4.

7
September 2003
English

Accounts Payable
Accounting
Master Data
Business Process Procedures

SAP AG
Neurottstr. 16
69190 Walldorf
Germany

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SAP Best Practices Accounts Payable Accounting Master Data: BPP

Copyright

© Copyright 2003 SAP AG. All rights reserved.

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SAP Best Practices Accounts Payable Accounting Master Data: BPP

Contents
Master Data in Accounts Payable Accounting.....................................................................................6
Creating a Vendor Master Record................................................................................................... 7
Vendor Master Record: Confirming Changes..................................................................................9

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SAP Best Practices Accounts Payable Accounting Master Data: BPP

Icons

Icon Meaning
Caution

Example

Note

Recommendation

Syntax

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field
names, screen titles, pushbuttons as well as menu names, paths and
options.
Cross-references to other documentation.
Example text Emphasized words or phrases in body text, titles of graphics and tables.
EXAMPLE TEXT Names of elements in the system. These include report names,
program names, transaction codes, table names, and individual key
words of a programming language, when surrounded by body text, for
example, SELECT and INCLUDE.
Example text Screen output. This includes file and directory names and their paths,
messages, source code, names of variables and parameters as well as
names of installation, upgrade and database tools.
EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the
ENTER key.

Example text Exact user entry. These are words or characters that you enter in the
system exactly as they appear in the documentation.
<Example text> Variable user entry. Pointed brackets indicate that you replace these
words and characters with appropriate entries.

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Abbreviations

EUP End-user procedure

R Required entry field

(used in the end-user procedures)
O Optional entry field
(used in the end-user procedures)
C Conditional field
(used in the end-user procedures)

This document refers to company code BP01, which uses the chart of accountsCAZH.

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SAP Best Practices Accounts Payable Accounting Master Data: BPP

Master Data in Accounts Payable Accounting

Purpose
All business transactions are posted to and managed by means of accounts. You have to create a
master record for each account that you need. The master record contains data that controls how
business transactions are entered in the account and how posting data is processed. In the master
record, you can also store all the data that you need for conducting business with the vendor.
Vendor master records are used by both the financial accounting department (accounts payable
processing) and the purchasing department (MM) in your company. This document, however, only
discusses the general data in vendor master records and the financial accounting aspect of these.

Prerequisites
The settings have been made for accounts payable accounting.

Process Flow
You can execute the following transactions in master data processing:
 Create
 Change
 Display
 Block/unblock
 Mark for deletion
 Display changes
Once you have created or changed the master records, you have to make sure that another SAP
user confirms the changes made.
This is known as ‘dual control’ and is active in the system. Certain fields are protected; in other
words, if one of these fields is changed, the account is blocked for the payment run. Another user
must check and confirm these changes. The account is then unblocked for the payment run
(transaction FK09).
The following fields are indicated as sensitive in the vendor master record:
Field name Description
LFA1-LNRZA Alternative payee
LFB1-LNRZB Alternative payee
LFBK-BANKL Bank key
LFBK-BANKN Bank account number

Result
Vendor master records have been created and can be posted.

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Creating a Vendor Master Record

Procedure
1. Call up the transaction as follows:

Menu path Accounting  Financial Accounting  Accounts Payable 

Master Records  Create
Transaction Code FK01

2. In the Create Vendor: Initial Screen, enter the required data.

Field Description R/O/C User action and values Comment

name
Vendor R/O 1000 Example:
Vendor account
number as it is
external number
assignment
Company code R BP01
Account group R DEMO Exter. no.
assgnment

Choose Enter.

3. In the Create Vendor: Address screen, enter the required data.

Field Description R/O/C User action and values Comment

name
Name R Muller GmbH Example
Search term 1 R Muller GmbH Example
Street/house number O Main Street 22 Example
Postal code/City R 100000 Beijing Example
Country R CN Example
Language R English Example
Telephone O 06221/12-2345 Example

Choose Enter.

4. In the Create Vendor: Control screen, enter the required data.

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Field Description R/O/C User action and values Comment

name
Customer O (Customer) Only if clearing
required
Trading partner O Only if the
company is an
affiliated
company
VAT registration number O Example

Choose Enter.

5. In the Create Vendor: Payment Transactions screen, enter the required data (if you
require bank details).

Field Description R/O/C User action and values Comment

name
Country O CN Example
Bank key O 123456789-1 Example
Bank account O 1234567 Example
Account holder O Muller GmbH Example
Collection authority O Example
Alternative payee O Only if payment
is to be made to
a different
vendor

Choose Enter.

6. In the Create Vendor: Accounting Information Accounting screen, enter the required
data.

Field Description R/O/C User action and values Comment

name
Reconciliation account R 21210101 Example
Sort key R 009
Cash management group R A1 Example

Choose Enter.

7. In the Create Vendor: Payment Transactions Accounting screen, enter the required data.

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Field Description R/O/C User action and values Comment

name
Payment terms O 0001 Example
Tolerance group O

Payment methods O CU If required

Choose Enter.

8. In the Create Vendor: Correspondence Accounting screen, enter the required data.

Field Description R/O/C User action and values Comment

name
Accounting clerk O Example
Account with vendor O Example
Clerk at vendor O Example
Accounting clerk’s O Example
telephone number
Save your entries.

Result
The vendor master record has been created under the number entered.
If you choose an account group with internal number assignment to create the vendor account, the
system automatically assigns the next available number in the corresponding number range that has
been assigned to the account group.
The account can now be posted, but is blocked for payments, since dual control is active.

Vendor Master Record: Confirming Changes

Procedure
1. Access the system again with a different user ID.

2. Call up the transaction as follows:

Menu path Accounting  Financial Accounting  Accounts Payable 

Master Records  Confirmation of Change  Single

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Transaction Code FK08

OR
Menu path Accounting  Financial Accounting  Accounts Payable 
Master Records  Confirmation of Change  List
Transaction Code FK09

3. In the Display/Confirm Critical Vendor Changes screen, enter the required data.

Field Description R/O/C User action and values Comment

name
Vendor R 1000 Example
Vendor to O 1100 Example
Company code R BP01 Example
Company code to O
Accounts not yet R Activate
confirmed
Accounts refused R Activate
Accounts to be confirmed O
by me

Choose Enter/Execute.

4. In the Display/Confirm Critical Vendor Changes screen, use Choose Detail to choose a vendor.

5. In the Confirm Change Vendor: Details Accounting screen, you can choose the following
functions:

a. Display changes to sensitive fields

b. Confirm – all the changes made are confirmed. The status of the vendor chosen
changes to “Confirmed”.
Choose Save.

c. Refuse – all the changes made are refused

6. In the Display/Confirm Critical Vendor Changes screen, you can choose the next vendor.

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Result
Once you have confirmed the changes made, the account is automatically unblocked and the open
items can now be paid.

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