User Manual FI11.

03
Title: Vendor Master Data Management
Module Name : Account Payable Module

OVERVIEW

Master Process Description Overview

Accounts Payable records all accounting transactions for dealings with suppliers. Much of its data is obtained from procurement
(Materials Management).This training material explain the steps of the creation of the Vendor Master Records for financial
accounting only

It also covers the following steps relating to vendor master :

Change the vendor master
Display the vendor master Block /
Unblock vendor master
Set deletion indicator for vendor master
Display changes in vendor master

Details of the various vendor account group settings maintained in the system are explained as below :

Account Description Number Range External / Mandatory Fields Reconciliation

Group Internal Account
Number range
Z001 BSNL Domestic Vendor 1000000 - Internal Name , Postal Code , 1310101
1999999 Reconciliation Account
, payment method
Z002 BSNL Foreign Vendor 2000000 - Internal Name , Postal Code , 1310102
2999999 Reconciliation Account
, payment method
Z003 BSNL Existing E00000001 - External Name , Postal Code , 1310103
Employees E99999999 Reconciliation Account
, payment method ,
Personnel Number
Z004 BSNL Retired R00000001 - External Name , Postal Code , 1310104
Employees R99999999 Reconciliation Account
, payment method ,
Personnel Number
Z005 BSNL – One Time 3000000 - Internal Name , Reconciliation 1310108
Vendor 3999999 Account

Scenarios Covered
Course Transaction Code Description
FI11.03.01 FK01 Create Vendor
FI11.03.02 FK02 Change Vendor
FI11.03.03 FK03 Display Vendor
FI11.03.04 FK05 Block/ Unblock Vendor
FI11.03.05 FK04 Display Changes in Vendor
FI11.03.06 XK01 Create Vendor Centrally
FI11.03.07 XK02 Change Vendor Centrally
FI11.03.08 XK03 Display Vendor Centrally
FI11.03.09 FK06 Mark Vendor Master Data for Deletion

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 User Manual FI11.03
Title: Vendor Master Data Management
Module Name : Account Payable Module

Input - Required Fields Field Value / Comments

Company Code 1021
Account Group Z001

Procedural Steps

FI11.03.01 To create a vendor master data

Via Menus Accounting → Financial Accounting →Accounts Payable → Master Data →

FK01- Create

Via Transaction Code FK01

Create Vendor : Initial Screen

Update the following required and Optional field

Field Name Description Values ( Example )

Vendor Code identifying the vendor account. The Leave Blank
number will be generated by the system on saving

Company Code Code identifying the circle 1021

Account Group Code used to determine the classification of the Z001
vendor group

Click on Enter Button

Create Vendor : Address Screen

Update the following required and Optional field

Field Name Description Values ( Example )

Name Name of the Vendor ABC & Company
Address Address of the vendor 123 Link Road
Postal Code Postal Code of the Vendor 110085
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 User Manual FI11.03
Title: Vendor Master Data Management
Module Name : Account Payable Module

City City of Vendor Delhi

Country Country of vendor IN

Click on Enter Button

Create Vendor : Control Screen

Update the following required and Optional field Leave

the Customer Field blank

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Click on Enter Button

Create Vendor : Payment Transactions Screen

Update the following required and Optional field

Field Name Description Values ( Example )

Ctry Country where Bank account is In
maintained
Bank Key Code which identifies the Bank CORP0000002
Bank Account Bank Account Number of the Vendor 123456789
Account Holder The name of the Account holder XYZ

Click on Enter Button

Create Vendor : Accounting Information Screen

Update the following required and Optional field

Field Name Description Values ( Example )

Recon Account Vendors’ Reconciliation account 1310101
updated through
sub ledgers Direct posting not
permitted)
Sort Key Determines the Document line lay 001 ( Default )
out rules
Click on Enter Button

Create Vendor : Payment Transaction Screen

Update the following required and Optional field

Field Name Description Values ( Example )

Payt Terms Terms that determine how the vendor Z001 ( Default )
will be paid
Payment Methods List of payment methods which may be C
used in
automatic payment transactions
Chk Double Invoice Activates the checking of dual Tick ( Default )
processing of the
same invoice under Vendor accounts

Click on Enter Button

Create Vendor : Withholding Tax Screen

Update the following required and Optional field

Field Name Description Values ( Example )

WH Tax Country Country of Withholding Tax IN
Wht.t.Type Indicates to classify the different T1
types of withholding tax.
W/Tax Code Indicates to classify the different C1
codes of withholding tax.
Liable Indicates if vendor is liable to tax Put Tick

Click the Save button

The message bar displays “Vendor number 1000XX was created in company code 1021”.

