Configuration of business partner | Ajay Jawale • • Business Partner- A Business Partner can be a person, organization, group of people, or a group of organizations, in which a company has a business interest. It is the single point of entry to create, edit, and display the master data for business partners, customers and vendors. A Business Partner consists of general data like name, address, bank information, etc. as well as role specific information i.e. customer/vendor/employee data. Why Business Partner? 1. Data Redundancy: A person can be a Vendor as well as customer, in traditional ERP we have to create two objects. With business partner single object is only required. 2. Multiple Transactions: To create vendor or customer we have to go to different transactions. With Business Partner single transaction “BP” is required both objects. 3. Note: Centrally managing master data for business partners, customers, and vendors. • Customer and Vendor Integration to Business Partner: In Traditional ERP, we have Customer and Vendor as different object. For Customer, we have following views: o General o Finance o Sale For Vendor, we have following views: o General o Finance o Purchasing For creating their objects, we need different Transaction code: Customer: XD01, FD01, VD01 Vendor: XK01, FK01, MK01 In S4 HANA both customer and vendor get created with Transaction BP. Configuration of business partner | Ajay Jawale 1.Vendor Master Data Configuration 1.1- Define Vendor Account Group Vendor account Group- When creating a vendor master record, you must decide the account group to which you are assigning this vendor. The account group has the functions to control the screens and fields relevant to your business partner that are displayed and are enabled for input. Among other tasks, the account group performs the following functions: ● Determines the type of number assignment, such as internal or external ● Determines the number range. The system identifies the account number from this number range to be assigned to the vendor ● Determines the field selection, such as which fields are ready for input, which fields must be maintained, and which fields are hidden ● Determines the valid partner schema ● Determines the vendor’s status, for example, if the vendor is a one-time vendor or a permanent vendor T-Code OBD3 Menu Path SPRO > SAP REF IMG > FINANCIAL ACCOUNTING > ACCOUNTS RECEIVABLE AND ACCOUNTS PAYABLE > SUPPLIER ACCOUNTS > MASTER DATA > PREPARATIONS FOR CREATING SUPPLIER MASTER DATA > DEFINE ACCOUNT GROUP WITH SCREEN LAYOUT (VENDORS) Configuration of business partner | Ajay Jawale • Click on Define Account groups with screen layout(vendors) and click on New Entries • After clicking on new entries enter your Local (domestic)vendor account group (ZDSL) and meaning and click on Save button Configuration of business partner | Ajay Jawale • After Saving vendor account group, System show Message data was saved • So, here Defined Local (Domestic) vendor account group. Now, Define vendor account group for Foreign vendor and one-time Vendor Configuration of business partner | Ajay Jawale • Now define Vendor account group for Foreign Vendor • Click on New entries Configuration of business partner | Ajay Jawale • Now Enter here Foreign Vendor account group (ZDSF) and click on save • Click on Save Configuration of business partner | Ajay Jawale • After saving, Data Saved Configuration of business partner | Ajay Jawale • Now, Define one-time vendor account group One-Time Vendor: One-time vendor can be used for vendor that is only used once or very rarely. For example, you may need a material in an emergency, and perhaps your normal vendor for that material can’t supply the item in the requested time. In this instance a local vendor or an unapproved vendor may be used for this one-off purchase. A one-time vendor record can be created in the same way as any normal vendor by using Transaction BP. The difference is that a one-time vendor uses a special account group. Onetime vendor records don’t usually contain any significant data or any bank and financial information. Many companies have policies in place to ensure that vendor master records aren’t created for one-time or limited-use vendors. Some of these policies may include establishing a limit on the number of transactions per year and restricting the yearly spend on these vendors. For example, if a vendor has more than four transactions a year, or if the total annual spending with a vendor is more than $4,000, then company policy could require that a vendor master record be maintained for that vendor instead of that vendor being treated as a one-time vendor only • Click on New Entries Configuration of business partner | Ajay Jawale • Enter here ZDSO as One-Time Vendor Account Group and mark checkbox of one-time account and Save Configuration of business partner | Ajay Jawale Save transport request • After Saving, One -time vendor account group data saved. With this feature, you can skip the checks of address fields such as Country and Language while creating a One-Time Account. Configuration of business partner | Ajay Jawale 1.2 Define Number Range for Vendor account groups When defining vendor number ranges, remember that vendor numbers, like Materials numbers, can be externally or internally assigned • • Internal Number Range-system will assign the numbers based on the number interval you have assigned External Number range-the user has to manually assign the numbers based on the number interval you assign T-CODE XKN1 MENU PATH SPRO > SAP REF IMG > FINANCIAL ACCOUNTING > ACCOUNTS RECEIVABLE AND ACCOUNTS PAYABLE > SUPPLIER ACCOUNTS > MASTER DATA > PREPARATIONS FOR CREATING SUPPLIER MASTER DATA > CREATE NUMBER RANGES FOR VENDOR ACCOUNTS Configuration of business partner | Ajay Jawale After clicking on create number range, click on the intervals • Now, edit intervals for vendor screen is open, click on the icon insert line and Maintain number range as per business requirement and Save the data. If we mark this check box then we need to enter vendor number manually. So our requirement is internal so we not mark this checkbox Configuration of business partner | Ajay Jawale The NR Status field in edit mode allows you to define the current number Configuration of business partner | Ajay Jawale • Same way define number range for foreign vendor and one-time vendor account group and save the number ranges • After saving click on ok tick mark and Number range data saved. Configuration of business partner | Ajay Jawale • One-Time Vendor account group number range (external number range). • After saving click on ok tick mark and Number range data saved. Configuration of business partner | Ajay Jawale 1.3 Assigning Number range to Vendor Grouping T-Code OBAS Menu Path SPRO > SAP REF IMG > FINANCIAL ACCOUNTING > ACCOUNTS RECEIVABLE AND ACCOUNTS PAYABLE > SUPPLIER ACCOUNTS > PREPARATIONS FOR CREATING SUPPLIER MASTER DATA > CLICK ON ASSIGN NUMBER RANGES TO VENDOR ACCOUNT GROUPS Configuration of business partner | Ajay Jawale • Click on Position enter your vendor account group Configuration of business partner | Ajay Jawale • So, for local vendor account group defined number range is SL-500000-509999. Assign number range no SL to ZDSL and save. • Save Transport Request Configuration of business partner | Ajay Jawale • Here, completed assignment between number range and local vendor account group Configuration of business partner | Ajay Jawale • Same way For Foreign vendor account group and one-time account group and save Configuration of business partner | Ajay Jawale • Here we check all assignment of number range to vendor account group completed Configuration of business partner | Ajay Jawale 2.Business Partner Master Data Configuration 2.1 Define Number Range for Business Partner T-Code BUCF Menu Path SPRO > SAP REF IMG > CROSS APPLICATION COMPONENT > SAP BUSINESS PARTNER > BUSINESS PARTNER > BASIC SETTING > NUMBER RANGES >CLICK ON DEFINE NUMBER RANGE Configuration of business partner | Ajay Jawale • After clicking on number range, click on intervals to maintain number range • Click on insert icon and enter number range number and number range • And click on save. Number range data saved Configuration of business partner | Ajay Jawale • • • For same procedure for foreign BP account Group and one-time bp account group to create Number range Number range