Baan Common General Data

Transcription

1 Baa Commo Geeral Data Module Procedure UP020A US

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3 Documetiformatio Documet Documet code : UP020A US Documet group : User Documetatio Documet title : Geeral Data Applicatio/Package : Baa Commo Editio : A Date : July 1998 Copyright 1998 Baa Developmet B.V. All rights reserved The iformatio i this documet is subject to chage without otice. No part of this documet may be reproduced, stored or trasmitted i ay form or by ay meas, electroic or mechaical, for ay purpose, without the express writte permissio of Baa Developmet B.V. Baa Developmet B.V. assumes o liability for ay damages icurred, directly or idirectly, from ay errors, omissios or discrepacies betwee the software ad the iformatio cotaied i this documet. Geeral Data

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5 Table of cotets 1. The Geeral Data (COM) module i BaaERP The place of Geeral Data (COM) i BaaERP The modules related to COM The fuctioality of the COM busiess objects Defiig compay data The compay attributes Prerequisites To defie a compay To copy compay data To use a archive compay Defiig employees Prerequisites To defie employees Defiig busiess parters The busiess-parter mai attributes Prerequisites To defie the busiess-parter codig method To defie a busiess parter To defie a iteral busiess parter or a affiliated compay To lik the busiess-parter roles A simple orgaizatio Distributed orgaizatio To lik the roles of a distributed busiess parter orgaizatio Defiig cotacts To defie the cotact codig method To defie a busiess-parter cotact To delete uused cotacts Defiig addresses The addresses mai attributes To defie the addresses codig method To defie addresses ad their address formats To use multiple address formats for oe address To defie a default address format for a coutry To defie a geeral default address format for the compay To delete uused addresses 6-5 Geeral Data i

6 7. Defiig EU tax hadlig The EU tax reportig attributes Prerequisites Itrastat report requiremets To set up EU tax reportig To defie EU reportig uits To defie additioal statistical iformatio sets To geerate the sales listig To geerate the Itrastat report Settig up the tax-provider iterface The tax-provider iterface attributes To set up a tax provider i BaaERP To istall the tax provider ad defie the tax-provider eviromet variables To defie the tax-provider prerequisites To defie the tax-provider master data To set up the tax-provider iterface To make further adjustmets To set up the tax-provider iterface Optioal sessios i the tax-provider iterface setup-procedure 8-9 Geeral Data ii

7 About this documet Read this documet to get a overview of the Geeral Data (COM) module s fuctioality ad to lear more about the fuctioal procedures that are related to COM. You eed o detailed kowledge of the BaaERP software to read this documet. However, you are more likely to uderstad the cotets if you are familiar with: The overall structure of packages, modules, ad sessios withi the BaaERP software The geeral busiess procedures used i everyday busiess practice The basic cocepts of eterprise resource plaig For detailed descriptios of the module s sessios, refer to BaaERP s comprehesive olie Help. To use this documet Read Chapter 1, The Geeral Data (COM) module i BaaERP, if you wat to kow more about: The module s fuctioality The relatioship of the module with other modules The fuctioality of the module s busiess objects Read Chapter 2, Defiig compay data, if you wat to kow more about: The compay attributes How to create a ew compay How to defie the compay data Read Chapter 3, Defiig employees, if you wat to kow more about: The employee attributes How to defie the employee data Read Chapter 4, Defiig busiess parters, if you wat to kow more about: The busiess parter attributes How to defie a ew busiess parter How to lik related busiess parters Read Chapter 5, Defiig cotacts, if you wat to kow more about: How to defie a busiess parter cotact How to lik a cotact to a busiess parter Read Chapter 6, Defiig addresses, if you wat to kow more about: The address attributes How to defie addresses ad address formats How to use address formats Geeral Data 1

8 Read Chapter 7, EU tax hadlig, if you wat to kow more about: The EU tax hadlig attributes How to set up ad geerate the sales listig How to set up ad geerate the Itrastat report How to geerate the data that you ca use with a exteral Itrastat reportig program Read Chapter 8, Settig up the tax-provider iterface, if you wat to kow more about: Usig a tax-provider The tax-provider iterface attributes How to set up the tax-provider iterface Related documets For further iformatio about some of the subjects metioed i this maual, cosult the followig mauals: Eterprise Modelig Maagemet (EMM) module procedure, UP021A US System Tables (MCS) module procedure, UP024A US Geeral Ledger (GLD) module procedure maual, UP042A US Acroyms used i this documet AAD AAD ACP ACR CAT CCP COM DEM EMM EU GLD HRA IBD MCS NA PCS SMI VRC Applicatio Cofiguratio Database Maagemet Accouts Payable Accouts Receivable Cost Accoutig Caledars ad Periods Geeral Data Dyamic Eterprise Modeler Eterprise Modelig Maagemet Europea Uio Geeral Ledger Hours Accoutig Item Base Data System Tables Uited States ad Caada Project Cotrol Sales ad Marketig Versio, Release, Customizatio Geeral Data 2

9 Leged Madatory sessio Optioal sessio Madatory busiess object Optioal busiess object CF PCS PCS Idicates a madatory sessio Idicates a optioal sessio Idicates a madatory busiess object Idicates a optioal busiess object Idicates a package Idicates a module Idicates a module that is described i the module procedure Geeral Data 3

