Input Vendor Master Data 1

Terminal Learning Objective Action: Input Vendor Master Data Conditions: As a new FM Soldier in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion. Standard: With at least 75% accuracy learners must demonstrate proficiency with: Define the different commercial vendor services roles Create a Vendor Master Data Record Define Vendor Master Data Display Identify vendor master data interface processing monitor 2

Financial Mishap 3

Commercial Vendor Services Roles According to the properly assigned GFEBS roles and Positions The following personnel will have the ability to execute the transactions covered in this module based on their assigned position and GFEBS Roles: ** Although the VMD record is created by the CVS Clerk, VMD records can be viewed by all. Senior CVS Analyst CVS Analyst CVS Technician CVS Clerk (Roles for Skill Level-1)

Vendor Master Data Agenda Explain General Information on Master Data Discuss Vendor Master Data Roles/Responsibilities Cover Vendor Account Groups Explain 3 Types of Data Discuss Pertinent Information Explain Activities Performed Cover Required ALMS Courses Discuss and Explain T-Codes 5

Vendor Master Data Overview The VMD Management system creates a record for an employee or a company that IS NOT ALREADY in GFEBS and is NOT managed by Army Enterprise Systems Integration (AESIP*). The system ensures: Updated with the latest information (e.g. banking, EFT, Partners, general) Errors in the VMD system (such as banking and account numbers) can lead to a huge loss of funds. 6

Vendor Master Data Roles Vendor Master Data Controller Vendor Master Data Display Vendor Master Data Interface Processing Monitor Responsibilities within CVS Role Description and Role Responsibilities Activities Performed Integration with other Roles 7

Vendor Account Groups Zøø1 - Non-Federal/Commercial (AESIP) Zøø2 – Government Non-DoD (AESIPs and VMDC) Zøø3 – Federal DoD (DoDDACs) AESIPs and VMDC) Zøø4 – Foreign (AESIP) Zøø5 – Employees and Individuals Zøø6 – Remit to addresses (AESIP) Zøø7 – Internal Vendors (GFEBS-specific vendors) Zøø8 – FCM RIC SOS (Supply Req) Zøø9 – Local Vendors for DPW 8

Vendor Master Data Types The vendor master record consists of three types of data: General data Vendor name, address, contact info., preferred language, etc. Company code (CC) data Information linked to specific CC data such as payment terms, payment methods, tax details, etc. Purchasing data The P-org data contains information for the sales purchasing organization, partner functions, pricing, etc. Data that is kept at P-org level (such as contact person or terms of delivery). 9

Pertinent Information · Employee Bank Data · Employee Social Security Number · Employee Tax ID Number (EIN) (if applicable) · Payment Method · Reconciliation Account · Society for Worldwide Interbank Financial Telecommunication (SWIFT) code or International Bank Account Number (IBAN) (foreign vendor account group ZØ1Ø) Example: Deutsche Bank is an international bank, with its head office in Frankfurt, Germany. The SWIFT code for its primary office is DEUTDEFF: DEUT - identifies Deutsche Bank DE - is the country code for Germany FF - is the code for Frankfurt 10

Vendor Master Data Controller Identifying and inputting pertinent vendor data - social security number - first name and last name - bank routing information - payment terms The Vendor Master Data Controller assigns each vendor an account group during the vendor master creation process. Account groups control the screens and fields that are displayed during vendor maintenance. General users can query for vendors using the account group as a search criterion. 11

Vendor Master Data Controller (Cont.) Job Description This role has the ability change the vendor master records when needed. Activities Performed The Vendor Master Data Changes vendor master data information upon a formal request made by the supervisor via the vendor. Integration with other Roles The Vendor Master Data Controller coordinates, and interacts with Both the Vendor Master Data Display, the Interface Monitor, and PR/ PO processors for cross-communication. 12

Activities Performed The Vendor Master Data Controller performs the following activities: Create and change Vendor Master Data for records that do not come from AESIP Process Vendor Master Data Makes changes to a vendor master data record within GFEBS Display Vendor Master Data Block and unblock non-CCR vendors. (Central Contracting Registration) 13

Integration with Other Roles The Vendor Master Data Controller coordinates or interacts with the following roles. Purchase Order Interface Processing Monitor PR Processor Vendor Master Data Interface Processing Monitor 14

Required ALMS Courses GFEBS Essentials (101,201,303,305) PLUS: L3Ø5E Business Intelligence Reporting Fundamentals L25ØE Acquisition Process Overview L251E Accounts Payable Process Overview L451E Material and Vendor Master Data Maintenance 15

