Change Accounting Vendor
Functional Area: Accounts Payable / Change Accounting Vendor
Purpose
Use this procedure to change an accounting vendor master record.
Trigger
Perform this procedure when the AP Department or a Department within the University identifies the need to update a vendor master record.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
· Select AccountingFinancial AccountingAccounts PayableMaster recordsChange to go to the Change Vendor: Initial Screen.
Transaction Code
FK02
Business Process Description
Vendor master data is categorized in two different ways: (1) Accounting Vendor records and (2) Purchasing Vendor records. The Accounts Payable (AP) Department maintains the Accounting Vendor records. The Purchasing Vendor records are maintained by the Purchasing Department with the AP Department’s input on specific fields (fields in the Company Code view).
Another difference between an Accounting Vendor and a Purchasing Vendor is the Purchasing Vendors will be used on Purchase Requisitions/Purchase Orders. Accounting Vendors will be used on Payment Requests.
Since the Accounting Vendors are maintained by the AP Department, this BPP will focus on those vendors only. The Accounting Vendors are broken into several groups (called Account Groups). The defined account groups are as follows:
· Individual 1099 Payments (ZIND)
· Library Vendors (ZLIB)
· Repeat AP Vendors (ZVAR)
· One Time Vendors (ZOTA)
· Individual 1099 Payment Remit-to (ZIRT)
· Library Vendor Remit-to (ZLRT)
· Repeat AP Vendor Remit-to (ZVRT)
The Accounting Vendor records have different account groups because each account group has specific field status requirements. For example, the Individual 1099 Payment account group (ZIND) has 1099 tax code information as required information and the other account groups do not. Additionally, each account group has their own account number range
The AP Department will be responsible for the data maintenance (create, change, etc.) for all Accounting vendors. Typically reasons for modifications to a vendor master record are updates to address information, updates to bank account information (used to conduct ACH payment transactions), etc. Usually the need to update a vendor master record is found by the AP Department’s review of the vendor’s invoice. If a Department within the University requires updates to a vendor master record, the AP Department requires a request in writing to be submitted (e-mailed Vendor Master Maintenance Form).
It is important to note that if a vendor requires a payment remittance address that is different from their standard vendor address, this change requires an alternative payee vendor to be created and linked to the vendor record prior to invoice data entry into the system. For more information on alternative vendor master records, see FK01_CREATEALTERNATIVEPAYEEVENDOR. Once the alternative payee vendor has been created in the system, the two records (alternative payee and standard vendor) are linked together using this Change Vendor Master Record transaction (FK02).
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.
· Click to select all options on the Change Vendor: Initial Screen.
· Click to expand sections.
· Click to collapse sections.
Work Instruction
Functional Area: Accounts Payable / Change Accounting Vendor
Procedure
1. / Start the transaction using the menu path or transaction code.
Change 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:
500001
Company Code / Required / Organizational unit within Financial Accounting
Example:
UC
3. / Perform one of the following:
If You / Then
Want to view the vendor’s address information / Select to the left of Address.
Do not want to view the vendor’s address information / Deselect to the left of Address.
4. / Perform one of the following:
If You / Then
Want to view the vendor’s 1099 tax information / Select to the left of Control.
Do not want to view the vendor’s 1099 tax information / Deselect to the left of Control.
5. / Perform one of the following:
If You / Then
Want to view the vendor’s bank account and alternative payee information / Select to the left of Payment transactions (General data section).
Do not want to view the vendor’s bank account and alternative payee information / Deselect to the left of Payment transactions (General data section).
6. / Perform one of the following:
If You / Then
Want to view the vendor’s SAP account information (such as reconciliation account and detailed 1099 tax information) / Select to the left of Accounting info.
Do not want to view the vendor’s SAP account information (such as reconciliation account and detailed 1099 tax information) / Deselect to the left of Accounting info.
7. / Perform one of the following:
If You / Then
Want to view the vendor’s payment data such as payment terms and payment method / Select to the left of Payment transactions(Company code section).
Do not want to view the vendor’s payment data such as payment terms and payment method / Deselect to the left of Payment transactions (Company code section).
8. / Click .
Change Vendor: Address
9. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Name / Optional / A word or phrase that constitutes the distinctive designation of a person or thing
Example:
Mary Walker
This will appear on the payee’s check.
Unlabeled field (below the Name field) / Optional / Additional name field
Example:
Software Consultant
This will appear on the payee’s check.
Search term 1/2 / Optional / Two independent search term fields
Example:
The search terms are two independent fields. The only account group that requires data entry into this field is the One Time vendor account group (ZOTA) For all other account groups, there is no planned use for these fields. However, they may be used in the future and therefore are present on the screen.