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11 1. The Geeral Data (COM) module i BaaERP This chapter provides iformatio o: The place of Geeral Data (COM) i BaaERP The modules related to COM The fuctioality of the COM busiess objects 1.1 The place of Geeral Data (COM) i BaaERP Geeral data is the etities ad fuctioality that is used i the other BaaERP packages. The geeral data that you defie i COM differ from the master data that you defie i the System Tables (MCS) module as follows: I the MCS module you maily defie stad-aloe data. After defiig the master data you usually do ot eed to chage it. Some MCS master data caot be chaged ad MCS master data caot be deleted oce it is i use. I COM you defie more complex data as well as fuctioality. For example, you defie busiess parters with their status, roles, cotacts, addresses, ad so o. You ca add ad chage geeral data wheever this is required. For example, you ca add or chage addresses, ad chage busiess parters statuses ad cotacts. Figure 1 shows how COM is positioed i BaaERP. Commo Data MCS IBD EMM COM CCP All BaaERP packages Figure 1, The COM module withi BaaERP Geeral Data 1-1

12 The Geeral Data (COM) module i BaaERP COM is a master-fuctioality defiitio module. You must use COM to defie ad modify the followig data ad fuctioality: Compaies Employees Busiess parters Addresses Busiess parter cotacts North America tax hadlig (destiatio sales tax) Europea tax hadlig (sales listig ad Itrastat report) Charts ad plaig board data 1.2 The modules related to COM Whe you defie data i COM you use data defied i the MCS module. The data that you defie i COM is used i all the BaaERP packages. Figure 2 shows the modules that are related to COM. Master data Caledars MCS CCP COM All BaaERP packages Figure 2, The modules related to the COM module Geeral Data 1-2

13 The Geeral Data (COM) module i BaaERP To defie the COM data you use the followig master data that you defie i the MCS module: Laguages Coutries Departmets Currecies Titles States/provices Routes Carriers You ca use the sessios i the Caledars ad Periods (CCP) module to defie the caledars that you use for: Busiess parters Employees Addresses Modules i all of the other BaaERP packages use the data ad fuctioality that you defie i COM. 1.3 The fuctioality of the COM busiess objects COM cotais the followig busiess objects: Compay Data Employees Busiess Parters Addresses Cotacts Europea Uio (EU) Tax Hadlig North America (NA) Tax Hadlig Chart ad Plaig Board Data The COM busiess objects are idepedet of each other, with the followig exceptios: All busiess objects use the data from the Addresses busiess object. There is a strog relatioship betwee the Busiess Parters busiess object ad the Cotacts busiess object. Geeral Data 1-3

14 The Geeral Data (COM) module i BaaERP Flow betwee the COM busiess objects Figure 3 shows the relatioships betwee the COM busiess objects. MCS Compay Data Addresses Employees EMM Busiess parters Cotacts IBD NA Tax Hadlig Chart ad Plaig board data CI EU Tax Hadlig Figure 3, Relatioships betwee the COM data Note Compay Data Use the Compay Data busiess object to defie the followig compay data: The compay s ame The compay s address The compay s mai laguage The packages istalled ad used by the compay The fuctioality used by the compay You must defie more compay data i the Eterprise Modelig (EMM) module i Baa Commo Data, ad fiacial compay data i the Geeral Ledger (GLD) module i Baa Fiace. Geeral Data 1-4

15 The Geeral Data (COM) module i BaaERP Employees Use the Employees busiess object to defie the employees. Employee data icludes: The employee s ame, address, laguage for work istructios, ad so o The employee s employmet details, such as the employee s workig hours ad caledar If the compay uses Baa Project a/or Baa Service, the employee s project ad service data such as the employee s trade group ad billig rate Busiess Parters Use the Busiess Parters busiess object to defie the busiess parter data ad each busiess parter s roles. Iteral busiess parter data is stored i the EMM module. You must defie the followig parties as busiess parters: Customers (sold-to busiess parters) Suppliers (buy-from busiess parter) Trade relatios (all busiess-parter roles) Subcotractors (ivoice-from busiess parter) Carriers (buy-from busiess parter) Cotacts Use the Cotacts busiess object to defie the busiess parter cotacts ad their roles. A busiess parter s cotact is the busiess parter s employee with whom you commuicate about busiess trasactios. Address format Addresses Use the Addresses busiess object to defie all the addresses used i BaaERP. A address icludes more iformatio tha just the postal address. For example, a address defiitio icludes: The postal address The address The tax umber The GEO code used i North America tax reportig The state or provice used i North America tax reportig Routig iformatio The address format defies how a address must be prited. For example, if the postal code precedes or follows the city ame or the state ame. For each address you ca defie a address format, or you ca use a default format for all the addresses. Geeral Data 1-5

16 The Geeral Data (COM) module i BaaERP Europea Uio (EU) Tax Hadlig If your orgaizatio is based i a Europea Uio (EU) member coutry you must report your trasactios with other EU member coutries. You must usually submit mothly reports to the tax authorities that moitor the itercommual trasactios ad itercommual movemet of goods. Use the Europea Uio (EU) Tax Hadlig busiess object to set up ad geerate these reports. North America (NA) Tax Hadlig I the Uited States ad Caada, destiatio sales tax is geerally charged to the fial cosumer. The tax rates are determied by the local authorities i the jurisdictio where the goods are received or cosumed. I may cases there are multiple jurisdictios with authority over the same locatio. You ca use a exteral tax provider program for the tax computatio ad registratio. Use the NA Tax Hadlig busiess object to set up the iterface betwee BaaERP ad a tax provider. Chart ad Plaig Board Data Use the Chart ad Plaig Board Data busiess object to: Defie plaig board groups. A plaig board group is a set of default plaig board colors, fots, ad other presetatio details. For example, BaaERP uses these settigs for productio plaig boards ad work ceter plaig boards. Defie default settigs for the charts that the users ca create i specific sessios. For each sessio you ca defie the type of chart to be used ad the default data to be used by the chart maager. Geeral Data 1-6

