XD01

Work Instruction

Create Customer Centrally (XD01)

Purpose

Use this procedure to create a new customer account. This is performed by Central Accounting.

Trigger

Perform this procedure when you need to create a customer account/address which does not already
exist in SAP. The data can originate from the customer request form through the SAP Portal, from an
email, or from another notification.

Prerequisites

The Portal form for requesting a new customer must be received

Verify that the new customer does not already exist in customer master using transaction
XD03

Menu Path

Use the following menu path to begin this transaction:

N/A

Transaction Code

XD01

Helpful Hints

R/O/C column in tables represents Required, Optional, or Conditional entry.

Most required entries are supported by pull down menu selection options.
Use transaction XD03 to display customer information/details.
Use transaction XD02 to change customer name, address, contact person information and
A/R defaults.
Bureaus can use transaction VD02 to change their own billing details, customer categories,
and bureau-specific notes to the account.

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Work Instruction

Create Customer Centrally (XD01)

Procedure
1. Start the transaction using the menu path or transaction code. The Customer Create: Initial Screen
displays.

Customer Create: Initial Screen

2. Click the Account group field .

3. Select Z001 CoP Sold-to party from the drop down menu .
The Sold-to Party is the main customer account which receives invoices, ties other customer
addresses together, and by default is the address under which A/R is managed.

Other Account Groups can be used to create a customer account for addresses which only
receive invoices, or only manage A/R. Multiple customer accounts can be tied together in the

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last step of this procedure, in the Partner Functions screen.

4. Click the Division field .
The following fields default:

Company Code = "COP1"

Sales Organization = "COP1"
Distribution Channel = "10"
5. As required, complete/review the following fields:
Field R/O/C Description
Division R
A unit that represents a city bureau or major department
within a bureau. Divisions are recorded in billing requests
and billing documents for the purpose of fee calculation,
sales reporting, and revenue posting.
Example:
J3

6. Click the Enter button . The Create Customer: General Data screen displays.

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Work Instruction

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Create Customer: General Data

7. As required, complete/review the following fields:

Field R/O/C Description
Name R
The customer name, which can be a business
entity, another government or a person.
Example:
Coca Cola Inc

8. Click the Name 2 field .

Use the Name 2 field to continue the customer name if more space is needed, or enter a
department or division if applicable. This information prints as the second line of the

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customer's address.
9. As required, complete/review the following fields:
Field R/O/C Description
Name 2 C
Additional vendor name text field.
Example:
Bottling Division

10. Click the More fields button to display additional customer name fields.
11. Click the Name 3 field .
Use the Name 3 field to enter a contact name if the invoice goes to a person other than the
addressee. The name in this field is also applied in the greeting of a customer letter. Do
not include a preface to the name such as "C/O" or "Attention".
12. As required, complete/review the following fields:
Field R/O/C Description
Name 3 C
Contact name that prints on customer letters.
Example:
Bob Smith

Search term 1/2 O

Two independent search term fields.
Example:
Coke Bottling

House no./street R House number and street name as part of an address.

Example:
12200

House no./street R House number and street name as part of an address.

Example:
NE Marine Dr

City/State/ZIP Code R
Three fields on one line for the City, State, and ZIP Code
parts of a U.S. mailing address.
Example:
Portland

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Work Instruction

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Field R/O/C Description

City/State/ZIP Code R
Three fields on one line for the City, State, and ZIP Code
parts of a U.S. mailing address.
Example:
OR

City/State/ZIP Code R
Three fields on one line for the City, State, and ZIP Code
parts of a U.S. mailing address.
Example:
97239

Create Customer: General Data

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13. Click the Telephone field .

You may need to use the scroll bar to view the bottom portion of the screen.

Enter a PO Box Address if applicable.

14. As required, complete/review the following fields:

Field R/O/C Description
Telephone R
Telephone number (home, work, cell or other) at which the
employee, dependent, customer or vendor may be reached.
Example:
503-555-1234

Fax R
Appropriate fax number of customer or vendor and
extension.
Example:
503-555-5678

E-Mail R
E-mail addresses (home, work, or other) at which the
employee, dependent, customer or vendor may be reached.
Example:
bsmith@cocacola.com

15. Click the Control Data tab if this customer is also a vendor for the City.

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Create Customer: General Data

16. Click the Vendor field .

If the customer is also a vendor, the SAP vendor number can be entered in the Vendor field.
This enables all the receivables and payables for this entity to be displayed using the
transaction, FBL5N.

Associating the customer with their vendor number also allows netting of the two accounts
when an additional parameter is applied. This occurs in rare situations when authorized.
17. As required, complete/review the following fields:
Field R/O/C Description

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Field R/O/C Description

Vendor R
Business partner that provides materials or services.
Example:
100500

18. Click the Contact Person tab for the option of entering a contact person for
this customer.

Create Customer: General Data

19. Click the Name field .

The fields within the Contact Person section are all optional. Enter as much information as
necessary.

