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Shared Support Services Southeastern Ontario (3SO)BBP_MM Create Vendor Master(XK01)
Business Process Procedure
June 02, 2009
DRAFT - 11/27/2009 12:20 PM
Shared Support Services Southeastern OntarioAddress: / 3SO Corporate Office
1471 John Counter Blvd, 4th Floor
KingstonONK7M 5M3
Contact:
Phone: / (613) 544-8200 ext
Fax: / (613) 544-8200
Email:
Date: / Day, Month Year
Page 1
Shared Support Services Southeastern Ontario (3SO)
BBP_MM Create Vendor Master(XK01)
Business Process Procedure
Table of Contents
To update TOC: Click inside the ToC below and press F9. To include more heading levels in ToC, press Alt-F9 and edit the “1-3” to read “1-4” or “1-5” depending on levels required
1. Overview......
1.1. Trigger......
2. Procedural Steps – PO Vendor Purchasing Data......
2.1. Access transaction by......
2.2. On screen “Create Vendor: Initial Screen”, enter information in the fields as specified in the table below:
2.3. On screen “Create Vendor: Address”, enter information in the fields as specified in the table below:
2.4. On screen “Create Vendor: Control”, enter information in the fields as specified in the table below:
2.5. On screen “Create Vendor: Purchasing data”, enter information in the fields as specified in the table below:
2.6. On screen “Create Vendor: Partner functions”, enter information in the fields as specified in the table below:
3. Procedural Steps – Non-PO Vendor......
3.1. Access transaction by......
3.2. On screen “Create Vendor: Initial Screen”, enter information in the fields as specified in the table below:
3.3. On screen “Create Vendor: Address”, enter information in the fields as specified in the table below:
3.4. On screen “Create Vendor: Control”, enter information in the fields as specified in the table below:
3.5. On screen “Create Vendor: Payment transactions”, enter information in the fields as specified in the table below:
3.6. On screen “Create Vendor: Accounting information Accounting”, enter information in the fields as specified in the table below:
3.7. On screen “Create Vendor: Payment transactions Accounting”, enter information in the fields as specified in the table below:
3.8. On screen “Create Vendor: Correspondence Accounting”, enter information in the fields as specified in the table below:
4. Procedural Steps – Extend Vendor To Additional Hospitals......
4.1. Access transaction by......
4.2. On screen “Create Vendor: Initial Screen”, enter information in the fields as specified in the table below:
4.3. On screen “Create Vendor: Accounting information Accounting”, enter information in the fields as specified in the table below:
4.4. On screen “Create Vendor: Payment transactions Accounting”, enter information in the fields as specified in the table below:
4.5. On screen “Create Vendor: Correspondence Accounting”, enter information in the fields as specified in the table below:
5. Unit Testing Conditions and Variations......
Include the confidentiality paragraph at the bottom of this page, except where the author deems it inappropriate. It is not appropriate to use for an informal, non-competitive proposal to an old client.
Confidentiality/Validity
This document has been prepared by Shared Support Services Southeastern Ontario (3SO) for the sole purpose and exclusive use of Name. Due to the confidential nature of the material in this document, its contents should not be discussed with, or disclosed to, third parties without the prior written consent of3SO.
DRAFT
Printed on 11/27/2009 12:20 PM
Page 1
Shared Support Services Southeastern Ontario (3SO)
BBP_MM Create Vendor Master(XK01)
Business Process Procedure
1.Overview
1.1.Trigger
This process is triggered there is a requirement to add a new vendor or to change / extend an existing vendor. Various situations are:
-3SO / hospitals start dealing with a completely new vendor
-A hospital starts doing business with a vendor currently used by one or more other hospitals
-General information for a current vendor has changed (moved, merged, other)
-Payment terms or other information has changed for a vendor
Along with vendor master maintenance there are also other considerations:
-EDI profiles
-Output set-up
Vendors are required for purchasing and accounts payable activities. Before these activities occur, the appropriate vendor data must be created.
Additions and changes to vendor master data can be originated by authorized individuals from various departments (e.g. purchasing, accounts payable, etc.) but the actual changes will be made by a central group under the mandate of the 3SO.
