Standard Business Partner Functions

Transcription

1 Standard Business Partner Functions This guide details the steps to perform all the standard BP Master Data Maintenance functions applicable to all BP s. * * * * Standard BP Master Data Maintenance Functionalities The standard BP maintenance functionalities that apply to all BP are: Deactivate a BP role in Umoja EE Block/Unblock a BP in Umoja ECC Add Alternative Payee to a BP in Umoja ECC Maintain relationship between BP s in Umoja ECC Terminate a BP Display keys within drop-down lists Common T- Codes Common T- Codes Create/Change/ Display BP Add/Deactivate/ Expire BP roles Add relationship between BP s Change BP Grouping BP BP BP BP Block Vendor Block Customer Terminate a BP Add Alternate Payee BP and XK05 BP and XD05 BP FK02 Deactivate/Expire a BP Role of a BP Once a role is added to a BP, it cannot be deleted. To remove a role from BP, user has to either: 1. Deactivate or expire the relevant role by changing the role Valid To date, or 2. Create a new BP without that particular role, block the old BP and link them together through Relationship The steps to deactivate/expire a BP role of a BP are: Type BP in the Command field and click the Enter icon. The BP that was most recently processed will be displayed. If this is not the BP you want to add the Vendor role to, navigate to the appropriate BP. Umoja Foundation Training How-To : Standard Business Partner Functions 1/12

2 Next, click the Display <-> Change icon to make additional changes to the BP. Select the BP role that needs to be deactivated/expired from the Change in BP role drop-down list. Next, click the Magnifying Glass icon, enter the Valid To date and hit Enter. Click Save when complete. Umoja Foundation Training How-To : Standard Business Partner Functions 2/12

3 Block/Unblock a BP There are several methods and ways to block (or unblock) a BP from being used in performing transaction in the Umoja system: 1. Central Block (T-code: BP) is used when a BP should no longer be used for any transactions in Umoja 2. Block/Unblock Vendor (T-code: XK05) is used when posting against and/or purchasing from the BP should be blocked 3. Sales Block (T-code: BP) or Customer Block/Unblock (T-code: XD05) is used when all or certain Sales and Distribution (SD) related transactions should no longer be performed against the BP Note: Before blocking a BP, the user needs to check for pending invoices. Central Block/Unblock of a BP Type BP in the Command field and click the Enter icon. In the BP Number field, enter the relevant BP number that needs to be blocked. Next, click the Display <-> Change icon to make additional changes to the BP. Click the General Data button. Then, click the Status tab and select or deselect the Central Block check box under the Lock section to lock the BP. Lastly, click the Save icon. Umoja Foundation Training How-To : Standard Business Partner Functions 3/12

4 It is not possible to include any note directly against the Central Block check box at the Status tab. Any note the user wants to add to the BP shall be entered in the Notes field at the Control tab. Go to the appropriate note field. Next, click the Pencil icon and enter relevant information in the text field. Click the Save icon when complete. Block/Unblock Vendor Type XK05 in the Command field and click the Enter icon. This T-code is used to block or unblock the vendor functions of the BP. Type the appropriate BP number in the Vendor field. Type 1000 in the Company Code and the relevant Purch. Organization (if need to be specified) in the provided fields. Click the Enter icon. Umoja Foundation Training How-To : Standard Business Partner Functions 4/12

5 Select or deselect the appropriate check boxes in the Posting Block, Purchasing Block and Block for quality reasons sections to block the vendor functions. Next, click the Save icon. Sales Block/Unblock To block (or unblock) a BP with UN Customer role from any Sales and Distribution (SD) related transactions, type BP in the Command field and click the Enter icon. In the BP Number field, enter the relevant BP number that needs to be blocked. Next, click the Display <-> Change icon to make additional changes to the BP. Click the Sales and Distribution button. Next, click the Status tab. Select or deselect the appropriate Sales Block check box and then click the Save icon. Umoja Foundation Training How-To : Standard Business Partner Functions 5/12

