1. Objective and Scope

This document describes the process the link creation between vendor and Company, Purchasing Order, Plant, Partner and PI1 system. 

This procedure specifies the role of Vendor Master Data and the systems involved (PF1_020, WP1_400 and PI1_020).

2. General Principals

3. Company code view

The link between a vendor and a company code is performed without approval.

The transaction used is XK02 or FK02.

NOTE: When extending a vendor at accounting level, we take as reference the values by the following order:

1. Requester
2. Reference company code, that should be added in the "Reference Company code"
3. Standard values

3.1 Accounting Information Accounting

3.1.1 Accounting Information

• Reconciliation Account

The reconciliation account in G/L accounting is the account which is updated parallel to the sub ledger account for normal postings (for example, invoice or payment).

• • By default for the PF1_020 system the account is:
    • 2300000000 - Trade payables (Z*10, ZZPE)
    • 2486010000 - Other sundry liabilities-statement of expenses (ZZPE)
    • 2489101000 - Misc other cred CICC-power to effect payment (ZZCD)

• • For the WP1_400 system:
    • 40100100  - AP-TP-TRADE-RECONCILIATION ACCOUNT (Z010 and Z011 vendors)
    • 42100300 - STAFF-DEBIT ADVANCE ON EXPENSES (Z012 vendors)
    • 42900300 - STAFF-CREDIT EXPENSES PAYABLE-REC. ACCOUNT (Z012 vendors)

• • And for the PI1_020 system:
    • 2300000000 - Trade payables 

• Sort Key

Indicates the layout rule for the Allocation field in the document line item. 

• • By default for the PF1_020 system the account is:
    • 009 - External doc.number (Z*10, ZZCD)
    • 002 - Doc.no., fiscal year (ZZPE)

• • For the WP1_400 system:
    • 001 - Posting date (Z010, Z011 and Z012)

• • And for the PI1_020 system:
    • 009 - External doc.number

• Head office

This field contains the account number of the master record for the head office account. 

You specify this account number only for branch accounts (examples: ZD15, ZA15). Items that you post using the branch account number are automatically posted to the head office account.

The link of a branch to a company code foresee the link of the same company to the headoffice vendor.

• Cash mgmnt group

In cash management, customers and vendors are allocated to planning groups by means of an entry made in the master record.

• • By default for the PF1_020 and WP1_400 system the account is:
    
    • A1 - Domestic Domestic payments (A/P)
    • A2 - Foreign Foreign payments (A/P)
    • A5 - Personell costs (ZZPE)
    • A7 - Financial vendors (ZZCD)

• • For the PI1_20 system:
    
    • BEVCICC - CICC vendor
    • BEVNAFTA - NAFTA vendor

• Release Group

The code release group classifies the vendor.

• • By default for the PF1_020 system the account is:
    
    • Z003 - Miscellaneous creditor FI (ZZCD)
    • Z004 - Self invoicing
    • ZZZZ - Normal vendor

3.1.2 Reference data

• Personnel number

The personnel number is the only feature within a client which is unique to an employee (PF1 and WP1). You have to enter a personnel number before you can display and maintain an employee's master data and time data.

3.2 Payment Transactions Accounting

3.2.1 Payment data

• Payment Terms

Key for defining payment terms composed of cash discount percentages and payment periods. These field is specific linked to the Financial Accounting.  

• • • The code must be provided by the request and if not must be equal to the information inside the Purchasing Organization.

3.2.2 Check double Invoice

3.2.3 Payment Method

3.2.4 Payment Block

3.2.5 House Bank

3.2.6 Individual Payment

3.3 Correspondence Accounting

3.4 Withholding Tax Accounting

3.5 Manual update

• To link Data team needs to fill in vendor number and company code:

•  Then, fill the mandatory fields:

10. Attachments

• Company link board

3.5 Extending vendors at Purchasing Org. Level

SYSTEM: PF1_020 / WP1_400

Enter transaction MK01

Fill in vendor number and purchasing org.:

IMPORTANT:

When extending a vendor at purchasing level, we take as reference the values by the following order:

1. Requester
2. Reference purchasing org., afterwards the requester must be informed about which purchasing org. has been used as reference and with which payment terms/currency.
3. No standard values defined

3.6 Block/Mark a vendor for deletion

3.7 Extending Vendors in PI1

3.7.1. Extending to the company level

SYSTEM: PI1

Enter transaction XK01

Fill in vendor number and CICC company code 0231:

1. Standard values

3.8 Email added in PI1 for payment advices

• The information should be provided directly by supplier or by Help Desk Team.

3.8.1. Payment Advices

Enter transaction FK02

Fill in vendor number with a flag on Correspondence and enter:

The email address provided should be added to field Clrk's internet

IMPORTANT:

Is possible to add more than one email address, they should be separated by a blank space. 

Once the changes have been made click on 

3.9 Create an Address Vendor (OA/F9)

3.9.1. OA - Ordering Address

This kind of vendors are mostly used to send POs and are normally requested by POC Team, in order to be added to Main Vendor at Purchasing Org. Level.

An OA vendor is an exact copy of the main vendor, but with a different email address (some times could be possible to have the need to create an OA with the same email address for contract purposes)

Open two SAP sessions, in the first one enter transaction XK02 with the main vendor and in the other enter transaction XK01.

Enter the correct account group (all options can be found by pressing F4, sorted by country and type of vendor), the account group should be for the same country as the main vendor but should mention Address

Copy all info and add the new email address.

Don't forget to transfer the vendor to the respective SAP System (PF1/WP1) and add OA in Search Term 2 

Afterwards the OA should be added to the Main Vendor at Purchasing org. Level (always provided by the requester)

In transaction MK02 (PF1/WP1) flag option Partner Functions and add update the OA with the new number:

Once the changes have been made click on 

3.9.2. F9 - Vend.Inv. Recipient

This kind of vendors are used for Selfbilling purposes and are normally requested by Selfbilling Team or directly by the locals.

An F9 vendor is an exact copy of the main vendor, but with a different email address.

Open two SAP sessions, in the first one enter transaction XK02 with the main vendor and in the other enter transaction XK01.

Enter the correct account group (all options can be found by pressing F4, sorted by country and type of vendor), the account group selected should be for the same country as the main vendor but should mention Address

Copy all info and add the new email address.

Don't forget to transfer the vendor to the respective SAP System (PF1/WP1)

Afterwards the request should be transferred to Materials Team in order to check the contracts and they will them transfer the Ticket to PTP AP Fileupload in order to set this new vendor for Selfbilling.

4. Transfer the information from PRS to other systems manually

Enter transaction BD14

Enter transaction BD87

Don't add any info and execute

Click on the arrow of the yellow sign, than click on the message type that you have used in BD14 (don't open, just click once) and execute

The information should be sent to the target system (PF1 / WP1 / PI1)

Go to the target system and do the BD87 again directly on PF1 or WP1 (we don't have access to do it in PI1)

The information should now be available in production.