Maintaining Vendor Master Records 


If you wish to store information on your vendors in the SAP System, the following functions are available:


Create Vendor Master Record

  1. Choose Master data ® Vendor ® Central ® Create from the Purchasing menu.
  1. Enter the purchasing organization and an account group. If you want to use another vendor master record as a reference, enter the account number of that vendor in the Vendor (creditor) field (under Reference). Press ENTER .
  2. The Create Vendor: Address screen appears. Enter the address and press ENTER .
  3. The Create Vendor: Control screen appears. On this screen, enter the accounting data needed by the payment and dunning program, and data for declarations to the tax authorities. Also populate the Debtor (customer) field where necessary (the data in this field is needed in the case of deliveries to the vendor in connection with Returns and Subcontracting Components.

Press ENTER and enter the necessary data on the subsequent screens that appear.

  1. On the Purchasing Data screen, enter purchasing-specific data such as the order currency or the key for the terms of payment and then press ENTER .

You can record the Terms of Payment that you agree with a vendor in the vendor master record. They automatically appear as default values in any purchase orders created for the vendor in question; however, you can change them as needed.

Terms of payment can also be entered in the vendor's invoice. These are then applied by the payment program.

  1. The Create Vendor: Partner Roles (partner functions) screen appears. Maintain the necessary partner roles on this screen. (See Partner Roles in Purchasing.)
  1. Click to save the vendor master record.

Change Vendor Master Record

  1. Choose Master data ® Vendor ® Purchasing ® Change.
  2. Enter the vendor number and the purchasing organization, and select the data you wish to change. Press ENTER .
  3. Enter your changes and click to save your input.

Block Vendors

Suppose you would like to prevent further deliveries from a vendor who has supplied goods of poor quality. You can freeze or "block" the vendor account in the vendor master record.

Once you have set the blocking indicator in the vendor master record, purchase orders can no longer be placed with this vendor. The "blocked" status for the vendor applies until such time as you cancel the blocking indicator.

To block a vendor, proceed as follows:

  1. Choose Master data ® Vendor ® Purchasing ® Block. Enter the vendor number and the purchasing organization. Then press ENTER .
  2. A screen appears, on which you can indicate whether the vendor is to be blocked for a specific purchasing organization or for all purchasing organizations.

If QM is active within the procurement function, you can impose a block for quality reasons. (See the documentation Quality Management (QM) Overview of Procurement Activities)

Click to save your input.

You can block a vendor for an individual material via the source list.

For more information, refer to the section Optimized Purchasing.

Use One-Time-Vendor

You can create special vendor master records for vendors from whom you procure goods only once or rarely, so-called One-Time Vendor Master Records.

For example, suppose you order goods from a vendor with whom you usually do not place orders, because your main vendor was not able to supply the required items. In this case, you would use a "one-time vendor" master record.

In contrast to other master records, a "one-time vendor" master record is used for several vendors. The purpose of this is to avoid the unnecessary creation of an excessive number of individual vendor master records. For this reason, you may not store any vendor-specific data in a "one-time vendor" master record.

When creating a "one-time vendor" master record, you must assign a one-time account group. This account group determines that the vendor-specific fields are suppressed. You donít need to enter this data until the time a purchasing document (e.g. a PO) is created.

When you create a purchasing document with a one-time vendor, you will be asked to enter the vendor address. Enter the vendorís name and address.

Like all other master records, you can display, block, or delete one-time vendor master records.

Display List of Vendors

You can create a list of different vendors. This list contains important information on individual vendors: the purchasing organizations for which material was procured from a vendor, the terms of payment, and the blocking status of the vendor, for example.

  1. Choose Master data ® Vendor ® List displays, then Purchasing list.
  2. Enter your selection criteria and run the analysis.