Vendor - Knowledge Transfer

10.05.2012
Agenda:
Topics from the following documents to be covered:

- Vendor Customizing Documentation

- E0039 - Additional custom fields for Vendor

- E0057 - Backend Data Supplier for Vendor Set up

- W0009 - Vendor Creation, Extension, Maintenance and Modification, WF Approval

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 Vendor settings

Basic Configuration

Maintain Vendor Account Group and field selection

Menu Path: IMG > Logistics - General > Business Partner > Vendors > Control > Define Account
Groups and Field Selection

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 Vendor settings

Basic Configuration

Maintain Number Ranges for Vendor Account Group

Menu Path: IMG > Logistics - General > Business Partner > Vendors > Control > Define Number
Ranges for Vendor Master Records

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 Vendor settings

Basic Configuration

Define and Assign Partner Schemas

Menu Path: IMG > Materials Management > Purchasing > Partner Determination > Partner Setting
in Vendor Master Record > Define Partner Schemas
IMG > Materials Management > Purchasing > Partner Determination > Partner Setting
in Vendor Master Record > Assign Partner Schemas to Account Groups

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 Vendor settings

Basic Configuration

Define text types

Menu Path: IMG > Materials Management > Purchasing > Vendor Master > Define Text types for
Central texts
IMG > Materials Management > Purchasing > Vendor Master > Define Text types for
Purchase Organization texts

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 E0039 – Additional custom fields for Vendor

- grouped in Vendor Master Data under “Additional information” section in three main tabs:

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 E0039 – Additional custom fields for Vendor

E0039-A – Additional information at general data level

E0039-A1 – Vendor group ZZ_VENDGRPID Customizing node:
New field in table LFA1 IMG Altair  Vendor  Maintain Vendor
Group ID

Entries maintained in table ZALT_C_VENDGRP

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 E0039 – Additional custom fields for Vendor

E0039-A – Additional information at general data level

E0039-A2 – HFM Code ZZ_VBUND
New field in table LFA1

Entries maintained in table FAGL_SEGM

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 E0039 – Additional custom fields for Vendor

E0039-A – Additional information at general data level

E0039-A3 – Billing backup vendor group Customizing node:
ZZ_BKP_VENDORGRP IMG Altair  Vendor  Maintain Billing
New field in table LFA1 Backup Vendor Group

Entries maintained in table

ZALT_C_BKPVENDGP

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 E0039 – Additional custom fields for Vendor

E0039-A – Additional information at general data level

E0039-A4 – Requested, Approved, Modified
New fields in table LFA1

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 E0039 – Additional custom fields for Vendor

E0039-B – Additional information at company code level

E0039-B1 – Inter/intra company vendor
ZZ_INTER_INTRA
Only displayed if vendor account group is ZVIN
New field in table LFB1

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 E0039 – Additional custom fields for Vendor

E0039-B – Additional information at company code level

E0039-B2 – Requested, Approved, Modified
New fields in table LFB1

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 E0039 – Additional custom fields for Vendor

E0039-B – Additional information at company code level

E0039-B3 – Previous account number
ZZ_PREV_ACCT
New field in table LFB1

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 E0039 – Additional custom fields for Vendor

E0039-C – Additional information at purchase organization level

E0039-C1 – Price list maintained ZZ_PLIST
New field in table LFM1
Updated by the program ZALT_PUR_E_E0149 or when a price list is saved – see E0149

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 E0039 – Additional custom fields for Vendor

E0039-C – Additional information at purchase organization level

E0039-C3 – Requested, Approved, Modified
New fields in table LFM1

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 E0039 – Additional custom fields for Vendor

E0039-C – Additional information at purchase organization level

E0039-C4 – Pay when paid ZZ_PWP
New field in table LFM1

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 E0039 – Additional custom fields for Vendor

E0039-C – Additional information at purchase organization level

E0039-C5 – Previous account number ZZ_PREV_ACCT
New field in table LFM1

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 E0039 – Additional custom fields for Vendor

E0039-C – Additional information at purchase organization level

E0039-C6 – Scientific voice ZZ_SVOICE
New field in table LFM1

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 E0039 – Additional custom fields for Vendor

E0039-C – Additional information at purchase organization level

E0039-C2 – Media data

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 E0039 – Additional custom fields for Vendor

E0039-C – Additional information at purchase organization level

E0039-C2 – Media data

Table ZALT_T_ZZMEDIA

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 E0057 – Backend Data Supplier for Vendor Set up
Vendor Field Mapping File

- The fields which are shown on the UI, are mapped to the
fields in the backend (ECC).