17 2. Defiig compay data Compay Compay data Multiple compaies Shared compay data Eterprise structure This chapter outlies how you ca apply COM to defie compay data. This chapter cotais the followig sectios: The compay attributes Prerequisites To defie a compay To copy compay data To use a archive compay A compay is a Baa workig eviromet. A workig eviromet cosists of the followig: The compay s database tables The mai address ad workig laguage The time zoe ad default caledar The currecy system The compay s eterprise modelig data Users who work with BaaERP ca oly access the data of the compay i which they work, ad they ca oly work i a sigle compay at oe time. To access the data of aother compay, a user must chage to that compay. For example, compay data icludes: Currecies Uits of measure ad the base uits Departmets Busiess parters Ledger accouts Item codes You ca create more tha oe compay i a sigle BaaERP system. For example, you ca create: A fiacial compay for your fiacial admiistratio A logistic compay to maage the maufacturig, hadlig, ad distributio of your products A archive compay to store historic data Compaies ca share specific data. For example, two logistic compaies withi your eterprise that work with the same goods ca share the item base data ad at the same time each have their ow separate customers ad suppliers bases (the busiess parters). If compaies are to share their data, you ca use the Database Maagemet (AAD) module i Baa Tools to map the (logical) tables of a compay o the actual tables of aother compay. A compay is oe etity of your eterprise structure. You ca defie the relatioships betwee the differet compaies i your eterprise i the Eterprise Modelig Maagemet (EMM) module. You defie the relatioships betwee fiacial compaies i the Geeral Ledger (GLD) module i Baa Fiace. Geeral Data 2-1

18 Defiig compay data Archive compay Creatig a compay You ca create separate compaies for the purpose of archivig historic documets ad data. You ca store data that you o loger eed i a archive compay. To access ad retrieve the data you must chage compay to work i the archive compay. You defie a small part of the compay data i the Geeral Data (COM) module. To create a compay ad defie all its data ad fuctioality you must use the followig BaaERP packages ad modules: The Applicatio Cofiguratio (AAD) module ad the Database Maagemet (AAD) module i Baa Tools The Eterprise Modelig Maagemet (EMM) module i Baa Commo Data If the compay is a fiacial compay, the Geeral Ledger (GLD) module i Baa Fiace 2.1 The compay attributes This sectio describes the most importat compay attributes that you defie i Baa Commo Data. You must defie the attributes of fiacial compaies i the Geeral Ledger (GLD) module of Baa Fiace. Payer s 1099 details The data required for reportig 1099-MISC icome tax MISC is a type of tax to be reported i the Uited States. Compay type Logistic compay A admiistrative uit used for maagig productio, distributio, ad related activities. Activities i the logistic compay result i fiacial trasactios i the fiacial compay that you associate with the logistic compay. Fiacial compay A fiacial compay costitutes a sigle fiacial reportig uit for legal, fiscal, ad maagemet purposes. A fiacial compay posts the fiacial trasactios that result from oe or more associated logistic compaies. To cosolidate the fiacial results, you ca lik a umber of fiacial compaies to a fiacial group compay. Both A compay that cotais both logistic ad fiacial data ad fuctioality. Geeral Data 2-2

19 Defiig compay data Currecy system The currecy system defies how BaaERP calculates ad registers amouts of moey. Three currecy systems are available: Sigle The compay uses oly oe currecy to defie, calculate, ad book prices, rates, tax amouts, ad so o. This is the compay s referece currecy. Depedet The compay ca display amouts i several currecies. These currecies are the compay s home currecies. To calculate ad book amouts BaaERP coverts all amouts ito the compay s referece currecy. Idepedet The compay ca display amouts i several currecies. These are the compay s home currecies. BaaERP calculates ad books amouts i all the compay s home currecies. Referece currecy The referece currecy is the base for all calculatios with currecies i a depedet multicurrecy system. If it is uclear which of the home currecies must be used i a idepedet multicurrecy system, BaaERP uses the referece currecy. Home currecies A multicurrecy compay uses up to three home currecies. Oe of the home currecies must be the same as the referece currecy. The three home currecies that you ca defie for a compay are: The compay s local currecy Reportig currecy 1 Reportig currecy Prerequisites Before you ca defie the compay data, you must defie: The coutry i which the compay is established, i the Coutries (tcmcs0510m000) sessio. The Baa Fiace fuctioality requires this iformatio. The compay s mai laguage, i the Laguages (tcmcs0146m000) sessio. Geeral Data 2-3

20 Defiig compay data 2.3 To defie a compay Defiig compay data is oly oe step i the complete compay defiitio procedure. Figure 4 shows the compay defiitio procedure. 1 BaaERP Tools 2 Compay Data (tccom0500m000) Copy Compay Data (tccom0214m000) 3 Iitialize Parameters (tcmcs0295m000) 4 COM Parameters (tccom0000m000) 5 EMM 6 BaaERP Fiace Figure 4, The compay defiitio procedure Geeral Data 2-4

21 Defiig compay data Step 1 Step 2 Step 3 Step 4 Step 5 To defie a compay, use the followig steps. Baa Tools Use the Applicatio Cofiguratio (AAD) module of Baa Tools to defie the compay. Use the Database Maagemet (AAD) module of Baa Tools to defie the compay database tables. Compay Data (tccom0500m000) Use this sessio to defie the compay data icludig: The compay umber The compay laguage The compay s address Whether the compay is a archive compay You must specify the BaaERP packages ad other fuctioality that the compay uses. If you report 1099 MISC icome, you must specify your compay s 1099 details. Iitialize Parameters (tcmcs0295m000) I this sessio, BaaERP checks whether all the compay tables required by the BaaERP packages that the compay uses are preset ad eters iitial records with the default values ito the tables. COM Parameters (tccom0000m000 Use this sessio to defie the commo parameters that determie the BaaERP fuctioality for the compay related to the followig: The codig method for addresses, busiess parters, ad cotacts Whether you carry out a check o bak accout umbers Whether you register destiatio sales tax Defie the compay s eterprise data Use the Eterprise Modelig Maagemet (EMM) module to defie: The type, which ca be either logistic or fiacial The referece currecy The currecy system, which ca be sigle currecy, depedet multicurrecy, or idepedet multicurrecy The home currecies, which cosist of the local currecy ad optioally oe or two reportig currecies The currecy exchage rate types to be used for sales trasactios, purchase trasactios, ad iteral trasactios The time zoe, the default caledar, ad the curret date For further details, see the Eterprise Modelig Maagemet (EMM) module procedure maual, UP021A US. Geeral Data 2-5

