Display Accounting Vendor€¦ · Web viewPurpose Vendor Master Data Maintenance - Direct Invoice Entry - Processing Logistical Invoices - Construction Management and State Invoice

Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor

Purpose Vendor Master Data Maintenance - Direct Invoice Entry - Processing Logistical Invoices - Construction Management and State Invoice Processing

Use this procedure to display an Accounting vendor master record.

Trigger

Perform this procedure when you need to review the address or SAP information.

Prerequisites

A vendor master record has to be present in the SAP master table.

Menu Path

Use the following menu path to begin this transaction:

Select Accounting Financial Accounting Accounts Payable Master Record Display to go to the Display Vendor: Initial Screen.

Transaction Code

FK03

Helpful Hints

The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).

On certain screens you may have to scroll to view some data entry fields.


Procedure

1. Start the transaction using the menu path or transaction code.

Display Vendor: Initial Screen

2. As required, complete/review the following fields:

Field R/O/C Description

Vendor Required Business partner that provides materials or services

Example:500011

The fields that will be displayed for review will depend on the vendor’s account group (i.e. which fields (optional or required) were completed.

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06_AP_FK03_Disp Acct Vend_0_VenMstrDataMaint_01.udc© University of Cincinnati 2/21



Company Code Required Organizational unit within Financial Accounting

Example:UC

3. Perform one of the following:If You Want To Display Then

Vendor’s address information Select to the left of Address.

Vendor’s 1099 tax information Select to the left of Control.Vendor’s bank account and alternative payee information Select to the left of Payment transactions.

Vendor’s payment data such as payment terms, payment method, etc.

Select to the left of Payment transactions.

Even though Contact Person, Correspondence and Withholding Tax appear as selection items the corresponding functionality is not turned on.

Vendor’s SAP accounting information (such as reconciliation account) and detailed 1099 tax information

Select to the left of Accounting info.

4.Click .

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Display Vendor: Address



Name Required A word or phrase that constitutes the distinctive designation of a person or thing

Example:Reach For The Top Film School

This information will appear on payee’s check.

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Unlabeled field (below the Name field)

Optional Additional name field

Example:TV/Film Production Dept

This information will appear on payee’s check.

Unlabeled field (two lines below the Name field)


Example:Mary Walker

This information will not appear on payee’s check.

Unlabeled field (three lines below the Name field)


Example:Lead Rep

This information will not appear on payee’s check.

Search term 1/2 Optional Two independent search term fields

Example:

The search terms are two independent fields. Currently there is no planned use for these fields. However, they may be used in the future and therefore are present on the screen. Vendor account group ZOTA will have data present in this field.

Street 2 Optional Additional address field

Example:United Way Building

This information will appear on the payee’s check

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Street 3 Optional Additional address field

Example:10th FIoor

Information in this field will not appear on the remittance check, however, additional street information can be stored here or comments about the vendor’s account.

House no./street Required Street name and number

Example:2430 Bancroft Way

The vendor’s street address (number and street name) can be entered in 2 independent fields. However, it has been decided to put the street number and name in one field. Therefore, the House no field will be blank. This information will appear on the payee’s check.

City/State/ZIP Code Required City, state and zip code part of the an address

Example:Dayton, OH 44420

Country Required Country name

Example:US

Telephone Optional Telephone number, consisting of area code and number, but without the country code

Example:937-222-4444

Extension Optional Telephone/fax extension code

Example:5555

Fax Optional Number of the vendor or customer's fax machine

Example:937-222-9999

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Extension Optional Telephone/fax extension code

Example:5555

E-Mail Optional Vendor or customer's e-mail address

Example:[email protected]

Comments Optional Internal notes

Example:Mary Walker Rep

Comments relevant to the vendor’s account are entered in the Comments field.

6. Click .

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Display Vendor: Control



Authorization Optional Allows a user to perform specific transactions; Authorizations are assigned to user log-on IDs

Example:

This field is used to limit access to specific vendors extended SAP security. Currently, there are no plans to limit specific vendor(s) via extended SAP security. This field will be blank.

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Group key Optional The group key is freely assignable and can be used in creating new match codes and or reporting evaluations

Example:

This field can be used in custom reports and match codes. Currently, there are no plans to use this field. Field will be blank.

Tax Number 1 Conditional Social security number

Example:222-90-8899

Vendors created with account group ZIND (AP Individual Payments) will always have this field completed. All other vendors have this field as optional and therefore may not have it completed.

Tax Number 2 Optional A tax ID number assigned by the Internal Revenue Service (IRS) to business entities

Example:

Typically, this field will not be used because most 1099 accounting vendors (account group ZIND) are individual persons not corporations.

Date of birth Optional Date of birth

Example:

This field will only be available for vendors defined with account group ZIND. However, this field will not be used, leave blank.

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Place of birth Conditional Place a person was born

Example:

This field will only be available for vendors defined with account group ZIND. This field will be used (when the information is available) for account group ZIND, foreign vendors only.

