vendor/grower master data in sap - …mail.ebfarm.com/intranet/master data/how to vendor master...

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


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Types of Vendors

Types of Vendors

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Types of Vendors

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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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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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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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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

vendor/grower master data in sap - …mail.ebfarm.com/intranet/master data/how to vendor master...

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