FK01

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 SAP R/3 >> Accounting >> Financial Accounting >> Accounts Payable

>> Master Records >> FK01 Create Vendor

Via Transaction Code FK01

Procedure:

SAP Easy Access GFI Financials Template Main Menu

5/15/2012 r_FK01_Create an Employee Vendor Rec…

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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


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7. Update the following required and optional fields:

Field Name Description Values

Company Code Code identifying the company

purchasing the material

Enter value in Company Code.

Example: ZZGB

Account group Code used to determine the

classification of the account

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


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9. Click the Title dropdown.



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10. Select Mr. in the Title dropdown.



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Name Name of the person or company

to appear on the first line of the

address label

Enter value in Name.

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.



Search term 1/2 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.



House no./street Enter value in House no./street.

Example: 1


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House no./street 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 button.

Find



Field Name not Available Enter value in .

Example: UNITED

KINGDOM

17. Click Execute button.

Country Key (1) 239 Entries Found


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18. Click the GB United Kingdom item.



20. Click Next Screen button.


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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


Create Vendor: Payment transactions


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Ctry Enter value in Column Ctry.

Example: GB

23. Click the Bank Key matchcode.

Find bank


Bank Data (1) 20 Entries Found


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25. Select GB - 122030 - Barclays - 122030 in the list box.




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Bank Account 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.



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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


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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).


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33. Select the Sort key text box.

34. Click the Sort key matchcode.

Key for sorting according to assignment numbers (1) 37 Entries Found


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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.




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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



Payment terms Code identifying cash discount

terms and payment period for

the invoice

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.



Payment methods Enter value in Payment methods.


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Example: E

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


Create Vendor: Correspondence Accounting


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


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Information: Click the Enter button to override the information message. This employee record

does not require a VAT reg. number.

Information


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


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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.


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FK01

Documents

vendor transactions

employee vendor

search term

accounting

click enter

employee vendor

account group

reconciliation