for Foreign business account group. Click on insert icon and enter number range number and number range and save Click on ok and data saved After Saving Data, system shows message Configuration of business partner | Ajay Jawale • • Number range for One-Time business account group. Click on insert icon and enter number range number and number range, mark external number range checkbox and save • After click on save button all data related to number range saved Configuration of business partner | Ajay Jawale 2.2 Now Define grouping and assign number range to business partner grouping. Menu Path • SPRO > SAP REF IMG > CROSS-APPLICATION COMPONENTS > SAP BUSINESS PARTNER > BUSINESS PARTNER > BASIC SETTING > NUMBER RANGE AND GROUPINGS > DEFINE GROUPINGS AND ASSIGN NUMBER RANGES After clicking on define grouping and assign number ranges, click on new entries and enter business partner grouping for local, foreign and one-time business partner grouping and assign defined number ranges for grouping and click on save. Configuration of business partner | Ajay Jawale • Save Transport request Configuration of business partner | Ajay Jawale • After saving defining of BP grouping and assignment of business account grouping and number range data saved Configuration of business partner | Ajay Jawale 2.3 Now define Number Assignment Direction BP to Vendor Menu Path • SPRO > SAP REF IMG > CROSS APPLICATION COMPONENETS > MASTER DATA SYNCHRONIZATION > CUSTOMER/VENDOR INTEGRATION > BUSINESS PARTNER SETTING > SETTING FOR VENDOR INTEGRATION > FIELD ASSIGNMENT FOR VENDOR INTEGRATION > ASSIGN KEYS > DEFINE NUMBER ASSIGNMENT FOR DIRECTION BP TO VENDOR Click on New Entries Configuration of business partner | Ajay Jawale • Enter Business account grouping and vendor account grouping and save • After saving, Data saved Configuration of business partner | Ajay Jawale 3.Customer account group master Data 3.1 Define customer account group Menu Path • SPRO > SAP REF IMG > FINANCIAL ACCOUNTING > ACCOUNTS RECEIVABLE AND ACCOUNTS PAYABLE > CUSTOMER ACCOUNTS > MASTER DATA > PREPARATIONS FOR CREATING CUSTOMER MASTER DATA > DEFINE ACCOUNT GROUP WITH SCREEN LAYOUT (CUSTOMERS) Click on New entries Configuration of business partner | Ajay Jawale • After clicking enter customer account group for local customer and click on save. • After saving, transport request generated, click on ok and save transport request and data saved Configuration of business partner | Ajay Jawale Configuration of business partner | Ajay Jawale • Same way define customer account group for foreign customer • Click on new entries Configuration of business partner | Ajay Jawale • Enter account group and meaning for foreign customer account group and click on save • After saving, Data saved Configuration of business partner | Ajay Jawale • Now define customer account group for one-time customer. Click on new entries Configuration of business partner | Ajay Jawale • Enter one-time customer and meaning and mark check box of one-time customer and save data. • After saving, data saved. Configuration of business partner | Ajay Jawale • See, here all customer account groups saved. Configuration of business partner | Ajay Jawale 3.2 define number range customer account group MENU PATH • Click on Intervals SPRO > SAP REF IMG > FINANCIAL ACCOUNTING > ACCOUNTS RECEIVABLE AND ACCOUNTS PAYABLE > CUSTOMER ACCOUNTS > MASTER DATA > PREPARATIONS FOR CREATING CUSTOMER MASTER DATA > CREATE NUMBER RANGES FOR CUSTOMER ACCOUNTS Configuration of business partner | Ajay Jawale • Now click on inert icon for maintain number range. • Now maintain Number range No. and Number range and click on save. • Click on save Configuration of business partner | Ajay Jawale And number range saved • Same way define number range for foreign customer account group and one-time customer account group and save and system show message data was saved. Configuration of business partner | Ajay Jawale Configuration of business partner | Ajay Jawale 3.3 Assign Number ranges to customer account grouping. Menu Path • SPRO > SAP REF IMG > FINANCIAL ACCOUNTING > ACCOUNTS RECEIVABLE AND ACCOUNTS PAYABLE > CUSTOMER ACCOUNTS > PREPARATIONS FOR CREATING CUSTOMER MASTER