Once vendor master records have been created there are additional steps which need to occur:
-Vendor EDI profiles
-Vendor Output determination
-Contracts
-Source lists
Input – Required Fields / Field Value/Comments
Vendor Account Group / VENI Internal, VENE External
Vendor Number / SAP vendor number
Vendor Name / PO or Invoice name for the vendor
Search term / Method of identifying and finding vendors
Street Number and Name / PO or Invoice street information
City / PO or Invoice city
Postal Code / PO or Invoice postal code
Region / Province / PO or Invoice province or state
Country / PO or Invoice country
Telephone Number
Mobile Phone
Fax Number
PO Box / PO or Invoice PO Box
PO Box Postal Code / PO or Invoice PO Box Postal Code
Data Line
Company Code / Hospital identifier
Reconciliation Account / Control account for vendor balances
Previous Account Number / Vendor number in existing hospital system
Payment Terms / Vendors payment terms
Double Check Invoice
Payment Methods / Check, EFT, etc.
Accounting Clerk / A/P clerk
Account Number With Vendor / Vendors number for 3SO / hospital
Accounting Clerk At Vendor
Vendor Accounting Clerk Telephone
Vendor Accounting Clerk Fax
Vendor Accounting Clerk Internet
Purchasing Organization / 3SO or hospital specific for non-3SO purchases
Order Currency / Default currency for PO’s
Terms of Payment / Vendors payment terms
INCO Terms Primary Code / Typically FOB
INCO Terms Additional Information / Details of FOB terms
Minimum Order Value
Sales Person / Vendor contract person
Telephone Number / Vendor contract person’s phone
GR Based Invoice Verification / Goods receipt before invoice entry
Auto Evaluated GR Settlement / Invoice generated from SAP
Acknowledgement Required
Automatic PO / Enables transaction ME59
Partner Function ID / IP for invoice presented by
Partner ID / Alternative vendor for invoicing address
Output - Results / Comments
Vendor master will be created, extended or changed. / MK01 is used to create PO vendors (basic and purchasing views)
MK02 is used to change PO vendors (basic and purchasing views)
MK03 is used to display PO vendors (basic and purchasing views)
XK01/FK01 is used to create Payee vendors (basic and finance views)
XK02/FK02 is used to change Payee vendors (basic and finance views)
XK03/FK03 is used to display vendors (basic and finance views)
XK04 is used to display change history for vendors (all vendors)
XK05 is used to block / un-block vendors (all vendors)
XK06 is used to flag vendors for deletion (all vendors)
XK07 is used to change vendor account group (all vendors)
2.Procedural Steps – PO Vendor Purchasing Data
2.1.Access transaction by
Via Menus / (R/3 Menu Path)SAP menu Logistics Materials Management PurchasingMaster DataVendor Purchasing
Via Transaction Code / (Transaction Code can be displayed: R/3 -> System -> Status)
MK01 – Create, MK02 – Change, MK03 – Display
2.2.On screen “Create Vendor: Initial Screen”, enter information in the fields as specified in the table below:
Field Name / Description / R/O/C / User Action and Values / CommentsPurchasing Organization / All vendors relevant to the 3SO mandate are set up under the 3SO purchasing organization. KGH vendors for non-3SO purchases are set up under a hospital specific purchasing organization. / R / Enter 3SO purchasing organization
Enter PRO1for to set up vendors for KGH specific purchases / Two passes will be required if both purchasing organizations must be set up
Account group / SAP account group controls field and number ranges data / R / Enter VENI for PO vendors / System will assign account number
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Hit the Enter key or click on the Entericon to continue.
