VENDOR/GROWERMASTER DATA IN SAP
Master Data
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The term Master Data refers to a common data about customers, suppliers, partners, products, materials, accounts and other critical “entities”.
At WhiteWave, the Central Master Data Team:• Offers SAP knowledge and assistance to the business for new processes, changes to
current process, and basic inquiries• Manages the integrity of the data going into the system
Customer – Trade, Broker, Indirect/MEI
Vendor/Grower- Material Service, Carrier, Co-packers/plants and Growers
Materials - Raw, Packaging, Semi-Finished and Finished Goods,
BOM’s Routes, Production Versions, Packaging Instructions,
and Batch Search Strategy
Pricing- National Price, Intercompany Price, Pick-up
Allowance, Pallet Layers, Min and Max Pallet Quantities, etc.
DATA ELEMENTS OWNED BY CENTRAL MASTER DATA TEAM
Vendor/Grower Master Data
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Vendor Master Data Process
Completing Vendor Master Data Forms
Tips for searching for vendors in SAP
Vendor Master Data Forms- Outline
Types of Vendors
Vendor/Grower Master Data
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Vendor Master Data Process
Completing Vendor Master Data Forms
Tips for searching for vendors in SAP
Vendor Master Data Forms- Outline
Types of Vendors
Types of Vendors
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Types of Vendors
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Vendor/Grower Master Data
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Vendor Master Data Process
Completing Vendor Master Data Forms
Tips for searching for vendors in SAP
Vendor Master Data Forms- Outline
Types of Vendors
Vendor Master Data - Forms
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Several Forms are available on the Intranet site which reference Vendor Master Data, they are as follows:
Vendor Form• Complete this form to add new vendors to
SAP.
Vendor- W-8BEN-E• Tax form used
by foreign vendors
Vendor Form- Employee:• When an employee is a vendor, this form
should be submitted
Vendor-ACH Enrollment Vendors will need to submit if they would like payments received electronically- Note: Only US Vendors can use this means of payment
Vendor- W-9• Tax form used
by US vendors
Vendor Master Data
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Vendor Master Data Process
Completing Vendor Master Data Forms
Tips for searching for vendors in SAP
Vendor Master Data Forms- Outline
Types of Vendors
Vendor Process
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At such a point in time the business has a need to set-up a new vendor in SAP, the following steps should take place:
Complete Form
The Vendor Form or Vendor- Employee Form should be completed (found on the Intranet site under forms).
Receive Appropriate Tax
Forms
• If the vendor is a US vendor, they should complete the Form W-9 (and the ACH Enrollment form if funds are to be received electronically).
• If the vendor is outside of the US, the form W8EN-E form should be completed. This form must be reviewed by the Director of Tax Reporting and Compliance.
Obtain Approvals and Submit Forms for processing
Notification of completion
Once Master Data has completed the back-end process, an email notification will be sent.
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Once the form is completed, the signed off should be forwarded for approval as indicated on the form.Once all approvals have been obtained, the forms should be sent to Master Data (see form for address).
Vendor Master Data
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Vendor Master Data Process
Completing Vendor Master Data Forms
Tips for searching for vendors in SAP
Vendor Master Data Forms- Outline
Types of Vendors
Vendor Form
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Vendor Master Add/Change
• This form is required for all new vendor requests and changes to existing vendors
• Please note:• The form must be completed with all CAPS• Signatures are required for processing• Upon submission, please send in both the pdf signed copy as
well as the Excel electronic copy• All fields with an (*) asterisk are required fields
(2) Business Days
Vendor Form
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• Complete the highlighted areas as listed below
Name/Payable To
Specify the reason for change here
Select Date
Choose from drop-down
Prints on check Prints on checkPrints on Acct. Memo field of the check
Replaces Name1 & Name 2 on check
Specify name
Vendor Form
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Vendor Address
• Complete the highlighted areas as listed below• Note: If a PO Box and a Street Address are provided, the PO Box will
always override the Street
Will override street address
Vendor Form
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• Provide a preferred method of communication – fax or email- to transmit paperwork electronically
Vendor Communication
Vendor Form
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• Complete the highlighted areas as listed below• ** Other choices are possible contact AP with questions• If the check is to be made payable to another party who exists in
SAP, provide the vendor number here
Vendor Tax Info
EIN# or Int’l Tax ID
Drop-down
Drop-down
Drop-down
Drop-down
Drop-down
For ACH Pmts
For ACH Pmts
For ACH Pmts
For ACH Pmts
SAP Vendor Number
Req for new carriers/ must get from carrier
Vendor Form
Contract Summary Review
In the field: Do we have a signed/legal approved contract summary, please note:• If yes, include the contract summary • If no, indicate the specific exception reasons
Vendor Form - Employees
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Vendor Employee Add/Change
• If the employee is the vendor, the Employee Vendor Add/Change Form should be completed• Please note:
• All fields in yellow are required fields• If the employee is requesting ACH, he/she should provide a copy of the check or copy of letter
from bank (must be on bank letterhead). Note: the separate ACH form is NOT required for employee vendors
• The form must be completed with all CAPS• Signatures are required for processing (can be electronic signature)
ACH Enrollment Form
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ACH Enrollment Form
• If a vendor wishes to receive payment electronically, the ACH Enrollment Form must be completed. A voided check or copy of letter from bank should accompany the form upon submission.
• Note: If an employee is a vendor, he/she will not be required to complete this form (although they will be required to submit a voided check or bank memo).
Form W-9
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Tax InformationForm W-9
• Vendors in the United States will need to complete the W-9 Form and submit along with the appropriate Vendor Form.
• Note: This form is not required for employee vendors.
Form W-8BEN-E
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Tax InformationForm W-8BEN-B
• Vendors outside the United States will need to complete the W-8BEN-E Form and submit along with the appropriate Vendor Form. This form will need to be submitted and reviewed by the Director of Tax Reporting and Compliance.
• Note: This form is not required for employee vendors.
Vendor Master Data
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Vendor Master Data Process
Completing Vendor Master Data Forms
Tips for searching for vendors in SAP
Vendor Master Data Forms- Outline
Types of Vendors
Vendors in SAP
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Searching
• Use Wild Card after name• Limit results by 1* to eliminate employees and carriers
• In example below, search for “Virginia Tech Dairy Club”
Vendors in SAP
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Searching
• If the vendor is not in the results list- try again with a different criteria
• In the example below, search for VA instead of Virginia
Vendors in SAP
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Searching
• Use the ‘Search by Address Attributes’ tab to search using old vendor #, city, state, or country