Create Vendor Records in HR Payroll

Title: Create a Vendor Master Record
Category 1 : Human Resources
Functional Area : HR - Finance and Payroll (OSUP)
File name: OSUP-
CREATEAVENDORMASTERRECO
RD.DOC
Reference Number: SDL
Version: Final
Last Modified: 11/17/2010 1:32:00 PM
Parent Document
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Create a Vendor Master Record FK01
Purpose
Use this procedure to create a master record for a new vendor for the State of Louisiana in the
ISIS HR Payroll System. Three (3) types of vendors can be created: Vendors identified as a
Head Office, vendors identified as a Branch Office and all other vendors. Note: Head Office
and Branch Office vendors are created ONLY where separate reporting of actual postings is
desired, i.e., IRS vendors for tax, Insurance vendor for employee vs. employer share.
To make changes to existing vendors, perform Change a Vendor Master Record.
Last Update
November 17, 2010
Prerequisites
Search vendor master records to ensure vendor is not already active within the ISIS HR
Payroll system.
Obtain vendor information, i.e., official name, address.
Obtain vendor information for Check or Bank Transfer payment methods (Social Security
Number or Federal Employer Identification Number); Bank Details (Routing number,
Account number, Type of account, Account holder, Payment methods vendor will accept);
and Correspondence information (Account number at vendor, contact person’s name, fax
number, and internet address of contact person).
If the vendor being created is a branch office vendor, ensure that the head office is created
first since the head office is a required field.
Training Available
None
Helpful Hints and Related Reports
It is important to ensure a vendor is not already active within the ISIS HR Payroll System to
avoid creating a duplicate record for a vendor, using the same name and address. A warning
message ONLY appears if you create a vendor with the same Federal Employer Identification
Number.
Procedure
1. Start the transaction using the transaction code FK01. The Create Vendor: Initial Screen
appears.

File name: OSUP-
RD.DOC
Version: Final
Last Modified: 11/17/2010 1:32:00 PM
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2. As required, complete/review the following fields:
Field Name R/O/C Description
Vendor (create) R Create a vendor master record.
Company code
(vendor)
R Verify or enter 0010 for the financial accounting organizational
unit.
Account group R Enter the vendor account group to which the Vendor is
assigned.
0010 – State Agencies (10,000 – 19,9999)
0020 – Third Party Vendors (30,000 – 39,999)
0040 – Garnishments/Third Party (80,000 – 89,000)
0100 – Branch Account Group (150,000 – 159,999)
Vendor (optional) O Enter a Vendor account number if copying existing Vendor
information.
Entering a vendor account to copy details of an existing vendor can be used to
expedite the creation of a new vendor within the Master Vendor Records. Make
corrections as needed throughout the remaining screens.
3. As required, complete/review the following field:
Company code
(reference)
O Enter 0010 for the Company code if referencing a Vendor.
4. Click to verify data. The Create Vendor: Address screen appears.
5. Complete the following fields:
Name R Enter or verify name.
Use the second line to enter additional information,
i.e., Doing Business As, etc.
Search term ½ R Enter the current date.
Street/House number R Enter vendor's street address for mailing checks.

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Version: Final
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Postal code/City
(vendor)
R This is the Vendor's zip code in the first field and Vendor's city
in the second field.
Refer to the United States Postal Service/Zip code website for standardized addresses
and zip codes Zip Code Lookup (http://zip4.usps.com/zip4/welcome.jsp).
Country (vendor) R This is the Vendor's country abbreviation.
Region (vendor) R This is state abbreviation in which the Vendor resides.
PO Box (vendor) O This is the Vendor's Post Office (P.O.) Box address.
Company postal code
(vendor)
O This is the Vendor's zip code of the Post Office (PO) address.
7. Click to view additional vendor address information fields are required. (Optional)
Language (vendor) R This is the language of the Vendor.
Telephone O (Telephone number) Enter three-digit area code and seven-
digit telephone number.
Fax (vendor) O This is the Vendor's FAX number/extension.
Comments O Enter pertinent comments related to information on this
screen. Note: Text added to this field is identified by change
button located in the right middle section of the screen.
9. Click to verify data. Change, if necessary. The Create Vendor: Control screen appears.
Customer R LEAVE BLANK.

