SAP Accounts Payable (AP) Module City of Portland Page 1 of 14 1/8/2013 Vendor Mass Change – XK99 Transaction XK99 allows you to change multiple vendor records at once. You can change one or more fields in a single operation, but all selected records must be changed in the same way, for example: change the Payment Block from null to B change Deletion Flag from null to X This transaction can only be used by users who have the Vendor Master Administrator role, RP_S_AP_Vendor_Master_Admin. Important note: mass change to vendor compliance data (EEO, Business license, etc.) is not possible with this transaction. Prerequisite : Before you start, have available the list of vendor numbers you want to change. A good way to develop this list is with ZVLIST, the Vendor Listing Report. Export your list to Excel and copy the vendor numbers to your clipboard when you’re ready to proceed. For this example, we’ll be making changes to the following fields for a small group of vendors (note that these changes aren’t logical—they’re just for demonstration purposes): Deletion flag from null to X Posting block from null to X Purch. block from null to B Payment method from C (check) to A (ACH) 1. Go to transaction XK99. You’ll see an information box containing instructions and warnings. It’s worth a read. Enter or click the green checkmark.
Transcript
SAP Accounts Payable (AP) Module City of Portland
Page 1 of 14 1/8/2013
Vendor Mass Change – XK99
Transaction XK99 allows you to change multiple vendor records at once. You can change one or more fields in a single operation, but all selected records must be changed in the same way, for example:
change the Payment Block from null to B
change Deletion Flag from null to X This transaction can only be used by users who have the Vendor Master Administrator role, RP_S_AP_Vendor_Master_Admin. Important note: mass change to vendor compliance data (EEO, Business license, etc.) is not possible with this transaction. Prerequisite: Before you start, have available the list of vendor numbers you want to change. A good way to develop this list is with ZVLIST, the Vendor Listing Report. Export your list to Excel and copy the vendor numbers to your clipboard when you’re ready to proceed. For this example, we’ll be making changes to the following fields for a small group of vendors (note that these changes aren’t logical—they’re just for demonstration purposes):
Deletion flag from null to X
Posting block from null to X
Purch. block from null to B
Payment method from C (check) to A (ACH)
1. Go to transaction XK99. You’ll see an information box containing instructions and warnings. It’s worth a read. Enter or click the green checkmark.
SAP Accounts Payable (AP) Module City of Portland
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Mass Maintenance: Vendors shows a list of all tables containing any vendor data. Those marked with a green check are in use by the City. An explanation follows for each table in use.
Vendor Master (General Section) LFA1 – Basic vendor data including name, address, contact, tax ID and search term fields, as well as Account Group (ZVND, ZVRT, etc.) Deletion Flag, Posting Block, and Purchasing Block Vendor Master (Company Code) LFB1 –Vendor data which might be different for different company codes. Since the City has only one company code, this data is very much like LFA1 data. Fields we use include: Created by, Created on, Clearing with Customer, Payment Block, Payment Terms, Accounting clerk, Alternate Payee, and Credit Memo Terms Vendor Master (Bank Details) LFBK – Banking data, required for ACH payment. Vendor master record (withholding tax types) LFBW – Withholding tax types. May contain multiple records per vendor. Vendor master record purchasing organization data LFM1 – Vendor data which might vary by purchasing org. Since the City has only one purchasing org, this table is populated for most of the City’s vendors equally. It includes Purchasing Block, Incoterms, and Payment terms (PO).
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2. On the Tables tab, select the tables containing the data you want to change by clicking in the selection box on the left of each row. For our example, the purchasing block, the deletion flag and the posting block are in LFA1, and the payment block is in LFB1.
(NOTE: LFA1 is the master data table for vendor records. LFA1 fields will automatically be included in all X99 results, whether or not you select LFA1 in this step.)
3. Now select the Fields tab. You will see all available fields from each of the tables you selected in step 2, arranged first by table, then by the column order native to the table.
The Description column shows the familiar name of the data field.
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The Fld.name column shows the table name followed by the technical field name. An appendix of the vendor fields commonly in use by the City is at the end of this document.
4. Select the fields you want to change. Here we have selected Deletion flag, Posting Block and Purch. Block from LFA1, along with Payment Methods from LFB1.
Click Execute.
You will see another warning, also worth reading. Enter or green check-mark.
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The next screen is where you enter the vendor account numbers you plan to change. Click on the multiple selection (yellow arrow) for the Vendor Field
In the Multiple Selections for Vendors screen, be sure you’re on the Select Single Values tab.
To paste your previously-copied list of vendors into the Single value field, click on Upload from Clipboard
.
Alternatively, you can type values into the fields directly.
Click Execute.
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Your list of vendors is now included in the Mass Maintenance screen. Since the City has only one Purchasing Organization and one Company Code, you can leave those fields blank.
Execute.
The resulting view will include a tab for each table you selected in step 2.
Hover your mouse over the column headings to see the full field name. Here, they are (C)entral deletion flag, (C)entral posting block and (C)entral purchasing block. The current value of each field is shown (null).
The vendors to be changed are listed and pre-selected.
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Be sure that all columns in the New Values row are selected. Enter the value to be applied to all the vendors in the list:
Click on Carry Out a Mass Change
The changes are applied to all the vendors in the list:
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Continue to the next tab.
As before, you can hover over the column heading to check the field name. Here, it is Payment (methods). The current values are shown.
Enter the desired new value and click on Carry Out Mass Change . The Payment Method is changed.
