CONFIGURING BUSINESS

PARTNER IN SAP S/4HANA

Scenario: Customer & Vendor with Same Numbers

Abstract
Master the SAP Business Partner configuration through this guide, gain hands-on-experience
and implement the BP concept for your clients with confidence

Mohammed Fahim Shaikh

[email protected]
Contents
1. Define Account Groups with Screen Layout (Customers) --------------------------------------- 2
2. Create Number Ranges for Customer Accounts -------------------------------------------------- 2
3. Assign Number Ranges to Customer Account Groups------------------------------------------- 3
4. Define Account Groups with Screen Layout (Vendors) ------------------------------------------ 3
5. Create Number Ranges for Vendor Accounts------------------------------------------------------ 3
6. Assign Number Ranges to Vendor Account Groups ---------------------------------------------- 4
7. Define Number Ranges --------------------------------------------------------------------------------- 4
8. Define Groupings and Assign Number Ranges ---------------------------------------------------- 5
9. Define BP Role for Direction Customer to BP ------------------------------------------------------ 5
10. Define Number Assignment for Direction BP to Customer ---------------------------------- 5
11. Define Number Assignment for Direction Customer to BP ---------------------------------- 6
12. Define BP Role for Direction Vendor to BP ------------------------------------------------------ 6
13. Define Number Assignment for Direction BP to Vendor ------------------------------------- 7
14. Define Number Assignment for Direction Vendor to BP ------------------------------------- 7
15. Creating a test BP ------------------------------------------------------------------------------------- 8
Business Scenario:

T here are situations under which Customer is also a Vendor. In such cases Business Partner
number is synced with Customers and Vendors. This is particularly useful in S/4HANA where
Business Partner can have different number ranges and Customer Vendors can have different
number ranges.

Business Partner can be created in the following ways:

a. BP can have different number range from Customer and Vendor accounts.
b. BP and Customer account can have similar number range.
c. BP and Vendor account can have similar number range.
d. BP, Customer Account and Vendor Account can have same number ranges.

In this demo, we are focusing on 4th Scenario wherein the BP number is aligned with both customer
and vendor Accounts.

Note: 0711 is a non-productive company code created for demo purpose only. None of the data shown
in this document pertains to my past or present SAP clients.

Let’s begin…

1. Define Account Groups with Screen Layout (Customers)

In this step you define Customer Account Groups as per your business requirements.

I have created a new Group CHEM for customer accounts who buy only chemicals from us.

IMG > Financial Accounting > Accounts Receivable and Accounts Payable > Customer Accounts >
Master Data > Preparations for Creating Customer Master Data > Define Account Groups with Screen
Layout (Customers)

2. Create Number Ranges for Customer Accounts

For the account group CHEM, we shall now create a new number range Z4 dedicated to CHEM
customers. Keep this number range as External so that we can copy the number generated by BP
Grouping and extend the same to Customer Accounts.

IMG > Financial Accounting > Accounts Receivable and Accounts Payable > Customer Accounts >
Master Data > Preparations for Creating Customer Master Data >> Create Number Ranges for
Customer Accounts
3. Assign Number Ranges to Customer Account Groups

Now, assign the number range Z4 to CHEM Account Group.

IMG > Financial Accounting > Accounts Receivable and Accounts Payable > Customer Accounts >
Master Data > Preparations for Creating Customer Master Data > Assign Number Ranges to Customer
Account Groups

4. Define Account Groups with Screen Layout (Vendors)

In this screen you define Vendor Account Groups as per your business requirements.

I have created a new Group CHEM for Vendor accounts who sell Chemicals to us.

IMG > Financial Accounting > Accounts Receivable and Accounts Payable > Vendor Accounts > Master
Data > Preparations for Creating Customer Vendor Data > Define Account Groups with Screen Layout
(Vendors)

5. Create Number Ranges for Vendor Accounts

IMG > Financial Accounting > Accounts Receivable and Accounts Payable > Vendor Accounts > Master
Data > Preparations for Creating Customer Vendor Data > Create Number Ranges for Vendor Accounts
For the account group CHEM, we shall now create a new number range Z4 dedicated to CHEM
Vendors. Keep this number range as External so that we can copy the number generated by BP
Grouping and extend the same to Vendor Accounts.

6. Assign Number Ranges to Vendor Account Groups

Now, assign the number range Z4 to CHEM Account Group.

IMG > Financial Accounting > Accounts Receivable and Accounts Payable > Vendor Accounts > Master
Data > Preparations for Creating Customer Vendor Data > Assign Number Ranges to Vendor Account
Groups

7. Define Number Ranges

In this step we shall define the number range for BP Grouping. We shall create a new number range
which is similar to the number range defined for Customer and Vendor. This will ensure that all your
customers and vendors have same account numbers.

