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This manual is useful reference for end users who wants to become familiar with common Materials Management processes in SAP. Supplemented by screenshots, each section explains business process with step-by-step procedures. Topics covered in this documents is outlined below: Master Data: Vendor Master XK01 Material Master MM01 Info record ME11 Source list ME01 Tax Conditions. SAP AG Materials Management (MM) General Display Functions in Purchasing (MM-PUR) April 2001 9 General Display Functions in Purchasing (MM-PUR) Technical name: SAPMMPURDISPLAYOBJECTS Tasks You can use the activities of this role to display all documents and information relating to Purchasing. Activities in Materials Management Activity.
A Vendor Master Data contains information of a permanent nature, about a supplier/vendor that your organization is dealing with. Such information may be general in nature (name, address etc.) or financial (bank accounts, payment terms etc.) or purchasing information. In this post we will discuss the Vendor Master Data maintenance with focus on explaining key concepts and fields in the process. 1) Vendor master data creation In SAP, vendor master data is created using transaction XK01 or by following the menu path: Logistics—Materials Management—Purchasing—Master Data—-Vendor—Central— Create. Alternatively, you can create a vendor master data using transaction FK01 or by following the menu path: Accounting— Financial Accounting— Accounts Payable — Master Records— Create Note: when you create a vendor with XK01, that vendor is created under both the FI structure (Company code) and MM structure (purchasing organization). In this case, the vendor that is created may be used in purchasing related transactions (Purchase requisition, purchase order) and financial related transactions (invoicing, vendor payments). However, if the vendor is created using FK01, it can only be used in FI transactions. In this post, we will use the transaction XK01 to create a vendor master record. Note: You can create a vendor by copying from a reference vendor (if this vendor already exists in the selected company code or another company code) or create it from scratch. The same steps are followed, the only difference is that some values are pre-populated when you copy from a reference vendor. Company code: This is the FI structure under which you are creating this vendor. Purchasing Organization: This is the Logistic structure to which the selected company code is assigned to. More than one company may be assigned to a purchasing organization. But a company code cannot be assigned to more than one purchasing organization. Account Group: Vendors of an organization may be categorized into groups according to, for example its reporting requirements or the nature of the suppliers or any applicable criteria. The account group determines among other things: a) The fields that are made available in the vendor master creation and which one is a required or optional. b) The number range within which a vendor master data is created. c) Whether the vendor account number is assigned internally (by the system) or externally. d) Whether the vendor is a one-time vendor or not. Note: In our settings we have an account group called foreign vendor and we will be creating our vendor under this group. The creation of an account group is a configuration matter which will be dealt with in a separate post. Note: Vendor Master Data creation through XK01 has three views: General Data View, Company Code View and Purchasing Organization View. 2) General Data View This is the part of the vendor master data that is applicable to all company codes (of the same client) in which it exists. Meaning that this information is uniform for this vendor irrespective of which company code you choose to display this Vendor in. Information like name, address, contact details, payment transaction data etc. fall under this. The general data view has the following tabs: Press enter to move to the next screen. The fields of the first screen above, (which is part of the general data view) are self-explanatory and need no detail explanation. We will just mention that some of the fields (example postal code) are validated by the system for some countries (in terms of say the number of characters to be inputted therein). So if you enter less or more characters than required, the system issues an error message like the one below. If this happens just correct and proceed. Note: That there are key fields that needs to be populated (especially if they are required fields as per your system configuration), other fields may or may not be populated by you depending on their importance to you. In the course of our vendor master creation we will endeavor to explain the significance of some key input fields. VAT Registration Number: if this field is enabled in your settings, just input and proceed by pressing enter. Payment Transactions Generally, this screen contains the payment details of the Vendor. It has the bank account and IBAN of the vendor, the country of the vendor’s bank and the bank key. Note: the “payment transaction data” is listed under both General data view and Company code view. This is because this tab has data that are company code independent like the vendor account details (bank key, account number etc.). It also has data that are company code dependent. Alternative Payee You input the alternative payee number here. The Alternative Payee is used where for one reason or another, the Vendor you are dealing with requests that payments of invoices from him are made to another payee (Alternative Payee). Note, however, that the alternative payee has to be created as a vendor in the system before you can assign it to the main vendor. It is important to also know that if an alternative payee is inputted in this field, all invoices on the main vendor are paid directly to the alternative payee. The alternative payee can be inputted in two places in the vendor master data, the Payment transaction screen of the general data view and the automatic payment transaction tab of the company code view as below: If different alternate payee is enter in the two fields, the company code data view takes precedent over the general data view. Alternative payee in