2.3.On screen “Create Vendor: Address”, enter information in the fields as specified in the table below:
Field Name / Description / R/O/C / User Action and Values / CommentsName / Name of the Vendor / R / Enter the name of the vendor as it should appear on purchase orders / POName
Search Term 1 / Search term identifier / R / Enter UA
Street / Street number and name / C / Enter the street number and name or leave blank if address is PO box / PO Address
Postal Code / Postal code that pertains to the above street address / C / Enter the postal code for the street address / PO Address
City / City name / R / Enter the city name / PO Address
Country / Country / R / Enter the two digit company code (CA, US) select from drop-down / PO Address
Region / Province / State / R / Enter the appropriate two digit province or state / PO Address
PO Box / PO box of the vendor / C / Enter a PO box if this is where purchase orders will be sent / PO Address
Postal Code (PO Box) / Postal code relevant for the PO box / C / Enter a postal code for the PO box / PO Address
Language / Language of the vendor / R / Accept default of English
Telephone Number / Telephone number / O / Enter the telephone number if known
Mobile Phone / Mobile phone number / O / Enter a mobile phone number if available
Fax Number / Fax number / C / Enter the fax number if known / Required if a PO fax vendor
E-Mail / Email address / C / Enter an email address if available
Data Line / O
2.4.On screen “Create Vendor: Control”, enter information in the fields as specified in the table below:
Field Name / Description / R/O/C / User Action and Values / CommentsTax Number 1 / SAP reserved tax field / O / Enter GRE for Government Reported Entities
Hit the Enter key or click on the Enter icon to continue.
2.5.On screen “Create Vendor: Purchasing data”, enter information in the fields as specified in the table below:
Field Name / Description / R/O/C / User Action and Values / CommentsOrder currency / Currency that purchase orders will be created under for this vendor / R / Enter CAD or USD / Other currencies would be non-system process
Terms of paymnt / Enter the terms of payment that will be put on the purchase order / R / Enter a G___ value from the drop-down list / Typically will be identical to that terms on the vendor accounting view
Incoterms / Terms of freight and timing of the transfer of ownership / R / Enter FOB / Only one INCO identified
Minimum order value / The minimum value of a purchase order that the vendor will accept / O / Enter the minimum value if it exists
Salesperson / Contact person at the vendor for queries regarding purchase order status / O / Enter the contact person’s name if available
Telephone / Telephone number for the vendor contact / O / Enter the telephone number if available
GR-based Inv. Verif. / Indicator that the goods receipt should be present before the invoice is entered / R / Check the box
AutoEvalGR
SetmtDel. / Indicator that the invoices for this vendor will automatically be generated upon goods receipts / O / Usage for 3PL vendor (SCI)
Automatic purchase order / Indicatory that requisitions for this vendor will automatically be converted into purchase orders via transaction ME59 / O / Check the box if the vendor is an auto PO vendor else leave blank
Hit the Enter key or click on the Enter icon to continue.
2.6.On screen “Create Vendor: Partner functions”, enter information in the fields as specified in the table below:
Field Name / Description / R/O/C / User Action and Values / CommentsPartner Function / Partner function which describes a particular function performed by the vendor master (e.g. Order address, invoice info, etc) / R / IP value will default
ZR is also available for return address / 3SO solution only uses partner function IP
Number of the business partner / Vendor number that will be used for partner function IP (invoicing) / O / If the invoice address is the same as the purchase order address, leave the default (Internal), otherwise enter the number of the vendor for that provides the invoice address. / To prevent multiple passes the invoice address vendor should be created ahead of time. Note: Multiple invoice addresses are supported – if not must be done via MK02.
Click on the Save icon to create the vendor.
The following message should be displayed
3.Procedural Steps –Non-PO Vendor
–PAYEEVENDOR
3.1.Access transaction by
Via Menus / (R/3 Menu Path)SAP menu AccountingFinancial AccountingAccounts PayableMaster Records
Via Transaction Code / (Transaction Code can be displayed: R/3 -> System -> Status)
XK01/FK01 - Create
XK02/FK02 - Change
XK03/FK03 - Display
3.2.On screen “Create Vendor: Initial Screen”, enter information in the fields as specified in the table below:
XK01
FK01
Field Name / Description / R/O/C / User Action and Values / CommentsCompany Code / Company code of the hospital that has requested the new vendor / R / Enter the appropriate company code or select from drop-down list.
Vendors should also be maintained for company code 3SO in order that 3SO contracts can be established for SCI / A separate pass will be required for each hospital using the vendor.
Account group / SAP account group controls field and number ranges data / R / Enter VENI for internally numbered vendors
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Hit the Enter key or click on the Enter icon to continue.
