Unit 3 - Master Data PDF

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Process in Procurement
Unit 3
Master Data
UNIT OVERVIEW
Several Master Data will be discussed here such as Vendor Master, Material Master, etc.
MASTER DATA IN THE PROCUREMENT PROCESS
Master data comprises data records that are stored in the database for a long period
of time. These data records are stored centrally, and are used and processed on a
cross-application basis. In this way, the multiple storage (redundancy) of data is
avoided.
The vendor master record, the material master record, and the purchasing info
record belong to the most important master data in the procurement process.
When creating purchasing documents, data is transferred to the purchasing documents

by default from existing master records. This lessens the effort required to enter the
data.
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Other data from the material master record, such as units of measure, material short
text, and the PO text, is also adopted in the new document. The data in the vendor
master record includes address and payment data. Vendor-specific data on a certain
material can be stored (for example, delivery time and purchase price) in purchasing
info records.
VENDOR MASTER DATA
The vendor master record contains information on an enterprise's vendors. This

information is stored in individual vendor master records. In addition to the
vendor's name and address, a vendor master record contains data such as the
following:
• Currency used in transactions with the vendor
• Terms of payment
• Names of important contacts (e.g. salespersons)
Since, for accounting purposes, the vendor is also a creditor of the enterprise, the
vendor master record also contains accounting data such as the reconciliation
account from the general ledger.
The vendor master record is therefore maintained by both purchasing and

accounting. This is also the reason for the subdivision of the data in the vendor
master record into different categories
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The data in the vendor master record is subdivided into the following categories:
 General data:
This data is valid for the whole client. It includes the vendor’s address and
bank details, for example.
 Accounting Data
This is maintained at company code level. It comprises data such as the number of
the reconciliation account and the payment methods for automatic
payment transactions.
 Purchasing data:
This data is maintained for each purchasing organization. It includes the
purchase order currency, Incoterms, and various control data pertaining to
the vendor. You can also maintain different data for specific plants or for
vendor subranges.
Company can decide whether vendor master records are to be maintained centrally
(that is, all data is maintained together), or on a decentralized basis (that is, the
relevant departments each maintain their own data)
 IF the purchasing staff only have the authorizations for transactions MK01,
MK02, and MK03 (Logistics → Materials Management → Purchasing → Master
Data → Vendor → Purchasing → Create/Change/Display), they will only be
able to maintain the general address and control data and the purchasing-
specific data. Accounting personnel must enter the payment transaction data
and the company-code-specific data.
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 OR Staff can maintain all the data in the vendor master record with giving authorization
to maintain the vendor master under the menu path as follows:
Logistics → Materials Management → Purchasing → Master Data → Vendor →

Central → Create/Change/Display
(transactions code XK01, XK02, XK03).
ACCOUNT GROUP
When creating a vendor master record, the account group has to be decided which one
of the account group are going to assign to this vendor. The account group has control
functions. When maintaining the vendor master record, for example, only the screens
and fields that are needed for the relevant role of your business partner appear and are
ready to accept user input. This is controlled by the account group.
The Account group determines:

 The Type of number assignment (internal or external) and the number area from
which the account number that the system uses to identify the vendor is to be
assigned.
 The field selection - which fields are ready for user input, which fields must
be maintained, and which fields are hidden
 Which partner schemas are valid
 The status - whether the vendor is a one-time vendor (see below)
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RECONCILIATION ACCOUNT
When creating a vendor master record, It must also maintain a reconciliation
account. Reconciliation account in SAP is a general ledger account assigned to the
business partner master record to record all transactions in the sub ledger. It depicts a
company's liabilities towards several vendors in G/L accounting. When entering invoices,
you enter the vendor and the system produces the reconciliation account from the
vendor master record.
PARTNER ROLES
The business partner “vendor” can assume various roles in dealings with your
enterprise. For example, during a procurement transaction, the vendor is first
the order recipient, then the supplier of goods, and finally the invoicing party
(invoice presenter)
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MASTER DATA IN THE PROCUREMENT PROCESS

When creating purchasing documents, data is transferred to the purchasing documents

VENDOR MASTER DATA

The vendor master record contains information on an enterprise's vendors. This

The vendor master record is therefore maintained by both purchasing and

Logistics → Materials Management → Purchasing → Master Data → Vendor →

(transactions code XK01, XK02, XK03).

The Account group determines:

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