22 Defiig compay data Step 6 Defie the compay i Baa Fiace If the compay is a fiacial compay, you must use the Fiace Master Data sessios of the Geeral Ledger (GLD) module i Baa Fiace to defie the fiacial compay data. For details, see the Geeral Ledger (GLD) module procedure maual, UP042A US. 2.4 To copy compay data If you wat to duplicate a compay or a compay structure, for example, for testig purposes, you ca export the compay database tables of the source compaies ad import them ito the database tables of the target compaies. If you use this method, you must use the Copy Compay Data (tccom0214m000) sessio to chage the compay umbers i the exported files before you import them ito the target compay tables. For details about how to copy a compay or compay structure, cosult the olie BaaERP Help. 2.5 To use a archive compay Copy to history Use archivig to remove historic data from your database. Archivig data reduces the umber of records. You ca the access ad work with the curret data faster ad easier. If you archive data, BaaERP moves the data from the operatioal compay to a archive compay. BaaERP deletes archived data from the operatioal compay. You must chage to the archive compay to access the archived data. Archivig data is also called Copy to history. You ca archive data such as: Sales trasactio Purchase trasactios Ivoices Projects Budgets Productio orders Ivetory trasactios Archivig ad retrievig data Use the archive sessios of the BaaERP modules to archive data. You ca use some of these sessios to retrieve archived data ad reitroduce it ito the operatioal compay. I most cases you caot restore archived data to the operatioal compay. Geeral Data 2-6

23 Defiig compay data You ca oly archive trasactios that have the required status for archivig. For example, you ca oly archive Project Cotrol (PCS) projects with the status Closed. Package VRC You ca oly archive ad retrieve data betwee a operatioal compay ad a archive compay that use the same software versio. The software versio is defied by the combiatio of Versio, Release, Customizatio (VRC). After archivig data, you must use the Reorgaize Tables (ttaad4225m000) sessio to reorgaize the database tables ad reduce the database size. Authorizatios To read ad prit archived data, you must have read-oly access to the data of the archive compay. The system admiistrator must set up the required user authorizatios by usig the User Maagemet sessios of Baa Tools. Accessig the archived data To access the archived data, you must switch to work i the archive compay ad ru the appropriate sessios. Depedig o the sessio, you ca either see the same details that you see i the operatioal compay, or oly the summarized data. Creatig a archive compay You ca create a archive compay i the same way that you create a regular compay. I additio, you must copy the operatioal compay s master data to the archive compay. Geeral Data 2-7

24 Defiig compay data Geeral Data 2-8

25 3. Defiig employees Employees This chapter outlies how you ca apply COM to defie employee data. This chapter cotais the followig sectios: Prerequisites To defie employees BaaERP is ot iteded to register all the employees of your orgaizatio. However, you must defie the followig employees: Employees whose hours must be accouted for i the Cost Accoutig (CAT) module. For example, the hours spet o a service task or to carry out a productio order. You must assig these employees to the service ceters ad work ceters. This iformatio is also used for productio plaig ad capacity calculatio. Employees with a special fuctio. Special fuctios occur i all the BaaERP packages. Some special fuctios are: Plaer Buyer Sales represetative Credit aalyst For example, you must specify a plaer i the item orderig data, a credit aalyst for ivoice-to busiess parters, ad a purchase cotact for buy-from busiess parters. After defiig the employees i COM, you ca specify further employee details i the BaaERP packages. For example, you ca defie: Service related employee details i the Service Employees (tsmdm1540m000) sessio. Specific resposibilities for a project to a employee i the Employees by Resposibility (tppdm0134m000) sessio i Baa Project. 3.1 Prerequisites Before you defie a employee you must defie the followig data i the System Tables (MCS) module: Departmets Laguages Cost compoets I additio, you ca optioally defie the followig data for a employee: A caledar that idicates whe the employee is available. You ca defie caledars i the Caledars ad Periods (CCP) module. A workig time table for the employee. You ca defie workig time tables i the Hours Accoutig (HRA) module i Baa Maufacturig. BaaERP uses the workig timetable to calculate the hours spet. Geeral Data 3-1

26 Defiig employees Logistic compay Whe you defie a employee you must specify the employee s departmet. The departmet determies the eterprise uit that the employee belogs to. BaaERP expresses the employee s hourly labor rate ad the employee s billig rate i the referece currecy of the logistic compay to which the eterprise uit belogs. 3.2 To defie employees Use the followig sessio to defie a employee. Employees (tccom0501m000) Use this sessio to eter the employee s data. Use the Private tab to specify the employee s details such as ame, address, ad laguage. Use the Employmet tab to specify details such as: The first date of employmet, ad the last date of employmet if this applies. You caot specify mahours spet by the employee outside this period, i the Hours Accoutig (HRA) module i Baa Maufacturig. The employee s departmet. BaaERP uses this iformatio to calculate the departmet s capacity. The departmet also determies the eterprise uit that the employee belogs to. Use the Project/Service tab to specify some of the details that are specific for Baa Project or for Baa service. You must defie other Project details or Service details of the employees i Baa Project or Baa Service. Geeral Data 3-2

