Supplier master record (organizational unit)

Defining vendors for organizational units is a way of configuring or defining certain vendor data differently for individual organizational units without having to create a completely new vendor for this purpose.

If you want to define a vendor for one or more organizational units, you must first extend the vendor for these units. Then, in the same control, in the list of extended organizational units, the pencil icon can be used to make the specification.

The following information can be defined at organizational unit level:

The organizational unit-specific master record is divided into tabs:

• Basic data

• Enhanced

• Address

• Bank details

• Contact

• Material groups

The individual tabs and their contents are described below:

Basic data

Supplier numbers

• No. → Unique, organizational unit-specific supplier number

• External number → External supplier number

• Additional no. → Any additional numbers

Communication

• E-mail for general system notifications

• E-mail for orders (except free text)

• E-mail for tenders

• E-mail for free text orders

• E-mail for auctions

Classification

• Status → Supplier status; this controls the modules/functions for which a supplier is released.

• Categories → freely definable supplier category

Enhanced

Conditions

• Terms of Payment → Selection or Free Text; to use this function, the function Preset Terms of Payment Selectable must be activated under Administration > Settings > Organization Settings in the General tab.

• Terms of Delivery → Select (Incoterms 2010) or Free Text; to use this function, the function Terms of Delivery Selectable from Incoterms® must be activated under Administration > Settings > Organization Settings in the General tab.

• Place → only available with Incoterms

Via the ... button can be used to define for which Incoterm the Location field is a mandatory field.

If the function is activated, the Incoterm code and location in the purchase order are transferred to ERP systems (SAP interface or openTRANS).

• Payment methods

Settings

• Responsible user group → responsible group of employees; receives information in certain cases and can be selected in approvals

• Responsible user → Responsible employee; receives information in certain cases and can be selected in approvals

Ordering

• Order processing → Type selection

  • Use uniform workflow

  • Different workflow per order type → defined workflow according to order type; standard purchase order, service purchase order, blanket purchase order with limit items

  • Assign different workflows → several workflows are available for selection

  • Account assignment category-specific purchase order processing workflow used → defined workflow according to account assignment category

• Order processing workflow → assigned workflow or individual assignment table (according to type)

These assignments are taken into account in the ordering process and used in the context of the organizational unit.

Address

Here you can assign an address per organizational unit. In the respective directory entry, the organizational unit is then also listed in the References section.

These assignments are taken into account in the ordering process and used in the context of the organizational unit.

Bank details

Here you can assign one bank account per organizational unit. In the respective directory entry, the organizational unit is then also listed in the References section.

These assignments are taken into account in the ordering process and used in the context of the organizational unit.

Contact persons

A contact person can be assigned here for each organizational unit. In the respective directory entry, the organizational unit is then also listed in the References section.

These assignments are taken into account in the ordering process and used in the context of the organizational unit.

Material groups tab

The Material Groups tab lists the material groups that have been created in the Administration > area Internal Organization > Material Groups and that have been made visible via the checkbox for the Inquiry/Supplier Management area.

Here, material groups can be released or blocked by activating or deactivating the relevant checkboxes.