EGN_5620_Enterprise_Sys_Vendor Master and Records D-2-2 Fall 2013

7/23/2019 EGN_5620_Enterprise_Sys_Vendor Master and Records D-2-2 Fall 2013

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Vendor Master Data & Records,Vendor Master Data & Records,

andand

Purchasing Information DataPurchasing Information Data

EGN 5620 Enterrise !"stems #onfigurationEGN 5620 Enterrise !"stems #onfiguration

$Professiona% M!EM$Professiona% M!EM

'a%%, 20()'a%%, 20()



January 2008January 2008

© SAP AG - University Alliances and© SAP AG - University Alliances and

The Rushmore Group !!" 2008# AllThe Rushmore Group !!" 2008# Allri$hts reserved#ri$hts reserved#

22

*"es of +u"er!u%ier Re%ationshis*"es of +u"er!u%ier Re%ationshis

Antagonistic◦ Parties view each other as the enemy (lose/lose)

Adversarial◦ Each party attempts to maximize their gain

(win/lose)Cooperative

◦ Parties understand the beneits o wor!ingtogether (win/win)

Collaborative◦ Parties loo! or opportunities to create value(win/win)






%%

*rend in +u"er!u%ier Re%ationshis*rend in +u"er!u%ier Re%ationshis

"raditional purchasing process tends to◦ Create an environment o mistrust and lowbidder mentality#

◦ $eading to higher total purchasing costs

"rend is◦ Collaborative partnership

◦ "o establish long term product/service supplycontact agreements

◦ %ia identiying# &ualiying# and cultivating longerterm suppliers/partners






&&

+enefits of Managing the+enefits of Managing the

!u%" +ase!u%" +aseContract with only world'class suppliers"he ewer suppliers# the lower the

purchasing overhead

Purchasing can pursue strategic sourcingissues# instead o clerical unctionstreamline the supply chainmprove overall &uality

mprove delivery perormance






''

Process for -ui%ding a su%" -aseProcess for -ui%ding a su%" -ase

*+ dentiy need or long term suppliercontract (agreement)

,+ -etermine speciic sourcing re&uirements

.+ dentiy potential suppliers

+ -etermine method o evaluating suppliers

0+ elect supplier or contract (agreement)

1+ 2egotiate and execute contract

(agreement)






((

!u%ier E.a%uation and !e%ection!u%ier E.a%uation and !e%ection

A critical step is to identiy and evaluatepotential suppliers

t usually involves supplier developmentaiming to

◦ -evelop partnership with good (product &uality) suppliers◦ mprove total cost and delivery perormance o purchased

materials and services

3ualiication process includes◦ %endor4s &ualiication

◦ %endor4s product/service &ualiication (vendor sub'range)






))

/ut%ine greement/ut%ine greement

$ong'term purchase agreementsCan be divided into the types below5

◦ Contracts

◦ cheduling agreementsCan be sub6ect to a release (approval or

clearance) procedure






88

#ontract Management#ontract Management

"rac! supplier perormance using metricsor◦ 7n'time delivery◦ 8aterial and/or service &uality

◦ 9eturned materials◦ Expedite issues◦ Pricing analysis

9esolve problems

Engage in continuous improvementprocess"erminate/renew contract agreement



January 2008January 2008© SAP AG - University Alliances and© SAP AG - University Alliances and


**

#ontracting 1uestions#ontracting 1uestions

:ow will potential suppliers be evaluatedand selected;

<hat procedures will be re&uired tomanage the contracts (and suppliers);

:ow will perormance be measured;:ow many are too many suppliers;◦ "oo many suppliers cost money◦ upplier integration◦ Collaborative agreements◦ upplier development◦ <ithout material production shuts down

<hat is the ris!;





+0+0

#reating a #ontract#reating a #ontract

s a long'term agreement with a vendor toprovide a material or service◦ =or an agreed upon period o time

◦ At a negotiated price or &uantityCan be created manually or with reerence

to purchase re&uisition# 9e&uest or 3uote(9=3)/&uotation etc+





++++

#ontract t"es#ontract t"es

3uantity contract◦ Agreement with a particular vendor to purchasea speciic &uantity o materials+ Example5 "arget &uantity o 0>#>>> meters o

electrical wire at ?,/meter+ (8@) %alue contract

◦ imilar to &uantity contract except theagreement is to purchase an established

monetary value o materials+ Example5 "arget value o ?*>>#>>> or electricalwire+ (<@)



