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Procedure documentation Creating a Business Associate (PRA Owner)  Locate the document in its SAP Library structure

Use

Use this to create a business associate in PRA.

 

In PRA, you create owners as master records to represent owners in divisions of interest (DOIs), who will receive revenue in subsequent revenue processes in PRA. An owner master record in PRA consists of a business associate (BA) record linked to a vendor record from SAP Core.

 

In order to create an owner, it is thus necessary to create a business associate, and link the BA to a vendor, or create a BA and also create a vendor in Core. Every owner that you create or use in PRA has to be linked to a business associate record and a vendor.

 

The main reason that you use vendors from Core is that when you set up an owner in PRA, you will need some of the attributes attached to that vendor in Core, which will not exist in Ownership. So for the overall attributes of the owner, some come from the Core vendor attributes, and some you set up in the BA record when you create it here. The BA type identifies the type of owner (working interest, royalty interest, etc.) that you are creating.

 

 

The graphic below illustrates the link between business associate and Core vendor.

This graphic is explained in the accompanying text

Note

In ownership, you will almost always link business associates (owners) to Core vendors. Outside of Ownership in PRA, it is possible to use Core customers instead of vendors (see the table below for a list of which entities are vendors and which are customers in the system). Customers can represent third parties, with whom Upstream companies trade and do business. These third parties – sometimes referred to as “partners” in the industry – can also be set up in the system as business associates. For example, you could do business with a transporter or shipper, and set up the transporter or shipper in the system as a customer in Core (and an owner in PRA).

 

From a PRA point of view:

         In Ownership: Core Vendors are used to represent owners.

         In PRA, outside of Ownership: Customers can be used. They can be: marketing representatives, transporters, or operators.

 

 

After the BA master record is created, it can then be used by the PRA Ownership, Revenue Distribution, Journal Entry, Check Input, and tax applications of SAP PRA. The entity type that you define (on the BA Overview Screen) is used by the system for tax computations. BA residence information identifies where the business associate is located. Resident country and region are used for non-resident tax calculations.

 

The specific BA type is chosen to reflect the business situation that the owner is in. It determines whether that BA record is to be linked with a vendor or a customer record (see the table below). In choosing a BA type, you thus choose a BA type that reflects the relation your company has to the business associate. For example, if the business associate that you want to create is a working interest owner in the DOI, you would select “working interest” (WI) as the BA type, and “V” (for vendor) for the vendor/customer.

 

Note

It is no longer a requirement in PRA that you create a Core vendor (or customer) at the same time as you create a business associate. It is now possible to create a business associate, and then link it to an already-existing vendor record (on the BA creation screen, the Link BA to Master Record screen tab is used for that).

 

 

Caution

Once you have created a business associate record, you should not attempt to change the vendor that is linked to that BA from within the Core SAP vendor master transaction. Doing that could result in inconsistencies between the BA data and the Core data. Always maintain BA-related core master data through the BA application.


 

The table below shows the BA types and whether each BA type links to a vendor or to a customer in SAP Core:

BA type

BA Type Description

Vendor/customer (in Core)

BI

Billing interest

C (Customer)

CI

Carried interest

V (Vendor)

OI

Non-working interest

V

OP

Operator

C

PR

Purchaser

C

RM

Remitter

C

SH

Shipper

V

SL

Seller

C

TA

Taxing authority

V

TR

Transporter

V

WI

Working interest

V

 

The BA Type options above are delivered by SAP as a standard part of PRA Ownership customizing. However, you can add your own BA Types to this list in Customizing. To do that, in the IMG, select Industry Solution Oil & Gas (PRA) Ownership Business Associate Business Associate Types.

 

Procedure

  1. At the SAP Easy Access menu, choose Logistics Production and Revenue Accounting Ownership Business Associate.

 

The Business Associate: Initial Screen is displayed.