House no./street / Optional / Street name and number
Example:
520 Miller Street
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. The information in the vendor’s street address will appear on the payee’s check.
City/State/ZIP Code / Optional / City, state and zip code part of the an address
Example:
Dayton, OH 45220
This information will appear on the payee’s check.
Country / Optional / Country name
Example:
US
Telephone / Optional / Telephone number, consisting of area code and number, but without the country code
Example:
1-513-555-1212
Extension / Optional / Telephone/fax extension code
Example:
3456
Fax / Optional / Number of the vendor or customer's fax machine
Example:
1-513-555-2121
Extension / Optional / Telephone/fax extension code
Example:
3457
E-Mail / Optional / Vendor or customer's e-mail address
Example:
Comments / Optional / Internal notes
Example:
Miss Elaine Miller is the AR department Office Manager
Comments relevant to the vendor’s account are entered in the Comments field.
Unlabeled field (two lines below the Name field) / Optional / Additional name field
Example:
Information is this field will not appear on the remittance check, however, additional naming information can be stored here or comments about the vendor’s account.
Unlabeled field (three lines below the Name field) / Optional / Placeholder for additional information related to preceding field
Example:
Information is this field will not appear on the remittance check, however, additional naming information can be stored here or comments about the vendor’s account.
Street 2 / Optional / Additional address field
Example:
c/o Provident Bank Building
This information will appear on the payee’s check.
Street 3 / Optional / Additional address field
Example:
Information in this field will not appear on the payee’s check, however, additional street information can be stored here or comments about the vendor’s account
Undeliverable / Optional / Reason for non-delivery of invoice, credit, check or other correspondence
Example:
No Letter Box
10. / Perform one of the following:
If You Want To / Then / Go To
Review the custom fields created for the vendor master record / Click . / Step 11
Proceed to the next section / Click . / Step 14
Exit this transaction / Click . / Step 29
Change Vendor: General Data (Enhanced)
11. / As required, complete the following fields:
/ These fields are applicable for vendor account group ZIND only.
12. / Click to return to the standard SAP vendor master fields.
13. / Return to Step 10.
Change Vendor: Control
14. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Tax Number 1 / Optional / Social security number
Example:
999 - 99 - 9999
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.
Place of birth / Optional / Place a person where an individual was born
Example:
Athens, Greece
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.
15. / Perform one of the following:
If You Want To / Then / Go To
Proceed to the next section / Click . / Step 16
Exit this transaction / Click . / Step 29
Change Vendor: Payment transactions
16. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Ctry / Optional / Country name
Example:
US
If an ACH is to be sent as payment, this information is required by the bank.
Bank Key / Optional / ABA routing number for a bank account
Example:
242278713
If an ACH is to be sent as payment, this information is required by the bank.
Bank Account / Optional / Bank account number
Example:
5909069
If an ACH is to be sent as payment, this information is required by the bank.
Account Hold / Optional / Bank account holder's name
Example:
Walker
If an ACH is to be sent as payment, this information is required by the bank.
17. / Perform one of the following:
If You Want To / Then / Go To
Link an Alternative Payee vendor master record(s) to a standard Vendor master record / Click .
This will only be selected if an Alternative Payee vendor, that is vendors defined with account groups: ZIRT (Individual 1099 Payment Remit-to), Repeat AP Vendor Remit-to (ZVRT) or ZLRT (Library Vendor Remit-to), are required to be linked to a standard vendor Master Record. The AP Supervisors will be responsible for creating/linking the records. / Step 18
Proceed to the next section / Click . / Step 21
Exit this transaction / Click . / Step 29
Change Vendor: Alternative payee
18. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Payee / Optional / Name of person receiving payment, defaults to employee's name
Example:
500001-A
All vendor records placed in this field will always have the following numbering schema: Standard vendor’s account number - Alpha Character identifier.
19. / Click .
20. / Return to Step 17.
Change Vendor: Accounting information Accounting
21. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Rec. Account / Optional / 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:
200001
Sort key / Optional / Default value for sorting line items in a line item display
Example:
0022
This field is used for line item reporting. Typical setting is ‘009’ External Document Number. This field is required for One Time vendors who 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.
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)
Enter for only account group ZIND.
WH Tax Country / Optional / 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.
Recipient type / Optional / Used in 1042 tax reporting to specify the type of recipient
Example:
01 (Individual)
This information is used for 1042 reporting for foreign vendors.
Prev.acct no. / Optional / Master record account number from system outside of SAP
Example:
CUFS vendor account number will be stored in this field.
Personnel number / Optional / Employee identification number
Example:
This field is available on in the ZVAR (Repeat AP Vendors) account group. It has been left as optional to support integration with HR module.
22. / Perform one of the following:
If You Want To / Then / Go To
Proceed to the next section / Click . / Step 23