Vendor Master data in SAP MM –
Vendor master data is a type of master data in SAP MM where we can maintain the information of vendor and this data is maintained by both the purchasing and accounting departments
Purchase related data such as payments terms are maintained by purchase department and vendor general ledger account information such bank details are maintained by accounting department.
Vendor master data consist of three sections and these are General data, Accounting data and Purchasing data. We will discuss these sections as follows
General data –
General data is common for all lower level organizations therefore it is maintained at client level. Examples of general data consist of vendor address, vendor contact information like mobile number or office landline number, fax number etc.
Accounting data –
Accounting data is created at the company code level and it is mainatained by the accounting department. To maintain the accounting data only we can use transaction code FK01 for create, FK02 for change and FK03 for display.
Purchasing data –
Purchasing data is created at the purchasing organization level and it is mainatained by the purchasing department. To maintain purchasing data only we can use transaction code MK01 for create, MK02 for change and MK03 for display.
If we want to create a vendor centrally, that means we want to maintain accounting data and purchasing data together, in this case, we can use transactions XK01 for create, XK02 for change and XK03 for display.
Configuration in vendor master data
1) Vendor account group
The vendor account group plays a very important role in vendor master data because it has lot of controlling functions. It is used to classify vendors and vendors similar in nature are grouped together such as regular vendors, one-time vendors, domestic vendors, overseas vendors, etc.
If we want to configure a new vendor account group then we will go to SAP IMG – Financial Accounting (New) – Accounts Receivable and Accounts Payable – Vendor Accounts – Master Data – Preparations of Creating Vendor Master Data – Define Account Groups with Screen Layout (Vendors). alternatively we can use OBD3 transaction code for the same.
The vendor account group controls four characteristics & these are as follows –
Field selection –
This is used to enable you to control the fields in different screens. For example, you can make certain fields optional, hide, required fields and suppress.
Number interval –
This is basically used to assign to vendor account group so that system can generate a certain number while creating vendor.
This should be either an external number range (i.e.manually assigned) or an internal number range (i.e.system assigned).
Vendor status –
The account group idetify whether the vendor is a one-time vendor or regular vendor.
Partner schema –
This is used to determine which partner schemas are valid.
Create number ranges for vendor account group
If we want to create a number range for vendor account group then we will go to SAP IMG – Financial Accounting (New) – Accounts Receivable and Accounts Payable – Vendor Accounts – Master Data – Preparations of Creating Vendor Master Data – Create Number Ranges for Vendor Accounts. alternatively we can use XKN1 transaction code for the same.
Assigning number ranges to an vendor account group
If we want to create a number range for vendor account group then we will go to SAP IMG – Financial Accounting (New) – Accounts Receivable and Accounts Payable – Vendor Accounts – Master Data – Preparations of Creating Vendor Master Data – Assign number ranges to an vendor account group.
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