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 Maintaining Supplier Data

 

Keeping your supplier data up to date is essential to avoid unnecessary costs. These are caused, for example, when bills are sent to an incorrect address. Contact details, which may change rapidly in your company due to mergers and relocations, must be properly maintained to save time and resources.

Several functions are available in the supplier data maintenance area for your supplier company, that is, on the sell side. The changes you make to your supplier master data are monitored by the purchasing company, that is, the buy side.

Procedure

  1. Maintaining Employee Data

    • Create Employee

      Create new employees for your company by filling out the mandatory fields (those marked with an asterisk) and by accepting the terms specified in the data privacy statement. The data you have entered is automatically sent to the buy side, and you are notified when the employee data has been approved. You can then create a new user for this employee. To do so, select the employee from the list of employees and edit the user details.

    • List of Employees

      Set a filter to display a list of certain users only by using specific search criteria. Edit, lock, unlock and delete users in your company as required.

    • Own Data

      You can also check and maintain your own user data.

  2. Maintaining Company Data

    • Attachments

      If enabled in Customizing, you can add and delete attachments. You can also display attachments that either the purchaser has uploaded or that you have uploaded yourself during registration.

      Note Note

      Any attachments uploaded here will be available for a purchaser on the buy side as well. If you delete an attachment, it is no longer visible to the purchaser either.

      End of the note.

    • Company Data

      This is where you maintain your supplier master data. You are advised to have a D-U-N-S number, which is an internationally recognized common company identifier.

      For more information about D-U-N-S numbers issued by Dun & Bradstreet, see http://www.dnb.comInformation published on non-SAP site.

    • Certificates

      Here you can review and display the certificates that have been provided by your company. In addition, you can upload certificates, provided that the purchasing company has enabled this feature. Otherwise, you only see the certificates that you have attached to certificate questions in qualification questionnaires.

      If uploading certificates is enabled, you can do the following:

      • You can upload new certificates requested by the purchasing company.

      • You can upload updates for certificates that have expired or will expire soon.

      The status of certificates regarding their expiration is displayed in a traffic light scheme. If a mandatory certificate is completely missing, you are alerted by a red traffic light.

      Certificates that have not yet been approved by the purchaser responsible are displayed in status Pending Approval.

    • Product Categories

      Depending on the settings made by the purchasing company and on your authorizations, you see the Product Categories entry in the menu structure. Here the product categories assigned to you are displayed. They can either be added and deleted by the purchaser or by yourself. After you have added or deleted product categories, these changes must be approved by the purchasing company. Note the following when removing or deleting product categories:

      Status of Product Category

      Possible Actions

      Result of Action

      New

      Remove

      Product category is removed

      New (In Approval)

      No action possible

      You have to wait until the product category assignment is approved or rejected.

      (No status displayed, indicating that product category has been assigned)

      Mark for deletion

      The deletion must be approved by the purchasing company. The product category will then be removed.

      Marked for Deletion

      Remove deletion mark from product category

      The product category remains assigned to the supplier.

      Deleted (In Approval)

      No action possible

      You have to wait until the deletion of the product category assignment is approved or rejected.

More Information

Required Roles

To maintain supplier data, the user on the sell side must have the Supplier Master Data Manager role.

To maintain product categories, the user on the sell side must have the Product Categories Expert role.

Required Business Functions

SLC, Supplier Data Maintenance (Sell Side) (SMC_SUPPL_SMNT_OFW_1).

Required Customizing Switches

To be able to upload certificates under Certificates and to be alerted about certificates that have never been provided by your company, certificate types must have been enabled in Customizing for SAP Supplier Lifecycle Management on the buy side and on the sell side:

  • Start of the navigation path Buy Side Next navigation step Supplier Portfolio Management Next navigation step Supplier Certificates Next navigation step Enable Certificate Types End of the navigation path

  • Start of the navigation path Sell Side Next navigation step Supplier Data Maintenance Next navigation step Supplier Certificates Next navigation step Enable Certificate Types End of the navigation path

For you to be able to display and upload attachments under Start of the navigation path Company Next navigation step Attachments End of the navigation path , shared folders must have been created and enabled in Customizing for SAP Supplier Lifecycle Management on the buy side and on the sell side:

  • Start of the navigation path Buy Side Next navigation step Supplier Portfolio Management Next navigation step Supplier Attachments Next navigation step Enable Shared Attachment Folders End of the navigation path

  • Start of the navigation path Buy Side Next navigation step Supplier Portfolio Management Next navigation step Supplier Attachments Next navigation step Create Shared Attachment Folders End of the navigation path

  • Start of the navigation path Sell Side Next navigation step Supplier Data Maintenance Next navigation step Enable Shared Attachment Folders End of the navigation path

  • Start of the navigation path Sell Side Next navigation step Supplier Data Maintenance Next navigation step Create Shared Attachment Folders End of the navigation path

For you to be able to add and delete product categories under Start of the navigation path Company Next navigation step Product Categories End of the navigation path , the management of standard product classifications must have been enabled in Customizing for SAP Supplier Lifecycle Management on the buy side and on the sell side:

  • Start of the navigation path Buy Side Next navigation step Purchasing Categories Next navigation step Standard Product Classifications and Master Categories Next navigation step Enable Managing Standard Product Classifications End of the navigation path

  • Start of the navigation path Sell Side Next navigation step Supplier Data Maintenance Next navigation step Enable Managing Standard Product Classifications End of the navigation path