SAP Phase One Training Document

Title:
AP Master Overview
Serial Number:
SAPP1.FIN101.AP.001


Learner Objectives
Create a new Vendor master in SAP (FI & MM)
Change/display in Vendor master record.
Block a Vendor master in SAP
Display Change Log



Version: 1
Date: 30-Jul-2012
Authorized by: Roger Pietersen
Author: Gaurav Kumar
Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5



Procedure: Create / Change Vendor Master in FI and MM.

This document describes create or change of Vendor Master.

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.

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:

Accou
nt
Group
Description Number Range External / Internal
Number range
ZV01 ER : Approved Vendor 1100000000 -
1199999999

Internal
ZV02 ER : Approved Contractor 1200000000 -
1299999999

Internal
ZV03 ER : Government Agency 1300000000 -
1399999999

Internal
ZV04 ER : Utilities 1400000000 -
1499999999
Internal
ZV05 ER : One Time Vendor 1500000000 -
1599999999
Internal
ZV06 ER : Plant 1 9999 External
ZV07 ER : Employee 10000000 - 99999999 Internal
ZV08 ER : Related Parties A - ZZZZZZZZZZ External


Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5



Access transaction by:

FIN101.01.01: To Create Vendor Master Data


Path Accounting Financial Accounting Accounts Payable Master Data
FK01- Create
Transaction Code FK01

Vendor master records contain important data on your vendors

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 transactions, number of control account, etc.).

3. Purchasing data
Data of importance with regard to your enterprises purchasing activities and which is kept
at purchasing organization level (contact person, terms of delivery, etc.).


Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5




Double click, the following screen will appear.

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5




Update the following required and Optional field

Field Name Description Values ( Example
)
Vendor Code identifying the vendor account.
The number will be generated by
the system on saving
Leave Blank
Company Code Code identifying the circle 1000
Account Group Code used to determine the
classification of the vendor group
ZV01

Click on Enter Button

Create Vendor: Address Screen will come
Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5










Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5


Update the following required and Optional field

Field Name Description Values ( Example )
Name Name of the Vendor ABC Pvt. Ltd.
Search Term Enter any word for Search ABC
Address Address of the vendor Tourist Club Area
Postal Code Postal Code of the Vendor 110085
City City of Vendor Abu Dhabi
Country Country of vendor AE


Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5




Click on Enter Button

Create Vendor : Control Screen

Update the following required and Optional field

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5


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 maintained
AE
Bank Key Code which identifies the
Bank
ABNAAEAAIPC
Bank Account Bank Account Number of the
Vendor
123866856


Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5




Press for IBAN proposed by SAP



Press OK
Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5




Check IBAN Proposed by SAP and Press OK

Press Enter

Note:
1.) If Bank country is AE then IBAN is mandatory and system will not allow vendor master
creation and populate below error.
2.) If Bank country is other then AE then IBAN is not required and system will allow vendor
master creation.

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5




Create Vendor: Accounting Information Screen

Update the following required and Optional field

Field Name Description Values ( Example )
Recon Account Vendors Reconciliation
account updated through
sub ledgers Direct posting
not permitted)
2000001000
Sort Key Determines the Document
line lay out rules
Z01 ( Default Posting Key)
Release Group Determine the approval
process
Z001 (Default)

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5




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 will be paid
Z001
Payment Methods List of payment methods
which may be used in
automatic payment
transactions
CE for Both, C for Check
Payment Method, E for
Electronic Transfer
Chk Double Invoice Activates the checking of
dual processing of the
same invoice under Vendor
accounts
Tick
Credit Memo terms Terms that determine that
same payment term will
apply to credit memo or not.
Z001

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5




Press Enter



Save the Data

Message bar will display

Vendor 1100000099 was created in company code 1000









Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5



FIN101.01.02 To Change Vendor Master Data


Path Accounting Financial Accounting Accounts Payable Master Data
FK02- Change
Transaction Code FK02

Change Vendor: Initial Screen

Update the following required and Optional field

Field Name Description Values ( Example )
Vendor Code identifying the
vendor account.

Company Code Code identifying a circle 1000

Click in the Check box.




Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5


Click on Enter Button

Change Vendor : Address Screen

Change the contents of the Search term field



Changes
ABC to XYZ
center
Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5


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


Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5



FIN101.01.03 : Display Vendor Master Data


Path Accounting Financial Accounting Accounts Payable Master Data
FK03- Display
Transaction Code FK03

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

Display Vendor: Initial Screen

Update the following required and Optional field

Field Name Description Values ( Example )
Vendor Code identifying the
vendor account.
1100000099
Company Code Company Code 1000


Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5



Select for selecting all items. If user just want to see only address then press only
address and press enter



The different tabs such as address, control, payment transactions etc can be displayed.
Press next or previous button to see the details of respective Tabs.

