Duplicate Vendor Master

Hi Experts,
I am purposing vendor master to be created centrally to the client. How can I make it sure the same vendor is not created duplicate. What are the primary fields which i maintain so that system pops up a message for duplicate vendor entering. I checked with VAT number, Tax number nothing works. even the same name you can enter with all details same. What is the mechanism to prevent the creation of duplicate vendor other than the Zprogram or any exit.
Thanks in Advance,
Lekhram

hi lekhram
there is no need for a z program for duplicate vendor creation check.
add these 2 message control for vendor master data
goto financial accounting - accounts receivable and accounts payable - vendor accounts-master data - preparation for creating vendor master data - change message control for vendor master data
add message no 144 i i for both online and batch
add message no 272 i i for both online and batch
kind regards
Arman
SAP FICO

Similar Messages

Detect potential duplicate vendor master records

Hi all,
Our external auditor has the following comment:
'Match codes and message control can be used to help identify duplicate vendor records. Fields such as Name, Address and Country can be set as searchable fields in order to detect potential duplicate vendor records. The message control (with identifier 144) in SAP can give a message prompt when duplicate vendors are identified.
We noted that your system had not been configured to display a warning message if the name or address, etc of a new record is identical to an existing vendor record.'
Any idea to implement this?
I searched for message 144 and found that there is a similar message in message class F2: 'Vendors found with same address; check', but I cannot find where to trigger this error message.
Please help.
Best Regards,
Chris.

Goto SPRO-Financial accounting-Accounts Receivable and Accounts Payable
-vendro account-master data- Preparations for Creating Vendor Master Data
- Change Message Control for Vendor Master Data
here you can maekk the messge 144 to Error

Duplicate Vendor check

Hi,
Want to configure e a warning message for Duplicate Vendor master creation.
I can see a message F2144 configred, but this is only applicable if we create Vendor from FK01.
In spro>Logistics general>Business partner>Vendor> message control for Vendor master ....can we configure a message here, which will be applicable if I create duplicate Vendor master from transaction XK01.
Regards,
Rajesh Satope.

For normal vendor you can maintain duplicate check in OBA5
Application Area F2
Message No.144 for Vendor and 145 for customer, making it as information.
Reference : [Duplicate vendor check??????|Duplicate vendor check??????]

Is there any functionality to check duplicate records of vendor master

Dear all,
In creation of vendor master, there is probability of creation of same vendor twice by the user by ignorance.
Do we any check in SAP so that we cannot create the vendor if that vendor already exists.
For instance, based on vendor name can we put check so that system gives error message if that name already exists.
Kindly revert back with your suggestions.
Thanks,
Kumar

Hi,
First of all you need to have the information ,what are all the fields that needs to be checked for identifying the master data as duplicate, ie name /adress/post code/bank details.
If you put only one 'name' only for checking the master data duplication then there might be cases where the two vendors having the same name . So i would suggest take more than one field for identifacation the vendors.
Best Regards
Suresh Addagiri

While creating vendor master , it should not accept duplicate VAT number

while creating vendor master , it should not accept duplicate VAT number
implement this with function exit.

there is no link in vendor master creation that could check that company code and purchasing org are belonging together.
the vendor master is in general just 3 more or less independend levels: general data, company code data, purchasing org data.
Why should it not be possible to maintain a company code data view for any company code available in customizing?
Why should it not be possible to maintainpurchasing org data view for any purchasing org available in customizing?
Assume you have a system with 3 companies and 3 purchasing orgs maintained for one vendor, then you have 9 potential combinations. then 3 combinations would make sense, while 6 possible other combination would not give any sense.
1 - 1 makes sense
2 - 2 makes sense
3 - 3 makes sense
1 - 2 no sense
1 - 3 no sense
2 - 1 no sense
2 - 3 no sense
3 - 1 no sense
3 - 2 no sense
As there is no restriction (except auhtority) the user can create any meaningful and nonsense combination in vendor master creation in one go.
But fact is that you have to have 3 companies and 3 purchasing orgs maintained for one vendor. While creating purchase orders SAP checks if the combination entered in the PO does make sense.
the users who are able to create vendors should have skills to do so.