DATA > CLICK ON ASSIGN NUMBER RANGES TO CUSTOMER ACCOUNT GROUPS Click on position and enter customer account group Configuration of business partner | Ajay Jawale • Enter all account groups and assign number range for groups and click on save. Configuration of business partner | Ajay Jawale • Transport request generated and click on save and assignment of number ranges to grouping saved. Configuration of business partner | Ajay Jawale 3.4 Now Define Number Assignment for Direction BP to Customer. Menu Path SPRO > SAP REF IMG > CROSS APPLICATION COMPONENETS > MASTER DATA SYNCHRONIZATION > CUSTOMER/VENDOR INTEGRATION > BUSINESS PARTNER SETTING > SETTING FOR CUSTOMER INTEGRATION > FIELD ASSIGNMENT FOR CUSTOMER INTEGRATION > ASSIGN KEYS > DEFINE NUMBER ASSIGNMENT FOR DIRECTION BP TO CUSTOMER Configuration of business partner | Ajay Jawale • Now Click new entries. • Enter Business Partner account grouping and customer account grouping and save all data. • Now transport request generated click and save transport request Configuration of business partner | Ajay Jawale • Define Number Assignment for Direction BP to Customer. 4.Vendor Partner Determination Configuration of business partner | Ajay Jawale 4.1 Define Partner Roles Menu Path SPRO > SAP REF IMG > MATERIAL MANAGEMENT > PURCHASING > PARTNER DETERMINATION > PARTNER ROLES > CLICK ON DEFINE PARTNER ROLES You can use standard partner roles or you can define as per your business need. Here we use standard partner roles VN-Vendor DP-Delivering Plant PI-Invoicing Party FS-Freight supplier 4.2 Define permissible partner roles per account group Configuration of business partner | Ajay Jawale Menu Path SPRO > SAP REF IMG > MATERIAL MANAGEMENT > PURCHASING > PARTNER DETERMINATION > PARTNER ROLES > DEFINE PERMISSIBLE PARTNER ROLES PER ACCOUNT GROUP • Click on New Entries • Enter partner roles and vendor account group and save the data 4.3 Define Partner Schema in supplier Master record Configuration of business partner | Ajay Jawale Menu Path SPRO > SAP REF IMG > MATERIAL MANAGEMENT > PURCHASING > PARTNER DETERMINATIONS > PARTNER SETTING IN SUPPLIER MASTER RECORD > DEFINE PARTNER SCHEMAS IN SUPPLIER MASTER RECORD 4.4 Now assign Partner schemas to account groups Configuration of business partner | Ajay Jawale Menu Path SPRO > SAP REF IMG > MATERIAL MANAGEMENT > PURCHASING > PARTNER DETERMINATIONS > PARTNER SETTING IN SUPPLIER MASTER RECORD > ASSIGN PARTNER SCHEMAS TO ACCOUNT GROUPS Click on Position and enter vendor account group • Enter Vendor account group and assign partner schemas and click on save. Configuration of business partner | Ajay Jawale • Transport request generated and save transport request. Important Terms: Configuration of business partner | Ajay Jawale 1. Flexible Grouping: • If we mark this checkbox then you can change your vendor account group. • If we not mark this checkbox then you can’t change your vendor account group which is assigned to business partner account grouping. • Now here we check, we not marked the checkbox of flexible grouping Now we check TCODE BP, in BP role FLVN00 -vendor general data we can check we can’t change vendor account group Configuration of business partner | Ajay Jawale If we Marked flexible group checkbox, we able to change vendor account group. We check on system So, we can see here we can able change vendor account group we take ZMUT vendor account group Configuration of business partner | Ajay Jawale • Here, checked on system it allows to take flexible grouping and According to vendor account group (ZMUT), supplier number also triggered. • You can check in number range and vendor account grouping also. Configuration of business partner | Ajay Jawale 2.Internal Standard grouping. • If we click on Internal standard grouping for Business Partner account group and vendor account group then we need not select the bp grouping while creating business partner • Here we not selected any grouping. Enter all details and save. According to BP grouping and number range business partner generated. Configuration of business partner | Ajay Jawale Here you can check business partner is created and number range assigned according to business partner account group.
