change purchasing vendor - uc.edu · web viewpurpose vendor master data maintenance use this...

Work InstructionFunctional Area: Purchasing Change Purchasing Vendor

Purpose Vendor Master Data Maintenance

Use this procedure to change a Purchasing vendor master record.

Trigger

Perform this procedure when a vendor’s information changes and the Buyer or Buyer Assistant submits a Vendor File Change Form.

Prerequisites

Information to be changed, provided by the Vendor or Buyer.

Menu Path

Use the following menu path to begin this transaction:

SelectLogistics Materials Management Purchasing Master Data Vendor Central Change to go to the Change Vendor: Initial Screen.

Transaction Code

XK02

Helpful Hints

The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).

On certain screens you may have to scroll to view some data entry fields. The process described in this procedure is only used to change a Purchasing vendor. AP

vendors are changed using a different process. A Buyer or Buyer Assistant will complete and submit a Vendor File Change Form for the

change to be made.


Procedure

1. Start the transaction using the menu path or transaction code.

Change Vendor: Initial Screen

2. As required, complete/review the following fields:

Field R/O/C Description

Vendor Required Unique number that identifies a vendor

Example:100021

Company Code Required Organizational unit within Financial Accounting

Example:UC

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02_PUR_XK02_Ch Purch Vendor Mstr Rec_0_VendMstrDataMaint_01.udc

© University of Cincinnati 2/25



Purch. Organization Required Code identifying the purchasing subdivision within the company

Example:UC

3. Click to select all the data screens (views).

If you know which screen(s) (views) contain the data that you need to change, select to the left of the appropriate screen(s).

4.Click .

Change Vendor: Address

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Name 1 Optional The name of the Vendor

Example:Horizon Environmental

The vendor name should be the correct and legal Vendor name exactly as identified by the Vendor, including any punctuation, spaces, etc. If the name is too long for this field, continue it on the Name 2 field. If it is too long, break up the name at the beginning of a complete word, not in the middle of a word. If this is not possible, abbreviate, following instructions from the Buyer.

Name 2 Optional The division name of the vendor

Example:Sales Division

This field can contain the remainder of the Company Name if it is too long to fit in the Name 1 field, or the Company Division name, if there is one.

House no. Optional House number part of the Vendor's street address

Example:131

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Street Optional Street name part of the Vendor's street address

Example:Martin Luther King BIvd.

Vendors converted from CUFS will have both the house number and the street combined in this field. Any new vendors are entered with the house number and the Street in the separate fields. Note that PO Box addresses need to be entered in the appropriate field below. If a street address is entered and a PO Box address entered, the PO Box address will be used on Purchase Orders. If there is a second address line, expand the address section and enter the second address line in the Street 2 field.

City Optional City name part of the Vendor's address

Example:Cincinnati

State Optional Region name (State, Province, County) part of the Vendor's address, depending upon the country

Example:OH

ZIP Code Optional Postal Code part of the Vendor's address

Example:45242-6820

Country Optional Country part of the Vendor's address

Example:US

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Time zone Optional Any of the 24 longitudinal divisions of Earth's surface in which a standard time is kept, the primary division being that bisected by the Greenwich meridian; Each zone is 15° of longitude in width, with local variations, and observes a clock time one hour earlier than the zone immediately to the east

Example:EST

Do not change this field. Leave it as the system default of “EST”.

PO Box Optional PO Box part of the Vendor's address

Example:21111

PO Box ZIP Code Optional Postal Code part of the Vendor's PO Box address

Example:45242-6820

Only enter a postal code here if there is a PO Box available.

Language Optional Language to be used to communicate with the Vendor

Example:EN English

Do not change from “EN English”.

Telephone Optional Telephone number of the Vendor

Example:513-241-0608

Telephone Extension Optional Telephone number extension of the Vendor

Example:2444

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Mobile Phone Optional Mobile Telephone number of the vendor

Example:513-209-0000

Fax Optional Fax number of the Vendor

Example:513-241-0609

Fax Extension Optional Fax extension of the Vendor

Example:2445

E-Mail Optional Email of the Vendor's Sale Representative

Example:[email protected]

Comments Optional Additional information regarding the Vendor

Example:Vendor Suspended

Use this field to enter comments as needed, especially when putting a block on a vendor for PO posting or payment.

6. Perform one of the following:If You Want To Then Go ToMake additional changes Click . Step 7

Exit this transaction Click . Step 29

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Change Vendor: Control



Tax Number 1 Optional Social Security Number of the Vendor

Example:224242424

Enter the vendor Federal Tax ID in this field if the ID is a social security number. Leave blank if it is not.

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Tax Number 2 Optional Federal Tax Employer Identification Number of the Vendor; A tax ID number assigned by the Internal Revenue Service (IRS) to business entities

Example:432429299

Enter the vendor Federal Tax ID in this field if the ID is not a social security number. Otherwise, leave blank.

ActuaI QM sys. Optional Description of the Quality Management system

Example:ZUC

Do not change this field. This field will contain ZUC if the QM system to field is not blank.

