Section 5: Vendor Masters
SECTION 5: VENDOR MASTERS
5.0 Overview SAP Vendor Master
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The vendor master contains relevant information required for conducting
business transactions in SAP, i.e.: address, contact numbers, payment terms,
and EFT (electronic funds Transfer) banking information. A vendor master
record is required to create and then pay purchase orders.
The vendor master is divided into 2 segments:
- Procurement side
- Finance side
If the purchasing address and the remit to, or payment address is the same,
then the Vendor will have one (1) SAP number.
If the remit to address is a different address than the address that the
purchase orders are directed to then there will be different SAP number for
each address. A vendor master is associated with another vendor master
using the partner function.
The procurement side of the Vendor Master is created under Purchasing Org.
3SO so all hospitals can use it.
The accounting side is created per company code, i.e.: BGH, KGH, PCC,
PSFDH, etc. and must be extended to the hospitals company code in order
for any payments to be made to that vendor.
5.1 Components of a Vendor Master – Procurement Side
The Vendor Master record is made up of many screens of information set up as
follows:
Vendor Address Screen:
 Vendor Name
 Address information
 Contact numbers, i.e.: phone, fax, email
 Search Term – identifies whether it is the purchasing or payment address
for the vendor and also may identify those that are specific to Pharmacy,
or other specialty areas, i.e.: Pastoral Care - Chaplains
Vendor Purchasing Screen:
 Order Currency
 Payment Terms (*only use choices on list that begin with “G’, i.e., due
immediately is G001)
 FOB information
 Minimum order information
 Salesperson contact name and number
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Section 5: Vendor Masters
Display Vendor: Partner Functions:
 Vendor address that payment needs to be sent to. If it is the same Vendor
number than the Vendor must have the same purchase and remit to
addresses. If it references a different Vendor number than that Vendor
would reflect the address where all payments would be sent to.
5.2 Components of a Vendor Master – Accounting Side
The Accounting side of the Vendor Master is company code specific which
means that if the Vendor is not extended to a certain hospital then they will
not be able to complete the payment transaction for orders against this
vendor. If a Vendor is in SAP but is not currently set up for use by your
hospital’s company code then the Vendor Master Request Form would be
completed to request the Vendor be “extended” to that company code.
The Screens contain the following information:
Vendor Address Screen:
 Vendor Name
 Address information
 Contact numbers, i.e.: phone, fax, email
Vendor Payment Transaction Screen:
 Contains the vendor’s specific banking information for payments to be
sent to using EFT (electronic Funds transfer). If the information on this
screen is completed then the Payment Method on the Payment
Transaction Accounting screen will reference “P” for EFT rather than “C”
for a hard copy cheque.
Accounting Information Accounting Screen:
 Contains the Reconciliation Account, i.e.: Finance will confirm this account
and it specifies where the money to pay the invoice will come from, i.e.:
the Canadian Funds account, the US Funds account or special funds for
payments to GRE (Government Recorded Entity) Vendors.
Payment Transactions Accounting Screen:
 Contains Payment term specific to that Company Code (*only use choices
on list that begin with “G’, i.e., due immediately is G001)
 “Check double invoice” check box to allow system to look for and identify if
duplicate invoices are entered by the accounting clerks
 Payment Method, i.e.: “C” for Check, “P” for EFT
Vendor Correspondence Accounting:
 Identifies the Hospital’s accounting clerk responsible for that Vendor
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Section 5: Vendor Masters
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The Hospital’s specific Account number with that Vendor
The Accounts receivable contact person and contact numbers for that
Vendor
5.3 Searching SAP for Vendor Masters (MK03)
When searching for a Vendor in SAP you can search on various attributes such as
Vendor Name, City, Postal Code, etc. In all cases you will begin by going to the Vendor
Master Display screen as shown below:
Using the menu tree in SAP go to Logistics→Materials
Management→Purchasing→Master Data→Vendor→Purchasing →Display(Current);
Or, enter Transaction Code MK03 in the command field;
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On the Display Vendor: Initial Screen, ensure that the check boxes beside Address,
Purchasing data and Partner functions are checked. The Control screen is not
maintained and therefore does not need to be checked as it does not contain any
information.
