on 10-29-2007 12:33 PM
Maintaining the Vendor Master Record
Hi,
Visit the following link:
http://help.sap.com/erp2005_ehp_02/helpdata/en/f8/35a138aa313d17e10000009b38f8cf/content.htm
Business transactions are posted to accounts and managed using those accounts. You must create a master record for each account that you require. The master record controls how business transactions are recorded and processed by the system.
http://help.sap.com/erp2005_ehp_02/helpdata/en/01/a9b53e455711d182b40000e829fbfe/content.htm
Before you create a vendor master record, you have to make and check some system settings. For more information about configuration, see the activities under Preparations for Creating Vendor Master Records in the Implementation Guide for Accounts Receivable and Accounts Payable Accounting.
Vendor master records are used by both the Accounting component and the Purchasing component. Before you create a vendor master record in Accounting, you need to make sure that the master record is not already created in Purchasing. You can use the search help to do this. For more information, see the Getting Started document. You can also use the automatic duplication check to ensure that users that you configure in Customizing. For more information, see the Change Message Control for Vendor Master Data activity in the Implementation Guide for Accounts Receivable and Accounts Payable Accounting.
The following topics explain how to create a vendor master record centrally for both Accounting and Purchasing and how to create a master record for just Accounting. Creating a vendor master record centrally involves entering data for both Accounting and Purchasing in one step. This method is possible only if you have installed and configured the Materials Management (MM)application. For more details, see the relevant documentation.
To enter master data for the accounting department only, use the appropriate functions in Accounting.
Regards,
Naveen.
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Functions for Maintaining Vendor Master Data
The following functions are available for processing vendor master records:
Create
Change
Display
Block/unblock
Mark for deletion/remove mark
If your company also has the Materials Management (MM) application component, you can create and maintain vendor master records either together or separately as follows:
Separately for the company code
Separately for the purchasing area
Centrally for both the company code and purchasing area at the same time
To enter data in the purchasing area, you need the Materials Management (MM) application component. There are three different ways to process master records since they are often created and maintained by different departments. In some companies, accounting and purchasing personnel maintain the general area together and their own areas separately. In other companies, vendor master records are maintained centrally.
Depending on how your company organizes its vendor information, authorizations will be assigned for creating and maintaining vendor records. This means that not every user may be able to use every function
The following functions are available for maintaining vendor master data:
Change the editing function
Under the Vendor menu, you can branch from the display function to the change function. You can also retrieve another master record to change or display. You can exit the function at any time.
Save the master record
You can save the vendor master record in any screen and return to the initial screen. When you create a master record, the system ensures that you fill out all the required fields. Choose Vendor ® Save from the menu bar.
Dual control for changes to the master record
You can protect important fields in your vendor master records against incorrect or unauthorized changes. When a "sensitive" field is changed, the vendor account remains blocked for the payment run until the field changes have been confirmed by a second authorized person.
The second authorized person confirms the changes to the master record under Confirmation of change in the main menu for vendor master records.
Go to another screen
The data in a vendor master record spans several screens. When displaying or changing a vendor master record, you can branch between screens by choosing Goto and then the required screen.
Administrative data, blocking data, and deletion flags
Under the menu bar option Extras, you can choose the following functions:
Administrative data shows you who created the master record and when.
Blocking data shows you whether the account is blocked.
Deletion flags show you whether the master record is marked for deletion.
In the Blocking data and Deletion flags functions, you can also set and remove the flags for blocking or deleting the master record. To do this, however, you have to be in the change function.
Texts
You can use the Texts function to enter texts about the vendor. This function is found under Extras.
Documents
You can use the Documents function to allocate documents that were scanned into the system (business reports or newspaper articles) to a vendor. This function is found under Extras.
Address versions
You can use this function to manage addresses in several scripts. This function is used in Japan, for example. The address versions are not, however, read by the system when it is configured to the standard settings.
Purchasing data
By choosing Goto ® Purchasing data, you can display the vendors purchasing data and partner functions.
Field and account changes
You can use the functions Field changes and Account changes to display changes to a certain field or to the entire vendor master record. Choose these functions via the menu bar option Environment.
Reference account
You can use the Reference account function to display the master record of an account specified as a reference in the vendor master record. If your vendor is also a customer, for example, you can switch to the customer master record. If you keep head office and branch accounts, you can also display the master record of the head office. Choose this function from the menu bar option Environment.
Bank details
When you enter, change, or display bank details in a vendor master record, you can display the master data of the banks specified in the master record. Choose this function from the menu bar option Environment.
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