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:
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 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 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 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.
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.
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: 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
Company code level
Purchase organization 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
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.
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:
Terms of payment
Controlling data like -Auto ERS, GR based IV, Returns order
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
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.
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
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
Define number ranges for account group
Once you enter into define number ranges as per account group then you can find two fields
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.