document Just like in the case of one time vendor, if this indicator is set, you can enter new payment details during vendor invoice document creation which is different from those in the master record of the main vendor. Meaning that each time you are creating a vendor invoice you can put new payment details different from the details of the vendor who sent the invoice. Permitted Payee If this indicator is set, the system opens another screen where you can assign to this vendor master record, as many vendors as you require to act as permitted payees. You only reach this screen by clicking on the permitted payee button above. Note that as in the case of the alternative payee, the permitted payee has to exist in the system before you can assign it here. Note also that, just the alternative payee, the permitted payee is assigned at both the general data level and company code level. Click on copy. It is only after this, the indicator is set. During invoice creation, if you select a vendor that has a permitted payee assigned to it, the payee account becomes available to select one of the assigned vendors. See below: You can also assigned the Permitted Payees at the company code level, as below. Contact person If you wish to maintain additional contact details of your vendor, you can do that here. 3) Company Code Data This component of the vendor master data is specific to the company code you are accessing it from. The accounting and payment data like payment terms, reconciliation account, payment transaction data, house banks etc. The company code data has the following tabs: Accounting Information In this screen the accounting and other related information are maintained. Reconciliation account This the GL account were all transactions of vendors under this account group are posted to. It is the account that links the accounts payable (AP) sub ledger to the general ledger. The reconciliation account basically summarizes all the normal postings recorded on vendors of a particular vendor account group. Special postings like down payments goes to an alternative reconciliation account. Sort key The sort key determines what values are displayed on the assignment field of the line item postings on a given general ledger (GL) account. For example, if you select 001 as the value for the sort key, the system will display the “posting date” in the assignment field. If you select 000, it means that whatever, is manually inputted in this filed during document entry will be displayed. Several sort key values are available to select as below: Cash Management Group If you have implemented the sap Cash management module, this field serves as the link between the cash management module and the SAP Accounts Payable. It is the main field in the account determination exercise between these two modules. Through this, vendor transactions are transferred to the cash management module for cash and liquidity forecasting. Previous Account Number In case you migrated out of a legacy system, and you wish to maintain the old vendor number for future reference you may store that here. Payment Terms These are the terms agreed with the vendor according to which you will make payment for invoices posted. The payment terms are defined in configuration (configuration of payment terms will be discussed in a different post). It is during the configuration of payments terms that you can choose what default your baseline date will take. Consequently, it is a key variable in the calculation of due date. Tolerance Group Tolerance group is defined in configuration and it defines the tolerance the organization sets for payment differences. After this is done in configuration, you can then assign it in the vendor master data. Check Double Invoice This is to avoid booking of a single invoice more than ones. If this indicator is set, the system checks to see whether the invoice you are trying to booked has previously been booked. Payment Method The payment method you will use to pay invoices from this vendor can be defaulted here. During the automatic payment program (APP) run the system will pay this vendor according to this default. However if at the invoice posting stage you default a payment method different from this, the later default takes precedent. Also this default can be superseded, if you choose another payment method during your APP run. Payment Block This field is used to block an open item to payment transactions or from being paid automatically. When it is left blank it means that the account or open items therein are free for payment as long as they are due. House Bank If you plan to pay this Vendor every time through a known House Bank, you can default that house bank here. With this, the payment program always select this house bank for payment to this vendor. Individual Payment If this indicator is set, it means that every open item on this Vendor is paid separately during automatic payment execution. Open items are not grouped together for payment to this Vendor. 4) Purchasing Organization data This component has data relevant to purchasing transactions like order currency, purchasing group etc. The purchasing organization view has the following tab: Order Currency The currency on which an order placed with a vendor is based. Payment Terms As can be seen, “payment terms” is listed as both Company Code data and Purchasing Organization data because it is maintained under both. Payment Terms in company code data is defaulted when you create invoice directly in FI-AP. While the payment term in Purchasing Organization data is defaulted if invoice is created from the logistic invoice verification process. Minimum order value This is the minimum order value of purchase orders on this vendor. Account with Vendor This represents your account number with your vendor or supplier. It is the number that represents you in the records of your vendor. Partner Function Under this you define the relationship between your supplier and you company. Please do share your thoughts on this topic. We would love to hear your comments and suggestions. By the way you are invited to visit the SAP Store and other stores directly from here, or through the affiliate links on the left sidebar of the home page and blog posts, for the easiest way to buy your SAP Software and other cool products.