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Version: Final
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Corporate Group R LEAVE BLANK.
Tax Number 1
(individual)
R This is the Vendor's Social Security Number, if the vendor is
an individual.
Tax Number 2
(company)
R This is the Vendor's FEIN, if the Vendor is a company or
corporation.
Tax Office R LEAVE BLANK.
Tax Number R LEAVE BLANK.
11. Click to verify data. The Create Vendor: Payment Transactions screen appears.
Use this screen for Bank Transfer (T) payment methods.
For Check payment methods, click and proceed to the next screen. Go to Step
17.
Ctry (vendors) R (Country) Enter the country in which the Vendor's bank is
located.
Bank Key (vendors) R Enter the ABA routing number for the Vendor's bank.
Bank Account
(vendors)
R Enter the Vendor's bank account number if the Bank Key field
is completed.
Acct. holder O (Account holder) Enter the name of the account holder if the
name is not the same as the vendor's name.
CK R (Bank Control key) Enter the Vendor's two-digit bank control
key (01 for Checking Account) or (02 for Savings Account).
13. As required, leave the following fields BLANK:
BnkT R LEAVE BLANK.
Reference details R LEAVE BLANK.

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CollectAut. R LEAVE BLANK.
14. To view bank information; select the Bank Key field and click .
Alternative payee O Enter the account number of the alternative payee if
payments ARE NOT to be made directly to the Vendor to
whom the payable is owed.
DME indicator R LEAVE BLANK.
Instruction key R LEAVE BLANK.
Individual Spec. R (Individual Specifications) LEAVE BLANK.
16. Click to verify data. Change, if necessary. The Create Vendor: Accounting
Information Accounting screen appears.
Recon. Account R (Reconciliation Account) Enter 2110035 for the General
Ledger account to which payments are posted.
Sort key O The sort key specifies how the information is displayed when
viewing line items (as on FBL1N). When 004 is specified, the
line items are displayed by branch office; when 001 is
displayed, the line items are displayed by posting date.
Head Office R Enter the Vendor number identifying the Head Office for a
branch location. Note: LEAVE BLANK if the Vendor is NOT
a branch office.
Cash Mgmnt group R LEAVE BLANK.
Minority indic. R (Minority indicator) LEAVE BLANK.
Certificatn date (1) R (Certification date) LEAVE BLANK.
W. tax code R LEAVE BLANK.
Prev. acct no. O (Previous Master Record Number) Enter the Vendor's Master
Record number from the legacy system for record keeping.

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Version: Final
Last Modified: 11/17/2010 1:32:00 PM
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18. Click to verify data. Change, if necessary. The Create Vendor: Payment Transactions
Accounting screen appears.
Payment methods
(vendor)
R Select the Vendor's payment method.
If payment is to be remitted via EFT to a garnishment
vendor, BOTH “T” - employee/vendor – bank transfer
and “Z” vendor check must be entered in this field.
The appropriate EFT remit rule must also be entered
in the applicable employee(s) garnishment record on
Garnishment Document infotype (0194).
Payment block
(vendor)
R Verify Free for payment defaults. Select blocked for payment
to block all payments to Vendor, if necessary.
Grouping key
(vendor)
R LEAVE BLANK.
Pmnt meth. Supl.
(vendor)
R (Payment method supplement) LEAVE BLANK.
20. Select the Individual pmnt (Individual payment) check box to make payments for each
vendor line item separately.
21. Click to verify data. Change, if necessary. The Create Vendor: Correspondence
Accounting screen appears.
22. As required, complete/review the following fields:
Acctg clerk R (Accounting clerk) Choose the appropriate vendor grouping
for the use in the payment proposal evaluation.
Acct W/vendor R (Accounting with vendor) LEAVE BLANK.
Clerk at vendor R Enter the vendor contact person.
Act. clk tel. no. R (Accounting Clerk telephone number) Enter the vendor
contact person's telephone number.

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Version: Final
Last Modified: 11/17/2010 1:32:00 PM
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Clerk’s fax R (Clerk's Fax Number) Enter the vendor contact person's fax
number.
Clrk’s internet R (Clerk's internet) Enter the vendor contact person's email
address or the vendor's web address.
Account memo O Enter internal information on the vendor.
23. Click to verify data. Change, if necessary. The Last data screen reached pop-up box
appears.
24. In the Last data screen reached pop-up box, click to save the vendor master
record.
25. The information message “Vendor XXXXXXXXXX was created in company code 0010”
appears.
26. Click until the SAP Easy Access screen appears.
Comments
None

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