27 4. Defiig busiess parters Busiess parters This chapter outlies how you ca apply COM to defie busiess parters. This chapter cotais the followig sectios: The busiess-parter mai attributes Prerequisites To defie the busiess-parter codig method To defie a busiess parter To lik the busiess parter s roles You must defie your customers ad suppliers as busiess parters. You must defie the busiess parter s roles to determie types of trasactios that you carry out cocerig the busiess parter. 4.1 The busiess-parter mai attributes The busiess parter defiitio icludes may attributes. This sectio describes the most importat attributes. Customer roles Supplier roles Busiess parter s roles The busiess parter s role determies the types of trasactios you ca carry out with the busiess parter. For example, you ca oly ship goods to a busiess parter with a ship-to role. You use the busiess parter roles to address the correct office ad cotact for each part of a busiess trasactio. For example, your customer s sales office, accouts payable office, ad warehouse ca all be at differet locatios or eve i differet coutries. If the busiess parter has a world-wide orgaizatio, you could: Receive a sales order from their purchase office i New York Deliver the goods at a warehouse ear Paris Sed your ivoice to the accouts office i Lodo For your customers you ca defie the followig roles: Sold-to busiess parter Ship-to busiess parter Ivoice-to busiess parter Pay-by busiess parter For your suppliers you ca defie the followig roles: Buy-from busiess parter Ship-from busiess parter Ivoice-from busiess parter Pay-to busiess parter Geeral Data 4-1

28 Defiig busiess parters Busiess-parter status The busiess-parter status idicates the actios that you ca carry out for the busiess parter. For example, you caot eter a sales order for a busiess parter with the status Potetial, but you ca sed them a request for quotatios. You caot ship goods to a busiess parter with the status Iactive. The busiess-parter status ca be: Iactive Potetial Active Cotact roles Example Busiess parter cotacts The busiess parter s cotact is the busiess parter s employee with whom you commuicate about the trasactios. The cotact defiitio icludes: The perso s ame ad title The laguage that you use The telephoe umber ad the fax umber The address Chapter 5, Defiig cotacts, describes how to defie busiess parter cotacts. The cotact s role or roles determie the types of trasactios that you commuicate with the cotact. Whe you select a cotact for a busiess parter, you must lik the cotact to a busiess parter role. You ca lik the cotact oly to existig busiess parter roles. For example, if the busiess parter does ot have a ship-to role, you caot select the ship-to role for the busiess parter s cotact. Rick Hall is the sold-to busiess parter s cotact. You discuss ay issues about the sales orders with him. You must lik Rick Hall to the busiess parter s sold-to role. You also commuicate with Rick Hall about the ivoice, so you must also lik Rick Hall to the ivoice-to role. You discuss delivery of the goods that Rick Hall has ordered, with Kare Gaudet. You must lik Kare Gaudet to the ship-to busiess parter role. Fiacial busiess-parter group A fiacial busiess-parter group is a group of oe or more ivoice-to or ivoice-from busiess parters for which you defie the same ledger accouts ad dimesios to post the trasactio data. The fiacial busiess-parter groups lik the ivoice-to ad ivoice-from busiess parters to the ledger accouts. You ca defie fiacial busiessparter groups for customers ad for suppliers i Baa Fiace. Geeral Data 4-2

29 Defiig busiess parters Paret busiess parter If you defie a distributed busiess-parter orgaizatio, the paret busiessparter liks the busiess parters with differet roles. If you defie a simple busiess-parter orgaizatio, you must ot specify a paret busiess-parter. For details, see the sectio To lik the busiess-parter roles later i this chapter. Eterprise modelig data You use the eterprise modelig data to map the etities that you defie i Baa Commo o the eterprise model defied for your orgaizatio i the Dyamic Eterprise Modeler (DEM). For more iformatio about eterprise modelig, see the Eterprise Modelig Maagemet (EMM) module procedure UP021A US. You must specify the eterprise modelig data for two types of busiess parters: Iteral busiess parters Eterprise uits withi the same logistic compay as your ow, that act as busiess parters to your eterprise uit. You must specify the busiess parter s eterprise uit. Affiliated compaies Separate logistic compaies that act as busiess parters to your logistic compay. You must specify the busiess parter s logistic compay. Other busiess parters are ot represeted i eterprise modelig. Busiess-parter type You ca optioally use busiess-parter types to group busiess parters with similar characteristics, for example, members of the Europea Uio (EU) are subject to specific customs rules. You ca block or deblock sales ad purchase orders for the busiess parters for each type. Geeral Data 4-3

30 Defiig busiess parters 4.2 Prerequisites Before you ca defie busiess parters, you must defie the followig: The laguages i which you address the busiess parters, i the Laguages (tcmcs0146m000) sessio. The currecies that you use i trasactios with the busiess parters, i the Currecies (tcmcs0502m000) sessio. The fiacial busiess-parter groups with their ledger accouts i Baa Fiace: For ivoice-to busiess parters, i the Accouts Receivable (ACR) module For ivoice-from busiess parters, i the Accouts Payable (ACP) module You ca defie the busiess-parter types that you use to distiguish the busiess parters, i the Busiess Parter Types (tcmcs0129m000) sessio. Defiig busiess-parter types is optioal. The busiess parter codig method. This is described i the ext sectio. 4.3 To defie the busiess-parter codig method You ca use two methods to determie the busiess-parter codes: You eter your ow code BaaERP geerates the code If you wat BaaERP to geerate the code, take the followig steps. 1 Number Groups (tcmcs0151m000) Use this sessio to defie a umber group for busiess parters. 2 First Free Numbers (tcmcs0150m000) Use this sessio to defie oe or more series i the busiess-parters umber group ad defie the startig umber of each series. 3 COM Parameters (tccom0000m000) Use this sessio to select the Use Number Group check box ad select the umber group for busiess parters, i the Busiess Parters sectio. Each time that you create a ew busiess parter, you must select a series for the busiess parter. BaaERP geerates the busiess-parter code from the series code plus the first free umber of the series. Geeral Data 4-4