We shall create a new number range Z4 and keep it as Internal number range.

IMG > Cross-Application Components > SAP Business Partner > Business Partner > Basic Settings >
Number Ranges and Groupings > Define Number Ranges
8. Define Groupings and Assign Number Ranges

In this step we are creating a new Grouping ID 0711 and describing it as 0711 Grouping for Chemical
Customers.

Next, assign the number range Z4 and click on Radio Button Int.Std.Grping. With this configuration
we have ensured that BP will be created with internal number range Z4.

IMG > Cross-Application Components > SAP Business Partner > Business Partner > Basic Settings >
Number Ranges and Groupings > Define Groupings and Assign Number Ranges

9. Define BP Role for Direction Customer to BP

In this step we are connecting Customer Account Group to BP Roles.

IMG > Cross-Application Components > Master Data Synchronization > Customer/Vendor Integration
> Business Partner Settings > Settings for Customer Integration > Define BP Role for Direction Customer
to BP

10. Define Number Assignment for Direction BP to Customer

In this step we are connecting BP Grouping with Customer Account Group and selecting Same
Numbers for BP & Customer Account Group.

With this configuration all new customer accounts will be created with same number range as
specified in BP Grouping configuration.

IMG > Cross-Application Components > Master Data Synchronization > Customer/Vendor Integration
> Business Partner Settings > Settings for Customer Integration > Assign Keys > Define Number
Assignment for Direction BP to Customer
11. Define Number Assignment for Direction Customer to BP

In this step we are connecting Customer Account Group with BP Grouping and Not Selecting Same
Numbers for BP & Customer Account Group.

We did not check the Same No box as we do not want the new customer accounts to pick their own
number range. Instead, we want the BP grouping to decide the number range, and we shall just extend
that number on customer account.

Cross-Application Components > Master Data Synchronization > Customer/Vendor Integration >
Business Partner Settings > Settings for Customer Integration > Assign Keys > Define Number
Assignment for Direction Customer to BP

12. Define BP Role for Direction Vendor to BP

In this step we are connecting Vendor Account Group to BP Roles.

Cross-Application Components > Master Data Synchronization > Customer/Vendor Integration >
Business Partner Settings > Settings for Vendor Integration > Define BP Role for Direction Vendor to BP
13. Define Number Assignment for Direction BP to Vendor

In this step we are connecting BP Grouping with Vendor Account Group and selecting Same Numbers
for BP & Vendor Account Group.

With this configuration all new vendor accounts will be created with same number range as specified
in BP Grouping configuration.

Cross-Application Components > Master Data Synchronization > Customer/Vendor Integration >
Business Partner Settings > Settings for Vendor Integration > Assign Keys > Define Number Assignment
for Direction BP to Vendor

14. Define Number Assignment for Direction Vendor to BP

In this step we are connecting Vendor Account Group with BP Grouping and Not Selecting Same
Numbers for BP & Vendor Account Group.

We did not check the Same No box as we do not want the new vendor accounts to pick their own
number range. Instead, we want the BP grouping to decide the number range, and we shall just extend
that number on vendor account.

Cross-Application Components > Master Data Synchronization > Customer/Vendor Integration >
Business Partner Settings > Settings for Vendor Integration > Assign Keys > Define Number Assignment
for Direction Vendor to BP

The configuration is now complete.

15. Creating a test BP

Let us now create a test BP and extend the same to Customer and Vendor Account.

1. Enter T-Code BP on Okay Code Screen, and Click on Organization

2. Choose the Grouping 0711 from the Drop-down list

3. Fill the Name 1, Search Term, Postal Address, and Language, and Click Save. BP no. 400003 is
created for the role 000000 Business Partner (Gen.). This information is available at client
level.
4. Click on Switch Between Display and Change button and Click on drop-down list Display in
BP role.

5. Select Role FLCU00 FI Customer

6. Click on More > Company Code

7. Enter Company Code number and Press Enter

8. Enter Reconciliation Account number, Sort key and Click Save.

9. BP 400003 is now extended to FI Customer 400003 (with same number as BP role 000000)
under Company Code 0711 and is ready for posting financial transactions such as Invoice,
Credit Note Payments, etc.

10. Now Choose FLVN00 Role from Drop-down list and Choose FLVN00 Vendor role. Enter Recon
A/c and Click Save.
11. Vendor is created with same BP number/Customer number 400003

Test result: Configuration was mapped correctly, and BP was created successfully.

Happy Learning