This blog is intended to help the users who are new to S/4HANA Business Partner Setup. In this blog, I would be providing some basic configuration steps required in case we have to customize our own Business Partners (Customer/Vendor).
Business Partner:
Business Partner is the party with whom we have a business interest.
Business Partners can be Accounts, Contacts & Employees.
1. Accounts: Any account with which we have a business relationship. That can either be
2. Contacts: A Contact is a person with whom we have business relationship.
3. Employees: An employee is a member of your company, who is involved in the interactions between your company and customers, vendors and other parties.
Business Partner Role: Business Partner Role is used to distinguish the business partner in business terms. The Roles you assign to a Business Partner will define the business transactions in which that particular partner is involved. i.e. Customers, Vendors, contact persons, employees or other parties.
Business Partner (BP) Setup:
In this step, we will be performing the configuration setup required to define Business Partner Roles and Customer-Vendor Integration Points which are required to create customer, vendor or contact person using BP Approach in SAP S/4HANA.
Example: In case you want to setup multiple BP Roles like Sold-To, Ship-To, Bill-To, Payer, Contact Person, Vendor etc. as per the business needs. we have to follow the below steps to create those Roles in SAP S/4HANA.
1. Activation of Synchronization Objects:
To synchronize the BP with Customer/Vendor or Customer/Vendor with BP, this indicator must be set.
Configuration Path – Synchronization Object Activation:
SPRO-> Cross-Application Components -> Master Data Synchronization -> Synchronization Control -> Synchronization Control -> Activate Synchronization Options.
2. Activation of PPO (PostProcessing Office) Requests:
We will activate this setting to decide whether a PPO transport should be written in the event of an error for each platform Object. This will help us in error handling.
Configuration Path – Synchronization Object Activation:
SPRO-> Cross-Application Components -> Master Data Synchronization -> Synchronization Control -> Synchronization Control -> Activate PPO Requests for Platform Objects in the Dialog.
3. PPO Objects:
In this step, we will be activating/deactivating the Postprocessing Orders creation. If we activate this, then all messages from a business process for the same object are combined under a main message. This will then be collected by Postprocessing Office for mass processing of messages.
Configuration Path – Activate Creation of PPO Orders:
SPRO-> Cross-Application Components -> General Application Functions -> Postprocessing Office -> Business Processes -> Activate Creation of Postprocessing Orders
Steps mentioned below are to be performed for both Customer & Vendor as well.
4. Creation of BP Roles:
Before creating BP roles, we must create BP Role Categories and define the category of each business partner using the below path.
In S/4HANA, we have 3 different categories of BP’s.
Once BP Role categories are defined, BP Roles will be created and each Role is linked with one BP Role category.
Configuration Path BP Role Category:
SPRO-> Cross-Application Components -> SAP Business Partner -> Business Partner -> Basic Settings -> Business Partner Roles -> Define BP Roles -> BP Role Categories.
Configuration Path BP Role:
SPRO-> Cross-Application Components -> SAP Business Partner -> Business Partner -> Basic Settings -> Business Partner Roles -> Define BP Roles -> BP Roles.
For certain BP’s, Company Code Data or Sales & distribution or Purchasing org data are not required and in few cases only General Data is required, such cases can be handled using SAP standard views.
But for some BP Roles, we will be needing all the views (General Data, Company Code Data, Sales & Distribution, Purchase Org Data), such requirements can be configured by defining our own views & maintaining the relevant screen sequences, sub-header id’s, data sets, calling applications.
We will create this BP views using the transaction code BUSD and assign these views to relevant BP role under Interface control subscreen during BP Role creation (see above screenshot).
Tcode: BUSD
Create new BP view:
Here we will define our own View and do the required assignments as per business need.
