Data Clean and Control

Use this function to manage and update business partner records against the French government SIRENESirene® database, which lists all BPs registered in France. If you work with a large number of BPs, you can group them into one or multiple checklists such as customers, suppliers, or other roles. After creating the checklists, you can assign them to a person in your organization to update and validate data as needed.

Prerequisites

To use this feature, you need to complete the prerequisites detailed below.

This feature is linked to your license. Check with your business partner or administrator if you need access or if you are not sure.

Activity codes

Make sure these activity codes are active to use all the features described here.

EINSI - SIREN/SIRET validation

IDVAL- BP ID validation

Organizations

To connect with the Sirene® database, you need to create your organization. And, importantly, you need to register your organization in the final step. Check with your administrator if you are not sure.

See Organizations documentation on how to create and register your organization.

Build a checklist

The first step is for an administrator to generate one or multiple checklists of BPs not validated with the Sirene® database.

You can only validate French BPs.

To build the checklist, select your choice of search criteria, roles, or a range of French BPs. You can build as many checklists as you need and assign to different users. The same user can be assigned multiple lists, but you can only assign a list to one user.

  1. Make sure you select the Build check list checkbox to make the necessary fields available.

  2. Enter search criteria to build a unique list such as

    • Specific information like Company tax ID no., and so on

    • A range of BPs

    • BPs limited to a specific role like Customer, Sales rep, and so on

    • A custom formula to filter your BPs

  3. Assign this list to a user.

Clean & control

In this step, you validate the checklist or checklists assigned to you by your administrator. You can work through your list of records one at a time. You cannot mass validate.

By default, the User field contains your user ID. You should not need to change this field value. You can enter another user ID to see someone else's list or select All users to see a list of BPs assigned to all users.

  1. Start by selecting the Clean & control checkbox.
  2. You can filter the companies in your list using a combination of the following fields:
    • Specific information like Company tax ID no., and so on
    • A range of BPs
    • BPs limited to a specific role like Customer, Sales rep, and so on
    • A custom formula to filter your BPs

  3. You can select the All statuses checkbox or choose between Not validated or Validated in the Status field.

  4. Leave all fields empty to see all the companies in your list.

  5. Select OK to view and work with your list.

Work with your list

After selecting OK, your list opens in a new screen.

The grids highlight fields where the data in your record and the database does not match the Sirene® database. If a field is highlighted in yellow, the Sirene® data does not match your records. If a row is highlighted in red, that BP is listed as closed in the Sirene® database and you cannot validate this BP.

The Reason column details why a field or fields do not match such as

  • A closed site or BP
  • A duplicate SIRET number
  • A different name, postal code, or city
  1. To validate a BP, from the Actions menu on the line, select Business partner plus the BP code.
  2. This takes you to the BP record where you can access the BP ID validation from the Actions menu or the Site tax ID no. field.
  3. Follow the same procedure as if you were validating a single record from the BP function (GESBPR).
  4. Select Update and return to the BP record. The BP record is modified based on the information in the Sirene® database.
  5. Next, in the Status field, select Validated and you see that the Validated by field displays your user ID. Remember to save.
  6. When you close the BP record page and return to your list, you do not see the update yet.
  7. Close this page and return to the main Data Clean and Control page.
  8. To see the validated record in your list, select the All status checkbox or select Validated in the Status field.
  9. The validated record displays but notice that the original reason for the discrepancy still displays in the Reason column.

Revert a validated record

You can reset a company in your list back to not validated if needed.

If there are records validated by another user that display in your list, this action resets records validated by you and the other user.

  1. Using the search criteria, refine the checklist so that it only includes BPs that you want to revert.

    This action reverts all BPs that display in the list.

  2. Select Revalidation to change the status of any validated record in the checklist to Not validated.

Screen management

This section describes the fields on each section or tab.

Header

In this section, you can define criteria to create a checklist or to refine an existing checklist to only view certain BPs.

Build check list (CREATE)
Select this checkbox to create a list of companies to validate.
When you select this checkbox, all fields in the Header are available.
Clean & control (CONSULT)
Select this checkbox to access a checklist that was assigned to you.
When you select this checkbox, the next 4 fields are not available.
Company tax ID no. (CRITSIREN)
When building a checklist, enter this number to filter for a company with that number.

Site tax ID no. (CRITSIRET)

When building a checklist, enter this number to filter for a company with that number.
Company name (CRITNAME)
When building a checklist, enter this name to filter for a company with that name.
City (CRITCITY)
When building a checklist, enter a city name to filter for companies in that city.
From BP/To BP (BPRDEB/BPRFIN)
Enter a range of BP codes to filter for BPs within that range.
You can use this field for building a checklist or to filter a checklist assigned to you.
Country (CRY)

You need to select FR.

You can use this field for building a checklist or to filter a checklist assigned to you.
All roles (ALLROLES)

Select this checkbox to filter for all BP types.

You can use this field for building a checklist or to filter a checklist assigned to you.
Customer (BPCFLG)

Select this checkbox to filter for customer BPs only.

You can use this field for building a checklist or to filter a checklist assigned to you and select multiple roles.
Sales rep (REPFLG)

Select this checkbox to filter for sales rep BPs only.

You can use this field for building a checklist or to filter a checklist assigned to you and select multiple roles.
Prospect (PPTFLG)

Select this checkbox to filter for prospect BPs only.

You can use this field for building a checklist or to filter a checklist assigned to you and select multiple roles.
Supplier (BPSFLG)

Select this checkbox to filter for supplier BPs only.

You can use this field for building a checklist or to filter a checklist assigned to you and select multiple roles.
Carrier (BPTFLG)

Select this checkbox to filter for carrier BPs only.

You can use this field for building a checklist or to filter a checklist assigned to you and select multiple roles.
Other (OTHERFLG)

Select this checkbox to filter for other BP types.

You can use this field for building a checklist or to filter a checklist assigned to you and select multiple roles.
All statuses (ALLVALIDATE)
Select this checkbox to include validated and not validated records in your list.
Status (VALIDATE)
You can filter your list by Not validated records or Validated records only.
This field is Not validated by default when building a list and cannot be modified.
Formula (CRITERE)

Enter a custom formula to filter a list. You can build a formula that uses all fields for business partners (BP), customers (BPC), and suppliers (BPS).

You can use this field for building a checklist or to filter a checklist assigned to you.

Users

Use this section to assign a checklist to a user or to view a checklist for a single user or all users.

All users (ALLUSR)
Select this checkbox to view records for all users.
This checkbox is not available when building a checklist because you can only assign 1 user to a list.
User (USR)
This field defaults to the current user.
You can enter another user ID when building a checklist; this assigns the checklist to that user.
Or enter another user ID to see the checklist assigned to that user.