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).

General Principals

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.

Accounting Information Accounting

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

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.

Payment Transactions Accounting

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. 

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

NOTE: A request to update a payment method to the option DIRECT DEBIT must be checked by the SC Payments team.

• 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.

Correspondence Accounting

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.  

Withholding Tax Accounting

Tax Information

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

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:

Purchasing Organization view

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
   
   

EXCEPTION: The link can be performed manually in the vendors marked with LOG (Logistic vendors). The Panel Manager approval is needed.

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.

Sales data

• Salesperson: Responsible Salesperson at Vendor's Office.

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 (ex.: ticket 3714303).

• 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.

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.

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.

Partner Functions

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

Partner function allows you to identify which functions a partner has to perform in any business process.

Functions: 

• OA Ordering Address - by default is equal to the VN code. It is used when the address of the Vendor is different from the of the ordering.

Created at general data and transported to the system needed. The account group of the OA should be ZxAD.

• VN Vendor -  entity that sells (goods or services). 

Created at general and purchasing view

• GS Goods Supplier Address - the partner who sends the goods in case it is not equal with the vendor himself.

Created at general data and purchasing view 

• IP Invoice presented by - by default is equal to the VN code. It is the entity that will send the invoice.

Created at general data and company/accounting view.

• 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.

Manual update

• To update the partners of a vendor it needs to be filled in the vendor number and the Purchasing Organization.

Then you are able to insert (1), update (2) and/or erase a partner (2):

NOTE: The VN partner cannot be changed.

Plant view (only available for WP1 system)

The link between a vendor and a plant is performed without approval. It is performed when the information for the Plant is different from the one in the Purchasing Organization (Purchasing or Partner).

The transaction used is XK02 or MK02.

Manual update

• To link a vendor with a Plant it needs to be filled in the vendor number and the Purchasing Organization.
  
  
  

Then you click in the field  and select the option Yes:

The system will request the Plant code and the alternative data (Purchasing or/and Partner):

Then you will have the option of inserting new conditions and/or new partners:

Block/Mark for deletion

• The block at company and/or Purchasing level can be performed using the transaction XK05 :

• The mark for deletion at company and/or Purchasing level can be performed using the transaction XK06 :

NOTE: When a vendor is marked for deletion for all the Purchasing Organizations is means it is no longer used. The process of block and mark for deletion at a general level must start.

Mass update

XK99

Modifications and links can be performed massively. For that you use the XK99. Then, select the Table or the field and execute :

Select the tab ("Data Records to Be Changed" or "Data Records to Be Created") according to your request and then insert the data and execute:

Then, clicking in the button  (1) you will be able to select the fields (2 and 3) that you want to change (4):

To change all the vendors you insert the data in the first table (1), click in the field Name on both tables (2 and 3) and then click in the button  (4):

Then click in the button SAVE  . 

Useful information

• VWF Responsibilities

Attachments

• • Company link board