6 Customer Company Code Block/Unblock Click the Company Codes button. Click the Customer: Status tab. Select or deselect the appropriate Posting Block check box. Then, click the Save icon. Umoja Foundation Training How-To : Standard Business Partner Functions 6/12

7 Customer Block/Unblock Alternatively, type XD05 in the Command field and click the Enter icon. This T-code is used to block or unblock the Sales and Distribution (SD) related functions of the BP. Type the appropriate BP number in the Customer field. Type 1000 in the Company Code field and the relevant Sales Area (if need to be specified) in the provided field. Next, click the Enter icon. Select or deselect the appropriate Posting and/or Sales and Distribution (SD) Block check box. Then, click the Save icon. Umoja Foundation Training How-To : Standard Business Partner Functions 7/12

8 Add Alternate Payee Alternate Payees can be added to a vendor role, e.g. to receive invoice against one vendor and pay another vendor. Type FK02 in the Command field and click the Enter icon. Enter the BP number and Company Code. Then, select Payment Transactions and click Enter. On the next screen, check the individual spec. check box. Click add permitted payee and enter the BP number of the alternate payee. Save the record when completed. Umoja Foundation Training How-To : Standard Business Partner Functions 8/12

9 Note: Alternative payee has to have a BP number with UN Vendor, UN Low Vendor or UN FI Vendor role Commercial companies to be added as alternative payee needs to be registered in UNGM If UNGM-registration process is exempted, commercial companies shall only be created in Umoja ECC with UN FI Vendor role. These companies will not be allowed to participate in the UN procurement process Add Relationship between BP s An entity should generally be represented by one BP in Umoja. However, two or more BP s may be created for an organization due to: UNGM-Umoja integration restriction that does not allow Commercial Companies BP with UN Vendor role to be extended to other BP roles Companies or organizations with multiple legal entities (e.g. joint ventures) that require clear and segregate reporting of their financial transactions Companies or organizations (e.g. UNDP) that have offices in several countries and require direct and separate settlements against each office/site Replace by: When a BP is blocked because of duplicates (Changing BP grouping) Example: Low value BP becomes an UNGM BP In order to establish relationship between BP s the Master Data Maintainer may: Link two BP s, one with UN Vendor role and the other with UN Customer role, through BP [Vendor or Customer: General Data] tab {Note: This will be covered in UNGM Business Partner Module} Umoja Foundation Training How-To : Standard Business Partner Functions 9/12

10 Establish relationship between two or more BP s through BP [Relationship] screen {Note: To be covered in the next few slides} To add a relationship between two or more BP s in Umoja ECC, type BP in the Command field and click the Enter icon. Type one of the BP numbers in the BP Number field and click the Relationships button. Choose an appropriate relationship from the Relationship Cat. drop-down list. Type the second BP number in the Relationship to BP field. Enter validity dates in the From and To fields, if required. Next, click the Create button. Lastly, click the Save icon. Note: Some relationships can only be added for Organizations and not Persons. Terminate a BP If a BP is no longer active or its relationship with the UN has ended, the BP can be terminated. Click General Data and go to the Status tab. Enter End Date and Last Customer Contact date (if known). Umoja Foundation Training How-To : Standard Business Partner Functions 10/12

11 Check Central Block. Check Archiving Flag then hit Save. Umoja Foundation Training How-To : Standard Business Partner Functions 11/12

12 Display Keys Within Drop-down Lists In Umoja, it is possible to display the keys associated with a drop-down list. To enable this feature in Umoja, click the Customize Local Layout icon. Select Options from the drop-down list that displays. A new window will pop up. Click the Interactive Design folder, followed by Visualization 1. Select the Show keys within dropdown lists check box in the Controls section and click the OK button. Umoja Foundation Training How-To : Standard Business Partner Functions 12/12