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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.
Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
Field R/O/C Description
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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
Display Vendor: Address
5. As required, complete/review the following fields:
Field R/O/C Description
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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
Field R/O/C Description
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)
Optional Additional name field
Example:Mary Walker
This information will not appear on payee’s check.
Unlabeled field (three lines below the Name field)
Optional Additional 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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
Field R/O/C Description
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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
Field R/O/C Description
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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
Display Vendor: Control
7. As required, complete/review the following fields:
Field R/O/C Description
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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
Field R/O/C Description
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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
Field R/O/C Description
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:
This field will only be available for vendors defined with account group ZIND. However, this field will not be used, leave blank.
Sex Optional Gender
Example:
This field will only be available for vendors defined with account group ZIND. However, this field will not be used, leave blank.
8. Click .
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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
Display Vendor: Accounting information Accounting
12. As required, complete/review the following fields:
Field R/O/C Description
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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
Field R/O/C Description
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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
Field R/O/C Description
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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
Field R/O/C Description
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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
14. As required, complete/review the following fields:
Field R/O/C Description
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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
Field R/O/C Description
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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
Field R/O/C Description
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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
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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Work InstructionFunctional Area: Accounts Payable Display Accounting Vendor
Result
You have reviewed an Accounting vendor master record.
Comments
None
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