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete
================================================================================
FI11.03.02 To Change Vendor Master Data

Via Menus Accounting → Financial Accounting →Accounts Payable → Master Data →

FK02- Change

Via Transaction Code FK02

Change Vendor : Initial Screen

Update the following required and Optional field

Field Name Description Values ( Example )

Vendor Code identifying the vendor 1000033
account.
Company Code Code identifying a circle 1021

Click in the Check box.

Click on Enter Button

Change Vendor : Address Screen

Change the contents of the Box number field

 ALT changes to ALT center

Click the Save button

A message will appear on the status bar: Changes have been made.
Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete
=============================================================================
 User Manual FI11.03
Title: Vendor Master Data Management
Module Name : Account Payable Module

FI11.03.03 Display Vendor Master Data

To check for the vendor data , the vendor display option is to be used

Via Menus Accounting → Financial Accounting →Accounts Payable → Master Data →

FK02- Display

Via Transaction Code FK03

Display Vendor : Initial Screen

Update the following required and Optional field

Field Name Description Values ( Example )

Vendor Code identifying the vendor 1000033
account.
Company Code Code identifying a circle 1021

Click

The different tabs such as address , control , payment transactions etc can be displayed

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Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete
=============================================================================
FI11.03.04 Block / Unblock Vendor Master Data

A vendor master record (for the same vendor) was created twice. You need to block one of the vendor
master records to prevent postings on this account.

Only block an account if there are no more open items in the account. If an account is blocked, you cannot
clear any open items in it.

Via Menus Accounting → Financial Accounting →Accounts Payable → Master Data →

FK05- Block / Unblock

Via Transaction Code FK05

Block / Unblock Vendor : Initial Screen

Update the following required and Optional field

Field Name Description Values ( Example )

Vendor Code identifying the vendor 1000033
account.
Company Code Code identifying a circle 1021

Click on Enter Button

BLOCK VENDOR

Block / Unblock Vendor : Details Accounting

Click in the Check box.

Click the Save button

A message will appear on the Status bar. “Changes have been made”.

UNBLOCK VENDOR

Block / Unblock Vendor : Details Accounting

Deselect the Check box.

Click the Save button

A message will appear on the Status bar. “Changes have been made”.

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete

===============================================================
FI11.03.05 Display changes in vendor master

You want to check for the changes made in the vendor master data , use the below process for the same
.

Via Menus Accounting → Financial Accounting →Accounts Payable → Master Data →

FK04- Display Chnages

Via Transaction Code FK04

Vendor Account Changes : Initial Screen

Update the following required and Optional field

Field Name Description Values ( Example )

Vendor Code identifying the vendor 1000033
account.
Company Code Code identifying a circle 1021
From Change Date Date of change 01052010

Click on Enter Button

Displays the changes made in the vendor

Select , it shows the changes made

Shows the changes made in the vendor account

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete

================================================================================
FI11.03.06 To create a vendor master data centrally

Via Menus Logistics – Material Management – Purchasing – Master Data – Vendor – central
– XK01 – Create

Via Transaction Code XK01

Create Vendor : Initial Screen

Update the following required and Optional field

Field Name Description Values ( Example )

Vendor Code identifying the vendor account. The Leave Blank
number will be generated by the system on saving

Company Code Code identifying the circle 1021

Purchasing Organization Code used to determine the purchasing group 1000
Account Group Code used to determine the classification of the Z001
vendor group

Click on Enter Button

Create Vendor : Address Screen

Update the following required and Optional field
Field Name Description Values ( Example )
Name Name of the Vendor ABC & Company
Address Address of the vendor 123 Link Road
Postal Code Postal Code of the Vendor 110085
City City of Vendor Delhi
Country Country of vendor IN