Profession Optional Professional trade

Example:


Sex Optional Gender

Example:


8. Click .

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Display Vendor: Payment transactions

9. As required, review the following fields:

The following fields are completed if the vendor requires to be paid via ACH.

10. Click .

11. Click .

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Display Vendor: Accounting information Accounting



Rec. Account Required The reconciliation account in G/L accounting is the account which is updated parallel to the sub ledger account for normal postings (for example, invoice or payment)

Example:21000000

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Sort key Conditional Default value for sorting line items in a line item display

Example:009

This field is used for line item reporting. Typical setting is ‘009’ External Document Number. This field is required for One Time vendors which will use value ‘022’.

Authorization Optional Allows a user to perform specific transactions; Authorizations are assigned to user log-on IDs

Example:

This field is used to limit access to specific vendors extended SAP security. Currently, there are no plans to limit specific vendor(s) via extended SAP security. This field will be blank.

Cash mgmnt group Optional Planning group in Cash Management

Example:

This field is used in cash management reporting. Although there is no immediate need for this field, it was kept optional in case a cash management reporting business requirement is defined later.

W. Tax Code Conditional Withholding tax code. Code used to determine the point at which the tax is posted, method of calculating the tax base amount, and accumulation

Example:07 (Non employee compensation)

This field is only required for account group ZIND.

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Exemption number OptionalExample:

Number of the certificate which is issued for

temporary exemption from withholding. The University currently does not store withholding tax exemption information, therefore this field will be blank.

WH Tax Country Conditional Country for whom withholding tax is being deducted; For US withholding tax reporting, no country specification is required

Example:Greece

This information is used for 1042 reporting for foreign vendors and will only be used for vendor account group ZIND.

Valid until Optional Date on which the exemption from withholding tax expires

Example:

The University currently does not store withholding tax exemption information, therefore this field will be blank.

Recipient type Optional Used in 1042 tax reporting to specify the type of recipient

Example:01 (Individual)

This information is typically used for 1042 reporting for foreign vendors.

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Exmpt.authority Optional Indicator that specifies the authority for a vendor's withholding tax exemption

Example:

The University currently does not store withholding tax exemption information, therefore this field will be blank.

Prev.acct no. Optional Master record account number from system outside of SAP

Example:

CUFS vendor account number will be stored in this field.

13. Click .

Display Vendor: Payment transactions Accounting (2)

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Payment terms Required Terms agreed upon with the vendor for the payment of goods supplied or services rendered

Example:0001

Tolerance group Required Freely definable group code for customers and vendors, or G/L accounts; Each tolerance group contains settings that affect cash discount and payment difference processing; These settings become effective during payment entry

Example:KRE1

The ‘KRE1’ tolerance group has been configured according to UC business requirements. Only use this tolerance group.

Cr memo terms Required Terms agreed with a customer or vendor that apply to the clearing of credits for goods supplied or services rendered

Example:0001

Chk double inv. Required Indicator that directs the system to check for duplicate vendor invoice and credit memo data entry; The system compares the following aspects of the transaction: vendor, currency, company code, document date, document amount and reference document number

Example:

During vendor invoice and credit memo data entry, the duplicate invoice message is a warning message.

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Chk cashng time Optional Number of days which usually pass until the vendor has cashed your check

Example:14

This field will be populated by the SAP system, Cash Management module. Typically no manual input is needed.

Payment methods Required List of payment methods which may be used in automatic outgoing payment transactions with this customer/vendor; If no payment method is specified on the master record, it must be specified on the invoice

Example:C (Check)

Payment block Optional Manual block key used to block an account for all outgoing payment transactions

Example:A (Manual block)

House bank Required Identification for an organization's particular cash account with a financial institution; All information regarding the account is determined using this key

Example:BANK

Grouping key Optional Represents a rule that is used to group together open items

Example:

There is no current business requirement to use this functionality. However, the field was left optional just in case the payment grouping functionality is needed in the future.

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Individual pmnt Optional Indicator that specifies all open invoices are to be paid separately

Example:

If the payee requires that individual checks be sent for every invoice, this field is activated.

Pmt meth.supl. Optional Payment method supplement used to indicate the sorting for printed checks; Payment method supplements were defined to mirror the CUFS disbursement groups

Example:MA

This will be set to MA for all vendors indicating that all checks will be mailed. If a particular vendor has a need to pick up checks, this can be set by choosing the correct code from the drop-down or this field can also be updated on the vendor’s invoices.

15. Click .

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Display Vendor: General Data (Enhanced)

16. As required, review the following fields:

These fields are applicable for vendor account group ZIND only.

17. Click .

18.Click .

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Last data screen reached

19. Click .

20.Click until you return to the SAP Easy Access screen.

21. You have completed this transaction.

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Result

You have reviewed an Accounting vendor master record.

Comments

None

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Documents

Display Accounting Vendor€¦ · Web viewPurpose Vendor Master Data Maintenance - Direct Invoice Entry - Processing Logistical Invoices - Construction Management and State Invoice