LSA #1 Check on Learning Q1: What are the three types of data? Q2: How many GFEBS courses are required to qualify tor the Vendor Master Data Controller Role. 16

LSA #1 Summary 17

Create Vendor Master Data Record (XKØ1) BY THE NUMBERS

Create Vendor Master Data Record (Cont.) Purpose: Use this procedure to create a vendor master record. If an individual or business is not maintained within AESIP, then vendor master data must be created manually. Trigger: Perform this procedure when you need to create a vendor master record for an employee or individual. Prerequisites: Employee Bank Data; Employee Social Security Number Employee Tax ID Number (if applicable); Payment Method; SWIFT code or International Bank Account Number (IBAN) (foreign vendor account group Z010) 19

XKØ1- Create Vendor Record 1. Enter T-code XK01, Press ‘Enter’ 2. Enter the Vendor Cage and/or ID to be processed 2 Enter the appropriate “Vendor Account “Group if known or select the appropriate code Note: the most commonly utilized codes are “ZØØ1,ZØØ4, and ZØØ5” Green Check it. 3 3. Company Code / Purchase Org. ARMY 4 4. If ‘Account Group’ is not known, click the dropdown and select from the options 4a 4b

XKØ1- Create Vendor (Cont.) Screen Name XKØ1- Create Vendor (Cont.) 5 1. Title will be “Company” unless it is an individual (then Mr. Mrs.) 1 5. Click “Next Screen” 2 2. Name of Individual or Company 3. Search terms (able to search for this vendor by these terms). (Vendor ID code is recommended) 3 4. Enter Individual/Company address information. COMPLETE address is necessary for legal purposes. 4

XKØ1- Create Vendor (Cont.) Screen Name XKØ1- Create Vendor (Cont.) 2 4 2. Click “Next Screen” 4. Click “Next Screen’ again 1 1. TIN (Taxpayer Identification Number) and Tax information is required for U.S. Vendors. If it is an individual, instead of company, the Social Security Number will be entered in these fields. For trng. purposes, use mmddyyyy1. 3 3. ‘Caution flag’ raised on TINS. Disregard and click ‘Next Screen’ again.

XKØ1- Create Vendor (Cont.) 6. Next Screen 2. Select the appropriate “Bank Key” (SWIFT Code or ABA) 3. Enter the correct bank account number 1. Enter the appropriate “Country Code” for the Bank Location 6 5 1 2 3 4 5. Enter Account Key (type of account) ø1- Checking / ø2- Savings 4. Enter ‘Holder of the Account’ 8 7 7. Enter ‘Recon. Account’ (GL) 8. Next Screen

XKØ1- Create Vendor (Cont.) 4. Next Screen 4 1. Select the dropdown, enter the payment terms applicable to this vendor. e.g.NET30 1 3a 2 3b 2. Place a checkmark here to ensure all invoices are checked for duplicates during entry 3 3. Select “Payment Method”. (GFEBS does not support Cash payments). EFT is the preferred method of payment in theater and in GFEBS. Note: The Deployable Disbursing System (DDS) utilizes“ CTX (Corporate Trade Exchange) Format ACH” .

XKØ1- Create Vendor (Cont.) 1. No action necessary NEXT SCREEN 2 2. No action necessary NEXT SCREEN

XKØ1- Create Vendor (Cont.) 2 2. Click ‘Save’ 1 1. Enter the Currency the vendor is likely to be paid with. GFEBS will accept USD as well as foreign currency 3. Upon saving, system generated message reveals that the vendor was successfully created in GFEBS 3

XKØ1- Exercise Scenario #1 27

LSA #2 Check on Learning Q1: Transaction Code XK01 is used to create a vendor master record for an ________ or _________. Q2: What message will appear if the vendor exist in GFEBS? Vendor has been created Duplicate TINs exist Document successfully created Q3: T/F: The XK01 used to Block/Unblock Vendor Master Data. True False 28

LSA #2 Summary 29

Vendor Master Data Display Job Description This role has the ability to view the vendor master records when needed. Activities Performed The Vendor Master Data Display reviews vendor master data information. Integration with other Roles The Vendor Master Data Display does not coordinate, interact with and/or depend on any other roles. 30

Required Training – 4 Courses GFEBS Essentials L3Ø5E Business Intelligence Reporting Fundamentals L25ØE Acquisition Process Overview L451E Material and Vendor Master Data Maintenance 31