Click on Enter Button

Create Vendor : Control Screen

Update the following required and Optional field Leave

the Customer Field blank

Click on Enter Button

Create Vendor : Payment Transactions Screen

Update the following required and Optional field

Field Name Description Values ( Example )

Ctry Country where Bank account is In
maintained
Bank Key Code which identifies the Bank CORP0000002
Bank Account Bank Account Number of the Vendor 123456789
Account Holder The name of the Account holder XYZ

Click on Enter Button

Create Vendor : Accounting Information Screen

Update the following required and Optional field

Field Name Description Values ( Example )

Recon Account Vendors’ Reconciliation account 1310101
updated through
sub ledgers Direct posting not
permitted)
Sort Key Determines the Document line lay 001 ( Default )
out rules

Click on Enter Button

Create Vendor : Payment Transaction Screen

Update the following required and Optional field

Field Name Description Values ( Example )

Payt Terms Terms that determine how the vendor Z001 ( Default )
will be paid
Payment Methods List of payment methods which may be C
used in
automatic payment transactions
Chk Double Invoice Activates the checking of dual Tick ( Default )
processing of the
same invoice under Vendor accounts
Click on Enter Button

Create Vendor : Withholding Tax Screen

Update the following required and Optional field

Field Name Description Values ( Example )

WH Tax Country Country of Withholding Tax IN
Wht.t.Type Indicates to classify the different T1
types of withholding tax.
W/Tax Code Indicates to classify the different C1
codes of withholding tax.
Liable Indicates if vendor is liable to tax Put Tick

Click on Enter Button

Create Vendor : Purchasing Data

Update the following required and Optional field

Field Name Description Values ( Example )

Terms of Payment Payment terms Z001
Incoterms Identify the trading terms CFR
Click the Save button

The message bar displays “Vendor number 1000463 was created in company code 1021”.

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete
==============================================================================
FI11.03.07 To change Vendor Master Data
Via Menus Logistics – Material Management – Purchasing – Master Data – Vendor – central
– XK02 – Change

Via Transaction Code XK02

Change Vendor : Initial Screen

Update the following required and Optional field

Field Name Description Values ( Example )

Vendor Code identifying the vendor 1000463
account.
Company Code Code identifying a circle 1021
Purchasing Organisation Code for identifying the 1000
purchasing organization

Click in the Check box.

Click on Enter Button

Change Vendor : Address Screen

Change the contents of the Box number field

 123 Link Road
changes to 123 Link Road MG road

Click the Save button

A message will appear on the status bar: Changes have been made.
Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete

===============================================================================
FI11.03.08 To Display Vendor Master Data
Via Menus Logistics – Material Management – Purchasing – Master Data – Vendor – central
– XK03 – Display

Via Transaction Code XK03

Display Vendor : Initial Screen

Update the following required and Optional field

Field Name Description Values ( Example )

Vendor Code identifying the vendor 1000463
account.
Company Code Code identifying a circle 1021
Purchasing Organisation Code for identifying the 1000
purchasing organization
Press Enter

Check on each tab for displaying the vendor data

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete
FI11.03.09 Mark Vendor Master Data for Deletion

You cannot physically delete a Vendor master directly. However, you can mark it for deletion. In this
exercise you need to mark vendor master for deletion and save your data.

Via Menus Accounting → Financial Accounting →Accounts Payable → Master Data →

FK06- Mark for Deletion

Via Transaction Code FK06

Flag for Deletion Vendor : Initial Screen

Update the following required and Optional field

Field Name Description Values ( Example )

Vendor Code identifying the vendor 1000033
account.
Company Code Code identifying a circle 1021

Click on Enter Button

Mark for Deletion

Flag for Deletion Vendor : Details Accounting

Select the check box. This process flags the vendor record for deletion.
 Click the Save button

A message will appear on the Status bar. “Changes have been made”.

UnMark for Deletion

Flag for Deletion Vendor : Initial Screen

Enter details as above

Click on Enter Button

Click on the check box to deselect . This process removes the flags the vendor record for
deletion.

Click the Save button

A message will appear on the Status bar. “Changes have been made”.
Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete