RWD Info Pak Templatesapinfo.leeds.ac.uk/content/xk01/wi/word/XK01wi.doc · Web viewVAT reg.no O Enter a VAT registration number, especially important for ZEUR (EU Traders) as it

Title:Create Vendor CentrallyModule:Financial AccountingCourse:Accounts Payable

Work Instruction

Create Vendor Centrally XK01

PurposeUse this procedure to create a vendor master record.

TriggerPerform this procedure when a vendor master record does not exist for a vendor from whom goods are to be purchased.

Prerequisites

Verify that the vendor does not already exist in SAP. This will avoid duplicate records being created.

Menu PathUse the following menu path to begin this transaction:

Select Accounting Financial Accounting Accounts Payable Master Records Maintain Centrally Create to go to the Create Vendor: Initial Screen.

Transaction CodeXK01

Additional Information

The need for vendor master records. Master records must be created for all vendors (suppliers) used in SAP prior to the input of a purchase order or an invoice. The master record contains the vendor’s name, address & payment details as well as some accounting and purchasing information. When a master record is created, the vendor is allocated an account number against which all their transactions are posted. The number range that the account will fall within depends on the account type.

Check if the vendor exists. Prior to creating the vendor, you should check that it does not already exist to avoid duplication of accounts. This can be done whilst in transaction FB60 (Invoice Entry) by clicking on the drop down box of the Vendor account field and searching on a variety of fields, e.g. name, postcode, etc.

Creating vendor master records. The transaction used to create the vendor master record is dependent on which vendor group they fall. Vendors are created either centrally (they contain both accounting and purchasing data so that they can be used for purchase orders) or they are created for accounting purposes only (they cannot be used for purchase orders).

Types of vendors

Type of Vendor Master Data Maintenance Vendor Account Group

Domestic UK Traders Created centrally under XK01. ZDOM

Filename: document.docReference: FIAP9

Version: PrelimLast Modified: 06.19.2001 15:04:00

Work InstructionPage 1 of 26


Type of Vendor Master Data Maintenance Vendor Account Group

EU Traders Created centrally under XK01. ZEUR

Foreign Traders (non EU) Created centrally under XK01. ZFOR

Subcontractors Created centrally under XK01. ZCON

External vendor ordering address Created centrally under XK01 and linked via partner functions to the invoice address (only the address screen and order currency field on the purchasing data screen are required to be completed).

ZEOA

Internal market ordering address Created centrally under XK01 and linked via partner functions to the invoice address (only the address screen and order currency field on the purchasing data screen are required to be completed).

ZOA

Staff payments Created using transaction FK01. ZSTF

Student payments Created using transaction FK01. ZSTU

External expenses Created using transaction FK01. ZXPS

Factoring company Created using transaction FK01. ZFAC





Procedure

1. Start the transaction using the menu path or transaction code XK01.

2. Perform one of the following:

If Go To

You wish to create a Vendor Step 3

You wish to create a Sub-Contractor Vendor (ZCON) Step 21





Create Vendor: Initial Screen

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

Field Name R/O/C Description

Vendor R Leave blank. A number is assigned by SAP when the transaction is saved.

Company code R Enter the company code.

Example: UNIV

Purch. organization R Enter the purchasing organisation.

Example: UNIV

Account group R Enter a group to which this vendor master record will be assigned.

Example: ZSTF for staff payments.ZDOM for domestic vendors.





A new vendor can be created with reference to an existing vendor. The system will copy certain data (non-vendor specific) from the referenced record into the new record.

4. If you want to reference an existing vendor, complete the following fields:


Vendor (Reference) O Vendor account number of the vendor to be referenced.


Example: UNIV

Purch. Organization R Enter the purchasing organisation.

Example: UNIV

5. Click on .





Create Vendor: Address



Title O Enter a title if a person; otherwise select Company.

Name R Enter a company or individual name.

Search term 1 / 2 R Enter a useful part of the vendors name up to 10 characters.

Street R Enter the company or individual’s street.

House number O Enter the company or individual’s house number.

Postal code O Enter the company or individual’s postal code.

City R Enter the company or individual’s city.

Country R Enter the company or individual’s country.

P.O. Box O Enter the company or individual’s P.O. Box.

Language R Enter the language to be used in correspondance.






Telephone O Enter the company or individual’s telephone number.

Fax O Enter the company or individual’s fax number.

7. Click on .





Create Vendor: Control



Customer R Enter the customer number if the vendor being set-up is also a customer in the system.

Authorization O Leave blank.

Group key O Leave blank.

VAT reg.no O Enter a VAT registration number, especially important for ZEUR (EU Traders) as it is required if we are to reclaim any VAT charged by EU vendors.

9. Click on .





Create Vendor: Payment transactions



Ctry O Enter the country where the bank resides.

Bank key O Enter the bank sort code.

Bank account O Enter the vendor’s account number at the bank.

Reference details O Enter the vendor’s account/roll number with the Building Society.

11. Click on .





Create Vendor: Accounting information Accounting



Recon. Account R Enter 20106.

Authorisation O Leave blank.

Sort key O Enter code to determine the information that appears in the allocation field of the line item.

Example: 014 for purchase orders.

Cash mgmnt group R Enter a cash management group.

Example: A1

Prev. acct no. O Enter the account number in FRS for accounts migrated from FRS.

13. Click on .





Create Vendor: Payment transactions Accounting



Payment terms R Enter the Universities’ standard payment terrms.

Example: Z44D

Tolerance group O Leave blank.

Chk double inv. OSelect to check for duplicate invoices.

Payment methods R Default payment method for the vendor, but can be overwritten when inputting the document.

Payment method M should only be used when a cheque is required before the next payment run for an individual document.

Payment method M should not be used on the vendor’s master record. Similarly, payment method S






(single item cheque) should not be used on the vendor master record.

Example: B for BACSC for ChequeG for Girobank (foreign banks)U for US$ chequeV for foreign currency payment

Payment block O Normally leave blank, but can be changed if you wish to block the vendor for payment.

Alternat. Payee O Vendor account number of the company who is to receive payment of all invoices posted to this account. Only used if the payment is to be made to another vendor, e.g. a factor company.

Grouping key O Leave blank.

Individual payment OSelect to indicate payments will not be grouped but rather separate payments will be generated for each line item.

Pmnt meth.supt. O Normally leave blank, but enter “1” if remittance is to be sent through internal mail.

15. Click on .





Create Vendor: Purchasing Data



Order currency R Enter the currency used in purchase orders.

Terms of payment R Enter the standard payment terms that appear on the purchase order.

Example: Z44D

Incoterms O Enter international trading terms that apply between shipper and receiver. Required for vendor group ZEUR.

Example: DEL

ABC Indicator O Enter the code indicating significance of the vendor based on annual spend. Required for vendor group ZEUR.

Example: A for most significant

ModeOfTrnspt-Border O Enter the mode of transport by which goods cross a border during import or export. Require for vendor group ZEUR.

Example: 1 for by sea2 for by rail






Office of entry O Enter the customs office through wich goods enter or leave the country. Required for vendor group ZEUR.

Example: GB

Acknowledgement required

OSelect to Indicate the purchasing document is to be acknowledged by the vendor. Required for vendor group ZEUR.

17. Click on .





Create Vendor: Partner functions


This screen is completed only if the ordering address differs from the payment address. Each ordering address must be linked to the paying address in the following way on the payment address vendor master record.


Partner function O Enter partner function to be defined. Use ordering address OA.

Example: OA for ordering address.

Number O Enter the vendor account number of the ordering address or INTERNAL if ordering address is to be the same.

19. Click on .






The system displays the message,"Vendor xxxx has been created for company code xxxx purchasing organization xxxx."