Next, use the drop down selection beside the Vendor field to bring up different search
option tabs.
The search screen should open at the Vendors (General) tab and it is here that you can
search by Vendor Name.
Enter a portion of the name followed by *. This will return all Vendor names that contain
what you searched on. If the search brings back too many items in the list than add
more detail until you get a smaller more specific list of vendors. I.e.: if you searched for
Medical* you would get a much larger list of Vendor names than if you searched
Medical Mart*.
Once you have found the Vendor you are searching for then double click on it from the
list and it will enter that Vendor number in the Vendor field. From there you will hit enter
to move through the different vendor screens.
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Section 5: Vendor Masters
Shown below, enter search for Medical Mart* and select the green check mark or hit
enter.
SAP will return all vendor names that meet the criteria outlined in your name search.
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Double click on the Vendor Name and it will enter that Vendors number in the Vendor
field on the Display Vendor: Initial screen.
Hit enter to move to the Address screen, then to the Purchasing data screen and then
the Partner functions screen. Again, the Control screen is not maintained and therefore
does not contain any information.
When initiating a search in SAP:
 Start the search with narrow search parameters then broaden your search
parameters
 Do not use limited, Ltd, company, Co, etc. in your search for vendors.
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Section 5: Vendor Masters
5.4 How to know if a Vendor has a “partner” in SAP
The following screen shot shows what SAP returned as choices when a search was
completed for Morgan Scott*.
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The first Morgan Scott on the list shows a search term of “PAYEE11434”. This
means that this vendor #44926 is the Payee Vendor for Vendor #11434. Or
stated another way, the purchases are directed to vendor #11434 but the
payments will be directed to vendor #44926.
All purchase orders should be created on Vendor #11434
Another way to find out if a Vendor has a different Payee address is on to check the
Display Vendor: Partner Functions screen. To follow the example above, for Morgan
Scott: If you display the Vendor Master for Vendor #11434 it would reference
Vendor #44926 as the vendor who will “present the invoice”, or in other words, the
“remit to” Vendor.
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Section 5: Vendor Masters
5.5 Creating and Changing a Vendor Master
Vendor Masters are considered Master Data and all Master Data in SAP is managed
by 3SO by the Procurement Analyst. Hospital site buyers will not have access to
create (extend) or make changes to Vendor Masters.
The transaction Code for Vendor Creation is MK01 (purchasing side) and XK01
(accounting side).
The transaction Code for Vendor Change is MK02 (purchasing side) and XK02
(accounting side).
5.6 Requesting Vendors be Created, Changed, or Extended
If after performing an exhaustive search of SAP a particular vendor is not found,
then a Vendor Master Request Form will need to be completed and forwarded to the
Procurement Analyst at 3SO to have the vendor created. Prior to initiating the form
execute a search on the internet or telephone book, verifying that this vendor is
valid. Any changes to an existing Vendor Master will need to be directed to the
Procurement Analyst using the form clearly indicating the change that needs to be
made.
Forms can be found on the 3SO intranet at www.3so.ca/member login (top right
corner)/email address: forms@3so / password: 3soforms / 3SO tab / 3SO forms.
Fully completed forms should be sent to the 3SO Procurement Analyst by email to
procurementanalyst@3so.ca.
The following information must be supplied:
Select one of the following (with the drop down x): CREATE, CHANGE, DELETE, or
EXTEND
EXTEND (Vendor exists for another buying team)
1. If an extension is requested please indicate in the boxes
EXTEND VENDOR# - the existing SAP vendor number
EXTEND PARTNER VENDOR# - The payee vendor number, if different
2. Respond to “Is the vendor EDI CAPABLE: yes or no
3. Under Administrative:
Complete
DATE REQUESTED: Today’s date
REQUESTOR’S NAME: individual completing the form
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REQUESTOR’S HOSPITAL COMPANY CODE: from drop down
SEARCH COMPLETED?: Must always be a yes. This indicates that you
have completed an extensive SAP search and verified the vendor
exists.
