GU_SAP S4 HANA_2576618 - How to use a contact person in SAP S4HANA

Mickael QUESNOT © https://s4hclub.
com/
How to use a contact person in SAP S/4HANA
You want to know how to create a contact person and assign it to a customer/vendor in S/4HANA.
In S/4 Hana, the contact person is maintained under transaction code BP. The relationship
between Customer/Vendor and Contact person is maintained under BP subheader
"Relationships".
1. Go to T-code BP / Tile Maintain Business Partner
2. Create a business partner with type 'Person'
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3. The BP role 'Contact Person' BUP001 can be selected but is optional and not mandatory.
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4. Fill the data and save.
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5. Go to subheader 'Relationships' of this contact person BP.
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6. Create relationship 'Is Contact Person For' relationship to the Customer/Vendor BP.
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(Alternatively, you can go to the subheader 'Relationships' of the Customer/Vendor BP and

assign relationship 'Has contact person' for this contact person BP.)
7. You can edit the relationship and assign department, function, address etc.
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8. Save this relationship. The contact person BP will be synchronized to contact person via
CVI.
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9. Then you can use the contact person number in other applications such as purchasing
partner function etc.
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1.1.1 See Also

Please refer to SAP Note 2265093 and its attachments for the customizing.
1.1.2 Keywords
contact person BP, partner function, KNVK, AP, MDS_LINKS, CVI, Customer Vendor Integration,
purchasing, sales order, department, function, address, BUP001
Result
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SETUP
1.1.3 Define Groupings and Assign Number Ranges

Short text
Define Business Partner Groupings
Use
In this activity, you define groupings for business partners.
Example
Requirements
The number ranges for business partners are defined.
Standard settings
The following groupings are supplied by SAP:
• 0001
• 0002
Activities
1. Check the standard groupings and change them if necessary.
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2. Define new groupings and define their number range if required.

3. You can define standard groupings for internal and external number assignment.
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1.1.4 Define Number Ranges

Short text
Define Number Ranges for Business Partners
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Use
In this activity, you define number ranges for business partners.
The defined number ranges are assigned to groupings in the Define groupings and assign number
ranges activity.
Number ranges for business partners are valid throughout a client.
Standard settings
The standard SAP system contains number ranges for the groupings provided.
Recommendation
For business partners that are transferred from external systems with the same number, you define number
ranges with external number assignment.
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1.1.5 Define Account Groups with Screen Layout (Vendors)

Short text
Define account groups for suppliers
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Use
In this step you determine the account groups for suppliers.
You can also define reference account groups for one-time accounts. These enable you to control the fields
in the one-time account screen.
You can, for example, make certain fields required fields and suppress others.
When creating a supplier account, an account group must be specified. You can enter a reference account
group in the "General data" section of the one-time account master record under "Control data". If you do
not specify a reference account group, all fields in the one-time account screen for document entry are
ready for input (as before).
Via the account group you determine
• The interval for the account numbers
• Whether the number is assigned internally by the system or externally by the user (type of number
assignment)
• Whether it is a one-time account
• Which fields are ready for input or must be filled when creating and changing master records (field
status)
o Using the field status, you can define the following:

a) Display: which fields should be displayed by the system
b) Suppress: which fields should be hidden or suppressed
c) Req. Entry: which fields should be mandatory
d) Opt. entry: which fields should be optional
When you define the field statuses using this configuration, the corresponding fields’ UI
properties reflect in the Manage Supplier Master Data and Manage Business Partner
Master Data (via role navigation: FLVN01, FLVN00) Fiori apps. Besides the Fiori apps,
the field property customizing settings also reflects in the BP transaction code and UI
for Maintain Business Partner WebGUI app.
Note: For the Fiori apps, the customizations are applicable only for the standard fields that
are available on the Manage Supplier Master Data and Manage Business Partner Master
Data Fiori apps.
To get an overview of the supported fields on Fiori apps, see the SAP Help Portal
at http://help.sap.com -> SAP S/4HANA-> Product Assistance -> Cross Components ->
Business Partner Master Data -> SAP Business Partner -> Functions -> Account Group -
> Field Mapping.
Caution: It is recommended not to mark any fields which are not part of standard Fiori UI,
as mandatory/Req. Entry because this will trigger backend errors in the Fiori apps that
cannot be resolved from the UI
For example, you make field A as Req. Entry but field A is not a standard field on Fiori
apps. When saving data in the Fiori apps, you will get errors that field A is mandatory and
you need to fill data; but you cannot fill data as the field is not available in the UI.
In order to avoid such errors and save the data successfully, you must consider refraining
from making fields as Req. Entry in this configuration step.
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o You can define the field status for:

e) General data area
f) Company code area. These settings affect all company codes.
g) Purchasing data area
Example:
You want to hide the address, communication and bank data fields for the one-time
accounts. You determine the field status in the general data area for these fields since the
fields are contained in this area. The reconciliation account field is defined as a required
field since a reconciliation account must also be specified for the one-time accounts. This
field is company code dependent. You define the status of this field in the company code
dependent data area.
o Fields are combined into field groups. The settings you make for the various field status
definitions are linked with each other. This means that the fields in a field group adopt the
status defined for the field. You can double-click on a field to view its grouped fields.
For field mapping of the customizing field names to the corresponding Fiori UI field names,
see the SAP Help Portal at http://help.sap.com -> SAP S/4HANA-> Product Assistance -
> Cross Components -> Business Partner Master Data -> SAP Business Partner ->
Functions -> Account Group -> Field Mapping.
Example:
In the General Data area, if you select the group Communication and select the
field Telex, fax, tel. If you double-click the field Telex, fax, tel., you will be able to view the
grouped fields Telephone1, Telephone2, Fax Number, Telex number. If you
choose Suppress for the field Telex, then the grouped fields Telephone1, Telephone2,
Fax Number, Telex number adopt the field status as Suppress.
With the account groups, you group accounts together according to the criteria mentioned above, for
example, one-time accounts. You determine the account number interval and the type of number
assignment using the number ranges.
Note
Do not forget to maintain the field status when you create new account groups. If you do not mark a status
for a field group, all the corresponding fields are displayed. We recommend that you control the field status
by account group. In exceptional cases it may make sense to control the field status by company code or
transaction.
Notes on changing the account group
You can only delete an account group from the system if no master record refers to this account group.
Otherwise you can no longer display or change the master record.
• Changing the field status definition