Assign Data Sets:
Data sets is nothing but the sub-screen/tab which we want to include in our BP role like Additional data tabs, Data set will be created by ABAP consultant.
Screen Sequences:
To have multiple screens/views for each BP Role (i.e. Company Code Data & Sales and Distribution data & Purchase Org Data), we will have to add screen sequences as shown below.
This will enable calling of all views in single BP role.
Sub-header ID:
We have to add sub-header IDs, in order to get options to navigate to different screens for same BP Role.
5. Number Ranges and Groupings:
In this step, we will be defining new number ranges for each BP Role.
Configuration Path Number Range Creation:
SPRO-> Cross-Application Components -> SAP Business Partner -> Business Partner -> Basic Settings -> Number Ranges and Groupings -> Define Number Ranges.
BP Grouping –
For BP configuration we have BP grouping, these BP grouping will be linked to account groups (refer step 7).
We will create BP groupings (Number Range Grouping) and assign the number range Ids in this step.
Configuration Path Defining Grouping and Assign Grouping to Number Ranges:
SPRO-> Cross-Application Components -> SAP Business Partner -> Business Partner -> Basic Settings -> Number Ranges and Groupings -> Define Groupings and Assign Number Ranges.
6. Create Account Groups for Customer or Vendor (as in SAP ECC):
As part of S/4HANA BP setup, we also create customer/vendor account groups (like in SAP ECC) and link it with BP number groupings created in the above step.
There are 2 ways of creating BP and Customer/Vendor.
This creation will be controlled by the settings present in step 7.
Configuration Path – Create Customer Account Groups:
SPRO-> Financial Accounting -> Accounts Receivable and Accounts Payable -> Customer Accounts -> Master Data -> Preparations for Creating Customer Master Data -> Define Account Groups with Screen Layout (Customers).
Similarly, we have to create Vendor Account Group using the path:
Configuration Path – Create Vendor Account Groups:
SPRO-> Financial Accounting -> Accounts Receivable and Accounts Payable -> Vendor Accounts -> Master Data -> Preparations for Creating Vendor Master Data -> Define Account Groups with Screen Layout (Vendors).
In this step, we will create number ranges as per the Customer/Vendor Account Groups.
Configuration Path – Create Number Ranges for Customer Accounts:
SPRO-> Financial Accounting -> Accounts Receivable and Accounts Payable -> Customer Accounts -> Master Data -> Preparations for Creating Customer Master Data -> Create Number Ranges for Customer Accounts.
In order to have same number generated for Business Partners & Customers/Vendors, we have to define the customer/vendor account number ranges as external and also we have to enable the check box for same number while assigning direction for BP to customer (which is shown in step 7).
Below is the path to create number ranges for Vendor Account Groups:
Configuration Path – Create Number Ranges for Vendor Accounts:
SPRO-> Financial Accounting -> Accounts Receivable and Accounts Payable -> Vendor Accounts -> Master Data -> Preparations for Creating Vendor Master Data -> Create Number Ranges for Vendor Accounts.
In the below step, we will assign the number ranges to customer account groups.
Configuration Path – Assign Number Ranges for Customer Accounts:
SPRO-> Financial Accounting -> Accounts Receivable and Accounts Payable -> Customer Accounts -> Master Data -> Preparations for Creating Customer Master Data -> Assign Number Ranges to Customer Account Groups.
Similarly, we have to assign the number ranges to vendor account groups using below path:
Configuration Path – Assign Number Ranges for Vendor Accounts:
SPRO-> Financial Accounting -> Accounts Receivable and Accounts Payable -> Vendor Accounts -> Master Data -> Preparations for Creating Vendor Master Data -> Assign Number Ranges to Vendor Account Groups.
7. Number Range Assignment from BP to Customer Master:
In this step, we will assign BP grouping to customer account group to ensure that the customer is updated at the same time as the business partner is processed as part of customer integration.
In this step, we can also choose whether the customer master record is created with an account group with internal or external number assignment or with identical numbers for the BP created.
Configuration Path – Assignment of Number Range from BP to Customer:
SPRO -> Master Data Synchronization -> Customer/Vendor Integration -> Business Partner Settings -> Settings for Customer Integration -> Field Assignment for Customer Integration -> Assign Keys -> Define Number Assignment for Direction BP to Customer.