QM system to Optional Date the Vendor was entered in the previous system

Example:04/01/1989

Do not change this field. This field contains legacy information for the vendor entry date.

Date of birth Optional Birth date of the person subject to withholding tax

Example:01/01/1950



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Change Vendor: Payment transactions



Do not change information on this screen. A/P will change information during the invoice process if necessary. A/P uses the Permitted payee button to associate remit-to address records.

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Change Vendor: Accounting information Accounting



Sort key Optional Default value for sorting line items in a line item display

Example:009

Do not change from 009.

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W. Tax Code Optional Withholding tax code; Code used to determine the point at which the tax is posted, method of calculating the tax base amount, and accumulation

Example:07

Only change this field if the Recipient Type (see below) changes. This field must contain a “07” if the vendor’s Recipient Type is Individual (01), Partnership (02), or a Limited Liability Partnership (04), otherwise leave blank.

Recipient type Optional Type of vendor for tax purposes

Example:01





Rec. Account Optional 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)

Example:200001

Do not change from 200001.

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Change Vendor: Payment transactions Accounting



Payment terms (AP) Optional Vendor's payment terms for Accounts Payable, composed of cash discount percentages and payment periods

Example:0002

These are the payment terms for A/P. For Purchasing vendors these terms are always the same as the Purchasing payment terms.

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Tolerance group Optional Freely definable group code for customers and vendors, or G/L accounts; Each tolerance group contains settings that affect cash discount and payment difference processing; These settings become effective during payment entry

Example:KRE1

Do not change this field from KRE1.

Cr memo terms Optional Terms agreed with a customer or vendor that apply to the clearing of credits for goods supplied or services rendered

Example:0001

Do not change this field from 0001.

14. Verify that Chk double inv. is selected.

Do not deselect.



Payment methods Optional List of payment methods which may be used in automatic outgoing payment transactions with this customer/vendor; If no payment method is specified on the master record, it must be specified on the invoice

Example:N/A

Do not change this field. The system defaults a C in the field upon save and A/P will change the field during the invoice process if necessary.

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Payment block Optional Manual block key used to block an account for all outgoing payment transactions

Example:C

Always enter C (Purchasing Hold) in the Payment block field if a payment block is to be applied. This prevents any checks from being issued to the vendor, but allows Purchase Orders, Requisitions, and Invoices to be entered. This is the third of three indicators that may be used for various types of blocking.

House bank Optional Identification for an organization's particular cash account with a financial institution; All information regarding the account is determined using this key

Example:PNC01

Do not change this field from PNC02.

Individual pmnt Optional Indicator that specifies all open invoices are to be paid separately

Example:N/A

Do not change this field. A/P will change if necessary.

Pmt meth.supl. Optional Payment method supplement is used to indicate the sorting for printed checks; Payment method supplements were defined to mirror the CUFS disbursement groups

Example:MC

Do not change this field. A/P will change if necessary.

16. Perform one of the following:If You Want To Then Go To

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Make additional changes Click . Step 17


Change Vendor: Purchasing data


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Terms of paymnt Optional Vendor's payment terms for Purchasing, composed of cash discount percentages and payment periods

Example:0002

If the Terms of Payment that the vendor has indicated as their new terms are not configured in the system and available to select, contact the Buyer to see what terms they want to use, or if they want to have the new terms added to the system.

Incoterms (first blank field to right of Incoterms field)

Optional Vendor's shipping terms, including identification of ownership transfer point and freight charge responsibility

Example:1

18. Perform one of the following:If You Want To Then Go ToAdd or delete a material group Select EnvironmentClassification. Step 19


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Change Vendor: Classification

19. Click in the Value column located to the right of the Material Group field.

20. Click .

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Material Group

21. Perform the following:If You Want To Then

Add a material group Select to the left of the appropriate Material Group.

Delete a material group Deselect to the left of the appropriate Material Group.

22.Click .

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Change Vendor: Classification (2)

23. Click in the Value column located to the right of the Disadvantaged Business field.

24. Click .

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Disadvantaged Business Enterpr

25. Perform the following:If You Want To Then

Add a Disadvantaged Business Enterprise (DBE) code

Select to the left of the appropriate Disadvantaged Business Enterprise (DBE) code.

Delete a Disadvantaged Business Enterprise (DBE) code

Deselect to the left of the appropriate Disadvantaged Business Enterprise (DBE) code.

26.Click .

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Change Vendor: Classification (3)

27.Click .

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Change Vendor: Purchasing data (2)

28.Click .

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Change Vendor: Initial Screen (2)

29.Click until you return to the SAP Easy Access screen.

The system displays the message, "Changes have been made."

30. You have completed this transaction.

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Result

You have changed a purchasing vendor master record.

Comments

If you need to change another record, you can repeat the process without exiting the Change Vendor: Initial Screen.

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change purchasing vendor - uc.edu · web viewpurpose vendor master data maintenance use this...

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