Vendor Master Data & Records, andVendor Master Data & Records, andPurchasing Information DataPurchasing Information Data

!P Im%ementation!P Im%ementation

EGN 5620 Enterrise !"stems #onfigurationEGN 5620 Enterrise !"stems #onfiguration $Professiona% M!EM$Professiona% M!EM

'a%%, 20()'a%%, 20()





+%+%

Vendor Master DataVendor Master Data

ncludes all data re&uired or◦ rocessing -usiness transactions and

◦ corresonding ith .endors

normation is shared between the◦ accounting and

◦ urchasing deartments





+&+&

Vendor Master Data & Records,Vendor Master Data & Records,

and Purchasing Information Dataand Purchasing Information Data

Vendor master data and records aremaintained by both

◦ accounts payable (A/P) and◦ purchasing

Purchasing information data aremaintained primarily by

◦ purchasing





+'+'

Vendor Master DataVendor Master Data

master record must be created ore.er" .endor◦ Genera% data#

◦ #oman" #ode data (=inancial Accounting '

=)# and ◦ Purchasing data (8aterial 8anagement ' 88)

Purchasin$ data

"ondition "ontrol data

Partner ,unctions

"ompany code data

Account mana$ement Payment

transactions

General data

Address "ontrol data

Payment

transactions





+(+(

Vendor MasterVendor Master

!tructures of the Data!tructures of the Data G e

n e r a l -

a t a .

A d d r e s

sP u r c h a s i n $

- a t a

/endor +000+

General ata

"ompany "ode atainancial Accountin$ 13

Purchasin$ ata 1443





+)+)

Vendor Master Data 3 *"ica%Vendor Master Data 3 *"ica%

!creen!creen

%endor attributes that suicientlydierentiate them by their5

Address

ControlPayment "ransactionsAccounting normation

CorrespondencePurchasing -ataPartner =unctions





+8+8

General Data – Address

Address/endor 5ame

Search Term

Street address

"ity Re$ion Postal code

"ountry

Communication

!an$ua$e

Telephone a6 7-4ail

Vendor MasterVendor Master

Genera% Data 3 ddressGenera% Data 3 ddress





+*+*

Vendor Master4 Genera% Data 3Vendor Master4 Genera% Data 3

#ontro% Data#ontro% Data

ccount #ontro% Customer (i the vendor is both a vendor and acustomer)

Authorization

"rading partner (i the vendor is a part o anindependent company)

roup !ey (combines vendors to enhance thesearch capacity)





2020

Vendor Master4 Genera% Data 3Vendor Master4 Genera% Data 3

#ontro% Data#ontro% Data

*a Information◦ "ax codes used to enter - number o the vendor

◦ =iscal address◦ Country code

◦ City code

Reference Data rea◦ nternational locator number used to identiy a legal# unctional# or physical

location within a business or organizational entity◦ ndustry !ey allows similar vendors to be grouped by industry

◦ "ransport zone





2+2+

Vendor Master 4 Genera% Data 3Vendor Master 4 Genera% Data 3Pa"ment *ransactionsPa"ment *ransactions

+an Detai%s◦ Ban! @ey selected rom a match code with company code entered

◦ Ban! Account

◦ Account :older◦ Partner Ban! "ype (i vendor has more than one ban!

account# then it allows to se&uence those accounts)

Pa"ment *ransactions◦ Alternative Payee used to enter another vendor number

◦ nstruction @ey "o control which statements are given to the ban!s during the

payment order





2222

Vendor Master 3 ccountingVendor Master 3 ccounting

InformationInformation

ccounting Information◦ 9econciliation Account see next slide

◦ ort @ey used to select a sort or the allocation ield

◦ 9elease roup the release'approval group can be deined andconigured to allow only those in the group to beable to release or payment




The Rushmore Group !!" 2008# AllThe Rushmore Group !!" 2008# All

ri$hts reserved#ri$hts reserved#

2%2%

Reconci%iation ccountReconci%iation ccount

An individual /$ account recorded in line'itemdetail in the sub'ledger and summarized in the/$