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete
Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5


=============================================================================

FIN101.01.04 : 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.
To See Position details, Press staff assignment

Path Accounting Financial Accounting Accounts Payable Master Data
FK05- Block/Unblock
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 account.
1100000099
Company Code Code identifying a circle 1000



Click on Enter Button

BLOCK VENDOR

Block / Unblock Vendor: Details Accounting

Click in the Check box

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5




Click the Save button

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


Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5




UNBLOCK VENDOR

Block / Unblock Vendor: Details Accounting

Deselect the Check box.
Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5





Click the Save button

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

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5




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




Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5


FIN101.01.05: 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
.
Path Accounting Financial Accounting Accounts Payable Master Data
FK04- Display Changes
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 account.
11000099
Company Code Code identifying a circle 1000
From Change Date Date of change 01072012




Click on Enter Button
Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5



Displays the changes made in the vendor



System showing that changes happen in 2 places after 01.07.2012.Select posting Block, 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

=========================================================
=======================

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5


FIN101.01.06: To create a vendor master data centrally

Path Logistics Material Management Purchasing Master Data Vendor
Central - XK01- Create
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 number will be generated by
the system on saving
Leave Blank
Company Code Code identifying the circle 1000
Purchasing Organization Code used to determine the
purchasing group
1000
Account Group Code used to determine the
classification of the vendor group
ZV01




Click on Enter Button

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5



Create Vendor: Address Screen

Update the following required and Optional field

Field Name Description Values ( Example )
Name Name of the Vendor BEN WAVES COMPUTER
SYATEM
Address Address of the vendor Electra Street
Postal Code Postal Code of the Vendor 110085
City City of Vendor Abu Dhabi
Country Country of vendor AE



Click on Enter Button

Create Vendor: Control Screen

Update the following required and Optional field

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5


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 maintained
AE
Bank Key Code which identifies the ABNAAEAAIPC
Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5


Bank
Bank Account Bank Account Number of the
Vendor
123456789
Account Holder The name of the Account
holder
ABC



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 updated through
sub ledgers Direct posting
not permitted)
2000001000
Sort Key Determines the Document
line lay out rules
Z01
Release Group Determines workflow
approval
Z001

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5




Click on Enter Button

Create Vendor: Contact Person Screen

This screen is optional. Update the contact number in the company




Press Enter
Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5



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 will be paid
Z001
Payment Methods List of payment methods which
may be used in
automatic payment transactions
C or E
Chk Double Invoice Activates the checking of dual
processing of the
same invoice under Vendor
accounts
Tick
Cr Memo Terms Terms of credit Memo Z001



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
Order Currency Currency in which order made AED
Scheme Grp Vendor Determine the pricing
procedure
Z1
Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5


GR Based Inv. verif Determine GR should be based
on Invoice
Tick
Service Based Inv .Ver. Determine SR should be based
on Invoice
Tick
Autoeval GR Statmt Del Create automatic invoice
according to Invoice plan
Tick
Autoeval GR Statmt Del Create automatic invoice
according to Invoice plan
Tick


Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5




Click the Save button

The message bar displays Vendor number 1100000100 was created in company code
1000.

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

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5


=========================================================
=====================




































FIN101.01.07 : To change Vendor Master Data

Path Logistics Material Management Purchasing Master Data Vendor
Central - XK02- Change
Transaction Code XK02

Change Vendor: Initial Screen

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5


Update the following required and Optional field

Field Name Description Values ( Example )
Vendor Code identifying the
vendor account.
1100000100
Company Code Code identifying a circle 1000
Purchasing Organisation Code for identifying the
purchasing organization
1000

Click in the Check box.



Click on Enter Button

Change Vendor: Address Screen

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5


Change the contents of the Box number field



Click the Save button

A message will appear on the status bar: Changes have been made.

Change ABC
to Ben
Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5




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

=====================================================
==========================

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5


FIN101.01.08 : To Display Vendor Master Data

Path Logistics Material Management Purchasing Master Data Vendor
Central - XK03- Display
Transaction Code XK03

Display Vendor: Initial Screen

Update the following required and Optional field

Field Name Description Values ( Example )
Vendor Code identifying the
vendor account.
1100000100
Company Code Code identifying a circle 1000
Purchasing Organisation Code for identifying the
purchasing organization
1000

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5




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


Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5


FIN101.01.09 : 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.

Path Accounting Financial Accounting Accounts Payable Master Data
FK06- Mark for Deletion
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 account.
1100000100
Company Code Code identifying a circle 1000



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.

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5



Click the Save button

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

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5




UnMark for Deletion

Flag for Deletion Vendor : Initial Screen

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5


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.

Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5




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



Etihad Rail
End User Training Material

Title SAP FI
Organizational Area Vendor Master Creation
Release ECC6.0/EHP 5