31 Defiig busiess parters 4.4 To defie a busiess parter Figure 5 shows the steps i the busiess-parter defiitio procedure. 1 2 Addresses Busiess Parters (tccom4500m000) 3 Cotacts 4 Features by Trade Relatio (tdsmi1101m000) 5 Customer roles Sold-to Busiess Parters (tccom4110s000) Ship-to Busiess Parters (tccom4111s000) Ivoice-to Busiess Parters (tccom4112s000) Pay-by Busiess Parters (tccom4110s000) Fiacial Busiess Parter Groups (tfacr0110m000) 5 Supplier roles Buy-from Busiess Parters (tccom4120s000) Ship-from Busiess Parters (tccom4121s000) Ivoice-from Busiess Parters (tccom4122s000) Pay-to Busiess Parters (tccom4120s000) Fiacial Busiess Parter Groups (tfacp0110m000) Figure 5, The busiess parter defiitio procedure Geeral Data 4-5

32 Defiig busiess parters To defie a busiess parter, use the followig steps. Step 1 Step 2 Step 3 Step 4 Step 5 Busiess Parters (tccom4500m000) Use this sessio to defie the busiess parter master data. This data is used as the default data for the busiess parter roles that you defie. BaaERP uses the curret compay s laguage ad referece currecy as the default busiess-parter laguage ad currecy. Select a paret busiess-parter if this is required for the busiess-parter structure. If you do ot select a paret busiess-parter, the busiess parter is its ow paret. Addresses (tccom4530m000) Use this sessio to select the busiess parter s address, or defie a ew address. You ca start the Addresses (tccom4530m000) sessio by zoomig from the Address field i the Busiess-Parters details (tccom4100s000) sessio. Chapter 6 describes how to defie addresses. Cotacts (tccom4545m000) Use this sessio to select the busiess parter s cotact, or defie a ew cotact. You ca start the Cotacts (tccom4545m000) sessio by zoomig from the Cotact field i the Busiess Parters details (tccom4100s000) sessio. Chapter 5 describes how to defie cotacts. Features by Trade Relatio (tdsmi1101m000) You ca defie the busiess parter s features that are used i the Sales ad Marketig (SMI) module i Baa Order Maagemet. Click the Features butto i the Busiess-Parters details sessio to start the Features by Trade Relatio sessio. Defiig the busiess parter s SMI features is optioal. Defie the required busiess parter roles You must usually defie all of the customer s roles ad/or all of the supplier s roles for a busiess parter. If you defie a mai busiess parter to use as the paret of other busiess parters, you do ot eed to defie ay roles for the busiess parter. See also the sectio Likig the busiess parter roles later i this chapter. Click a role butto i the Busiess Parters details (tccom4100s000) sessio to start the details sessio of the correspodig role. Eter the details for the busiess-parter role. BaaERP uses the followig geeral busiess-parter data as the default data for the busiess-parter roles: Laguage Address Cotact Currecy Geeral Data 4-6

33 Defiig busiess parters Ivoice-to ad Ivoicefrom busiess parters Pay-by ad Pay-to busiess parters If you defie a ivoice-to or a ivoice-from busiess parter, you must select a fiacial busiess-parter group from the fiacial busiess-parter groups that you defied i Baa Fiace. If you defie a pay-by or pay-to busiess parter, you ca click the Baks butto to start the Baks by Pay-by Busiess Parters (tccom4515m000) sessio or the Baks by Pay-to Busiess Parters (tccom4525m000) sessio. Use these sessios to eter the busiess parter s bak details To defie a iteral busiess parter or a affiliated compay If the busiess parter is a iteral busiess parter or a affiliated compay, you must eter the eterprise-modelig data. A iteral busiess parter is a eterprise uit withi the same logistic compay as your ow, that acts as busiess parter to your eterprise uit. A iteral busiess parter must have all the busiess-parter roles. You must specify the busiess parter s eterprise uit. Depedig o what is the most coveiet, you ca either: Select the busiess parter s eterprise uit o the Eterprise Modelig tab of the Busiess-Parters details (tccom4100s000) sessio. Select the busiess parter s eterprise uit i the Busiess Parters (tcemm1522m000) sessio i the Eterprise Modelig (EMM) module. A affiliated compay is a separate logistic compay that acts as busiess parters to your logistic compay. A affiliated compay busiess-parter must have all the busiess-parter roles. You must specify the busiess parter s logistic compay. 4.5 To lik the busiess-parter roles You must lik the differet busiess-parter roles to be able to: Process a sales order from a sold-to busiess parter Deliver the goods to the ship-to busiess parter Sed the ivoice to the ivoice-to busiess parter Book the paymet by the pay-by busiess parter You ca lik the busiess parter roles i two ways, depedig o the busiess parter structure. The busiess parter structure ca be: A simple orgaizatio A distributed orgaizatio Geeral Data 4-7

34 Defiig busiess parters A simple orgaizatio I a simple orgaizatio, the busiess parter has oly oe departmet ad cotact for each type of busiess trasactio. You carry out each type of busiess trasactio (a sales order, shippig order, ivoice, or paymet) with a sigle departmet with oe address, i oe laguage, ad i oe currecy. If you defie a simple busiess-parter orgaizatio, BaaERP liks the busiess-parter roles automatically. Figure 6 shows a simple busiess-parter orgaizatio Busiess parter BUPA01 (Customer) BUPA01 BUPA01 BUPA01 BUPA01 Sold-to Ship-to Ivoice-to Pay-by = busiess parter = busiess parter role Figure 6, A simple busiess-parter orgaizatio If the busiess parter also acts as your supplier, you ca defie the supplier roles for the busiess parter as well as the customer roles. To defie a simple busiess-parter orgaizatio To defie a simple busiess-parter orgaizatio, you must defie a sigle busiess parter. Take the followig steps. 1 Defie the busiess parter Defie the busiess parter master data, as described i the sectio To defie a busiess parter earlier i this chapter. Do ot specify a paret busiess parter. 2 Defie the required roles Defie the busiess parter s roles, as described i step 5 of the sectio To defie a busiess parter earlier i this chapter. The busiess parter code of each role is the code that you specified i step 1. Geeral Data 4-8