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20. As required, complete/review the following fields:

Field R/O/C Description
Name R
The customer name, which can be a business
entity, another government or a person.
Example:
Smith

21. Click the First name field .

22. As required, complete/review the following fields:
Field R/O/C Description
First name R
The name that precedes the surname; aides in identifying
the individual.
Example:
Bob

23. Click the Details Display for the option of entering more detailed information for this contact
person.

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Customer Create: Contact Person Details

24. As required, complete/review the following fields:

Field R/O/C Description
E-Mail R
E-mail addresses (home, work, or other) at which the
employee, dependent, customer or vendor may be reached.
Example:
bsmith@cocacola.com

25. Click the Communication Method drop down box to select the
preferred method of communication.
26. Select INT Email from the drop-down menu.

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27. Click the Enter button to continue. The Create Customer: General Data screen displays.

Create Customer: General Data

28. Click the Company Code Data button.

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Create Customer: Company Code Data

29. As required, complete/review the following fields:

Field R/O/C Description
Recon. account R
The general ledger account to which transactions in the
subsidiary ledgers (such as in the customer, vendor, or
assets areas) are automatically updated. This account
cannot be manually posted to.
Example:
132100

30. Click the Sort key field .

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Most of the required fields have drop-down menus to simplify data entry. The drop-down icon
appears after the field is selected.

31. As required, complete/review the following fields:

Field R/O/C Description
Sort key R
Default value for sorting line items in a line item display.
Example:
001

Interest indic. R
Interest calculation indicator if the account is to be included
in automatic interest calculation.
Example:

Interest cycle R
Interest Calculation frequency in months.
Example:

Terms of payment R
The code for the terms agreed with a customer or vendor
that apply to the clearing of goods supplied or services
rendered. Select the MATCHCODE for possible entries.
Standard is 30 days.
Example:

Tolerance group R
Tolerance Group Code used to define the allowed payment
variances for a customer.
Example:

32. Select the Payment history record checkbox .

33. As required, complete/review the following fields:
Field R/O/C Description
Dunn.Procedure R
Key for Dunning procedure.
Example:

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Field R/O/C Description

Dunning block R
Reason code for dunning block.
Example:

Bank statement R
Indicator for periodic account statements. If account
statements are employed this code denotes frequency. For
example 1 = weekly, 2 = monthly.
Example:

34. Click the Sales Area Data button .

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Create Customer: Sales Area Data

35. As required, complete/review the following fields:

Field R/O/C Description
Sales Office R
Subcategory of a division.
Example:
J300

Customer group R
A group of customers that purchase our products for similar
reasons or are in similar businesses.
Example:
02

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Field R/O/C Description

Acct at cust. R
Account number of customer from legacy systems.
Example:
20001684

Price group R
Grouping of customers used for pricing purposes.
Example:

Terms of payment R
The code for the terms agreed with a customer or vendor
that apply to the clearing of goods supplied or services
rendered. Select the MATCHCODE for possible entries.
Standard is 30 days.
Example:

Acct assgmt group R

Account assignment group. Key that identifies specific
account or cost object to where postings are to occur.
Example:

State Tax classification R

Determination of taxability of purchases, e.g. sales tax.
Example:
0

County Tax R
Determination of taxability of purchases, e.g. sales tax.
classification
Example:
0

City Tax classification R

Determination of taxability of purchases, e.g. sales tax.
Example:
0

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Work Instruction

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Create Customer: Sales Area Data

36. Click the Partner Functions tab .

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Create Customer: Sales Area Data

37. Select Extras Texts from the main menu .

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Customer Create: Sales Texts

38. As required, complete/review the following fields:

Field R/O/C Description
1st line / Bureau Notes O
Bureau Notes (not printed) are notes to the Bureau about
(printed)
the Customer, that are not printed on Customer invoices.
Example:
Portland, The City that Works

39. Double-click the Bureau Notes (not printed) field to expand the text area
when additional space is needed for notes.

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Change Bureau Notes (not printed): Language EN

40. As required, complete/review the following fields:

Field R/O/C Description
Bureau Notes (not R
printed)
Example:
Bob Smith is also the contact person for any questions
regarding the stormwater project.

41. Click the Save button to save the new or edited notes.
42. Click the Back button to return to the Create Customer: General Data screen.

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The system returns the message, "Text was saved".

Customer Create: Sales Texts

43. Click the Save button .

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Customer Create: Initial Screen

44. Click the Cancel button to return to the SAP Easy Access screen.
The system returns the message, "Customer XXXX has been created for company code
COP1 sales area COP1 yy zz".

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Create Customer: General Data

45. As required, complete/review the following fields:

Field R/O/C Description
Vendor C
Business partner that provides materials or services.
Example:

46. Perform one of the following:

If The
n
You want Go

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to enter to
additional Ste
customer p
informatio 17.
n
If you Go
have to
completed Ste
entering p
customer 21.
informatio
n

47. Perform one of the following:

If The
n
You want Go
to enter to
text for Ste
accountin p
g 32.
personne
l or to be
printed
on
customer
invoices
You have Go
complete to
d the Ste
data p
entry for 35.
this
customer

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Work Instruction

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Result

You have created a new customer.

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