Free SAP Training Manuals: User manual for “Vendor Master”

Create Vendor

XK01

Purpose

Use this procedure to create vendor.

Trigger

Vendor master data is the data required conducting business relationships with your vendors. It includes address data and terms of payment, for example. It also controls how business transactions are posted to a vendor account and how the posted data is processed.

Perform this procedure for creation Of Vendor.

Prerequisites

· Company Code, Purchase Organ., and Account Group should be available in the system.

· The Vendor must have been released for vendor changes and account group change.

Menu Path

Use the following menu path(s) to begin this transaction:

· Select Logisticsè Material Managementè Purchasing è Master DataèVendor èCentralè XK01 – Create Vendor to go to the vendor creation Initial screen.

Hints

· Press F1 for help

· Press F4 for getting input values

· R – Required

· O – Optional

· C – Conditional

Transaction Codes

· XK01 - Create

Procedure

1. Start the transaction using the menu path or transaction code:

SAP Easy Access

2. Double-Click XK01 – Create to start the transaction

Create Vendor: Initial Screen

Press<F4>to select Fields from drop down Menu as per your task which you are going to perform.

3. As required, complete/review the following fields:

Field Name	Description	R/O/C	User Action and Values	Comments
Vendor	If using external number assignment, enter the vendor's account number. If using internal number assignment, the system assigns a number when saving the master data.	NR
Company code	the company code ID	R
Account Group	A classifying feature within the vendor master record which determines if the vendor account number will be assigned internally or externally and which fields are proposed for input	R	Enter account classifying number or use system assigned number
Purch.Orgn.	Purchasing organisation that the vendor is associated with.	R	Use Purch. Org. GPUR only
Reference
Vendor	The vendor’s account number that is being used as a reference as an alternative way in which to create a vendor account	O	Note: Vendor specific data of the referenced vendor such as address is not carried over. The data from the referenced vendor is used for default values and it is suggested that all screens be reviewed before saving any data
Company Code	The company code assigned with the reference vendor	O
Purchasing Organization	The purchasing associated with the referenced vendor	C

Then Enter

3. As required, complete/review the following fields:

Field Name	Description	R/O/C	User Action and Values	Comments
	Vendor Internal
Name	Vendor or company name	R	Enter selected vendor name
Search term	Short name which is used to set up a match code	R	As per standard practice enter text of material which will be purchased from the vendor

City	city	R
Postal code or PO box PCode	zip code	R
Country	two digit country identifier	R
Region (state)	two letter state abbreviation	R
Language	one letter language code	R
Telephone	Telephone number	O	Other communication types can also be maintained
Fax	Fax number	O

Comments	Use this block for optional comments or notes	O

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

Note: Entering customer in the Vendor Master will facilitate the user to know the amounts receivable if any, from the vendors at the time of making payment to the vendor.

Enter

Click to continue to go to next screen.

The above screen contains the details of the Vendor’s Bank Account. The same is useful in case of payments being made to the vendor in electronic form / bank transfer. The screen may not be entered at present as currently there is no practice of making payments to the vendors in the above form.

Field Name	Description	R/O/C	User Action and Values	Comments
Country	Bank country key	R
Bank Key	Key under which bank data in the respective country is stored	R
Account Holder	Another name that the payment program can use if the name of the account holder is not the same as the name of the vendor	O
Bank Account	The number at the bank under which the account is managed	R
CK	Indicator as to whether account is a checking or savings account	R
BankT	Key for which business partner’s bank the system should use	O	Business Partner’s defined by role within organization e.g. proprietor bank of a the owner of a vendor
Reference Details	Additional specifications for the bank details of the vendor	O
CO	Bank Collection authorization indicator.	O
Alternative Payee	The vendor’s account number	O	This field is used only if the payment is to be made directly to the vendor and not to the vendor’s bank
DME Indicator	Note: Not Applicable in U.S.	O
Instruction Key	Note: Not Applicable in U.S.	O
PBC/POR Number	Note: Not Applicable in U.S.	O
Alternative Payee in Document/Individual Spec. indicator	If this indicator is set the user can enter bank payment instructions applicable to the document which differs from the vendor’s master record	O
Permitted Pyee Label		O	Note: When clicking on this label leads to matchcode For selecting vendor’s account

Click on CIN Details to go to Sales Tax screen:

Enter CST No and LST No in above screen:

Click on Excise Duty to go to next screen:

Enter following fields in Excise Duty screen:

ECC No, Excise Reg. No, Excise Range, Excise Division, Commissionarate.

Click on to go to next screen :

Enter PAN in Withholding Tax screen. This is very important in case of sub-contracting and service vendors, as the Finance will not be able to issue TDS certificates or generate quarterly returns without PAN number.

Press Back icon for coming at back screen.

Click to continue to go to next screen

Enter Accounting Information Accounting Screen:

Field Name	Description	R/O/C	User Action and Values	Comments
Reconciliation account	account which is updated parallel to the sub-ledger account for normal postings	R	Enter Reconciliation account No.
Sort key	This field determines how the allocation field is populated during document entry. When displaying line items, the line items are sorted initially by the allocation field.	R	Enter Sort Key No.
Reference Data/ Prev.acct. no.	If renumbering vendor’s master record number the previous number can be stored here	O

Click to continue to go to next screen:

Enter Payment Transaction Accounting Screen:

Field Name	Description	R/O/C	User Action and Values	Comments
Check Double Invoice	Key which check whether two same invoices of same vendor to be accepted or not while IV	R	Click on the box
Payment Terms	Key for defining payment terms composed of cash discount percentages and payment periods	O	May be entered only in the case of other than purchase.
Payment Methods	different methods by which the vendor can be paid using the automatic payment program	O
Automatic Payment Transactions – Payment Methods	This indicator is used to generate cheque using Automatic Payment Program.	O	Enter Method “C” in the payment method field.	Without this indicator cheque will not be generated in the Automatic Payment Program
Payment Block	Using this indicator you can block the whole of the payments to a Vendor	O	Select key “Skip account” whenever required
Tolerance group	Settings for vendor-specific parameters in Logistics Invoice Verification.	O

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

Enter:

Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

This screen is used in case you have to maintain any correspondence with the vendor regarding outstanding or balance confirmation.

Enter details related to TDS in this screen:

The TDS (Withholding) Tax Types and Tax Codes have been defined in the system in accordance to the Income Tax Act, 1961. Select the relevant tax type and the tax code applicable to the vendor in case he is subjected to TDS. The tax types and codes will facilitate in deducting TDS from the vendor.

Activate the “Liable” button and also maintain the “Receiver Type” i.e. CO – Corporate or OT – Others. The remittance Challan, TDS certificate and the quarterly return will be generated based on this information.

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

Field Name	Description	R/O/C	User Action and Values	Comments
Order Currency	Currency of Money Ex. INR, USD	R	Enter currency of payment
Incoterms	Delivery Terms in between vendor and purchaser	R	Enter Term as “EXW” in case of delivery at our gate & “FOB” in case of delivery at vendor’s end
Schema Group	Group of calculation schema	R	Enter “ZD” for Domestic vendors & “ZI” for import vendors
GR Based IV	IV will not be posted until GR has not been made	R	Mart Tick in the check box
Mode of Transport	Specifies which is the mode of transport for the vendor	R	Mention Rail, Road or Sea
Srv. Based IV	IV based on service entry sheet	R	Mart Tick in the check box in case of Service Vendor