Check for Duplicate Fields in Vendor Master

Dear Gurus
We have a requirement to configure checks for Duplication in Vendor Master.
regards
MS

Hi
Pls check the path
IMG > Financial Accounting> Accounts Receivable and Accounts Payable>Vendor Accounts> Master Data > Preprations for Creating Vendor Master Data > Change message control for Vendor Master Data
Give message numbers 144 and 145
How ever, I suggest that you do not put the message as "E". There could be a scenario, where in, the Business may have certain customers and vendors with the same name and other common fields.
Thanks & Best Regards
Sanil K Bhandari

Duplicate Bank Details on Vendor master

Hi Gurus,
Is it possible to add multiple banking details on a vendor master with different "Reference" field.
I get the below error:
+Bank details have been duplicated+
Message no. F2049

Hello,
If there are multiple bank accounts specified in the vendor master data, and if it is required to select desired one while making the payment, then the field Bank Type can be used in the vendor master data.
Against each bank of vendor specify a bank type say 0001, 0002 , 0003 etc...
In the invoice, under the payment tab there is field name Partner Bank wherein you can specify the bank type mentioned in the vendor master. This will make sure the payment to this invoice happens through a specified bank.
Cheers
Raghu

Vendor Master Creation FK01

Hi
I created one vendor as MNO Limited. Vendor number generated is 1000098. Afterwards i came to know that the Vendor 1000065 is already created with same name. So now same vendor is created twice.
Let me know is there possibility in SAP to have check on this. How to avoid duplicate vendor creation?
Second doubt is that, i want to have dropdown for field Corporate Group field. Is it possible in Standard way?

Hi,
You can configure the vendor duplicacy check in the below path:-
Goto SPRO: SAP Reference IMG:
1. Financial Accounting(New)->Accounts Receivable and Accounts Payable->Vendor Accounts->Master Data->Preparations for Creating Vendor Master Data->Change Message Control for Vendor Master Data
2. The next screen will be displayed where you can define your message for Ex:
F2 144 u2013 Vendors found with same address; check
Set the values Online = u2018Iu2019 and BatchI (Batch Input) = u2018Iu2019
If you want to make this check user specific then enter the User Name else leave it blank to make it applicable for all users.
3.Again go to SPRO:
Financial Accounting (New)->Accounts Receivable and Accounts Payable->Vendor Accounts->Master Data->Match Code->Check Search Fields for (Vendor) Matchcodes
The standard fields on which the check is performed are:
1.NAME1, 2.NAME2, 3.ORT01
You can include here other field also to check the duplicacy. If the need to check the duplicate vendor on more complex creterias, you can use the user exit function module EXIT_SAPMF02K_001 which calls the custom program ZXF05U01.
Regards,
Gaurav

How do i check ensure that SAP checks for duplicate vendor invoice numbers?

Hi Experts -
How do I verify that SAP checks for duplicate vendor invoice numbers and blocks duplicate invoices from being paid?
Thanks!

Hi
Pls chek the settigs by following the path
IMG>Materials Management>Logistics Invoice Verification>Incoming Invoice>Set Check for Duplicate Invoice.
Here you make the settings for creating a duplicate invoice check.
Moreever, in the vendor master, you need to tick the check box for duplicate invoice check.
I suggest you search the Forums before posting a query. There are lots of postings on this issue.
Thanks & regards
Sanil K Bhandari

Duplicate vendor Invoice check in FB60

Hi Experts,
I want to put the duplicate invoice check while posting the vendor invoice through FB60. I want the system to check the duplicate invoices in combination of the Vendor code and vendor invoice number ( we put the vendor invoice no. in the reference field of FB60 ). How to make this possible. I do not want to make the FI validation for the same. Can you please suggest how to go ahead with this.
Thanks,
BABA

