Accounts Payable Version 1.0Unit 2: Master Data : 1 FI: Accounts Payable SAP-ERP Accounts Payable Version 1.0Unit 2: Master Data Course Agenda : 2 FI: Accounts Payable Course Agenda Unit 1: Introduction
Unit 2: Master Data
Unit 3: Invoice and Credit Note Processing
Unit 4: Payments
Unit 5: Inquiries
Unit 6: Reporting Unit Objectives : 3 FI: Accounts Payable Unit Objectives At the completion of this unit, you will be able to:
Describe the structure of the vendor master record
Describe the data maintained in a vendor master record
Display a vendor master record
Display block status Transaction Codes : 4 FI: Accounts Payable Transaction Codes Company Code Views
Display Vendor Master Record FK03
Display Block Status FK05
Company Code and Purchasing Views – Centrally
Create Vendor Master Record XK01
Change Vendor Master Record XK02
Display Vendor Master Record XK03
Display Block Status XK05 Key Terms : 5 FI: Accounts Payable Key Terms Account Group
Company Code/Accounting Data
Purchasing Data Account Groups : 6 FI: Accounts Payable The Account Group controls:
The screen layout which is the field that must be populated and the fields that are optional
Automatic generation of Vendor Number Account Groups Structure of the Vendor Master Data Record : 7 FI: Accounts Payable Structure of the Vendor Master Data Record The Vendor Master Data Record consists of:
General Data - is data that applies to all Company Codes such as vendor address and telephone numbers.
Company Code/Accounting Data - is information specific to accounting such as payment transaction data and the number of the Reconciliation Account.
Purchasing Data - is information relevant to purchasing, such as contact persons and terms of delivery. Vendor Master Record Screen (FK01) : 8 FI: Accounts Payable Vendor Master Record Screen (FK01) Account Group Account Group Company Code Purchasing Organization Vendor Master Record Screen (cont.) : 9 FI: Accounts Payable Vendor Master Record Screen (cont.) Each section consists of several tabs with different fields.
General Data Section consists of:
Control Data Details
Payment Transaction Details
Company Code/Accounting Section consists of:
Payment Transaction Details
Withholding Tax Details Vendor Master Record Screen (cont.) : 10 FI: Accounts Payable Vendor Master Record Screen (cont.) Purchasing Data
Vendors are Company Code specific.
A company code segment is required to make a vendor payment
A Purchasing Organization segment is required to issue a Purchase Order for each vendor. Vendor Master Record Screen (FK03) : 11 FI: Accounts Payable Vendor Master Record Screen (FK03) Information is held under these sections General Data – Address Data Section (FK03) : 12 FI: Accounts Payable General Data – Address Data Section (FK03) Forward to next tab Payment Transaction Tab (FK03) : 13 FI: Accounts Payable Payment Transaction Tab (FK03) Review Vendor Bank Information Create, Change and Display Vendor Data : 14 FI: Accounts Payable Create, Change and Display Vendor Data When creating a Vendor Master Record:
It is possible to copy the details from an existing vendor to a new vendor by copying with reference. Copy with reference Create, Change and Display Vendor Data (cont.) : 15 FI: Accounts Payable Create, Change and Display Vendor Data (cont.) It is possible to establish from the system, which user made any changes and when and what was changed – through transaction XK04. Block/Unblock a Vendor Master Record : 16 FI: Accounts Payable Block/Unblock a Vendor Master Record Prevents Purchase Orders from being issued to a vendor.
The block is set at Company Code and Purchasing Organization level.
Types of Block:
Posting Block – Not possible to post a finance entry onto the vendor account.
Purchasing Block – Not possible to create a Purchase Requisition or Purchase Order for the vendor. Initial SAP Screen to block a Vendor (FK05) : 17 FI: Accounts Payable Initial SAP Screen to block a Vendor (FK05) Block is set at this level Possible Block Types (FK05) : 18 FI: Accounts Payable Possible Block Types (FK05) A checked box indicates that the account is blocked Quality Block Available Options Include (XK05) : 19 FI: Accounts Payable Quality Block Available Options Include (XK05) Display block information from Vendor Master : 20 FI: Accounts Payable Display block information from Vendor Master Display block information from the Vendor Master Record Unit Recap : 21 FI: Accounts Payable Unit Recap Structure
Create, Change and Display
Display block Questions and Answers : 22 FI: Accounts Payable Questions and Answers