- The field mapping between UI and backend is done based on

the Vendor Field Mapping File, which you can find attached:

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 E0057 – Backend Data Supplier for Vendor Set up

E0057-A Vendor creation from dummy vendor or reference vendor

A Dummy vendor will be created for each company code and purchase organization
If a reference vendor is specified by the user system will copy data from reference vendor and not use
dummy vendor data Create / extend vendor
Z001 Company
code F01 Purchasing Organization
F011

Reference vendor
Dummy vendor ZD01
Z001
Company code F01 Purchasing
Company code F01 Purchasing
Organization F011
Organization F011
Prerequisites: Golden rules:
- Vendor account group = Z001 - The functionality will run in the background:
- Dummy vendor existing for Company Code and user will have no possibility to influence dummy
Purchasing Organization vendor selection and copying logic
- An error message will be displayed if - The functionality will work both for vendor
Dummy vendor doesn’t exist for the creation and vendor extension (XK01)
specified Company Code and Purchasing - The functionality will work every time a vendor
Organization is created using the following vendor method:
- Functionality will work for vendor creation using Manual vendor creation without reference
UI vendor
- No reference vendor specified

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 E0057 – Backend Data Supplier for Vendor Set up

E0057-A Vendor creation from dummy vendor or reference vendor

Fields to be copied from the Dummy vendor

UI NAME Table Name Technical field name Type Length BACKEND NAME
Reconciliation account LFB1 AKONT CHAR 10 Recon account
Sort Key LFB1 ZUAWA CHAR 3 Sort Key
Planning/Cash mgmnt
LFB1 FDGRV CHAR 10 Cash mgmnt group
group
Payment methods LFB1 ZWELS CHAR 4 Payment methods
Payment terms LFB1 ZTERM CHAR 4 Payment terms
Order Currency (Vendor Purchasing
Order Currency LFM1 WAERS CUKY 5
Currency)
Terms of payment LFM1 ZTERM CHAR 4 Terms of payment
Purchasing group LFM1 EKGRP CHAR 3 Purchasing group
Tax classification LFM1 KALSK CHAR 2 Schema group vendor

Fields to be copied from the Reference vendor – please check

attached excel file

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 E0057 – Backend Data Supplier for Vendor Set up

E0057-B Partner functions at “general data” level

The requirement is to maintain partner functions on vendor general level. The partner functions from
general level should be automatically populated to all the purchasing organizations vendor has been
created in.
Backend: Partner functions available at UI: Partner functions available at
- General Data level - General Data level
- Purchasing Organization level

Partner functions maintained in Partner Schema

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 E0057 – Backend Data Supplier for Vendor Set up

E0057-B Partner functions at “general data” level

A new table has been created to store Partner Functions at General Data level ZALT_T_WYT3

Golden rules
- Partner Functions on General Data level after vendor is saved are automatically copied to all the
Purchasing Organization partner functions vendor has been created in.
- Regular user will only have access to Partner Functions at General level. Partner Functions at
Purchasing Organization level can be accessed from the backend, but only in display mode. The Partner
Functions copying from general to Purchasing Organization level should be applied on vendor SAVE.
- Copying Partner Functions will be conducted only one way. Partner Functions from general level will
be populated (and will overwrite existing data) to all Purchasing Organizations levels vendor is created
in.
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 E0057 – Backend Data Supplier for Vendor Set up

E0057-E Save (without submission) option for UI only

User is able to Park the data entered for the vendor (Save option) in UI without submitting if for
approval even if the vendor data is incomplete (mandatory fields missing).
The “Park” functionality is available for all three modes – create/change/extend.

Parking vendor will:

- Save changed data into temporary tables
- Assign “Parking indicator”
- No notifications are being sent.

The differentiation between triggering a ‘normal’ workflow (with approvals) and ‘parking’ (without
approvals) is passing additionally a ‘parking’ indicator to the temporary tables.
- General data level parking indicator ZALT_T_VD_CEN - PARKED_CEN
- Company code level parking indicator ZALT_T_VD_COM - PARKED_CON
- Purchasing organization level parking indicator ZALT_T_VD_PUR - PARKED_PUR

Vendor temporary tables are stored in the package ZALT_P_W_GENERAL and tables are starting
with ZALT_T_VD*.

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 E0057 – Backend Data Supplier for Vendor Set up

E0057-F Warning message during vendor modification If the vendor is blocked

When a user wants to change an existing vendor already blocked via transaction code XK02 / MK02
/ FK02 he will get a warning message if the vendor is already blocked for the company code or the
purchasing organization.

System will check the following:

1. If for the company code (RF02K-BUKRS) chosen posting block has been selected LFA1- SPERR=X
LFB1-SPERR=X, a warning message will be displayed “Vendor is blocked for posting in
CC(RF02K-BUKRS) ”

OR

2. If for the purchasing organization (RF02K-EKORG) chosen purchasing block has been selected
LFA1- SPERM=X or LFM1-SERPM=X, a warning message will be displayed “Vendor is blocked for
purchasing in purchasing organization (RF02K-EKORG)”.

