Change Accounting Vendor

Work Instruction 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

Menu Path

Use the following menu path to begin this transaction:

 Select Accounting Financial Accounting Accounts Payable Master records Change to go to the Change Vendor: Initial Screen.

Transaction Code

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 Work Instruction Functional Area: Accounts Payable Change Accounting Vendor

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

8/10/2017 04_AP_FK02_Ch Acct Vend_0_VendorMasterData_01.udc 3/22 Ver: © University of Cincinnati Work Instruction Functional Area: Accounts Payable Change Accounting Vendor

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.

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.

Want to view the vendor’s bank account and Select to the left of Payment transactions alternative payee information (General data section).

Do not want to view the vendor’s bank account Deselect to the left of Payment transactions and alternative payee information (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 Select to the left of Accounting info. detailed 1099 tax information) Do not want to view the vendor’s SAP account information (such as reconciliation account and Deselect to the left of Accounting info. detailed 1099 tax information)

Want to view the vendor’s payment data such Select to the left of Payment as payment terms and payment method transactions(Company code section).

Do not want to view the vendor’s payment data Deselect to the left of Payment transactions such as payment terms and payment method (Company code section).

8. Click .

Change Vendor: Address

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 Optional Additional name field the 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: [email protected]

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 Optional Additional name field lines below the 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 Optional Placeholder for additional information related to lines below the Name preceding field 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 Step 11 the vendor master record Click . 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

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

Change Vendor: Payment transactions

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

Bank Account Optional Bank account number Example: 5909069

Account Hold Optional Bank account holder's name Example: Walker

17. Perform one of the following: If You Want To Then Go To Click .

This will only be selected if an Link an Alternative Payee vendor Alternative Payee vendor, that is vendors master record(s) to a standard defined with account groups: ZIRT Step 18 Vendor master record (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. Proceed to the next section Click . Step 21

Change Vendor: Alternative payee

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

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

Change Vendor: Payment transactions Accounting

Payment terms Optional Terms agreed upon with the vendor for the payment of goods supplied or services rendered Example: 0001

Tolerance group Optional 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

24. Verify that Chk double inv. is selected

Payment methods Optional 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 Optional Identification for an organization's particular cash account with a financial institution. All information regarding the account is determined using this key. Example: PNC01

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

This will be set to MC 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. For a vendor receiving payments via ACH this field must be set to CH.

26. Verify that Individual pmnt. is selected

27. Click .

Last data screen reached

28. Click .

Change Vendor: Initial Screen (2)

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

The system displays the message, “Changes have been made.”

30. You have completed this transaction.

Result

You have changed a vendor master record.

Comments