Vendor Master Data Overview

Vendor Master Data Overview

The Accounts Payable application component records and manages accounting data of all vendors.

Creating Vendor Master Data

The vendor master records are maintained in sub-ledger and are used in Financial Accounting and Materials Management. By storing vendor master data centrally and sharing it throughout whole organisation, it is only needed to enter it once. It gives an ability to prevent inconsistencies in master data by maintaining it centrally.

A vendor master record contains:

o   The General Data; containing the vendor’s name, address, language, region and phone numbers

o   Company Code Data; containing the reconciliation account, bank details, cash management information, payment methods and tax data

o   Purchasing data; containing his purchasing organisation data

The vendors are maintained with a unique number. any number of digits can be used and they can be assigned internally/externally. To create a master record, it is obligatory to specify an account group. The account group cannot be changed after the master record is created. 

The vendor account groups can be as given below:

Account Group	Definition	Number Range
ZD10	Vendors Group – Local Material	100001-139999
ZD20	Vendors Group – Subcontracting	140001-149999
ZD30	Vendors Group – Expenses	150001-159999
ZD40	Vendor Group – Services	160001-169999
ZD50	Vendors Group – Others	170001-179999
ZC10	Vendors Group - Capital Goods	200001-209999
ZI10	Vendors Group – Import Material	300001-309999
ZS10	Vendor Group – Stock Transfer	V1001 – V9999
ZO10	Vendors Group – One time	400001-409999
ZE10	Vendors Group – Employees	E00001-E99999

Editing & Blocking & Deleting Vendor Master Data

Editing

o   The account group cannot be edited

o   The account assignment cannot be edited

Blocking

A vendor account can be blocked and unblocked any time.

Deleting

Vendor accounts to be deleted are first marked for deletion.  No transaction figures should be stored for this vendor account. The account must be blocked for posting before it can be deleted.

Displaying Changes

The system logs all changes to vendor master records.  For each changed field, it stores the time of change, the user’s name, and the current and previous field contents.

Reconciliation Account

When any entry is posted to a subsidiary ledger, the system automatically posts the same data to the general ledger (see the following illustration). Each subsidiary ledger a reconciliation accounts in the general ledger. These reconciliation accounts ensure that the balance of G/L accounts is always matching with the sub ledger. This means that you can draw up balance sheets at any time without having to transfer totals from the sub ledgers to the general ledger. 

Transaction Code

Vendor Master Finance View : FK01
Vendor Master Purchasing View : MK01
Vendor Master centralised maintenance : XK01

Tags#

SAP Vendor Master, Vendor Account Groups, Vendor Reconciliation Account,