One-Time Accounts (SAP Library - FI Accounts Receivable and Accounts Payable)

One-Time Accounts
Use

For customers whom you only supply once or rarely, you can create a special customer master record, the master record for "one-time accounts". In contrast to other master records, no data specific to a single customer is stored in the one-time master record, since this account is used for more than one customer. The customer-specific entries such as address and bank details are not entered until the document for the transaction is entered into the system.

You invoice a customer who purchased goods from you because his main vendor could not supply them. In this case, you post the invoice to a one-time vendor account instead of creating a separate master record.

Features

When you post to a one-time account, the system automatically goes to a master data screen. On this screen, you enter the specific master data for the customer, which is stored separately in the document. This includes name, address, and bank data, for example.

You process the master record for a one-time account in the same way as you process all other customer master records. You can dun open items from it with the dunning program or pay items using the payment program. The functions for one-time customers are only different in a few aspects. For example, you cannot clear amounts with a vendor.

Account Group

Customer master records for one-time accounts are created with their own account groups. Via this account group the customer-specific fields (such as Name, Address and Bank details) are hidden from display when you enter the customer master record. You enter this data when you enter the document.

Reference Account Group

You can specify a reference account group in the Control group in the general data area. This account group determines the status of fields when posting to the one-time account, that is, what fields are displayed and which ones require an entry. The fields are controlled in the same manner when you display or change a one-time document, although the document change rules also determine whether a field can be changed or not.

If you do not specify a reference account group, every field on the one-time account screen is ready for input during document entry.

You can use an existing account group as your reference account group or you can create an account group especially for this purpose. For more information on this, see the Define Account Groups with Screen Layout (Customers) activity in the Implementation Guide (IMG) for Accounts Receivable and Accounts Payable.

Reconciliation Accounts

To create one-time master records, you have to specify a reconciliation account. If you differentiate between reconciliation accounts in your company, you will need to take this into account when creating one-time master records. You may, for instance, have different reconciliation accounts for domestic and foreign receivables. You would then have to create two one-time master records.

Line Item Display

For line item display, you should enter a key for sorting line items in the Sort key field. Keys 022 and 023 are provided in the standard system. You may define other keys that are specific to your company. Keys 022 and 023 have the following meanings:

Enter 022 to have the system sort and display line items by name and city.

Enter 023 to have the system sort and display line items by city and name. The line items of customers in the same city are displayed together.

Sort criteria can also be specified when entering a document. These criteria will override the sort keys specified in the master record.

Activities

When creating a one-time account, use the appropriate account group (such as "one-time account" in the standard system).