Hi Shailesh,
phuu, ok, let's start from the beginning then.
Some theory first:
you need the validation because the standard check takes the doc.date ito consideration and this is not wanted. And you need the exit from the validation (! not a separate exit! not the original), locate the IF-statements where there is an ELSE option ending with function CUSTOMIZED_MESSAGE. It is up to you what to do here. In the original functoin module, the messages are issued here immediately. It can be an error or a warning, depending on the setting in table T100C. If my understanding is correct, you always want to see an error message, bt this should be done in the validation, not in the function module. So you should skip the customized_message function call and just issue the messages here as info message regardless of T100C settings. In this case, remove the function call customized_message (as many times as it occurs) and issue the message included directly as an information. Right after the message was issued, set E_RC to 4, infoming the validation that the check has failed. (Note that the customized_message function is only called if the check has failed, so no worry that you always get the message.
4. Define the exit for the validation
=========================
Go to your form pool Z_RGGBR000 (defined in V_T80D) and locate the statement APPEND EXITS. It should appear few times, locate the last occurence.
Right after that, enter the following:
exits-name = 'U901' .
exits-param = c_exit_param_none.
exits-title = text-901.
append exits.
This will define a new exit namd U901 for the validation routines. If in V_T80D, you already had a Z (or Y) report, check if the string U901 is used in that code already (check for the main program). If this is the case, instead of U901, use another name, it should begin with U followed by 3 digits. Also, you make sure the text symbol text-901 (or the 3 digits you are using) is existing, doubleclick it and enter a description like "Duplicate invoice check validation" or similar.
Well, the exit is published, we have to write the main code now.
go to the very end of your Z_RGGBR000 report and add a new form U901 like follows:
Duplicate invoice check validation
FORM U901 USING B_RESULT.
Vendor master flag
data: l_reprf like lfb1-reprf.
Result of function module
data: l_rc like sy-subrc.
Check vendor master first
select single reprf into l_reprf from lfb1 where bukrs = bkpf-bukrs and lifnr = bseg-lifnr.
Do not continue if flag is not set.
if L_REPRF is initial.
b_result = b_true.
endif.
check not L_reprf is initial.
Call modified function module
CALL FUNCTION 'Z.....your function'
    EXPORTING
      i_bukrs = bkpf-bukrs
      i_lifnr = bseg-lifnr
      i_waers = bkpf-waers
      i_bldat = bkpf-bldat
      i_xblnr = bkpf-xblnr
      i_wrbtr = bseg-wrbtr
      i_koart = bseg-koart
      i_reprf = L_reprf
      i_shkzg = bseg-shkzg
      i_xumsw = bseg-xumsw
      i_bstat = bkpf-bstat
      i_belnr = bseg-belnr
      i_gjahr = bkpf-gjahr
      i_blart = bkpf-blart
EXPORTING
      e_rc = L_RC.
Decide if validation message must be issued or not
if L_RC = 4.
b_result = b_false.
else.
b_result = b_true.
endif.
endform.
After this, activate the source code. Make sure you have defined the text-symbol 901 before!
5. Define the validation
=================
Go to OB28 now, and enter your company code(s) and the call-up point 002 (line item). If there is a validation defined already, you have to add a new step only, if not, you have to create the validation anew.
I assume there is no validation defined yet, so enter a name for the validation like FI_2 or similar. It should NOT be named DUPLIC or similar, i.e., you should not include the purpose in the validation name. This is because the validation is defined on company code / call-up point level and it may contain many steps for different purposes later. A generic name FI-2 or probably your company code followed by 2 (2 is the call-up point) is the best choice.
Before presing enter go to the last column Validatin active and enter 1 here.
Then press enter and you will get an error that the validation does not exist. No problem, go to menu path Environment --> Validation and let's create a new validation.
First, enter a description for your new validation in the right hand panel. Again, this should be a generic description, tell nothing about duplicate invoice checks here.
You may be asked here to assign a message class to the boolean class 009. You should enter here a Z message class where the validation message should be issued from. If no appropriate message class exits, open a new session go to SE91, enter a new message class Z... press create, enter a description. Then go to the Messages tab there, and create a new message with number 001 (NOT 000) and enter the message text there. E.g. Duplicate entry not allowed.
