Define Account Groups with Screen Layout (Vendors) (SAP Library - Accounts Receivable and Accounts Payable)

Define Account Groups with Screen Layout (Vendors)

In this step you determine the account groups for vendors.

You can also define reference account groups for one-time accounts. These enable you to control the fields in the one-time account screen. You can, for example, make certain fields required fields and suppress others.

When creating a vendor account, an account group must be specified. You can enter a reference account group in the "General data" section of the one-time account master record under "Control data". If you do not specify a reference account group, all fields in the one-time account screen for document entry are ready for input (as before).

Via the account group you determine

The interval for the account numbers

Whether the number is assigned internally by the system or externally by the user (type of number assignment)

Whether it is a one-time account

Which fields are ready for input or must be filled when creating and changing master records (field status)

Example:

In the one-time accounts you want to suppress the address, communication and bank detail fields. These fields are part of the general data and so you set the field status in the general data section. Define the reconciliation account as a required field since this is a required entry for one-time accounts as well. The field is company code-dependent so you define the status for this field in the company data section.

With the account groups, you group accounts together according to the criteria mentioned above, for example, one-time accounts. You determine the account number interval and the type of number assignment by using number ranges.

Note

Do not forget to maintain the field status when you create new account groups. If you do not mark a status for a field group, all the corresponding fields are displayed. We recommend that you control the field status by account group. In exceptional cases it may make sense to control the field status by company code or transaction.

Notes on changing the account group

You can only delete an account group from the system if no master record refers to this account group. Otherwise you can no longer display or change the master record.

Changing the field status definition

If you suppress a field which you have already filled in at an earlier date, the field content is still effective.

Changing number ranges

You can increase the upper limit of the number range interval as long as no other interval contains the required numbers. You can assign a new number range to the account group. The numbers of the new master records must then be within the new range.

Default settings

Sample account groups have been defined.

Recommendation

Do not use the account groups to group the vendor accounts according to content i.e. do not attempt to assign the accounts via the account groups to accounting clerks or to group vendors together according to countries. You can do this via special master record fields.

Activities

1. Check and change the standard account groups if necessary.

2. Make sure that the number ranges specified for the account groups have been created.