Functional Area: Accounts Payable / Run Vendor List Report
Purpose
Use this procedure to execute the vendor list report.
Trigger
Perform this procedure when there is a need to show in report form vendor data from the vendor master.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
- Select AccountingFinancial AccountingAccounts PayableInformation SystemsReports for Accounts Payable ReportingMaster Data to go to the Vendor List screen.
S_ALR_87012086
Business Process Information
This report displays detailed vendor master data based on selection criteria defined by the user. There are six vendor account groups defined in the system. In some cases each account group has specific field requirements. This report gives a means to quickly review vendor master data.
Access to this report will be given to everyone across the University, however, the Tax ID information for the vendors will not be displayed on the report. Operationally, this report will be most likely used by various staff members in the Accounts Payable Department and the Library Accounting Office.
In some cases, when analyzing various vendor code ranges it will be easier to work from this report list than reviewing each master record individually in SAP. The Library Accounting Office will also find further value to being able to run this report as they will be maintaining the same vendor records in both SAP and their own Innovative Library System. This report can be executed in order to review SAP data and make sure it is consistent with Innovative Library System data. The report will be executed online as needed.
Helpful Hints
- The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
- On certain screens you may have to scroll to view some data entry fields.
- If the report is executed on a routine basis, the selection criteria that a user prefers can be saved in a variant by:
2. Saving the criteria by using menu path GotoVariantSave as Variant
3. Assigning a name for the variant
- The variant is accessed by clicking and selecting the Variant name
Work Instruction
Functional Area: Accounts Payable / Run Vendor List Report
Procedure
1. / Start the transaction using the menu path or transaction code.
Vendor List
2. / As required, complete/review the following fields:
Field / R/O/C / Description
Vendor account / Optional / Account assigned to each vendor; Invoices from the vendor and payments to the vendor are recorded in this account; Each accounts payable account is a sub-ledger account that rolls up to a general ledger reconciliation account
Example:
500015
If no vendor account(s) are specified, the report will run for all vendors.
to / Optional / End date when specifying a range of dates
Example:
500020
Place the last vendor number for which this report should select records, leave blank if the report is being run for just the vendor record indicated in the preceding step.
Company code / Optional / Organizational unit within Financial Accounting
Example:
UC
to / Optional / End date when specifying a range of dates
Example:
Leave blank since there is only one Company Code.
Search help ID / Optional / Selection used to search by SAP match code categories
Example:
Search string / Optional / Used to specify a user defined search criteria (free form text search)
Example:
/ Scroll down to view additional fields.
Vendor List (2)
3. / As required, complete/review the following fields:
Field / R/O/C / Description
One-time vendors / Optional / Specification used to indicate the requirement to include one-time vendors
Example:
1
4. / Perform one of the following:
If / Then
Address and telecom information (such as Name, Street, Telephone, etc) is required for the report / Select to the left of Address and telecom (master).
The report should list of all company codes where the vendor is defined / Select to the left of List of company codes.
Leave blank, there is only one company code.
Account control and status information (such as posting block indicators, deletion flags, authorizations, group keys, indication of one-time accounts) is required for the report / Select to the left of Account control and status.
Tax info. and references information is required for the report / Select to the left of Tax info. and references.
This option will not be available. Security error will be displayed if this option is selected.
Additional VAT reg. Numbers information is required for the report / Select to the left of Additional VAT reg.numbers.
Leave blank.
Subject to Withholding Tax information (such as birth day, place of birth, etc) is required for the report / Select to the left of Subject to Withold. Tax.
This information will be entered for foreign vendors only.
Bank Data (such as bank name, account number, etc) is required for the report / Select to the left of Bank data.
Payment data (such as payment term, payment method, etc) is required for the report / Select to the left of Payment data.
Creation data for the company code information (such as the SAP user ID who created the data and date stamp) is required for the report / Select to the left of Creation data for company code.
Interest calculation is required for the report / Select to the left of Interest calculation.
There are no current plans to add interest information on any vendor master record.
Withholding Tax information (such as Withholding tax code, Exemption no. etc) is required for the report / Select to the left of Withholding Tax.
Reference data (such as Account group, Previous account number and Personnel number) is required for the report / Select to the left of Reference data.
Dunning data is required for the report / Select to the left of Dunning data.
Leave blank, dunning data will not be entered on the vendor master records.
Vendor correspondence information (such as memo is required for the report / Select to the left of Vendor correspondence.
Leave blank.
Extended withholding tax information is required for the report / Select to the left of Extended withholding tax.
Leave blank.
The report should be limited to only those vendors who have Extended withholding tax information / Select to the left of Only with ext. withholding tax.
Leave blank.
The report should be limited to only those vendors who have a posting block / Select to the left of Only with posting block.
The report should be limited to only those vendors who have a deletion flag, / Select to the left of Only with delete flag.
/ An alternative to entering selection criteria is to select a saved variant by clicking .
5. / As required, complete/review the following fields:
Field / R/O/C / Description
Account sorting / Required / Indicator for a report that specifies sorting sequences
Example:
1
Communication with vendor / Optional / Indicator for a report that specifies to include communication information (telephone number, fax, etc) that is defined on the vendor's master record
Example:
1
This report is primarily used for internal use only. Leave blank.
/ Leave blank, we will not use this functionality.
6. / As required, complete/review the following fields:
Field / R/O/C / Description
Additional heading / Required / User defined custom header that will be presented on the report
Example:
Run Per Request of External Auditors
The heading information specified will print at the top of the report.
7. / Perform one of the following:
If / Then
If the report should be printed on microfiche / Select to the left of Print microfiche line.
Leave blank.
8. / Click for Dynamic Selections .if the standard reporting criterion is not sufficient so that additional available data fields can be brought into the report execution logic.
Vendor List (3)
9. / Click .
Vendor List (4)
10. / Click until you return to the SAP Easy Access screen.
11. / You have completed this transaction.
8/14/2017
Ver: / 05_AP_S_ALR_87012086_Run Ven List Rprt_0_VenMstrDataMain.udc
© University of Cincinnati / 1/10
Work Instruction
Functional Area: Accounts Payable / Run Vendor List Report
Result
You have executed a Vendor List.
Comments
The report can be saved to the user’s computer or external drive by using menu path ListSave/sendFile. The report can be saved in ‘Rich Text’ format.
Click to print report.
8/14/2017
Ver: / 05_AP_S_ALR_87012086_Run Ven List Rprt_0_VenMstrDataMain.udc
© University of Cincinnati / 1/10