3.3.On screen “Create Vendor: Address”, enter information in the fields as specified in the table below:
Field Name / Description / R/O/C / User Action and Values / CommentsName / Name of the Vendor / R / Enter the name of the vendor as it should appear on invoices / Invoice Address
Search Term 1 / R / Enter “Payee for ####” for alternative payees
Enter DR, Utility, etc. for Non-PO vendors
Street / Street number and name / C / Enter the street number and name or leave blank if address is PO box / Invoice Address
Postal Code / Postal code that pertains to the above street address / C / Enter the postal code for the street address / Invoice Address
City / City name / R / Enter the city name / Invoice Address
Country / Country / R / Enter the two digit company code (CA, US) select from drop-down / Invoice Address
Region / Province / State / R / Enter the appropriate two digit province or state / Invoice Address
PO Box / PO box of the vendor / C / Enter a PO box if this is where purchase orders will be sent / Invoice Address
Postal Code (PO Box) / Postal code relevant for the PO box / C / Enter a postal code for the PO box / Invoice Address
Language / Language of the vendor / R / Accept default of English
Telephone Number / Telephone number / O / Enter the telephone number if known
Mobile Phone / Mobile phone number / O / Enter a mobile phone number if available
Fax Number / Fax number / C / Enter the fax number if known
E-Mail / Email address / C / Enter an email address if available
Data Line / O
3.4.On screen “Create Vendor: Control”, enter information in the fields as specified in the table below:
Field Name / Description / R/O/C / User Action and Values / CommentsTax Number 1 / Reserved Tax Number for Country Specific Taxes / O / Enter GRE for Government Reported Entities
Hit the Enter key or click on the Enter icon to continue.
3.5.On screen “Create Vendor: Payment transactions”, enter information in the fields as specified in the table below:
Field Name / Description / R/O/C / User Action and Values / CommentsHit the Enter key or click on the Enter icon to continue.
3.6.On screen “Create Vendor: Accounting information Accounting”, enter information in the fields as specified in the table below:
Field Name / Description / R/O/C / User Action and Values / CommentsRecon. Account / The general ledger account where the A/P balance for this vendor will roll up to. / R / Enter the appropriate reconciliation account from the drop-down list / CanadaTrade, US Trade, Employee, Professional Fees
Previous Account Number / SAP provided field a prior vendor account number / R / Enter the vendor account number in the hospitals non-SAP financial system / Used for linking vendor across systems
Hit the Enter key or click on the Enter icon to continue.
3.7.On screen “Create Vendor: Payment transactions Accounting”, enter information in the fields as specified in the table below:
Field Name / Description / R/O/C / User Action and Values / CommentsPayt / Terms / R / Enter the payment terms from the drop down list / Use G___ values
Chk double inv. / Indicates that the system will perform a duplicate check when invoices are entered for the vendor / R / Select the check box / Message when all fields match: Vendor, currency, company code, gross invoice amt, reference inv number, inv date
Payment methods / Indicates the method(s) that can be used to pay the vendor / R / Check the appropriate box(es) in the drop-down menu
Hit the Enter key or click on the Enter icon to continue.
3.8.On screen “Create Vendor: Correspondence Accounting”, enter information in the fields as specified in the table below:
Field Name / Description / R/O/C / User Action and Values / CommentsAcct clerk / Accounts payable person who is responsible for processing invoices from this vendor / R / Use the drop down list to assign the appropriate accounting clerk
Acct w/ vendor / The number that the vendor uses for the hospital account / O / Enter the reference number if known
Clerk at vendor / The vendors contact for billing queries (vendor A/R) / O / Enter the name of the vendor AR contact if known
Act.clk tel.no. / The telephone number for the above vendor contact / O / Enter the telephone number of the AR contact if known
Clerk’s fax / The fax number for the above vendor contact / O / Enter the fax number of the vendor AR contact if known
Clrk’s internet / The internet (email) address of the above vendor contact / O / Enter the email address of the vendor AR contact if known
Click on the Save icon to create the vendor.
The following message should be displayed
4.Procedural Steps – Extend Vendor To Additional Hospitals
4.1.Access transaction by