One-Time Customers (SAP Library

One-Time Customers

Use

SAP R/3 enables you to process sales orders for customers you deal with only once or very rarely, called one-time customers.

Integration

The standard sales order process in Sales and Distribution (SD) has been enhanced to enable nota fiscal integration. When you create an invoice for a one-time customer in SD, the system transfers relevant information to the nota fiscal, taking it from the following sources:

The customer master record template for one-time customers
Information entered in the sales order, in particular the customer (ship-to party) address, the CNPJ or CPF number, and in certain cases the state tax number

Activities

Customizing

You need to define an account group for one-time customers, in Customizing for Financial Accounting (FI), under Accounts Receivable and Accounts Payable ® Customer Accounts ® Master Data ® Preparations for Creating Customer Master Data ® Define Account Groups with Screen Layout (Customers).

You can copy the standard account group CPD (internal numbering) or CPDA (external numbering), and rename it. Maintain the field status for General data as follows:

Choose group	Set fields to "Display"	Set fields to "Optional entry"
Address	All fields that you want to appear when you display the nota fiscal (such as the postal code, city, street, region, and so on)	–
Control	Tax code 1 Tax code 2 CFOP category	Natural person Tax code 3 Tax code 4 Brazilian taxes: ICMS, IPI, S.T.

If you use the CPDA account group, then you also need to copy all entries where account group CPD exists by overwriting the entry CPD with CPDA. You do this in Customizing for SD, under Basic Functions ® Partner Determination ® Set Up Partner Determination ® Set Up Partner Determination for Customer Master. Select the relevant partner and choose Account Groups – Function Assignment from the dialog structure.

Master Data

Create the following customer master record templates that you can then specify when you create an invoice for a one-time customer:

One for natural persons (for which a CPF number will need to be entered in the invoice)

Set the Natural person indicator on the Control data tab, and enter ISENTO in the Tax Number 3 field.

One for companies (for which a CNPJ number will need to be entered in the invoice)

Optionally you can create additional templates for each ICMS liability that may occur. In this case, the system would then take the tax information from the master record.

Day-to-Day Activities

When you go to post an invoice for a one-time customer, specify the relevant template as the customer. In the dialog box that appears, you enter your customer's name and address data. If your customer is a natural person, enter the CPF number in the Tax Number 2 field; otherwise enter the CNPJ number in the Tax Number 1 field. If you enter a CNPJ number, you also need to enter the company's state tax number in the Tax Number 3 field. If your customer is a natural person, this field should already be filled with ISENTO as defined in the template for natural persons.

Note that if you change the partner data in the process of creating a sales order:

Each different entry in one of the partner functions creates a separate entry in the central address database; no consistency check occurs.
If you need to change the region or the tax jurisdiction code of the customer (due to a typing error, for instance), CFOP redetermination is triggered only if the appropriate changes are made to the ship-to party.

Process all subsequent functions following the standard procedure, and the system transfers the customer data automatically to the nota fiscal, where it is later available for reporting. You cannot, however, create duplicatas or boletos for one-time customers.