"he inormation entered into the reconciliation

account is all line'item data rom the vendoraccount+"he reconciliation in the /$ is at the summary

level and is used to reconcile against the vendoraccount at the total level# while the sub'ledgeridentiies line'item data+






2&2&

Reconci%iation ccountReconci%iation ccount

Postings to su-4%edgers (such as accountsreceivable or accounts payable) areautomatica%%" concurrent%" osted to thecorresponding reconci%iation account in theGenera% 7edger

"hus# the eneral $edger is automaticallyupdated and remains in balance with thecustomer and vendor individual account totals






2'2'

Vendor Master 3 ccountingVendor Master 3 ccounting

InformationInformation

nterest Calculation◦ nterest Calculation ndication or automation interest calculation# and isconigured by accounting department

◦ nterest Calculation =re&uency used to select a period or calculation o interest

<ithholding "ax◦ <ithholding "ax Code

◦ Exemption 2umber






2(2(

ccount Grousccount Grousdentiier that controls which ields must

be entered when an account is created-etermine a valid number interval or

each o the groups (types) o eneral

$edger accounts that have commonattributes8ust be created beore eneral $edger

Chart o Accounts master records can be

createdDou must assign each account to an

appropriate account group



January 2008January 2008© SAP AG - University Alliances and The Rushmore Group !!" 2008# All ri$hts© SAP AG - University Alliances and The Rushmore Group !!" 2008# All ri$htsreserved#reserved# 2)2)

Account Groups

Chrt/accts Acct group Description From To

"9RT :S :alance Sheet 1:S3 +00000 %*****

"9RT P! ncome Sheet &00000 ******

"9RT RA Reconciliation ++0000 %+0000






2828

Account Group BS

Account control

Account management

Document entry

Bank/financial details

Interest calculation

Joint enture

Account Groups






2*2*

'ie%d !tatus'ie%d !tatus

=ield status controls how the data will beentered or a ield when an accountingmaster record is being used in atransaction

-etermining whether a ield is re&uired#optional# suppressed# or display only

=ield status controls are also relevant to aspeciic activity create# change# or

display






%0%0

'ie%d !tatus Variant'ie%d !tatus Variant

ld status $roupTe6t

;A!! All Accounts

;:SA :alance Sheet Accounts

;7<P 76pense Accounts

;GR 4aterial 4ana$ement 1GR=R3 Accounts ;R"5 Reconciliation Accounts

;R7/ Revenue Accounts






%+%+

ield status variant 1/0003 - Group ;:SA - :alance Sheet Acct#

General data

Additional account assi$nments

4aterials mana$ement

Payment transactions

Asset accountin$Ta6es

...

General ata Suppress Re># entry ?pt# entry isplay

Assi$nment num@er

Te6t

nvoice re,erence

Field Status !ariant






%2%2

Vendor Master 3 Pa"ment *ransactionsVendor Master 3 Pa"ment *ransactions

Pa"ment Data◦ Payment "erms (cash discounts and avorable paymentperiods oered by vendor)

◦ "olerance roup (the limit to which an event can deviate)

◦ Chec! -ouble nvoice (to chec! or double or duplicate

invoices when they are entered)◦ Chec! Cashing "ime

utomatic Pa"ment *ransactions◦ Payment 8ethods

◦ Alternate Payee

◦ Payment Bloc!(prevent any open items rom being paid)

In.oice Verification◦ "olerance roup






%%%%

Vendor Master 3Vendor Master 3

#orresondence ccounting#orresondence ccounting

-unning -ata◦ -unning Procedure "o remind vendors to deliver the material rom the purchase orders

◦ -unning Bloc! selected# the vendor is not or dunning run

◦ -unning 9ecipient◦ -ate o $egal -unning Procedure

Correspondence inormation◦ $ocal Processing

◦ Accounting Cler!