Coming back to the validation, if the message class was already assigned (this is the case if there was a validation defined earlier), you can create a new step. In case of a new validation, it will become the first step. But if there was already a validation in OB28 for your company code and call-up point 2, then it will be the last step. In the left hand panel, make sure the new (or existing) validation is selected and press the Create Step button (Ctrl-Shift-F5).
In the right hand panel, enter a description for your step. This is the point where you can enter Double invoice check or similar.
We have three parts here, a Prerequisite and a Check part, finally a message.
In the left hand panel, select the Prerequiste. This will activate that screen block in the right side. We have to make sure that our validation is called only for the relevant vendor line items, so press Ctrl-F3 to hange to expert mode ) and enter the following in the Prerequiste window in the right hand panel:
BSEG-LIFNR <> '' AND BSEG-XUMSW = 'X' AND BSEG-KOART = 'K' AND
BKPF-BSTAT = ''
Beware '' is a ' followed by another ' and not a single " !!
Then switch back to normal mode using Ctrl-F1 and check the small lamp below that should be green now. Also, you can see the field descriptions now. If the lamp is red, press Ctrl-F3 again, delete all and copy the above again. Do not bother with line breaks. Switch to Ctrl-F1 again until the lamp is green. OK, what we have told here was please call the validation only if we have a vendor number and if this is a sales relevant item (invoice or credit memo, but not a payment or similar, this is the standard logic as well), and the account type is vendor (K) and this is a normal document.
WHen you are done here and the lamp is green, then go to the left side again and select the Check part. Now you should be able to edit the Check screen lock in the right hand side again. Switch to expert mode and enter simply U901
This is the name of the form in your Z_RGGBR000 report. NO brackets, no spaces, only U901 here. Switch back to Ctrl-F1 and instead of U901, you should see the text of your form (text symbol 901 in report Z_RGGBR000).
Finally, click the Message part in the left side to be able to maintain the message in the right side. If you issued an error from the function module already, you can give here an information, or you can give it as an error if you like. The message number is one of the messages from your Z message class, you have to define the text in SE91 (see above).
When done, save the validation and you can test it immediately.
Here a brief summary what is happening:
OB28 setting defines that in your company code a validation like FI-2 or similar is active on line item level. Whenever a line item is abut to be created, the validation will be called.
However, the prerequisite of the validation is quite strict: only a limited number or vendor items will allow to continue, other line items (G/L, customer, not sales relevant vndor, etc.) will just skip the whole validation.
If the prerequsite was met, the Check part is carried out. Here we have the exit U901.
In the exit, first we check if the vendor is flagged for double invoie checks. If not, we quit and processing can be continued. B_TRUE means it is OK. If the vendor is flagged, we call the new Z function which is almost the same as the original one.
The Z function will check table BSIP, but it will skip the document date comparison. If the current invoice seems to be entered earlier (regardless of the doc.date), instead of the standard customized message (which can be E or W for instance), the very same standard message will be issued as an information. So the user will be informed about the previous document number but the processing won't be stopped. In addition, a return code will be set to 4, meaning check has failed.
Jumping back to the exit, if the return code is 4, we have to tell the validatin that the check has failed (B_RESULT = B_FALSE), otehrwise we can tell the validation that the check was OK (B_RESULT = B_TRUE).
Now we are back in the validation, and, depending on B_RESULT, we just continue processing (B_TRUE), or issue an error message from a Z message class (B_FALSE). As the main standard message was isued already from the Z function, the user should know at this stage what the matter is. Your Z message can be a bit generic one, no need to include the vendor number or the previously issued invoice, etc.
Hope that helps, points welcome
Csaba