Similarly, we have to assign number range from BP to vendor using below path:
Configuration Path – Assignment of Number Range from BP to Vendor:
SPRO -> Master Data Synchronization -> Customer/Vendor Integration -> Business Partner Settings -> Settings for Vendor Integration -> Field Assignment for Vendor Integration -> Assign Keys -> Define Number Assignment for Direction BP to Vendor.
8. BP Role Category for Direction:
In this step, we will define the direction of BP role category. i.e. whether customer to be created from BP creation or BP creation should happen when the Customer is created.
Configuration Path – Set BP Role Category for Direction:
SPRO-> Master Data Synchronization -> Customer/Vendor Integration -> Business Partner Settings -> Settings for Customer Integration -> Set BP Role Category for Direction BP to Customer.
Similarly, we have to set BP Role Category of vendor for direction using the below path:
Configuration Path – Set BP Role Category for Direction:
SPRO-> Master Data Synchronization -> Customer/Vendor Integration -> Business Partner Settings -> Settings for Vendor Integration -> Set BP Role Category for Direction BP to Vendor.
9. BP Role Exclusion Groups:
In case, if we do not want to extend any business partner to another BP Role (or to restrict one business partner to one BP role), then those BP roles must be maintained in BP role exclusion group. While changing business partner, system will not display the BP Roles other than the one under which business partner has created.
In this step, we will define BP exclusion group and add BP Roles in it.
Configuration Path – Define BP Role Exclusion Group:
SPRO -> Cross-Application Components -> SAP Business Partner -> Business Partner -> Basic Settings -> Business Partner Roles -> Define BP Role Exclusion Groups -> Define BP Role Exclusion Groups
Configuration Path – Assign BP Roles to BP Role Exclusion Group:
SPRO-> Cross-Application Components -> SAP Business Partner -> Business Partner -> Basic Settings -> Business Partner Roles -> Define BP Role Exclusion Groups -> Assign BP Role to BP Role Exclusion Group
10. Contact Person:
In order to create contact person business partner in S/4HANA, BP role category for BP role (contact person) should be set as “Person”.
We will have to activate the contact person assignment using the path:
Configuration Path – Activate Assignment of Contact Person:
SPRO -> Master Data Synchronization -> Customer/Vendor Integration -> Business Partner Settings -> Settings for Customer Integration -> Field Assignment for Customer Integration -> Assign Attributes -> Contact Person -> Activate Assignment of Contact Persons.
Using transaction BP, we have to create contact person business partner as a person. Once BP contact person is created, assign this contact person to any of business partners (Customer, Vendor) as “Has a contact person” under relationships tab.
Once the contact person business partner is saved, this BP will be automatically synchronized to contact person via Customer-Vendor integration and to check the contact person number in SAP table after integration takes place, we have to execute the transaction code: MDS_LINKS to find the contact person mapped to a BP number.
11. Field Status Group Settings:
In S/4HANA, field status group settings will be done using the below path.
To perform fields status group settings, we will have to create field attributes for BP Roles.
Configuration Path- Field Status Group Settings:
SPRO-> Cross-Application Components -> SAP Business Partner -> Business Partner -> Basic Settings -> Field Groupings -> Configure Field Attributes per BP Role -> Configure Field Attributes for Each Role Category.
Once BP Role is added, we will get all the Datasets mapped to BP Role view and we will have to make the fields Mandatory/Optional/Suppress/Not. Specific as shown in below screen.
12. Partner Determination:
We can define our own partner determination procedure and assign it to the customer/vendor account groups as in SAP ECC.
Configuration Path- Setup Partner Determination (Tcode: VOPAN):
SPRO-> Sales and Distribution -> Basic Functions -> Partner Determination -> Set Up Partner Determination.
Similarly, by using the below path we will have to setup partner determination for Vendor Account Groups.
Configuration Path- Setup Partner Determination (Tcode: VOPAN):
SPRO-> Materials Management -> Purchasing -> Partner Determination -> Partner Settings in Purchasing Documents -> Define Partner Schemas.
BP Creation:
Transaction code: BP
Click on Organization & BP Customer creation screen will appear. Select the desired BP Role you have created & create the BP Customer.
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