35 Defiig busiess parters Leave the related role fields of each role s details sessio empty. For example, if you defie a sold-to busiess parter, you must leave the Ship-to Busiess Parter field empty Distributed orgaizatio A distributed orgaizatio has more tha oe departmet ad cotact for at least oe type of busiess trasactio. These departmets ca have differet addresses, ad use differet laguages ad currecies. For example, a busiess parter ca use: Differet sales offices that order differet types of goods Differet warehouses that accommodate differet geographical areas Oe cetral accouts office that receives all the ivoices ad makes all the paymets Geeral Data 4-9

36 Defiig busiess parters Figure 7 shows a distributed busiess parter orgaizatio Paret Busiess parter BUPA01 (Customer) BUPA01 Ivoice-to BUPA01 Pay-by Busiess parter BU00A (Goods type A) Busiess parter BU00B (Goods type B) BU00A Sold-to (Goods A) BU00B Sold-to (Goods B) Busiess parter WH00I (Area I) Busiess parter WH00II (Area II) WH00I Ship-to (Area I) WH00II Ship-to (Area II) = busiess parter = busiess parter role Figure 7, A distributed busiess parter orgaizatio Geeral Data 4-10

37 Defiig busiess parters I the distributed busiess parter orgaizatio illustrated i Figure 7, you ca: Receive sales orders from the two sold-to busiess parters BU00A ad BU00B Ship the goods for both types of orders to both ship-to busiess parter WH00I ad WH00II Sed the ivoices to the ivoice-to busiess parter BUPA01 Receive the paymets from the BUPA01 pay-by busiess parter 4.6 To lik the roles of a distributed busiess parter orgaizatio If you defie a distributed orgaizatio, you must use paret busiess parters to lik the busiess parters. The followig rules apply. Related busiess parters must have the same paret busiess parter A busiess parter for which you do ot specify a paret busiess-parter is its ow paret busiess-parter To defie a distributed busiess parter orgaizatio, take the followig steps. 1 Defie the busiess parter Defie the mai busiess parter master data, as described i the sectio To defie a busiess parter earlier i this chapter. I figure 7 this is the BUPA01 busiess parter. Do ot specify a paret busiess parter. 2 Defie the uique roles for the mai busiess parter Defie the roles for which the busiess parter has a sigle departmet, as roles of the mai busiess parter. How to defie roles is described i step 5 of the sectio To defie a busiess parter earlier i chapter. I figure 7 the mai busiess parter has the ivoice-to ad the pay-by roles. 3 Defie a busiess parter for each duplicate role Defie a busiess parter for each departmet whose fuctio is ot uique, as described i the sectio To defie a busiess parter earlier i this chapter. Select the mai busiess parter that you defied i step 1 as the paret. Figure 7 shows two sales departmets ad two warehouses, so four busiess parters are created. All four busiess parters have the mai busiess parter BUPA01 as their paret. 4 Defie each busiess parter s role Defie the role of each busiess parter that you created i step 3. Do ot defie other roles for these busiess parters. How to defie roles is described i step 5 of the sectio To defie a busiess parter earlier i this chapter. Geeral Data 4-11

38 Defiig busiess parters Geeral Data 4-12

39 5. Defiig cotacts Busiess-parter cotacts Cotact roles This chapter outlies how you ca apply COM to defie busiess-parters cotacts. This chapter cotais the followig sectios: To defie the cotact codig method To defie a busiess-parter cotact To delete uused cotacts You ca optioally defie your busiess parters cotacts. The busiess parter s cotact is the busiess parter s employee with whom you commuicate about the trasactios. The cotact defiitio icludes: The perso s ame ad title The laguage that you use for commuicatio with the cotact The cotact s telephoe umber ad fax umber The cotact s address The busiess parter role or roles to which you lik the cotact determie the types of trasactios that you commuicate with the cotact. Whe you select a cotact for a busiess parter role, you must lik the cotact to that role. For more iformatio about busiess parter roles ad busiess parter cotacts, see Chapter 4, Defiig busiess parters. 5.1 To defie the cotact codig method You ca use two methods to determie a ew cotact s code: You eter your ow code BaaERP geerates the code If you wat BaaERP to geerate the code you must take the followig steps: 1 Number Groups (tcmcs0151m000) Use this sessio to defie a umber group for cotacts. 2 First Free Numbers (tcmcs0150m000) Use this sessio to defie oe or more series i the cotacts umber-group ad defie the startig umber of each series. 3 COM Parameters (tccom0000m000) Use this sessio to select the Use Number Group check box ad select the umber group for cotacts, i the Cotacts sectio. Each time that you create a ew cotact, you must select a series for the cotact. BaaERP geerates the cotact code from the series code plus the first free umber of the series. Geeral Data 5-1

