Creating One-Time Accounts
For vendors with whom you do business only once or rarely, you should create one and only one vendor master record. This "one-time account" makes it possible to enter the vendor name, address, phone number, and bank address data when you enter the invoice. This conserves space on the disk drive, since you do not enter an entire vendor master record for each vendor from whom you make only one purchase.
You purchase from a vendor, because your main vendor could not supply you. In this case, you post the invoice to a one-time vendor account. You do not create a separate master record for this vendor.
In contrast to other vendor master records, a one-time vendor master record is used for several vendors, so that you do not have to create a large number of vendor master records that are used only once. As a result, you do not store any vendor-specific data in the vendor master record for one-time accounts. When you post to a one-time account, the system automatically goes to a master data screen. In this screen, you enter the specific master data for the vendor, which is stored separately in the document. This includes name, address and bank address data, for example.
You create, display, block, and delete one-time vendor master records in the same way as all other vendor master records. You can find more information in the appropriate topics of this section. The next sub-topics describe the special features of one-time accounts only.
Each vendor master record for one-time accounts must have its own account group. Via this account group, the vendor-specific fields, such as name, address, and bank address data, are suppressed from display when you enter the vendor 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 displaying or changing a one-time document, although the document change rules also determine whether a field is changeable 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 specially for this purpose. For more information on this, see the Define account groups with screen layout (vendors) activity in Customizing for Accounts Receivable and Accounts Payable. For information about system configuration, seeConfiguring the System Using the Implementation Guide.
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. Your company may have different reconciliation accounts for domestic and foreign payables. You would then have to create two one-time master records for these accounts.
Line Item Display
You post line items to a specific vendor account. Later, you can display the line items in the line item display screen. The Sort key field in the vendor master record determines how the displayed line items are sorted. If you enter a search term in the vendor master record, the system makes an entry in the Allocation field on the basis of the sort key you specified, when you post line items to the vendor account. When you display line items in the account, the system sorts the line items according to the Allocation field. You can change the sort sequence while you display line items.
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 with the following meanings:
Sort criteria can also be specified when entering a document. These criteria will override the sort keys specified in the master record.