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Initial Screen
Required Fields
NOTE: USE ALL CAPITAL
LETTERS WHEN
ENTERING NEW
CUSTOMER INTO SAP
Account Group – Classification of Customer (Sold-to,
Ship-to, Bill-to, Payer, Related Party)
Company Code – Y012
Sales Organization - 0010
Distribution Channel – Means through which the product /
service reaches the customer.10(Direct) or 20(Distributor)
Division – Sales force responsible for Customer (01 – 07)
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Initial Screen (Transaction code XD01)
This will list all possible
Sales Areas to choose from
and allow you to select by
double clicking
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General Data-Address
Required Fields
Customer name
Street/house number
Postal Code (zip code) / City
Country
Region (State or Providence)
District (County)– This will automatically populate,
except when there are multiple counties. Check web
site www.usps.com if needed
Phone and fax number (use parentheses for area
code )
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General Data-Address
Enter
Customer
name
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General Data-Address
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General Data-Address
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General Data-Contact Person
Contact
Person will
only be used
for finance
and service
only. Sales
will use GWI
Use Pulldown
option for list of
department
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General Data-Control Data
Use only if
customer is
also a
Vendor
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Company Code–Account Management
Required Fields
Recon. Account – Financial key to determine if
customer is a domestic of related
party (YEA Subsidiary) customer.
Sort Key - 001
Cash Management – Corresponds with Division code
from initial screen
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Company Code-Account Management
Correspond
with
Division
code from
Initial
Screen
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Company Code-Account Management
Note: If customer was an existing
customer in BOSS, this will reference
the previous account #. All existing
customers (excluding YEA
departments/locations) with machine
records or sales history in past 2 years
set up in SAP. The previous account
# if the customer was set up in
multiples divisions will only
reference one customer number
(example MBAK3700 will be
referenced for Baker, not TBAK
Duplicate customer records were
combined.
Correspond
with
Division
code from
Initial
Screen
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Company Code–Payment Transactions
Required Fields
Terms of Payment – ex.) Net30
Payment History Record – Check the box – Contains the
recording of information for reporting purposes.
Lockbox - 10
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Company Code-Payment Transactions
Terms of Payment
appear in both the
Company code and
sales area data views.
Be sure to enter same
field value in both
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Company Code-Payment Transactions
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Company Code-Correspondence
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Sales Area - Orders
Required Fields
Sales District – Geographical service district (See Map)
Sales Office – Geographical sales territory (See Map)
Sales Group – Inside Sales Rep that services account, if
applicable.
Customer Group – Further breakdown of Distribution
Channel (ex. ASC)
Customer Stats Group – Enter 1
Customer Group 1 (Industry)
Customer Group 2 (Application)
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Sales Area - Orders
Optional Fields
Price Group – Used to identify commissionable third party
reps. If relevant for commission, enter 01. Actual %
commission to be receive is entered as a pricing condition
record.
Price List Type – Used to give a group of customer the
same pricing. (Currently used by Columbus only for
Honda Price List Type =01).
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Sales Area - Orders
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Sales Area-Orders
Optional fields: Price list type: Identifies a price list.
Price Group: Identifies if a 3rd party rep or another
customer receives commission on the customer
Always
enter 1
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Sales Area-Extras
This field is
found in the
Extras pull
down menu ->
then the
addition data
options
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Sales Area-Extras
This field is
found in the
Extras pull
down menu ->
then the
additional data
options
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Sales Area - Shipping
Required Fields
Delivery Priority – Enter 03
Order Combination – Uncheck box – This allows 1 Sales
order=1delivery
Delivery Plant – Plant from which goods are
delivered to the customer (1W,
2W or 3W)
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Sales Area-Shipping
Always
uncheck
box
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Sales Area – Billing Document
Required Fields
Incoterms – Enter FOB-Commonly used trading
terms that complies with ICC
Incoterms description – (ex. Buffalo Grove, IL PPA)
Default plant and shipping charges.
Terms of Payment – Enter same as Payment Terms from
Company Code Date (ex. Net 30)
Acct. Assignment – Identifies customer as related or nonrelated party
Tax Classification – Enter 1 (means customer is taxable)
Vertex will determine if Customer is
actually taxable of not.
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Sales Area-Billing Document
Enter FOB
Enter Buffalo
Grove, IL or
Dublin, OH
followed by
shipping charges
Enter same
terms as in
Company
code- Payment
Transactions
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Sales Area-Billing Document
Always
enter 1 for
taxable
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Sales Area-Partner Functions
•Enter CR in first available line for Forwarding Agent
(if applicable)
•Number Field – Enter Forwarding Agent Number
•Enter PE in next available line for Sales employee
(if applicable)
•Number Field – Enter Sales employee Number
•Enter VN in next available line for 3rd party
commissionable rep, if applicable
•Number Field – Enter Vendor Number
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Sales Area-Partner Functions
Add these
two fields
Enter these
fields
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Review Questions and Exercises
•What is the combination of the sales
organization/distribution channel and division?
•What are the 3 views in the customer master called?
•What is the first step you should take before setting up a
new customer master record?
•What are the mandatory partner types that are
automatically created when entering a Sold-to customer?
•What additional partner types can be added to the customer
master record?
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Customer Master
Hands-On Customer Master Exercise
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