Configuration for Vendor master

Define Chart of account

Path : Financial accounting(new) > General ledger accounting (new) > Master data > G/L accounts > Preparations > Edit Chart of Accounts ListTcode: OB13

It defines the structure of G/L accounts.  It is a list of G/L accounts used by one or more company codes. In that Chart of account you have to specify the length of G/L accounts.

There are three types of Chart of Account are there.

1. Operative Chart of Accounts 2. Group of Chart of Accounts 3. Country Chart of Accounts.

1. Operative Chart of Accounts is a Chart of Account you use for the company code.

2. For different chart of accounts (operative COA) for different company code, you can group the chart of account into one chart of account for internal reporting, but cross company code controlling is not possible, because of different chart of account for different company code.   3. For different country you can have different reporting system. so for different company code you can have different company code, but can have same Operative Chart of account, so cross company code controlling is possible.

Assign Chart of accounts to Company Code

Path : Financial accounting > General ledger accounting > Master data > G/L accounts > Preparations > Assign company code to chart of accounts

Tcode: OB62

Define GL account group

In order to organize and manage a large number of G/L Accounts better, they are arranged in account group. When creating a G/L account, you must specify an account group.

The accounts of an account group normally have similar business functions. You could,

for example have an account group for cash accounts, one for Expenses accounts, one for

revenue accounts, and one for other balance sheet accounts etc.

The account group determines:

the interval in which the account number must be

which fields are required and optional entries when creating and changing master records

which fields are suppressed when creating and changing master data.

It enables you to control the layout of screens.

You use account groups to combine accounts according to the above criteria (for

example, a P&L account group, asset account group and material account group).

Note

Account groups for G/L accounts are based on the chart of accounts.

Standard settings

Account groups are defined for the standard charts of accounts.

Activities

Check and change the standard account groups as needed. If you set up your own charts

of accounts, you must specify account groups for them.

Path : Financial accounting > General ledger accounting > Master data > G/L accounts > Preparations > Define account group

Tcode: OBD4

Define Vendor account group

When you create a vendor master record, you are required to enter an account group. The account group determines:

How numbers are assigned (externally by you or internally by the system) and the number range from which they are assigned

Whether the vendor is a one-time vendor

Which fields appear on the screen and whether the user can or must make an entry

Whether there are any other levels on which data can be retained below the purchasing organization level (site and/or vendor sub-range), and if so, what these are

Which partner procedures are valid

Whether article default data is to be passed on to article master records and/or purchasing information records;

In Customizing, you define the account groups that are to be available.

One-Time Vendors

You can create special one-time master records for vendors from which you only order goods once or very rarely.

For example, you order merchandise from a different vendor, because your preferred vendor cannot deliver. In this case, you store the information on the vendor in a one-time vendor master record.

When you create a one-time vendor master record, you have to enter a one-time account group. The vendor-specific fields are then switched off. Information that the system usually provides as default data when you create documents does not appear and has to be entered manually.

Unlike other master records, one-time master records are used for a number of different vendors so that you do not have to create an unnecessarily large number of master records. This is why no vendor-specific data is stored in the master record. When you create a purchasing document using a one-time vendor, the system automatically branches to a master data screen for you to enter vendor-specific data such as name, address, or bank details. This information is then stored in the document.

Like other master records, one-time vendor master records can be displayed, blocked or deleted.

Path : Logistics general > Business partner > Vendors > Control > Define Account groups and fields selection (vendor)Tcode: OMSG

Partner Determination procedure

Partner Roles in Purchasing Use

The Business Partner "vendor" can assume different roles in its dealings with another enterprise. Accordingly, in a procurement transaction, the vendor is first the ordering address, then the supplier of goods, then the invoicing party, and finally the payee. For this reason, several partner roles (partner functions) can be assigned to the vendor.

One or more of these roles can also be assumed by other vendors. This data is used in the associated downstream logistics and accounting functions.

Features

The following partner roles are used in MM:

Vendor (LF) Ordering address (BA) Goods supplier (WL) Invoicing party (RS)

Define Partner Roles

Path : Materials management > purchasing > partner determination > partner roles > Define partner roles

Define Permissible Partner Roles per Account Group

You can specify that certain vendors may only serve as an ordering address, not as an invoicing party

Path: Materials management > purchasing > partner determination > partner roles > Define Permissible Partner Roles per Account Group

Define Partner Schemas

In this step, you define partner determination schemas.

Partner schemas allow you to group various partner roles. You can specify that certain roles in a schema are mandatory, i.e. cannot be changed after entry.

Path: Materials management > purchasing > partner determination > Partner Settings in Vendor Master Record > Define Partner Schemas

 

Assign Partner Schemas to Account Groups

Path: Materials management > purchasing > partner determination > Partner Settings in Vendor Master Record > Assign Partner Schemas to Account Groups

 Vendor master number range

Define Number Ranges for Vendor Master Records

In this step, you define the number intervals of the number ranges for vendor master records.

When a vendor master record is created, a unique number identifying the master record is assigned. The number comes from the number range provided for the account group.

There are two ways in which numbers can be assigned:

Internal number assignment

Here the SAP R/3 System automatically assigns a consecutive number from the number range defined.

External number assignment

Here you specify a number from the external number range

Activities

1. To define a number range, you must insert a new number interval:o Specify an alphanumeric key with a maximum of two characters.

o Specify the limits of the number interval. The individual number intervals must not overlap. Each number may therefore occur only once.

o Mark the number range if it is intended for external number assignment.

2. Then store the key of the number range in the account group table (see "Define Account Groups and Field Selection for Vendors").

Tcode: OMSJ

Assign vendor account group to number range(direct transaction OBAS)

Control the Vendor Master Fields

Path: SPRO> Financial Accounting(New)> Accounts Receivable and Accounts Payable-

>Vendor Accounts>Master Data->Preparations for Creating Vendor Master Data>

Define Account Groups with Screen Layout (Vendors)

Tcode: OBD3

Tcode: OBD3

Reconciliation account

Recon account is used to get the total of the sub-ledger postings. In SAP Vendor / Customer.... accounts are termed as Sub-ledger accounts and all these sub ledger accounts will be assigned to a particular recon account.

It is a General Ledger Account which connects subledger to main ledger for instant information. For ex. At a particular point of time, you want know total vendor outstanding amount, you don't need to total all vendor balances separately, this information available in general ledger of vendor reconciliation account.

Tcode: FS00