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SAP Vendor Master Data

Use

The vendor master database contains information about the vendors that supply an enterprise. This information is stored in individual vendor master records. A vendor master record contains the vendor’s name and address, as well as data such as:

  • Currency used for ordering from the vendor
  • Terms of payment
  • Names of important contact persons (sales staff)

Since, to the accounts department, the vendor is generally a creditor (accounts payable), the vendor master record also contains accounting information, such as the relevant control account (reconciliation account) in the general ledger.

Therefore, the vendor master record is maintained by both Accounting and Purchasing. This section deals with the creation, changing, and displaying of the data relevant to Purchasing stored in the vendor master.

The accounting data must be provided for a vendor before you can enter the vendor's invoice for payment in the system.

How is the Vendor Master Record Organized?

The structure of the vendor master record reflects that of your enterprise. A vendor master record is subdivided into three different data areas:

  1. General data This is data that applies equally to all company codes within your corporate enterprise. The general data includes information such as the vendor's address and telephone number, and the language of communication with the vendor.
  2. Company code data A large amount of accounting information is kept at company code level. This data includes, for example, payment transaction data and the number of the relevant control account.
  3. Purchasing organization data Certain purchasing data is kept at purchasing organization level. Such data includes contact persons, terms of delivery, etc.

The organizational level "purchasing organization" contains the following sub-levels that are relevant to the wholesale/retail trade:

– Vendor sub-range (VSR)

– Plant

– Vendor sub-range/plant

In addition to the data applicable to a purchasing organization, you can maintain data for a certain plant or vendor sub-range (terms of payment or Incoterms, for example) that varies from that at the purchasing organization level.

The search for and outputting of data is carried out according to the following priorities:

    1. Vendor sub-range - plant - purchasing organization
    2. Vendor sub-range - purchasing organization
    3. Plant - purchasing organization
    4. Purchasing organization

This means:

    1. If data exists for the most specific level "vendor sub-range - plant - purchasing organization", this data is used.
    2. If not, the system checks whether data has been maintained at the level "vendor sub-range - purchasing organization" and outputs this if available.
    3. If no data exists at this level either, the system searches for data at the level "plant - purchasing organization."
    4. If nothing is available here either, only the general data at the purchasing organization level is outputted.

Specifying Variant Data

If, in the retail industry for example, you wish to work with different data for certain sites or vendor sub-ranges, proceed as follows:

  1. On the Purchasing data or Partner roles (partner functions) screen, choose Different data. The button is only available if an account group allowing the data retention levels "vendor sub-range" and/or "site" was chosen.
  2. If no variant data has yet been created, you will be asked to specify the data retention levels. The existing levels are displayed.

  3. Select the desired data retention level and choose Purchasing details or Partner details. The relevant screen appears. Enter the variant data and then return to your starting point.

What is the Function of the Account Group?

When you create a vendor master record, you must enter an account group.

The account group determines

  • The type of number assignment
  • The number range from which the account number used by the system to identify the vendor is assigned
  • Whether or not a one-time vendor is involved
  • Which fields screens contain and whether entries in these fields are mandatory or optional
  • Which data retention levels below the purchasing organization are allowed (for example, vendor sub-range)
  • Which partner determination schemas are valid


Once a vendor master record is created, you cannot change the account group. Only your system administrator is authorized to do so in exceptional cases. (This may be necessary, for example, if a further application comes into use.) In this case, fields that were previously suppressed at the time of creation may be ready to accept input when the master record is changed.

How are the Vendor Master Records Numbered?

Each vendor master record is assigned a unique number (the vendor's account number used by Financial Accounting). You need this number to call up the master record or to enter purchase orders.

Numbers can be assigned on an internal or external basis. Internal number assignment means that the system assigns the numbers. External number assignment means that you enter a number when you create the master records. For external number assignment, alphanumeric numbers are also allowed.

The type of number assignment and the number range are determined through the account group that you enter when you create a master record.

The system ensures that the numbers are always unique. With internal number assignment, the system assigns numbers consecutively from a given range. With external number assignment, it prevents an already used number from being reused.


A vendor has the same account number in all company codes.

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