 

2.       There are two ways that you can now proceed:

 

  1. Create a business associate ‘from scratch’:

Select Create and then begin entering your BA master data (for descriptions of the screen tabs, please see the table below), or

 

  1. Create a business associate with reference:

You can create a BA that references an already-existing BA record. To reference existing data: in the Parameters screen area, enter data and then select Execute, and use the results of your search as a worklist. For example, you could enter the company code and run your search, and then use all the records that are displayed after you select Execute as a worklist from which to create a new BA master record. If you decide to do that, to select a record, double-click one record from the ALV list after selecting Execute. The system will take you back to the Business Associate: Initial Screen. From there, proceed as follows:

 

 

3.       On the Business Associate: Initial Screen, at the top of the screen, enter the header data for the BA record: Business Associate ID, a sequence number (used to further break down BAs into additional records – representing separate ownership interest situations – such as one for carried interest owner, and one for royalty interest owner, for example), whether the record is to be a vendor or customer in Core (choose vendor for Ownership situations), and the relevant company code that the BA is to be assigned to.

 

On the Business Associate – Create screen, there are several screen tabs. They are used to do the following:

 

General data : As the tab suggests, General Data contains general, header-level data on the BA, such as address and entity type. Enter the business associate type (what type of owner you would like the BA to be), the entity type (used for tax purposes), the country and region in which the business associate is located, and whether the BA is in escheat or not.

Escheat is a situation in which there is no owner, and the property then reverts to the government. For escheat, enter Y = yes (this business associate is in escheat), N = no (this business associate is not in escheat), or S = Owner has been processed after having been in escheat, and the relevant date if the owner is in escheat.

 

 

Payment data: On this screen tab, you enter payment master data for the business associate. For vendor BAs, if the entity type is “U.S. Indian” or “Taxable U.S. Indian”, the Allottee payment method field will dynamically appear on the Payment data screen (but if the entity type is not one of those Indian entity types, that field will not be displayed).

 

Address data: This screen tab is for display use only. The data that appears here is based on the BA that you chose, and will be defaulted from that BA record. The address data is maintained for the vendor in Core. You can view the address data here, but you cannot make any changes to it (you would have to go into Core for the vendor in order to make changes).

 

Alternate addresses (only available in change/display mode) – One requirement is to be able to store more than one address type per business associate, to be used in specific reporting situations. In some business situations, sending documents to an alternate address is required.

On the BA screen, there is a main address that is usually used for the BA. The main address is pulled from the Core record by the system, to be used in Checkwrite, for example. The alternate addresses, when entered, are used by various reporting programs. The goal is to be able to send a report to an address other than the main address on the BA screen.

It is now possible to do that. Within the BA change mode, there is an Alternate Addresses screen tab. You can use this to create multiple different address types for your business associate, to be used in situations in which you want to use different addresses from the defaulted one.

On the Business Associate: Change screen, you select the drop-down list for Address type and choose one (example: Balancing). Next, in the icon on the right, select it and maintain the actual address, and save it. 

 

Link BA to Master Record: You can use this screen tab to link your business associate record to a Core vendor record (in rare cases: to a Core customer record).

There are two options on this screen tab:

Option A:

Create a new vendor (or customer).

1.       The system displays a vendor/customer master creation dialog box.

2.       You then enter vendor data that you would like to create.

3.       The system then takes you to Core maintenance for the vendor/customer. You maintain either customer or vendor, and save the record.

That saves the record so that you now have two records: an oil BA master record, and a Core vendor master record.

 

Option B:

Assign an already-existing Core vendor (or customer) master record to the BA.

1.       Select the Assign existing vendor to the BA pushbutton.

2.       Then, in the Customer (or Vendor) field (the field changes dynamically, depending on what you are working with: customer or vendor), enter a customer or vendor.

3.       Now select Assign.

The system will, at this point, carry out validations to make sure that the data is allowed. The Save icon will now appear active on the screen.

4.       Choose Save to save the record.

That saves the business associate record and links it to the vendor or customer record in Core.

 

Result

A business associate record is created, with reference to a vendor (or customer).

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