The vendor account group is entered on the initial create screen of vendor master record creation in SAP. In Financial Accounting module, once the vendor master data is created, it’s account group cannot be changed.
Vendor Masters are made up of three areas;
- Client level (also called general data)
- Company code specific settings
- Purchase data
All the general data of Vendor Master in SAP are stored in client level settings like vendors name and address. As vendor masters are created at client level, any company code can use it and extend to company codes i.e. if a customer is created for a particular company code and you want to create the vendor account for your company code then you need not create the client level data again for the vendor.
Instead of that what you need to do is extend the vendor master to your company code and create only the company code specific setting relevant to your company code. You use program RFBIKR10 to transfer maintained vendor master records in SAP from a source company code to a different company code.
Under company code specific setting, data relevant to a particular company code is defined like payment condition, reconciliation account etc. After creation of company code specific settings only you can post transaction to the company code and the related vendor master.
Purchase data are required at a time when you are implementing material management in addition to financial accounting. It is the responsibility of material management consultant to configure the purchase segment of a vendor master in SAP.
Generally in a SAP implementation, the vendor master data for FI part is configured by Financial consultants and then the purchase part left to the MM consultant to configure.
There are chances of incomplete vendor master record due to lack of coordination among consultants. To correct the incomplete or duplicate vendor master record in sap, you can use program RFKKAG00 for comparison and make the necessary correction to it.
Creation of duplicate accounts can be prevented by:
- Using the match code before creating a new account
- Switching on automatic duplication check
The account group under which a vendor master is created controls the screen layout of all the areas (i.e. client level data, company code data and purchase data). While creating a vendor master, the account group is entered at the initial screen.
In financial accounting the account group can not be changed once it is created. Example of account groups are;
- Domestic vendor
- One time vendor
- Affiliated vendor
- Foreign vendor
Number ranges are also managed from account group. The number range can have two types of number assignments. One is internal number range and the other one is external number range.
In internal number range, the numbers are assigned internally in sequential order by the system where as in external you manually assign a number while creating a vendor master under an account group. External numbers can be alphanumeric.
It can be created with reference to another created vendor master. You need to put the details at the initial screen of creating vendor master and then press enter. The copied data can also be changed.
Important Fields of vendor master
- Search Item: Should be filled with a short version of the vendor name according to company rules/desires. An additional search field also can be filled up.
- Group Key: Vendors who belong to one corporate group can be bundled together by a user-defined group key. This group key can be used for running reports, transaction processing or for match codes.
- Accounting clerk: The accounting clerk’s name has to be stored under an ID and this ID can be entered in the vendor master record of the account he or she is responsible for. The accounting clerk’s name is then printed on correspondence and this ID is used to sort dunning and payment proposal lists.
Line item display and open item management are always preset to “on” for every vendor account.
Path and Transaction codes for Creating Vendor Master in SAP
SAP Path: Accounting > Financial Accounting > Accounts Payable > Master records > Maintain centrally > XK01 – Create
Transaction Code: XK01
How to Change Vendor Master in SAP
SAP Path: Accounting > Financial Accounting > Accounts Payable > Master records > Maintain centrally > XK02 – Change
Transaction Code: XK02
Display Vendor Master in SAP
SAP path: Accounting > Financial Accounting > Accounts Payable > Master records > Maintain centrally > XK03 – Display
Transaction Code: XK03
If you want to see the changes made to the vendor master they FK04 can be used. The display screen will display follwing fields that has been changed in the master;
- Date of Changes
- Which Field has been changed
- The old field that has been changed and the new filed replaced in place of old field.