If you suppress a field which you have already filled in at an earlier date, the field content is still
effective.
• Changing number ranges
You can increase the upper limit of the number range interval as long as no other interval contains
the required numbers. You can assign a new number range to the account group. The numbers of
the new master records must then be within the new range.
Default settings
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Sample account groups have been defined.
Recommendation
Do not use the account groups to group the supplier accounts according to content i.e. do not attempt to
assign the accounts via the account groups to accounting clerks or to group suppliers together according
to countries. You can do this via special master record fields.
Activities
1. Check and change the standard account groups if necessary.
2. Make sure that the number ranges specified for the account groups have been created.
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1.1.6 Create Number Ranges for Vendor Accounts

In this activity you create the number ranges for vendor accounts. To do this, specify the following under a
two-character key:
• A number interval from which the account number for the vendor accounts is to be selected
• The type of number assignment (internal or external number assignment)
Assign the number ranges to the account groups for vendors.
Note
The type of number assignment is especially important. The following is possible:
• Transferring the numbers of your vendors from an existing system or a pre-system (external
assignment)
• Creating the master records under new numbers assigned by the SAP System (internal
assignment)
External number assignment is useful, for example, if you transfer master data from a pre-system. In all
other cases, you should use the internal number assignment. The SAP System offers a number of help
functions to determine an account number. Therefore the account numbers no longer have to be
"mnemonic". This includes, among other things, the matchcode or the field Prev.acct no. in the vendor
master record.
Activities
1. Find out which number ranges are needed.
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2. Create these number ranges.
Notes on transport
You transport number range objects as follows:
Choose Interval -> Transport in the accounting document Number Range screen.
All intervals for the selected number range object are deleted in the target system first. After the import,
only the intervals you export are present. The number statuses are imported with their values at the time of
export.
Dependent tables are not transported or converted.
Additional information
For more information on this topic, see the FI Document Posting document.
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1.1.7 Assign Number Ranges to Vendor Account Groups

In this step you allocate the number ranges you created in the preceding step to the account groups for
vendors. You can use one number range for several account groups.
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Activities
Allocate the required number ranges to the account groups.
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1.1.8 Define Number Assignment for Direction BP to Vendor

Short text
Assign account groups for supplier master records to ensure that system
updates supplier at the same time as business partner during supplier
integration.
Use
In this IMG activity you assign account groups for the vendor master records to the business
partner groupings to ensure that the system updates the vendor at the same time as you process
business partners as part of vendor integration. When you make this assignment, you choose
whether the vendor master record is created with an account with internal or external number
assignment or with identical numbers.
Requirements
• You have defined and assigned number ranges and groupings for the business partner. You make
these settings in the following IMG activities:
o Define Number Ranges
o Define Groupings and Assign Number Ranges
• You have determined the account groups and the number ranges assigned to the account groups
for creating vendor accounts in Customizing for Financial Accounting. You make these settings in
the following IMG activities:
o Define Account Groups with Screen Layout (Vendors)
o Create Number Ranges for Vendor Accounts
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o Assign Number Ranges to Vendor Account Groups

Note that account groups that are also used for consumers or retail sites cannot be synchronized.
Activities
1. Choose the grouping for the business partner and assign the required account group for the
vendor master record from Financial Accounting to it.
2. If you want to use the same number as the business partner number that is currently being
processed when you create the vendor master record, set the Same Numbers indicator.
3. If you want to enable flexible handling of account groups and supplier numbering, set
the Flexible Grouping indicator.
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Mickael QUESNOT © https://s4hclub.

How to use a contact person in SAP S/4HANA

1. Go to T-code BP / Tile Maintain Business Partner

2. Create a business partner with type 'Person'

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4. Fill the data and save.

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5. Go to subheader 'Relationships' of this contact person BP.

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(Alternatively, you can go to the subheader 'Relationships' of the Customer/Vendor BP and

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1.1.1 See Also

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1.1.3 Define Groupings and Assign Number Ranges

Define Business Partner Groupings

In this activity, you define groupings for business partners.

The number ranges for business partners are defined.

The following groupings are supplied by SAP:

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2. Define new groupings and define their number range if required.

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1.1.4 Define Number Ranges

Define Number Ranges for Business Partners

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In this activity, you define number ranges for business partners.

Number ranges for business partners are valid throughout a client.

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1.1.5 Define Account Groups with Screen Layout (Vendors)

Define account groups for suppliers

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In this step you determine the account groups for suppliers.

Via the account group you determine

• The interval for the account numbers

• Whether it is a one-time account

o Using the field status, you can define the following:

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o You can define the field status for:

Notes on changing the account group

• Changing the field status definition

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Sample account groups have been defined.

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1.1.6 Create Number Ranges for Vendor Accounts

• The type of number assignment (internal or external number assignment)

Assign the number ranges to the account groups for vendors.

The type of number assignment is especially important. The following is possible:

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2. Create these number ranges.

You transport number range objects as follows:

Dependent tables are not transported or converted.

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