MM MASTER RECORDS

CHAPTER-III
Master Data

Vendor Master Data 

Use

The vendor master database contains information about the vendors that supply an enterprise.
This information is stored in individual vendor master records. A vendor master record contains
the vendor’s name and address, as well as data such as:
 The currency used for ordering from the vendor
 Terms of payment
 Names of important contact persons (sales staff)
Since, to the accounts department, vendors are generally creditors (accounts payable), the
vendor master record also contains accounting information, such as the relevant control account
(reconciliation account) in the general ledger.
Therefore, the vendor master record is maintained by both Accounting and Purchasing.
The purchasing data pertaining to a vendor must have previously been maintained before you
can order from the vendor.
The accounting data pertaining to a vendor must have previously been maintained before you
can enter the vendor's invoices in the system for payment.

Features
How is the Vendor Master Record Structured?

Vendor master records contain important data on your vendors. You can also store data in the
vendor master record that applies to certain specific organizational levels (e.g. company code,
purchasing organization, plant) within your enterprise.

The vendor master record consists of three areas:

1. General data
Data that applies equally to each company code within your enterprise (address,
telephone number, language in which you communicate with your vendor, etc.).
2. Company code data
Data kept at company code level (payment transaction data or number of control
account, for example).
3. Purchasing data
Data that is of importance with regard to your enterprise’s purchasing activities and which is kept
at purchasing organization level (such as contact person or terms of delivery).
The following Data Retention Levels of particular relevance to the wholesale/retail trade exist
below the "purchasing organization" level:
 Vendor Sub-Range (VSR)
 Plant
 Vendor sub-range/plant

In addition to the data applicable to a specific purchasing organization, you can maintain
purchasing data or partner roles for a certain plant or vendor sub-range (terms of payment or
Incoterms, for example) that differ from that at the purchasing organization level. Data specific to
sub-levels that varies from that stored for the higher-level purchasing organization in this way is
referred to simply as different data.

What is the Function of the Account Group?

You must assign each vendor whose data you wish to store in the SAP System to an account
group.
The account group determines, for example, that only those screens and fields of the vendor
master record that are needed for the relevant role of your business partner are displayed and
ready to accept user input.
The account group determines:
 The type of number assignment and the number range from which the account number
used by the system to identify the vendor is assigned
 Whether or not a one-time vendor is involved
 Which data retention levels below the purchasing organization are allowed (for example,
vendor sub-range)
 Which partner determination schemas are valid
You maintain the account groups in Customizing for Logistics General under Business
Partners  Vendor  Control  Define Account Groups and Field Selection (Vendor).
The standard system contains the account groups vendor (0001), invoicing party (0006),
and one-time vendors (with internal number assignment) (CPD). The account group for One-
Time-Accounts causes the address, communication, and bank data fields to be suppressed
during creation and maintenance of a vendor master record. You must then enter this information
later on, at the time you create a purchasing document.

You can change the account group of an existing vendor master record. To do so,

choose Master data Vendor CentralAccount Group Change from
the Purchasing menu. (This may be necessary, for example, if a further application comes into
use.)

In this case, please note that fields that were previously suppressed in Create mode may be
ready to accept input when the master record is changed.

How are the Vendor Master Records Numbered?

Each vendor master record is assigned a unique number (the vendor's account number used by
Financial Accounting). You need this number to call up the master record or to enter purchase
orders. A vendor has the same account number in all company codes.

The type of number assignment and the number range are determined through the account group
that you enter when you create a master record.

The number can be assigned internally by the system or by the user (i.e. externally) when a
master record is created. For external number assignment, alphanumeric numbers are also
allowed.

The system ensures that the numbers are always unique. With internal number assignment, the
system assigns numbers consecutively from a given range. With external number assignment, it
prevents an already used number from being reused.

PURCHASE ACCOUNTING CENTRAL

Create vendor mk01 fk01 xk01

Change vendor mk02 fk02 xk02
Display mk03 fk03 xk03
Display changes mk04 fk04 xk04
Block vendor mk05 fk05 xk05
Flag for dele mk06 fk06 xk06

ACCOUNT GROUP CUSTOMIZATION

T Code: OMSG

Select existing account group say 0001

Click copy as button
Enter new account group say z001

In Field status
Click any one say General Data
In Select Group click on any one say Address
Select fields as suppress or optional or display
Click Save

NUMBER RANGES

T Code: OMSJ

Click Interval

Again Click Interval

No from Num To Num

Z1 400000 500000

Click enter

Save

Back

Check No. Range

Assignment

Account Group z001

Z0001 z1

save

CHANGE VENDOR ACCOUNT GROUP

T CODE XK07
Terms of Payment Customization

Path: SproMMPurchasingVendor MasterDefine Terms of Payment

T Code: OME2

Pay Terms z001

Percentage Number of Days

5 7 Days

3 14 Days

. 21 Days

Tolerance Group:

Path: SPROMMLIVINCOMING INVOICECONFIGURE VENDOR SPECIFIC

TOLERANCES

T CODE: OMRX

Mode of Transport Border:

If this vendor is overseas vendor then from this vendor through which mode of Transport the good
should come to our country border that is by air, sea, road etc

SPROMMPURCHASINGFOREIGN TRADE/CUSTOMSTRANSPORTATION
DATA/DEFINE MODES OF TRANSPORT

Click on New Entries

Ctry

IN 1 AIR
IN 2 Road
IN 3 Sea
IN 4 Rail
Office of Entry or Customs Office:

If vendor is overseas vendor then from this vendor goods will come to which customers office in
customer country

T Code VI76

Create Vendor Master By Purchase Department

T Code MK01

Vendor:
Pur Org:
Account Group:
Title:
Name:
Country:

Click Enter

Customer:

If same vendor is also customer to our sales department then enter the customer number here
which is created by SD people

Order Currency: INR

Enter In which currency order is giving to this vendor

Terms of Payment:

Incoterms:

As per international chamber of commerce, certain rules are followed in import and exports that is
who has to bare the freight, insurance etc are called as incoterms

Path: SPROMMPURCHASINGVENDOR MASTERCHECK INCOTERMS

Minimum Order Value:

If PO value is less than this minimum order value, system will give warning or error message in
the PO, based on the message settings.