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Click on Save. You will see another warning
If you are sure the changes you have requested are correct, click on the green checkmark.
The system returns Messages from the Update Task listing the vendor accounts you have changed:
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5. Validate results. A visit to XK05 validates that the requested posting and purchasing blocks have been placed on vendor 100101:
Similarly, checking XK06 shows the new deletion flag:
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Finally, checking the Payment Transactions tab of XK03 shows that the payment method has been changed from C to B
This completes the vendor mass change operation.
SAP Accounts Payable (AP) Module City of Portland
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APPENDIX A: Field Definitions
TABLE FIELD
KNOWN AS COMMENT
LFA1 KTOKK 1 Account group
LFA1 LIFNR 2 Vendor Number
LFA1 NAME1 3 Name 1
LFA1 NAME2 4 Name 2
LFA1 SORTL 5 Search term 1 Search Term 2 is not available in XK99
LFA1 ORT01 9 City
LFA1 REGIO 10 Region (State)
LFA1 PSTLZ 11 Postal Code
LFA1 LAND1 12 Country
LFA1 PFACH 13 PO Box
LFA1 PFORT 14 PO Box city
LFA1 PSTL2 16 PO Box Postal Code
LFA1 TELF1 18 Telephone 1
LFA1 TELFX 20 Fax Number
LFA1 KUNNR 21 Customer
LFA1 SPERM 27 Purch Block
LFA1 SPERR 28 Posting Block
LFA1 LOEVM 29 Central Deletion Flag
LFA1 NODEL 30 Central Deletion Block
LFA1 SPERQ 31 Block function This is where total block reason 99 is entered
LFA1 ADRNR Z01 Address
LFA1 STCD1 Z04 Social Security No
LFA1 STCD2 Z05 Employer Identification No
LFA1 LNRZA Z11 Alternative Payee
ZVRT account number for a payee that will be automatically selected at invoice entry (typically a bank or collection agency)
LFA1 ERDAT Z17 Created on
LFA1 ERNAM Z18 Created by SAP username
LFA1 SPRAS ZZ Language Key
LFA1 STRAS ZZ Street
LFA1 TELF2 ZZ Telephone 2
LFB1 PERNR 22 Personnel Number
LFB1 ALTKN 23 Previous account no.
LFB1 ZTERM 24 Pmt Terms Non-PO
LFB1 ZWELS 25 Payment methods
LFB1 ZAHLS 26 Payment block
LFB1 AKONT Z12 Reconciliation acct
LFB1 XVERR Z13 Clearing with cust.
LFB1 XPORE Z14 Individual pmnt
LFB1 ZSABE Z15 Accounting clerk
LFB1 BUKRS ZZ Company Code Always COP1
LFB1 GUZTE ZZ Credit memo pyt term
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LFB1 REPRF ZZ Check double invoice
LFB1 UZAWE ZZ Pmt meth. supplement
LFB1 ZINRT ZZ Interest calc. frequency
LFB1 ZUAWA ZZ Sort key
LFBK BANKS Z06 Bank Contry Key
LFBK BANKL Z07 Bank Key
LFBK BANKN Z08 Bank Account
LFBK BKONT Z09 Bank control key
LFBK KOINH Z10 Account holder
LFBW WITHT 31 Withholding tax type 1
LFBW WT_WITHCD 32 Withholding tax code 1
LFBW WT_SUBJCT 33 Subject to w/tax 1
LFBW WITHT 34 Withholding tax type 2
LFBW WT_WITHCD 35 Withholding tax code 2
LFBW WT_SUBJCT 36 Subject to w/tax 2
LFBW WITHT 37 Withholding tax type 3
LFBW WT_WITHCD 38 Withholding tax code 3
LFBW WT_SUBJCT 39 Subject to w/tax 3
LFBW WITHT 40 Withholding tax type 4
LFBW WT_WITHCD 41 Withholding tax code 4
LFBW WT_SUBJCT 42 Subject to w/tax 4
LFBW LIFNR ZZ Vendor Vendor number from LFA1
LFM1 INCO1 43 Incoterms 1
LFM1 INCO2 44 Incoterms 2
LFM1 ZTERM Z16 Pmt Terms PO
LFM1 EKORG ZZ Purch. Organization Always COP1
LFM1 TELF1 ZZ Telephone Ordering telephone number
LFM1 VERKF ZZ Salesperson
LFM1 WAERS ZZ Order currency Always USD
LFZA BUKRS ZZ Company Code Always COP1
LFZA EMPFK ZZ Permitted Payee ZVRT account number for a payee that can be selected at invoicing
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APPENDIX B: Blocks and Flags
NAME Purchasing Block Posting Block
Deletion Flag
Deletion Block
Block func 99
Payment block
T-CODE XK05 XK05 XK06 XK06 XK05 XK02
TABLE LFA1 LFA1 LFA1 LFA1 LFA1 LFB1
FIELDNAME SPERM SPERR LOEVM NODEL SPERQ ZAHLS
CREATE REQ Blocked Not blocked Blocked Not blocked Not blocked Not blocked
CREATE PO/CONTRACT Blocked Not blocked Blocked Not blocked Not blocked Not blocked
CHANGE PO Not blocked Not blocked Blocked Not blocked Not blocked Not blocked
LIV INVOICE Not blocked Blocked Can't post Not blocked Not blocked Not blocked
VENDOR INVOICE Not blocked Blocked Can't post Not blocked Not blocked Not blocked