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 E0057 – Backend Data Supplier for Vendor Set up

E0057-G Blocking in the UI and authorization logic

It is possible to block a vendor both for all Purchasing Organizations / Company Codes or specific
Purchasing Organization / Company Code posting directly from the change vendor transaction in
the UI.
For blocking vendor in the backend standard XK05 transaction code is used.
The following fields are used to set the posting blocks:

Blocking
level Field technical name Field description Logic description
General LFA1- SPERR Central Posting block Visible in the vendor additional data general level
and in the UI.
LFA1 – SPERM Central Purchasing block Visible in the vendor additional data general level
and in the UI.
Company LFB1-SPERR Posting block for selected company code Visible in the vendor additional data company code
code level and in the UI.
Purchasing LFM1-SPERM Purchasing block for selected purchasing Visible in the vendor additional data at purchasing
organization organization organization level and in the UI.

Authorisations:
- If the user has an access to transaction code XK05, fields LFB1-SPERR, LFM1-SPERM, LFA1- SPERR
and LFA1 – SPERM are editable in transaction codes XK01, XK02 and UI vendor create, change mode.
- If user has no access to transaction code XK05, fields LFB1-SPERR, LFM1-SPERM, LFA1- SPERR and
LFA1 – SPERM are NOT editable (only display) for transaction code XK02 and UI vendor
change/extend/create mode.

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 E0057 – Backend Data Supplier for Vendor Set up

E0057-H Vendor duplicate check

Prior to creating new master records in the SAP system, the system carries out a check for any
existing Vendor master records (duplicate prevention)
Fields used:

Country Field technical name Field description

US LFA1-STCD1 TIN Number
FR LFA1-STCD1 SIRET code
GB LFA1-STCD1 Company registration number
LFA1-PSTLZ Postal code
The warning message will appear while requesting the vendor.
The same warning message is passed during approval process to
each approver.
Duplicate check will not prevent users to save and approve a
duplicate vendor !
Logic applied to detect duplicates:
Case 1 – Display warning message if:
IF vendor country LFA1-LAND1 (of the created vendor)=US or FR search in the SAP database for
LFA1-LAND1(of the created vendor)= LFA1-LAND1 (of the existing vendor)
AND LFA1-STCD1 (of the created vendor)= LFA1-STCD1 (of the existing vendor)

Case 2 – Display warning message if:

If vendor country LFA1-LAND1 (of the created vendor)=GB search in the SAP database for
LFA1-LAND1(of the created vendor)= LFA1-LAND1 (of the existing vendor)
AND LFA1-STCD1 (of the created vendor)= LFA1-STCD1 (of the existing vendor)
AND LFA1-PSTLZ (of the created vendor) = LFA1-PSTLZ (of the existing vendor) 30
 W0009 – Vendor Creation, Extension, Maintenance and Modification,
Workflow Approval
Workflow requirements

Any user activity on vendor master with Vendor account group Z001 must go through the workflow
validation process prior to being created, extended or changed/modified. The workflow process
involves the submission of vendor creation / extension / modification requests which have to be
reviewed by approvers at Agency and Share Service Centre levels (SSC). After user submits a request
for vendor creation, extension, maintenance or modification, the system will trigger the workflow
validation process

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W0009 – Vendor Creation, Extension, Maintenance and Modification,
Workflow Approval
Workflow approvers determination

Client and Vendor Workflow

Requestor Approver 1 Approver 2

Create / extend
Agency or Approver at organization to SSC
Global Data
SSC User which the client / vendor is
Company Code Data being extended

Sales / Purch. Org. Data

Change Agency or SSC N/A

SSC User
Global Data

Change
Agency or Approver at organization to SSC
Company Code Data
SSC User which the client / vendor is
Sales / Purch. Org. Data being extended

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 W0009 – Vendor Creation, Extension, Maintenance and Modification,
Workflow Approval
Workflow approvers determination

The determination of responsible agents during approval processes depends on

- Approval object type:
Client; Vendor; Purchase Order
- Approval scenario:
V1 – vendor creation / extension; V2 – vendor change Global Data
- Approval level
- Organizational assignment/responsibility/role
AV – Vendor Agency Approver; SV – SSC Vendor Approver

Approver determination is basically reflected with two customizing tables:

- Definition of approvers according to their organizational assignment/responsibility
- Assignment of these approvers to approval scenarios and single approval levels

In addition approvers could be encapsulated in approver groups which collect approvers having the
same role regarding approvals/approval scenarios.