PHONE #: Your contact number
PURCHASING ORG: 3SO (applies to all hospitals except KGH)
CREATE (Vendor does not exist for any hospital site or 3SO)
1. Respond to “Is the vendor EDI CAPABLE: yes or no
2. Under Administrative:
Complete
DATE REQUESTED: Today’s date
REQUESTOR’S NAME: individual completing the form
REQUESTOR’S HOSPITAL COMPANY CODE: from drop down
SEARCH COMPLETED?: Must always be a yes. This indicates that you
have completed an extensive SAP search and verified the vendor
exists.
PHONE #: Your contact number
PURCHASING ORG: 3SO (applies to all hospitals except KGH)
3. Under Vendor Information:
Complete (All fields which are not mandatory are show in Italics)
VENDOR NAME: Legal title as shown on internet, invoice, quote, etc
PURCHASING: ADDRESS L1 PO’s are sent to this address
ADDRESS LINE 2 IF REQUIRED PO’s are sent to this address cont’d
CITY PO’s are sent to this address cont’d
PROVINCE/STATE PO’s are sent to this address cont’d
COUNTRY: PO’s are sent to this address cont’d
POSTAL CODE/ZIP: PO’s are sent to this address cont’d
PO BOX PO’s are sent to this address cont’d
TOLL FREE TELEPHONE#
TELEPHONE
SALES REP MOBILE TELEPHONE #
PO BOX POSTAL CODE PO’s are sent to this address cont’d
ORDER OFFICE FAX #
ORDER OFFICE EMAIL ADDRESS:
CURRENCY (CAD/USD): Remittance currency
PAYMENT TERMS: as defined by vendor
PAYMENT METHOD(S): as defined by vendor
INCO TERM FOB (FREIGHT CHARGES) as defined by vendor
MINIMUM ORDER VALUE if applicable
SALES REPRESENTATIVE:
SALES REPRESENTATIVE TOLL FREE TELEPHONE # / FAX#
HOSPITAL’S CUSTOMER NUMBER WITH VENDOR/PREVIOUS
CUSTOMER# as defined by vendor
VENDOR ACCOUNTING CLERK NAME if known
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Section 5: Vendor Masters
VENDOR ACCOUNTING CLERK PHONE # if known
HOSPITAL SYSTEM VENDOR NUMBER: if known
Complete PARTNER Address (only if different from above)
Complete this section if the Payee address differs from the address the PO’s
are sent to. (All fields which are not mandatory are show in Italics)
VENDOR NAME: Legal title as shown on internet, invoice, quote, etc
REMITTANCE: ADDRESS L1 Invoice payment is sent to this address
ADDRESS LINE 2 IF REQUIRED vendor’s address cont’d
CITY vendor’s remit to address cont’d
PROVINCE/STATE vendor’s remit to address cont’d
COUNTRY: vendor’s remit to address cont’d
POSTAL CODE/ZIP vendor’s remit to address cont’d
PO BOX
PO BOX POSTAL CODE/ZIP
TOLL FREE TELEPHONE#
TELEPHONE
FAX #:
MOBILE PHONE #
EMAIL ADDRESS:
CHANGE (To revise information for a vendor that already exists in SAP )
1. Indicate a change is required.
2. Under Administrative:
Complete
DATE REQUESTED: Today’s date
REQUESTOR’S NAME: individual completing the form
REQUESTOR’S HOSPITAL COMPANY CODE: from drop down
SEARCH COMPLETED?: Must always be a yes. This indicates that you
have completed an extensive SAP search and verified the vendor
exists.
PHONE #: Your contact number
PURCHASING ORG: 3SO (applies to all hospitals except KGH)
3.Complete the appropriate field where the change is required.
Forward the fully completed Vendor Master form to the 3SO Procurement Analyst by
email at procurementanalyst@3so.ca.
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