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 XK01 or FK01.

NOTE 1: 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

NOTE 2: In the PI1 system only the company code 0231 is maintained by the Data Team.

3.1 Accounting Information Accounting

3.1.1 Accounting Information

• Reconciliation Account (mandatory)

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 (mandatory)

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 (mandatory for WP1_400)

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.
      
      

• Check double Invoice (mandatory)

When incoming invoices are entered or when memos are entered in Financial Accounting (FI), the system checks whether an invoice or credit memo has already been entered for the same date. 

3.2.2 Automatic Payment Transactions

• Payment Method (mandatory)

List of payment methods which may be used in automatic payment transactions with this customer/vendor if you do not specify a payment method in the item to be paid.

• • By default for the PF1_020 system the account is:
    
    • 1 - BACS 
    • 3 - Foreign bank transfer
    • 5 - Direct debit

• • For the WP1_400 system:
    
    • T - Bank transfers
    • V - Dom. Bank Trf. 
    • Z - SEPA Credit transfer

• • For the PI1_20 system:
    • 6= - Sepa credit transfer plus Foreign transfer BE

• Payment Block

Block key that is used to block an open item or an account to payment transactions.

• • Most used - A - Blocked for payment

• House Bank (mandatory for PF1_020)

The key for the house bank is used if the vendor is always to be paid by the same house bank. 

• • By default for the PF1_020 system the account is:
    • FACT - Factoring Transfer

• Individual Payment

If this indicator is set, every vendor open item is paid separately during automatic payment transactions. This means that open items are not grouped together for payment.

3.3 Correspondence Accounting

3.3.1 Correspondence

• Clrk´s internet (PI1_020): used to send payment advises. 
  Is possible to add more than one email address, they should be separated by a blank space.  

3.4 Withholding Tax Accounting

3.4.1 Tax Information

In some countries, an additional country is needed for calculating or reporting withholding tax (ex.: France and Italy)

3.5 Manual update

• To link it needs to be filled in the vendor number and company code. It can be used a reference to copy all the data.

•  Then, fill the mandatory fields:

4. Purchasing Organization view

4.1 Purchasing data

The link between a vendor and a Purchasing Organization is performed with approval (list of Panel Managers can be found in the Purchasing Service Line portal).

The transaction used is XK01 or MK01.

NOTE: The link should be performed using the tool Vendor Workflow Request. In the situations where the vendor is already linked to other P. Organizations we can perform the link manually but the Payment Terms must be equal to the ones on the other P. Organizations.

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
   
   

4.1.1 Conditions

• Order currency (mandatory): Key for the currency on which an order placed with a vendor is based.

• Terms of Payment (mandatory): Key for defining payment terms composed of cash discount percentages and payment periods. The list can be found in the Purchasing Service Line.

• Incoterms (field 1 is mandatory): Commonly-used trading terms that comply with the standards established by the International Chamber of Commerce (ICC).

• Minimum order value: Minimum value specified for purchase orders issued to the relevant vendor.

• Pricing Date Control: Determines which date is to be used for price determination (pricing) purposes.

4.1.2 Sales data

• Salesperson: Responsible Salesperson at Vendor's Office.

4.1.3 Control data

• GR-Based Inv. Verif.: Indicator specifying that provision has been made for goods-receipt-based invoice verification for a purchase order item or invoice item.

• AutoEvalGRSetmt Del. (Evaluated Receipt Settlement - ERS): Specifies that evaluated receipt settlement (ERS) or the automatic generation of invoices according to an invoicing plan is to be possible in relation to materials supplied or services performed (respectively) with regard to this vendor or this document item. 
  NOTE: This option is not available in the tool Vendor Workflow Request. It is used to create a Self billing vendor and this type of action needs to be performed manually.

• AutoEvalGRSetmt Ret. (Automatic evaluated receipt settlement for return items): Indicates that automatic evaluated receipt settlement of return items is possible for this vendor or this document item.

• Acknowledgment Reqd (Order Acknowledgment Requirement): Determines whether the purchasing document ( purchase order, outline purchase agreement, etc.) is to be acknowledged by the vendor.

• Automatic purchase order (Automatic Generation of Purchase Order Allowed): Allows you to automatically generate purchase orders from purchase requisitions if the requisition has been assigned to a vendor (source of supply).

• Doc. index active: Subsequent settlement: Indicates that a document index is allowed for purchase orders issued to this vendor. The index is used for determining the relevant purchasing documents affected by changes to conditions offered by the vendor.

• ModeofTrnsprt-Border (Mode of Transport for Foreign Trade): Identifies the mode of transport (for example: road, rail, or sea) by which the goods cross a border during export or import.

4.1.4 Default data material

• Purchasing group: Key for a buyer or a group of buyers, who is/are responsible for certain purchasing activities.

• Confirmation Control: Determines which confirmation categories are expected for a PO item (e.g. order acknowledgment, shipping notification). The code is provided by the requested.
  Concerning ARIBA Project the codes are: Z017 or Z018.

4.1.5 Manual update

• To link it needs to be filled in the vendor number and the Purchasing Organization. It can be used a reference to copy all the data.

4.2 Partner Functions

The link between a vendor and a Partner is performed without approval. The transaction used is XK01 or MK01.

Functions: 

• OA - 
• VN - 
• IP - 
• GR - 
• F9 - 
  
  

10. Attachments

• • Company link board

3.6 Block/Mark a vendor for deletion

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.