One time vendor concept in SAP

Document Objective
The objective of this document is to explain the use of One Time Vendor in SAP. Definition and advantages
of One Time Vendor along with Configuration is explained in the document.

Document Detail

What is one time vendor account?

An account on which the transaction figures are recorded for a group of vendors that you only
conduct business once, or rarely

Use of One-Time-Vendor Master

In one time vendor we are not maintaing vendor specific master data. The details of the vendor
are entered only at the time of entering invoice. After that we can't use the details of the one time
vendor. But you can post more than one transactions for that one time vendor. In Normal vendor,
we key in all vendor details at the time of vendor creation. But it is not possible to convert one
time vendor to normal vendor.

You can create special vendor master records for vendors from whom you procure goods only
once or rarely, so-called One-Time Vendor Master Records. For example, suppose you order
goods from a vendor with whom you usually do not place orders, because your main vendor was
not able to supply the required items. In this case, you would use a "one-time vendor" master
record.

When creating a "one-time vendor" master record, you must assign a one-time account group.
This account group determines that the vendor-specific fields are suppressed. You don’t need to
enter this data until the time a purchasing document (e.g. a PO) is created.

When you create a purchasing document with a one-time vendor, you will be asked to enter the
vendor address. Enter the vendor’s name and address. Like all other master records, you can
display, block, or delete one-time vendor master records.

Configuration:
When creating the Vendor account group, “One Time account” check box is ticked to
define the one time vendor account group. Number ranges and field settings are
maintained as per the requirement. Most of the fields are made optional unlike regular
vendors.
One time vendor concept in SAP

Most of the fields are optional.

One Time Vendor creation:

Transaction code(XK01) is same as regular vendor creation.

Select the one time accounting group (Ex: CPD, CPDL)

One time vendor concept in SAP

Vendor specific details are not entered in general data.

One time vendor concept in SAP

Reco account is entered during vendor creation.

Purchase Order Processing:

One time vendor concept in SAP

Vendor details like name, adress and contact are updated during purchase order creation.
Goods receipt can be done similar to regular vendor.

Invoice Entry:
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Vendors Bank details are entered during invoice processing and invoice is posted to Finance for
further processing.

BSEC( One Time Vendor Records) table is updated once the accounting document is created.
One time vendor concept in SAP