Sales Person:
In Vendor Company

Telephone number:

Account with Vendor:

Enter the customer number which is using for our company in Vendor ERP System

GR Based Inv. Verification:

If you select this option then the vendor invoice will be verified on the GR quantity, and the
invoice for the ordered item can be enetered with reference to GR document or a delivery note
number which is entered at GR

Auto Eval GR Set mt Del:

Auto Eval GR Setmt Ref:

In ERS (Evaluated Receipt Settlements) we do not receive invoices from vendor, instead of that
our system will generate invoices automatically based on GR Quantity

Acknowledgement Rqd:

If you select this option here then in inforecord and PO also the same option comes in select
mode. Then in the PO Printout it will print as acknowledgement requires from the Vendor.

Automatic Purchase Order:

This is Pre-requisite to create PO’s automatically by system to this Vendor

Subsequent Settlement or Rebate:

For rebates or subsequent settlements select subsequent settlement, subsequent sett.index,

b.vol.comp/ag nec as pre requisities in vendor master.

Returns to Vendor:

Any poor quantity or damaged items has to return to vendor via SD shipping department then
select this option here. Again from SD point of view create the same vendor as a customer in
XB01 T code and enter that customer number in the same vendor master in control screen.

POGR Retrun faulty goods to vendor

By SD Shipping process
Then
Outbound Delivery
Post Goods issue
Service Based Invoice Verification:

If you select this option here then in PO the same option comes in select mode. So that in service
procurement the vendor invoice will be verified based on the service entry sheet.

ABC Indicator:
Enter the class of vendor that is A Class or B Class as per siginificance to our company. This is
only for our report purpose.

Mode of Transport Border:

If this vendor is overseas vendor then from this vendor through which mode of Transport the good
should come to our country border that is by air, sea, road etc

SPROMMPURCHASINGFOREIGN TRADE/CUSTOMSTRANSPORTATION
DATA/DEFINE MODES OF TRANSPORT

Click on New Entries

Ctry

IN 1 AIR
IN 2 Road
IN 3 Sea
IN 4 Rail

Office of Entry or Customs Office:

If vendor is overseas vendor then from this vendor goods will come to which customers office in
customer country

T Code VI76

Revaluation Allowed:

Suppose PO given for 100 pieces with 100 Rs/per piece GR and IR also entered for 100 pieces
with 100 rupees per piece but this vendor stock 100 pieces has to revaluate with different price
then the PO price then say due to quality reasons or price fluctuations then select option here

Grant Discount in Kind:

If this vendor is giving any free goods or bonus goods for any material say buy 2 get1 free then
select this option here

Purchasing Group: 005

Planned Delivery Time: 5

Number of days to deliver the material by this vendor

Confirmation Control:

If we give PO with conformation control as a shipping notification or inbound delivery etc then
after receiving our PO the vendor will send immediately the shipping notification document to us
with the details of exactly how much quantity is dispatching and exactly on what date goods will
deliver to our plant etc

The same vendor notification shipping details will be entered as inbound delivery in our system
VL31N Tcode and based on this inbound delivery or shipping notification our production activities
ware house activities shipping activities will be planned.
Create or Extend the same Vendor by Accounting Department

T Code FK01

Vendor:
Co Code:
Account Group:

Click Enter

Reconciliation Account:

It is also a GL Account in system for normal transactions that is for invoice and payments etc
this reconciliation account parallely updates with subledger account

Cash Management Group:

Enter which planning group involves in accounting department in cash transations with this
vendor

Payment Term:

In Same vendor master different payment terms are maintained by purchasing and accounting
department then purchase payment terms overwrites by FI payment term.

Cr Memo Terms:

When we give credit memo to vendor to collect amount from him then we can also give cash
discounts to vendor.

Chk double Inv:

If you select this option at the time of invoice cerification system will check whether the entered
invoice is duplicate invoice or double invoice.

Tolerance Group:

Path: SPROMMLIVINCOMING INVOICECONFIGURE VENDOR SPECIFIC

TOLERANCES

If this vendor invoice amount is with in the tolerance limits the system will accept the tolerances.

Create New Vendor centrally by both Purchasing and Accounting Department

T code XK01

Vendor:
Co Code:
Pur Org:
Account Group:
Here both MK01 and XK01 are coming and enter the details in all the screens and save.

Create or extend the same existing vendor and other Purchasing Organization and
Company Code:

T Code: XK01

Vendor Number: Enter same vendor number

Enter different Co Code and Pur Org

Click Enter

Enter required details in all screens from this Pur Org and Co Code point of view

Mass Maintainance XK99

Change Vendor Account Group

Vendor Master Partner functions

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