Vendor Master creation

Hi Experts,
The requirement is:
There is a website where vendor opens and tries to register by filling the details corresponds to him(personal details like Name,Communication details,etc). while clicks on submit the data is to go to sap ecc and updates. 1)But how does vendor knows these values (Company code,Purch.. organization, Account. group, Reference vendor, Reference company code,Recon. account,Planning group) while registering or do we need to fill these values while updating.
2) If we need to fill then how can it be done.
If he needs to fill then how he knows that he comes under that company code and purchase organisation).
3)is there any bapi available.
4)is there any way to prevent duplicate vendor registration.

Hi dear,
It is not possible to design a system as you have mentioned.
When ever we are creating a master (may be Material,Vendor,BOM,Routing etc) you have to enter each and evrey field you cant expect external agencies who dont know anything about your organisational elements (Plant,Pur .Org, etc) to fill such data.
While creating master you can make use of LSMW,BAPI,BDC etc and while creating the master you can set default values for certain parameters e.g. Inco terms,Payment terms,Order currency etc,

Vendor Master data cleanup

Hi MM Gurus
We are planning to do vendor master cleanup. What kind of reports/transactions that can help me to access vendors that have not been used for the past couple of years and what strategy can I use to check for duplicate vendors. How do I handle vendors that are on the source list and need to be deleted.
Please help!
Regards
K

Dear Khuselwa
A) You can know the list of active vendor through transaction MC$4 wherein you can give the period say 2 years to find out list of vendor on which PO were raised.
B) To find out duplicate vendors you can very well use the tool SAP MDM which is specifically used to find duplicate master records.
SAP MDM helps in following ways
Delivers a single version of the truth for customers, suppliers, products, employees and user designated objects
Provides capabilities to share this single version of the truth internally and externally with partners
Leverages existing IT investments in business-critical data
Accelerates and improves the execution of business processes
To delete vendors from source list you have two options.
a) if you want to delete a vendor for supplying a particular material then you have to go to a source list of that material & block vendor from that list
b) If you want to delete a vendor from the system then go to transaction MK 06 & you can delete the vendor from the system.
I hope this will clarify your doubts.
Cheers,
Vivek Maitra
PS : If you find this replay useful points can be awarded

Vendor Master- Single Vendor or mulitple vendor code for diff address

I have a confusion in vendor Master
1. How to handle a problem of single Vendor with its presence in multiple cities. For eg., a vendor ABC has office in banglore, Mumbai, Pune and Chennai.
2. How to handle a vendor which is having multiple offices in a same city. For ex. ABC may have 2-3 diff offices in Mumbai itself. Each of these office may or may not be functionally similar.

ABC and PQR are same companies having address as MUMBAI- Andheri and MUMBAI- Thane.
So these vendors are duplicates?
no these are not duplicates if they have different addresses.
even the same street address but different company names is not a duplicate.
The big question is, how do you do your business with them?
What ROLE do these different addresses (vendors) play for you in your processes?.
Is this information important for you?
do you want or have to control or default something based on this information?
Only by answering these question to yourself you can decide whether you need to maintain the second vendor at all
And if you need to make use of partner functions.

I want to remove duplicate vendor number

I want to remove duplicate vendor number, should I put deletion flag or block them ?
Also in some cases there are some dependancies (open PO, pending invoice, payment due), can somebody suggest safe way ?

I would recommend to set both indicators.
Block will restrict the usage, while deletion indicator makes the vendor going to the archive file/removing it from the table with the next archiving run.
You have to decide what you want to do with the open business cases.
You either convert them to the correct vendor directly, or you finish it during the next month with standard business process.
Blocking of vendor master may have some impact to open business cases.

Problems in Vendor master record.

Hi Sdn Experts...Could you help me?
I have problems with vendor master record. I have vendors in duplicity....to solved this I aplly the solution by sap for make the consistency by Tax number. Now I cant insert the vendor with the same Tax Number...But appear other problem..I have a lot of vendor in duplicty befora i aplly the solution and i need to eliminate this vendors...
I execute the Transaction XK05 ( Block Vendor ) and XK06 (Mark Deletion Flag), but doesnt work...because if i make any modification in a vendor master correct the system show up the message..
''Vendor master record with the same tax number already exists''
There is other way to make the deletion the vendor record? How I solve this issue? Pleaaase help meee!
Take a look in the File
[http://www.easy-share.com/1903543315/vendor_problem.doc]
Thanks,

hi
u have to archive the vendors inOBR2 or the simple way is go to XK99 here give the list of the vendors and then change the description with * in mass
so description of all the duplicate vendors will be * and then flag them for deletion so they cant be used again
agin u can use them agin by changing the name by some other vendor so u can use the same vendor code for other vendor by just changing the description
regards
KI

Duplicate Vendor Master

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