5/15/2012

r_FK01_Create an Employee Vendor Rec

Create an Employee Vendor Record FK01

Create an Employee Vendor Record

Purpose This procedural document describes how to create a vendor record for an Employee using the Financial Accounting transaction FK01.

A master record is used for setting up employees as vendors in the system, for instance for travel and expense claims. A single account group has been defined under which ALL employee vendors should be created. This is ZC03 Employee Vendors.
ZC03 controls the fields that need to be entered for Employee Vendors. It also assigns a number range for all vendors raised under this account group.

Important Note: Vendor Transactions beginning with FK_ _ affect the Financial Accounting application of SAP. Vendor Transactions beginning with XK_ _ include accounting information AND Purchasing data. The transaction you use will depend on the type of vendor you want to create.

To be able to create a SAP purchase order, the Purchasing data must be completed, therefore the vendor master record must be created using XK01. If the use of SAP purchase orders is not anticipated (for example Personnel vendors) then only the accounting details need be created use FK01.

Prerequisites To create an employee vendor record, the following information is required: Company Code (e.g. legal entity) Account group (e.g. ZC03 for a Employee Vendor) Employee's details (e.g. name of employee, employee number, bank details, payment details, etc.) Reconciliation account number

Access Transaction:

Via Menu Path Via Transaction Code

SAP R/3 >> Accounting >> Financial Accounting >> Accounts Payable >> Master Records >> FK01 Create Vendor FK01

Procedure:
SAP Easy Access GFI Financials Template Main Menu

170.224.225.157//p_r_FK01_Create an

1/20

5/15/2012

r_FK01_Create an Employee Vendor Rec

1. Select SAP R/3 Menu Folder. 2. Select Accounting Menu Folder. 3. Select Financial Accounting Menu Folder. 4. Select Accounts Payable Menu Folder. 5. Select Master records Menu Folder. 6. Select FK01 - Create Transaction. Create Vendor: Initial Screen

170.224.225.157//p_r_FK01_Create an

2/20

5/15/2012

r_FK01_Create an Employee Vendor Rec

7. Update the following required and optional fields:

Field Name Company Code Description Code identifying the company purchasing the material Code used to determine the classification of the account Values Enter value in Company Code. Example: ZZGB Account group Enter value in Account group. Example: ZC03

Information: Enter the Account Group ZC03 for an Employee Vendor. Leave the Vendor field blank. The vendor number will be assigned internally by the system once the record is saved. 8. Click Enter button.

Information: Note: The Reference fields can be used to copy an existing vendor record to create a new vendor record on the system. Make sure the vendor to be referenced has the same account group (i.e. ZC03 for an Employee Vendor) as the new vendor. Create Vendor: Address

170.224.225.157//p_r_FK01_Create an

3/20

5/15/2012

r_FK01_Create an Employee Vendor Rec

9. Click the Title dropdown. Create Vendor: Address

170.224.225.157//p_r_FK01_Create an

4/20

5/15/2012

r_FK01_Create an Employee Vendor Rec

10. Select Mr. in the Title dropdown. Create Vendor: Address

170.224.225.157//p_r_FK01_Create an

5/20

5/15/2012

r_FK01_Create an Employee Vendor Rec

11. Update the following required and optional fields:

Field Name Name Description Values

Name of the person or company Enter value in Name. to appear on the first line of the address label Example: Joe Bloggs

Information: In this example we are creating a new vendor record for Mr Joe Bloggs. In the live production system, to avoid duplicate records being created, make sure a record has not already been created for the vendor . Use transaction FK03 to search and display the vendor record. 12. Update the following required and optional fields:
Field Name Search term 1/2 Description Values Enter value in Search term 1/2. Example: BLOGGS

Information: The Search term field is used to search for SAP vendors. In the Search term field, you can enter up to the first 10 characters of the vendor name in uppercase with all punctuation removed. In this example we have entered the first five letters of the vendor name. 13. Update the following required and optional fields:
Field Name House no./street Description Values Enter value in House no./street. Example: 1

170.224.225.157//p_r_FK01_Create an

6/20

5/15/2012 House no./street

r_FK01_Create an Employee Vendor Rec Enter value in House no./street.

Example: LONDON WALL

City/State/ZIP Code

Enter value in City/State/ZIP Code. Example: MOORGATE

City/State/ZIP Code

Enter value in City/State/ZIP Code. Example: EC1 1AB

14. Click the Country matchcode. Country Key (1) 239 Entries Found

15. Click Find Find

button.

16. Update the following required and optional fields:

Field Name Description Field Name not Available Values Enter value in . Example: UNITED KINGDOM

17. Click Execute

button.

Country Key (1) 239 Entries Found

170.224.225.157//p_r_FK01_Create an

7/20

5/15/2012

r_FK01_Create an Employee Vendor Rec

18. Click the GB United Kingdom item. 19. Click Enter button.

Create Vendor: Address

20. Click Next Screen

button.