◦ Account <ith %endor used to identiy the company

◦ Cler! at vendor the contact person at the vendor side






%&%&

Vendor Master 3Purchasing DataVendor Master 3Purchasing Data

Conditions◦ 7rder Currency

◦ "erms o Payment

◦ ncoterms (next slide)

◦ 8inimum 7rder %alue

ales -ata◦ alesperson

◦ "elephone

◦ Account with vendor






%'%'

Vendor Master 3Purchasing DataVendor Master 3Purchasing DataIncoterms

are standard trade deinitions used in international contracts+ "he

nternational Chamber o Commerce based in Paris# devised these standardtrade deinitions+ "he *. incoterms are divided into our groups (arrival#departure# carriage paid by seller# and carriage not paid by seller)+

Group Incoterm "ong #ame "ocation

$%Departure $&' $( )ork #amed *lace

D % Arrial DAF Deliered at Frontier #amed *lace

D % Arrial D$S Deliered $( Ship *ort of Destination

D % Arrial D$+ Deliered $( +uay *ort of Destination

D % Arrial DD, Deliered Duty ,npaid Destination

D % Arrial DD* Deliered Duty *aid Destination

C% *aid CF- Cost and Freight *ort of Destination

C% *aid CIF Cost. Insurance. Freight *ort of Destination

C% *aid C*T Carriage *aid to Destination

C% *aid CI* Carriage. Insurance *aid Destination

F % ,npaid FCA Free Carrier #amed *lace

F % ,npaid FAS Free Alongside Ship *ort of Destination

F % ,npaid FB Free on Board *ort of Destination






%(%(

Vendor Master 3Purchasing DataVendor Master 3Purchasing Data

"ontrol ata AcBnoCled$ement Re>uired

To indicate i, acBnoCled$ement is re>uired upon receipt o, the order

Automatic Purchase ?rder

To alloC automatic issuance o, purchase order

Good receipt-@ased invoice veri,ication

To per,orm invoice veri,ication @ased on the $oods receipt amounts

Su@se>uent settlement

To alloC a re@ate

e,ault ata 4aterial Purchasin$ Group

Planned elivery Time

"on,irmation control 1con,irmation type and se>uence3






%)%)

Vendor Master 3 Purchasing Data 3Vendor Master 3 Purchasing Data 3

Partner 'unctionsPartner 'unctions

Partner =unctions◦ Fsed to deine the relationships between thevendor (or customer) and the company+

$ist o (%endor) Partner =unctions◦ AG alternative payment recipient◦ CA contract address◦ CP contact person◦ E9 employee responsible

◦ goods supplier◦ 7A ordering address◦ P invoice presented by◦ %2 vendor






%8%8

Vendor Master 3 Purchasing DataVendor Master 3 Purchasing Data

3 ccount Grou3 ccount Grou

%endor masters are assigned to a vendoraccount group

"hrough ield status maintenance# vendor

account groups can be set up or one'timevendors# regional vendors# and internalvendors

"he vendor account group controls both

type and number range assignment orvendors






%*%*

Purchasing Info RecordPurchasing Info Record

"he purchasing ino record providescontinuously updated inormation about◦ the relationship o a speciic material with a

speciic vendor◦ 7rder unit# price# price changes# tolerances#reminder inormation# historic data# statistics#texts

◦ Choice o automatic or manual updating






&0&0

!ource 7ist!ource 7ist

t stores inormation about where toac&uire a given material or a given periodo time

t speciies whether this source should be

used by 8aterials 9e&uirement Planning(89P)






&+&+

Purchasing *o%erancesPurchasing *o%erances

A tolerance limit set or allowed variancebeore a warning/error message isdisplayed

◦ Price variance Compares the price in the purchase order with thevaluation price stored in the material master

◦ 8aximum cash discount "his tolerance limit is set to assure that cashdiscounts do not exceed allowable discounts






&2&2

Goods Receits *o%erancesGoods Receits *o%erances

Purchase order price &uantity◦ "wo tolerance levels maintained per item "he maximum percentage variance beore a goodsreceipt postings is not allowed A percent variance that generates a warning

message but allows posting8oving average price variance

◦ the maximum moving average price changeallowed






&%&%

In.oice Receits *o%erancesIn.oice Receits *o%erances

"olerance limits conigured or invoicereceipts5 price# &uantity# and blan!etpurchase orders

"he tolerances include5◦ Amount or item with or without orderreerence

◦ Percentage 7ver/Fnder 3uantity %ariance◦ Exceed amount5 &uantity variance◦ Blan!et purchase order (value and time limit)