20. You have completed this transaction.

21. To create a vendor for vendor group ZCON - Subcontractors.

All invoices for construction work should originate from Estates Services, hence, any vendors that are created under this group should also be at the request of Estates to ensure we are compliant with Inland Revenue rules.

Academic departments should not deal directly with these vendors.








Vendor R Leave blank. A number is assigned by SAP when the transaction is saved.


Example: UNIV


Example: UNIV

Account group R Enter a group to which this vendor master record will be assigned.

Example: ZCON for sub-contractor.

A new vendor can be created with reference to an existing vendor. The system will copy certain data (non-vendor specific) from the referenced record into the new record.





23. If you want to reference an existing vendor, complete the following fields:


Vendor (Reference) O Vendor account number of the vendor to be referenced.


Example: UNIV


Example: UNIV

24. Click on .





Create Vendor: Address



Title O Enter a title if a person; otherwise select Company.

Name R Enter a company or individual name.

Search term 1 / 2 R Enter a useful part of the vendors name up to 10 characters.

Street R Enter the company or individual’s street.

House number O Enter the company or individual’s house number.

Postal code O Enter the company or individual’s postal code.

City R Enter the company or individual’s city.

Country R Enter the company or individual’s country.

P.O. Box O Enter the company or individual’s P.O. Box.

Language R Enter the language to be used in correspondance.






Telephone O Enter the company or individual’s telephone number.

Fax O Enter the company or individual’s fax number.

26. Click on .





Create Vendor: Control



Customer R Enter the customer number if the vendor being set-up is also a customer in the system.

Authorization O Leave blank.

Group key O Leave blank.

Tax code 1 R Enter the 13 digit certificate or card number.

Tax code 2 R Enter the national insurance number of CIS4 and CIS6 holders.

28. Click on .





Create Vendor: Payment transactions



Ctry O Enter the country where the bank resides.

Bank key O Enter the bank sort code.

Bank account O Enter the vendor’s account number at the bank.

Reference details O Enter the vendor’s account/roll number with the Building Society.

30. Click on .





Create Vendor: Accounting information Accounting



Recon. Account R Enter 20106.

Authorisation O Leave blank.

Sort key O Enter code to determine the information that appears in the allocation field of the line item.

Example: 014 for purchase orders.

Cash mgmnt group R Enter a cash management group.

Example: A1

W.tax code R Select from the drop down list based on the certificate provided by Estates Services.

Example: 04

Wth.tx cty R Enter the tax country, this is always GB.

Example: GB






Prev. acct no. O Enter the account number in FRS for accounts migrated from FRS.

32. Click on .





Create Vendor: Payment transactions Accounting



Payment terms R Enter the Universities’ standard payment terrms.

Example: Z44D

Tolerance group O Leave blank.

Chk double inv. OSelect to check for duplicate invoices.

Payment methods R Default payment method for the vendor, but can be overwritten when inputting the document.

Payment method M should only be used when a cheque is required before the next payment run for an individual document.

Payment method M should not be used on the vendor’s master record. Similarly, payment method S






(single item cheque) should not be used on the vendor master record.

Example: B for BACSC for ChequeG for Girobank (foreign banks)U for US$ chequeV for foreign currency payment

Payment block O Normally leave blank, but can be changed if you wish to block the vendor for payment.

Alternat. Payee O Vendor account number of the company who is to receive payment of all invoices posted to this account. Only used if the payment is to be made to another vendor, e.g. a factor company.

Grouping key O Leave blank.

Individual payment OSelect to indicate payments will not be grouped but rather separate payments will be generated for each line item.

Pmnt meth.supt. O Enter “2” for all CIS4 holders as the remittance should be stamped with the amount of tax deducted.

Example: 2

34. Go to Step 15 and follow all steps until the transaction is completed.

ResultYou have created a centrally maintained vendor.

CommentsNone.




Documents

RWD Info Pak Templatesapinfo.leeds.ac.uk/content/xk01/wi/word/XK01wi.doc · Web viewVAT reg.no O Enter a VAT registration number, especially important for ZEUR (EU Traders) as it