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 W0009 – Vendor Creation, Extension, Maintenance and Modification,
Workflow Approval
Workflow approvers determination
The table for the approver determination is maintained with transaction code ZALT_APPR (Define
Approvers) and looks as follows

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 W0009 – Vendor Creation, Extension, Maintenance and Modification,
Workflow Approval
Workflow approvers determination
The table for the approval levels is maintained with transaction code ZALT_APPLVL (Approval Levels) and
looks as follows

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 W0009 – Vendor Creation, Extension, Maintenance and Modification,
Workflow Approval
Workflow approvers determination
The table for the approver groups is maintained with transaction code ZALT_USRASGN (Assign Approvers to
Approvers Groups) and looks as follows

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 W0009 – Vendor Creation, Extension, Maintenance and Modification,
Workflow Approval
Workflow settings
The following tables are representing the temporary vendor workflow data

Table Table description

ZALT_T_VD_ADR Temporary Workflow Vendor Address Data
ZALT_T_VD_ATT Temporary Vendor Attachment
ZALT_T_VD_BAN Temporary Workflow Vendor Bank Detail Data
ZALT_T_VD_CEN Temporary Workflow Vendor Central Data
ZALT_T_VD_COM Temporary Workflow Vendor Company Code Data
ZALT_T_VD_CON Temporary Workflow Vendor Contact Person Data
ZALT_T_VD_DUN Temporary Workflow Vendor Dunning Data
ZALT_T_VD_EMA Temporary Workflow Vendor SMTP Data
ZALT_T_VD_FAX Temporary Workflow Vendor Telefax Data
ZALT_T_VD_MED Temporary WF Vendor Media Data Level
ZALT_T_VD_PAR Temporary Workflow Vendor Partner Function
ZALT_T_VD_PER Temporary Workflow Vendor Permitted as Pay
ZALT_T_VD_PHO Temporary Workflow Vendor Telephone Data
ZALT_T_VD_PUR Temporary Workflow Vendor Purchasing Organization
ZALT_T_VD_TAX Temporary Workflow Vendor Withholding Tax
ZALT_T_VD_TGR Temporary Workflow Vendor Tax Grouping Data
ZALT_T_VD_TXT Temporary Workflow Vendor Text Data
ZALT_T_VD_URL Temporary Workflow Vendor URL Data
ZALT_T_VD_VAT Temporary Workflow Vendor VAT Data
ZALT_T_VD_WYT Temporary WF Vendor Part. Funct. Data at General level Data

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 W0009 – Vendor Creation, Extension, Maintenance and Modification,
Workflow Approval
Workflow settings
The following tables are representing the temporary vendor workflow data

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 W0009 – Vendor Creation, Extension, Maintenance and Modification,
Workflow Approval
Email notifications
In general there are two types of vendor notifications:

- Approval notification => after completion of approval notification is sent to requester and approvers.
This notification is displaying the changes made by the requester or by the approvers.
- Approver notification => This is to inform the approver he has to take action for a workflow item .

The approver notification carries link to universal approval screen and the approval notification shows the
approved vendor

Email notification language is determined as follows:

- User basic data and language default maintained

(recommended due to save performance)
- If not with user basic data, from HR Mini Master
regarding organizational assignment (the assigned
company code belongs to a country/language)
- If not with HR, the default which is English

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 W0009 – Vendor Creation, Extension, Maintenance and Modification,
Workflow Approval
Escalation notification
There are two levels of escalations
- Level one to remind the approver
- Level two acts as escalation to line manager of the approver

Depending of the days maintain in the table ZALT_T_DEADLINE

Detailed configuration documentation for email notification content is maintained by workflow team

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 W0009 – Vendor Creation, Extension, Maintenance and Modification,
Workflow Approval
Tips and tricks
Transaction SWI2_FREQ can be used to analyse a vendor object in workflow

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 W0009 – Vendor Creation, Extension, Maintenance and Modification,
Workflow Approval
Tips and tricks
Transaction SWI2_FREQ can be used to analyse a vendor object in workflow

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 W0009 – Vendor Creation, Extension, Maintenance and Modification,
Workflow Approval
Tips and tricks
Transaction SWI1 can be used to analyse a Request ID in workflow

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 W0009 – Vendor Creation, Extension, Maintenance and Modification,
Workflow Approval
Tips and tricks
Transaction SWI1 can be used to analyse a Request ID in workflow

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 W0009 – Vendor Creation, Extension, Maintenance and Modification,
Workflow Approval
Tips and tricks
Transaction SWUE can be used to approve or reject in SAP GUI

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 W0009 – Vendor Creation, Extension, Maintenance and Modification,
Workflow Approval
Vendor create /change /extend validation outside of workflow
For vendors created or changed into SAP GUI, “Sensitive Fields for Dual Control (Vendors)” functionality is
used.

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