40 Defiig cotacts 5.2 To defie a busiess-parter cotact Figure 8 shows the cotact defiitio-procedure. 1 Cotacts (tccom4540m000) 2 Cotacts by Busiess Parter (tccom4545m000) Figure 8, The cotact defiitio-procedure Step 1 Step 2 To defie a busiess-parter cotact, use the followig steps. Cotacts (tccom4540m000) This sessio lists all the cotacts already defied, icludig the cotacts liked to other busiess parters ad cotacts that have ot bee liked to busiess parters. To defie a ew cotact, click New. The Cotacts details sessio starts. Defie the cotact details. Cotacts by Busiess Parter (tccom4545m000) This sessio lists the cotacts liked to oe busiess parter. Click Next Group ad Previous Group to display the busiess parter to which you wat to lik the ew cotact. If o cotacts are curretly liked to the busiess parter, click New Group. Click New to start the Cotacts (tccom4140s000) details sessio. Use this sessio to: Select the busiess parter Lik the ew cotact to the busiess parter Select the roles to which you wat to lik the cotact You ca lik a cotact to more tha oe role. For more iformatio about the cotact roles, see Chapter 4, Defiig busiess parters. Geeral Data 5-2

41 Defiig cotacts 5.3 To delete uused cotacts If you wat to clea up your database, you ca delete the uused cotacts. To delete the uused cotacts, use the followig steps. 1 Delete Uused Cotacts (tccom4240m000) Use this sessio to specify rages of cotacts to be checked ad deleted. For the rage of cotacts that you eter, BaaERP checks the followig: Whether the cotact appears o a order, ivoice, or other documet (also history documets). Whether the cotact is liked to a busiess parter. Whether you have defied or last modified the cotact data after the From date ad/or before the To date. The cotact s last modificatio date is recorded i the Cotacts (tccom4140s000) sessio. If oe of these coditios are true, the cotact is ot i use ad BaaERP deletes the cotact. 2 Reorgaize Tables (ttaad4225m000) Use this sessio to reorgaize the database tables to release the uused space. Geeral Data 5-3

42 Defiig cotacts Geeral Data 5-4

43 6. Defiig addresses Addresses This chapter outlies how you ca apply COM to defie addresses. This chapter cotais the followig sectios: The addresses mai attributes To defie the address codig method To defie a address ad its address format To use multiple address formats for oe address To defie a default address format for a coutry To defie a geeral default address format for the compay To delete the uused addresses You must use addresses to register the iformatio that you eed to commuicate with persos ad orgaizatios. BaaERP icludes the relevat addresses i the documets of all types of trasactios ad orders. You ca select a address or defie a ew address whe you create or chage oe of the followig etities: Compaies Employees Busiess parters Departmets Warehouses Baks Factorig compaies Credit isurace compaies 6.1 The addresses mai attributes The address defiitio icludes may attributes. This sectio describes the most importat attributes. Address formats You must use the address formats to defie how addresses must be prited. You ca specify address formats at three levels: A format for a specific address A format for all the addresses i a specific coutry Oe default address format Whe you prit addresses o documets, BaaERP uses the most specific address format. If o format is foud, BaaERP caot prit the address. It is recommeded that you defie a default address format to esure that BaaERP ca always prit the addresses. Geeral Data 6-1

44 Defiig addresses ZIP/postal codes You ca keep a register of address rages ad the correspodig ZIP codes or postal codes i each coutry. If you keep a ZIP code or postal code register, BaaERP ca supply the ZIP code or postal code of the address that you eter, or supply the address that correspods to the ZIP code or postal code that you eter, i the Addresses (tccom4130m000) details sessio. You ca also use the ZIP codes or postal codes to idicate areas i which it is risky to do busiess, for example, because of a political situatio, ad block trasactios with busiess parters i such areas. Destiatio sales tax registratio The Geo code of a address idetifies a taxig jurisdictio i North America ad Caada. If you register destiatio sales tax i the Uited States ad Caada, the state or provice ad the Geo code of the delivery address determie: The tax jurisdictio i which trasactios take place The tax authorities to which the tax must be paid If you use a exteral tax provider program to compute the tax amouts, you must use the tax provider to determie the Geo code. The tax provider determies the Geo code based o the address iformatio etered ad the couty ad city selected. The format of the Geo code varies by tax provider. 6.2 To defie the addresses codig method You ca use two methods to determie a ew address code: You eter your ow code BaaERP geerates the code If you wat BaaERP to geerate the code, take the followig steps: 1 Number Groups (tcmcs0151m000) Use this sessio to defie a umber group for addresses. 2 First Free Numbers (tcmcs0150m000) Use this sessio to defie oe or more series i the addresses umber-group ad defie the startig umber of each series, i the sessio. 3 COM Parameters (tccom0000m000) Use this sessio to select the Use Number Group check box ad select the umber group for busiess parters, i the Addresses sectio. Each time that you create a ew address, you must select a series for the address. BaaERP geerates the address code from the series code plus the first free umber of the series. Geeral Data 6-2

45 Defiig addresses 6.3 To defie addresses ad their address formats Use the Addresses sessios to defie ad modify the address iformatio. Figure 9 shows the address defiitio procedure. Address zoom field i ay sessio 1 Addresses ZIP/Postal Codes (tccom4530m000) (tccom4136m000) Tax provider Geo codes 2 Address Formats (tccom4535m000) Figure 9, The addresses defiitio-procedure Note Step 1 To defie addresses ad their address formats, use the followig steps. Addresses (tccom4530m000) You ca start the Addresses sessio i two ways: Zoom to the Addresses sessio from the Address field i aother sessio. For example, the Address field i the Employees (tccom0110s000) sessio or i the Busiess Parter (tccom4100s000) sessio. You ca the click the New butto i the Addresses (tccom4530m000) zoom sessio to defie a ew address. Start the Addresses (tccom4530m000) sessio i the Desktop Maager, the Dyamic Meu browser or the Baa Meu browser. Use this sessio to eter the address details. Some details are oly required if you report North America tax, or if you use a tax provider. For details, see Chapter 8, North America ad Caadia tax. You ca optioally use the Secod Address tab to eter part two or ay other additioal text of the followig fields that are o the Geeral tab: Name Address City You caot use the Secod Address tab to defie a alterative address. Geeral Data 6-3