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Purchasing: Extension of Vendor Master Record

Description

Up to Release 2.2, the vendor master record contains data at the organizational level "purchasing organization".

As of Release 3.0, the vendor master record will be extended to include the following organizational levels that are especially relevant to the wholesale/retail trade:

In addition to the data applicable to a purchasing organization, you can maintain data for a certain plant or vendor sub-range, e.g. terms of payment or Incoterms that differ from those at the purchasing organization level.

Change system parameters in customizing

The data levels that are defined for a vendor master record are determined via the account group to which the vendor belongs. Before reading the vendor master record, the system checks which levels the account group allows and controls the screen sequence accordingly.

For more on this topic, please refer to IMG Define account groups for vendors

You can define your own partner roles.

For more on this topic, please refer to IMG Set up partner determination facility.

Changes in procedure

If you enter a vendor sub-range on the initial screen for purchasing documents, the system will not offer you the vendor data at the purchasing organization level, but the more specific data relating to the vendor sub-range.

The search for and outputting of data is carried out according to the following priorities:

1. Vendor sub-range - plant - purchasing organization
2. Vendor sub-range - purchasing organization
3. Plant - purchasing organization
4. Purchasing organization

This means:

1. If data exists for the most specific level "vendor sub-range - plant - purchasing organization", this data is used.
2. If not, the system checks whether data has been maintained at the level "vendor sub-range - purchasing organization" and outputs this if available.
3. If no data exists at this level either, the system searches for data at the level "plant - purchasing organization".
4. If nothing is available here either, only the general data at the purchasing organization level is outputted.

If, in a purchasing document, you create an item that does not belong to the vendor sub-range or plant that you entered on the initial screen and the system finds vendor data at the specific levels "vendor sub-range - plant", or "vendor sub-range" or "plant", a warning message will be issued.

Create variant data for a vendor master record

Proceed as follows to create data that applies to a specific data retention level:

1. In the Purchasing menu, choose "Master data -> Vendor -> Purchasing -> Create".
2. Enter an account group that allows the maintenance of variant data (e.g. 0001) and press ENTER.
3. Maintain the necessary data in the address, purchasing, and control data. The screen for maintaining partner roles then appears.
4. Choose "Extras -> Variant data". A screen will then appear which allows you to maintain a vendor sub-range and the assigned plants. In the area "Variant data", you can select whether you wish to maintain specific purchasing data and/or partner roles for this level.
5. Select the desired data and choose "Create". The screens that allow you to maintain variant data for the specified level will then appear.
6. Save the data.

To create variant data for an existing vendor master record, proceed as follows:

1. Choose "Vendor -> Purchasing -> Change".
2. Enter the key for the vendor and select the purchasing organization data you wish to change. The screen for changing the purchasing data appears.
When you press ENTER, you will obtain an overview of any already- maintained variant data.
3. Choose "Extras -> Variant data". The system will then suggest already- maintained data retention levels (vendor sub-range/plant) or you maintain a new data retention level.
You can maintain up to 10 plants for a vendor sub-range. When you save the data, the system checks whether the plants you entered are assigned to your purchasing organization. If not, the system issues a message.
4. Save the changes.

Delete variant data for a vendor master record

To delete additional data retention levels, proceed as follows:

1. Choose "Vendor -> Purchasing -> Change".
2. Delete the variant data for the level that is to be deleted.
3. Delete the data retention level and save your changes.

Partner roles:

As in the customer master record, you can define partner roles for a vendor. They are then adopted in the purchase order and contract.
At the purchasing organization, vendor sub-range and plant levels, you can define the following credit-side partner roles: