Vendor master Configuration/Implementation Process - SAP MM

Vendor master Configuration Process: SAP MM

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Vendor and material masters are the important master data for every organization, were each vendor having business with the organization, the data will be updated in the company vendor master data were each details of vendor will be updated in the vendor master.

Because the company will be procuring goods and services from the vendors and to maintain their business run smoothly and if any changes made to the details that’s needs to be updated in the vendor master. E.g.: the company use to manufacture the cars and basically, we use to receive the few external parts from suppliers and if we don’t receive in time then production is impacting, and sales will impact and finally business will impact, to overcome this every details of vendor will be maintained in vendor master.

Vendor master is also called as business partner data

Some of the useful T-codes are

Xk01-Vendor master creation

Xk02-Vendor master changes

Xk02-Display vendor master

Xk04-Display the changes

Xk05-Block the vendor

Xk06-Flag for deletion

MKVZ-list of vendors-report

Difference between block and flag:

Block -temporary

Flag for deletion-Permanent

We have 3-Tcodes to create a vendor

XK01- vendor creating centrally

FK01- vendor maintained at company code level by FI team

MK01- vendor maintained at purchase organization level level by MM team

We have 3 types of data in vendor master.

1.     Basic data

2.     Financial data

3.     Purchasing data

Basic Data:

Basic data is a central data for the organization where it contains the basic details like: vendor name, Address, Email, contact persons will fax numbers.

Basically, this data will be filled by MDM team or vendor management team and here in this case all 3 departments can create this vendor master data.

If Vendor master is creating this new vendor, then financial data and purchasing data will be provided by respective FI, MM Consultants to them, and the transition they will use is XK01.

Financial Data:

Financial data will be purely for FI people and they have all the details of those fields and thy will be providing the details to Vendor master team.

Here we will be filling Reconciliation number: ---the number which belongs to GL account

Cash management group: the payment details like whether it’s an international payment, one-time vendor payment, standard vendor payment, domestic payment.

The T-code to create only vendor master financial data is FK01.

Purchasing Data:

Purchasing data will be always part of MM department, they use to get the details related to purchasing fields.

Few fields are:

Order currency: The currency of the vendor needs to be maintained as per the country of vendor supplying goods.

Terms of payment: it explains the payment terms of the vendor, like data of payment after the goods has been shipped.

Like 30 days after shipping, 45 days after shipping.

We can even the customize the payment terms as per the organization standards.

Controlling data- Where it explains the controlling like

GRbasedIV- IV will be posted wrt GR

Auto ERS-GR and IR will be posted wrt PO

Returns order- applicable or Not

We can create the purchasing data of vendor master in MK01.

Explanation:

Every team (MM and FI) will meet and fill the details in vendor master as per their respective accounts.

Vendor master is a part of Materials management and Financial accounting

We can create the vendor master as per department wise (MM-MK01) and (FI-FK01) or else we can create centrally XK01.

Number Assignment-Theory:

Each vendor in SAP will be created with respective number assignments, like will divide the vendor like international vendors, Domestic, Single time, service vendor.

We will divide all the respective vendors by using account group in the vendor master.

Number assignment is two types:

Internal

External

 Internal: In internal we need to define the number range and system will propose the free numbers while maintaining and while creating vendor master it will give automatically in that selected series.

Eg: selected series is 10000-10009 the number given by vendor master while creation is 10001 as first number.

External: Same as internal we need to define the external number range, where we can define the number range as alphabetical A-ZZZZ

System will not propose number range automatically, but we need to give the numbers manually within the number range selected for external.

We will be creating the number ranges because we need to separate different kind of vendors into one group and remaining into other groups which we can find easily.

We will be creating the vendor master in 3 levels

Client level

Company code level

Purchase organization level

Client level:

We will be maintaining the vendor master in client level where few fields will be same for few purchase organizations and company codes (basic data)

The data maintained in this level in client level

Few fields we will maintain in client level is:

Vendor full name

Fax

Telephone

Bank details

Country

Company code level:

All information maintained in this level will be equal to certain company codes and it will be maintained by FI team with t-code FK01 and few of the fields are as follows.

Reconciliation account

Tax information

Payment terms

Purchase organisation level:

We will maintain this data in MK01 and MM team will be maintaining this and will maintain these data in Purchase organisation level, we will able to create PO if there is purchasing info through purchase organisation level.

Few of the fields are:

Order currency

Terms of payment

Controlling data like -Auto ERS, GR based IV, Returns order

Account Group:

Account group determines vendor account group through which we can group certain vendors into one group and maintain certain configuration for that.

We have material type in material master where we use select the fields and number ranges with the help of material type-its act as a bridge, coming to vendor master in similar to material master we have account group here, where we use to define the account group select the field selecting as per that and we will maintain the number ranges in the intervals and we will apply that interval to account group.

Vendor -Account group

Interval-Number range

Number range-Account group

Field settings: we can select the fields in vendor master, which one to be optional or mandatory and hide these customization we can do in vendor master.

SPRO

    Logistics general

                        Business partner

                                    Vendor

                                                Control

                                                            Define Account group and field selection

Select the define account groups and take the copy reference or new/Existing account group

Enter and inside we can find the fields of all the basic, Financials and accounting data.

Once you the which fields you need to customize then click on that data and select the fields where you can find the options like Hide, Optional, mandatary.

Select and save the screen

Number ranges:

In number ranges same as material master we need to define the number ranges as per the account group reference

We can define external and internal for these same as material master

Where for Internal- system will specify the number range to select whereas for External we need to define the alpha number ranges as required for that account group

SPRO

    Logistics general

                        Business partner

                                    Vendor

                                                Control

                                                            Define number ranges for account group

Once you enter into define number ranges as per account group then you can find two fields

Intervals

Number range

Intervals: Intervals we need to define the range of the number like 1000-1009

We need to select the number which is not occupied and maintain the number ranges as system proposes.

You can enter either Internal or External but not both whereas in material master you can enter both internal and external.

Select the number ranges and accept the check button external or Not.

Once you done with this part come back and go to number range

In number range you can find the account group you created and in number ranges you have given a number for ranges so give that number to the account group and save.