Change Vendor Master Data (XKØ2) Purpose Use this procedure to change information on a locally entered vendor (account group Z007) or employees/individuals (account group Z005). This may occur because of a name, address, or account information change. You cannot change vendor information received from an external system via interface (SAMS, AESIP, etc) Trigger Perform this procedure when notified that vendor data needs to be updated. Prerequisites There is an existing vendor master data record that requires an update. 32

Change Vendor Master Data Record (XKØ2) BY THE NUMBERS SITUATION: A NEW ACCOUNT HOLDER (AH) HAS BEEN ASSIGNED TO TS ELECTRIC INC. AND HAS REQUESTED ALL FUTURE PAYMENTS BE DIRECTED INTO THE COMPANY SAVINGS ACCOUNT. THIS ACTION IS APPROVED BY THE NEW A.H. CHARLES FRANCIS JR. Signed: Timothy Stewart, TS Electric Inc.

XK02- Change Vendor Info 4 3 2 Start 1 34 Enter t-Code XK02 Press ‘Enter’ 4. Press ‘Enter’ Start 4 1 1. Enter the Vendor ID. If not sure, click the dropdown and do a search 2 2. Purch. Org and Company Code is always “Army” 3 3. Depending on the “Vendor change” needed. Select the appropriate box or boxes 34

XK02- Change Vendor Info (Cont.) 1 2. On the ‘Menu bar’ click ‘Save’ Charles Francis JR. 02 All Original Information 1. Make the necessary change(s) to the VMDR (Instructor- Click to show change) 3 3. System Generated Message- Success. 35

Exercise Scenario #2 36

LSA #3 Check on Learning Q: This change was made to what vendor group? a. Z001 – Non-Federal / Commercial (AESIP) b. Z002 – TS Electric V-group c. Z004 – Foreign AESIP d. Z005 – Employees / Individuals 37

LSA #3 Summary 28

Vendor Master Data Interface Processing Monitor The Vendor Master Data Interface Processing Monitor manages the interface relationship between external systems involved in managing vendor master data and GFEBS. This role identifies and resolves interface errors. 39

Activities Performed The Vendor Master Data Interface Processing Monitor performs the following activities: Manage AESIP and CEFT interface View and monitor IDOCs View Material Master View Vendor Master Display Vendor Master Data Block and unblock non-CCR vendors 40

Required Courses GFEBS Essentials L3Ø5E Business Intelligence Reporting Fundamentals L25ØE Acquisition Process Overview L251E Accounts Payable Process Overview L451E Material and Vendor Master Data Maintenance 41

Display Vendor User Procedure (XK03) Purpose Use this procedure to display a vendor master record. Trigger Perform this procedure when you need view information associated with a vendor master record. Prerequisites A vendor master record must exist in GFEBS 42

Display Vendor Master Data Record (XKØ3) BY THE NUMBERS SITUATION: AN AUDIT HAS BEEN DIRECTED AT TS ELECTRIC (DETROIT OFFICE) FOR THE PREVIOUS FY. THE VENDOR MASTER DATA DISPLAY HAS BEEN DIRECTED TO CONDUCT A SPOT CHECK (10%) OF ALL COMPANY RECORDS. INFORMATION WILL BE VERIFIED FOR UP TO DATE AND ACCURATE INFORMATION. Signed: Timothy Stewart, TS Electric Inc.

XKØ3- Vendor Display 3 1 Start 1. Enter Vendor Search Criteria (may also be found by name, tax info.,etc.). 2 Start: Enter T-Code XK03, Press ‘Enter’ 2. Company Code and Purchasing Organization will always be “ARMY” 4 3. Click “Select All”. This will place check marks on all displayable vendor data categories. Uncheck as necessary 4. Press “Enter” *Note: Step “3” may be skipped if the user wishes to only display specific vendor data. Checkmarks can be placed next to those items manually prior to step “4”

XKØ3- Vendor Display Next Starts with ‘Partner Functions’

Exercise Scenario #3 46

LSA #4 Check on Learning Q1: What t-code is utilized to view a Vendor Master Record? XKØ1 XKØ2 XKØ3 XKØ5 Q2: The Vendor Master Data Interface Processing Monitor role identifies and resolves _____ ______. Q3: Changes can NOT be made during the viewing of vendor information. True b. False 47

LSA #4 Summary 48

TLO Summary Action: Input Vendor Master Data Conditions: As a new FM Soldier in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion. Standard: With at least 75% accuracy learners must demonstrate proficiency with: Define the different commercial vendor services roles Create a Vendor Master Data Record Define Vendor Master Data Display Identify vendor master data interface processing monitor 49