170.224.225.157//p_r_FK01_Create an

8/20

5/15/2012

r_FK01_Create an Employee Vendor Rec

Information: Click the Next Screen button to proceed to the next screen. In the live system you can also click the Enter button to proceed to the next screen. Create Vendor: Control

21. Click Next Screen

button.

Create Vendor: Payment transactions

170.224.225.157//p_r_FK01_Create an

9/20

5/15/2012

r_FK01_Create an Employee Vendor Rec

22. Update the following required and optional fields:

Field Name Ctry Description Values Enter value in Column Ctry. Example: GB

23. Click the Bank Key matchcode. Find bank

24. Click Enter

button.

Bank Data (1) 20 Entries Found

170.224.225.157//p_r_FK01_Create an

10/20

5/15/2012

r_FK01_Create an Employee Vendor Rec

25. Select GB - 122030 - Barclays - 122030 in the list box. 26. Click Enter button.

Create Vendor: Payment transactions

170.224.225.157//p_r_FK01_Create an

11/20

5/15/2012

r_FK01_Create an Employee Vendor Rec

27. Update the following required and optional fields:

Field Name Bank Account Description Values Enter value in Column Bank Account. Example: 12222228 BnkT Enter value in Column BnkT. Example: USER

Caution: To identify the employee's personal bank account, enter the partner bank type USER in the Bank type field. For the credit company bank account, enter AMEX or VISA as appropriate (not shown in this learning example). 28. Click Continue (Enter) button.

Create Vendor: Payment transactions

170.224.225.157//p_r_FK01_Create an

12/20

5/15/2012

r_FK01_Create an Employee Vendor Rec

29. Click Next screen

button.

Information: The bank name is now displayed. This defaults from the bank key in the second column. Create Vendor: Accounting information Accounting

170.224.225.157//p_r_FK01_Create an

13/20

5/15/2012

r_FK01_Create an Employee Vendor Rec

30. Click the Rec. Account matchcode. Reconciliation acct (1) 11 Entries Found

31. Select 421500000 - Employee Creditors Reconciliation Account in the list box. Information: This is the reconciliation account for EmployeeVendors. The reconciliation account in G/L accounting is the account which is updated parallel to the subledger account for normal postings (for example, invoice or payment).
170.224.225.157//p_r_FK01_Create an 14/20

5/15/2012

r_FK01_Create an Employee Vendor Rec

32. Click Enter

button.

Create Vendor: Accounting information Accounting

33. Select the Sort key text box. 34. Click the Sort key matchcode. Key for sorting according to assignment numbers (1) 37 Entries Found

170.224.225.157//p_r_FK01_Create an

15/20

5/15/2012

r_FK01_Create an Employee Vendor Rec

35. Select 002 - Doc.no., fiscal year in the list box. Information: In this example we will use 002. This means vendor line items (e.g. AP documents) will be sorted and displayed by document number and fiscal year. 36. Click Enter button.

Create Vendor: Accounting information Accounting

170.224.225.157//p_r_FK01_Create an

16/20

5/15/2012

r_FK01_Create an Employee Vendor Rec

37. Click Next screen

button.

Information: The Personnel number field is an optional field from a Global GFT perspective. However, it may be a required field for your local country. Create Vendor: Payment transactions Accounting

38. Update the following required and optional fields:

Field Name Payment terms Description Code identifying cash discount terms and payment period for the invoice Values Enter value in Payment terms. Example: V001

Information: In this example we have selected V001 for immediate payment. In the live system, use the Payment terms matchcode (search help) button to find the appropriate payment term for your vendor. 39. Select Chk double inv. checkbox.

Information: Select this check box to ensure invoices are not posted twice on the system for this vendor. This is a mandatory field and should be selected for all vendor types. 40. Update the following required and optional fields:
Field Name Payment methods Description Values Enter value in Payment methods.

170.224.225.157//p_r_FK01_Create an

17/20

5/15/2012

r_FK01_Create an Employee Vendor Rec Example: E

Information: Click this matchcode to view and select the appropriate payment method(s). 41. Click Next Screen button.

Create Vendor: Correspondence Accounting

42. Click Next Screen

button.

Last data screen reached

43. Click Yes

button.

Information: You have reached the last screen of this transaction. Click the Yes button to confirm you want to save the vendor record. Create Vendor: Correspondence Accounting

170.224.225.157//p_r_FK01_Create an

18/20

5/15/2012

r_FK01_Create an Employee Vendor Rec

44. Click Enter

button.

Information: Click the Enter button to override the information message. This employee record does not require a VAT reg. number. Information

45. Click Enter

button.

Information: Once the vendor record has been created, it will need to be confirmed by another user in SAP using transaction FK08. Create Vendor: Initial Screen

170.224.225.157//p_r_FK01_Create an

19/20

5/15/2012

r_FK01_Create an Employee Vendor Rec

46. Click Exit Shift+F3

button.

Information: Scroll down to view the information message at the bottom of the screen. The message confirms Vendor 3xxxxxx was created in Company Code NNNN. Information: Click the Exit button to return to the SAP Easy Access screen. 47 . The system task is complete.

170.224.225.157//p_r_FK01_Create an

20/20