◦ Price variance






&&&&

utomatic ccount ssignmentutomatic ccount ssignment

Created to avoid manual postings oinancial transactions which ollow goodsmovements to relect the values otranserred materials

Fsed across all modules to !eep trac! othe values o materials that are beingconsumed (e+g+# production)# or transerredinto other valuation areas o the company

s a set o rules and master data whichenable the inancial trac!ing o logisticsmovement






&'&'


Va%uation Grouing #odeVa%uation Grouing #ode

Plant D P00&Plant D P00+

Groupin$ "ode

G00+

Plant D P00%

Plant D P002

Groupin$ "ode

G002

Plant D P00'






&(&(


*ransaction 8e"s*ransaction 8e"s

"ransaction @eys◦ "he transaction !eys are used to determineaccounts or posting !eys or line items whichare created automatically by the system+

◦ "he transaction !eys are deined in thesystem+






&)&)


*ransaction 8e"s*ransaction 8e"s

"ransaction @eys◦ nventory Postings +!9

◦ 7setting Entry or nventory Postings G++

◦ 8aterials 8anagement mall -ierences DI'

◦ Cost (price) dierences (PP%)

PRD◦ oods receipt / inv+ receipt clearing acct :R9






&8&8


ModifierModifier

8odiier H modiies the transaction !ey orvarious movement types◦ +%an H oods receipt rom purchase order

with account assignment

◦ V+R H oods issue to consumption◦ V9 H oods issue to sales H post to cost o

goods sold◦ ;' H oods receipt rom a production order

H post to production settlement◦ Etc+ H 8any others






&*&*

Materia% *"es & Va%uation #%assesMateria% *"es & Va%uation #%asses

Account category reerence5◦ Builds the lin! between material types and thevaluation class(es)






'0'0

Materia% *"es & Va%uation #%assesMateria% *"es & Va%uation #%asses

4aterial Type

R?9 1RaC 4aterial3

Acct "at# Re,

000+ D RaC 4aterials

/aluation "lass

%000

1RaC3






'+'+

Account

)2+0E E


P

l an t P E

E

E

/aluation "lass

%+00 1Tradin$ Good3

Groupin$ "ode

GE E E

?,,settin$ entry

G:: 1nv# postin$3

Account 4odi,ier

:lanB 1Goods receipt3

/aluation "lass

%0%0 1Supplies Good3

Groupin$ "ode

GE E E

Goods 4ovement

G:: 1nv# postin$3

Account 4odi,ier

:lanB 1Goods receipt#3

Account

)&00E E



EGN 5620 Enterrise !"stems #onfigurationEGN 5620 Enterrise !"stems #onfiguration $Professiona% M!EM$Professiona% M!EM

'a%%, 20()'a%%, 20()

!endor 0aster Data 1 -ecords. 1

*urchase Information -ecords

*$#. Inc2



Pen Inc< = !u%iesPen Inc< = !u%ies



Pen Inc< = Vendor MasterPen Inc< = Vendor Master



Pen Inc< = PurchasePen Inc< = Purchase

Information RecordsInformation Records



Pen Inc< = !ource 7istPen Inc< = !ource 7ist



Eercises=Eercises=**+ Create sales organization**0+ Assign sales organization to company code**I+ Assign distribution channel to sales organization*,>+ Assign division to sales organization*,,+ et up sales areas*,0+ Assign plant to sales organization and

distribution channel*,1+ Assign shipping point to plant*,I+ Create sales views or trading goods,>+ Create raw materials inventory account,>0+ Create inished goods inventory account

,>1+ Create raw materials expense account,>I+ Create inished goods expense account



EercisesEercises,I+ -eine storage location or raw materials

,J+ Create production scheduling proile,K+ Create production scheduler,0>+ Control Parameters or 89P,0*+ Assign availability chec! to order type

,0,+ -eine scheduling parameters or operations,0.+ -eine control parameters or order type,0+ Create conirmation parameters,00+-eine valuation or goods received,01+ Create material master or raw materials

,0I+ Create material master or inished products

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EGN_5620_Enterprise_Sys_Vendor Master and Records D-2-2 Fall 2013

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