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Employee To Vendor Conversion in SAP

This document outlines a process for automatically converting employees into vendors in SAP. Certain prerequisites must be met, including maintaining specific infotypes for each employee. The process involves using transaction PRAA to link an employee record to a reference vendor, running report RFBIKR00 to create a batch input file, processing the file using transaction SM35 to generate the vendor records, and verifying the new vendors were created by searching the vendor table using transaction SE16. Converting employees to vendors in this way allows linking financial and HR master data and enables using the vendor records for future financial postings.

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Vinay Muddana
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115 views

Employee To Vendor Conversion in SAP

This document outlines a process for automatically converting employees into vendors in SAP. Certain prerequisites must be met, including maintaining specific infotypes for each employee. The process involves using transaction PRAA to link an employee record to a reference vendor, running report RFBIKR00 to create a batch input file, processing the file using transaction SM35 to generate the vendor records, and verifying the new vendors were created by searching the vendor table using transaction SE16. Converting employees to vendors in this way allows linking financial and HR master data and enables using the vendor records for future financial postings.

Uploaded by

Vinay Muddana
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
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Employee to Vendor Conversion in SAP

Introduction

There are accrued payments to the Employees apart from payroll as they are related to Organization activities.

These kind of accrued payments are not paid by through HCM (Payroll) as they are related to handling
expenditure related to organization activities.

Examples of these kinds of payments:

 Petty cash (temporary and permanent).


 Settlement of vendor invoices.

 Office operations (buffets and misc.).

We need to have the ability to automatically create employee as a supplier.

By this we can link the employee record in HCM with the financial aspect, it is very important that they have the
same data and number

Example:

John has employee number INEMP56, so I can create him as a supplier with the different number INVEN10
and also with the same data.

Pre-requisite

1. Employee should be created in the system.

2. The following infotypes should maintained for an employee

 Actions (Infotype 0000)


 Organizational Assignment (Infotype 0001)

 Personal Data (Infotype 0002)

 Permanent Residence (Infotype 0006 Subtype 1)

 Bank Details (Infotype 0009 Subtype 0 or 2)

3. Note that for the reference vendor, reference data must exist for all company codes that are
applicable    according to HR master data.

4. You must be sure that the reference vendor is assigned to an account group that requires internal
number assignment.

Step 1

Go to Transaction PRAA

Fill the following fields with relevant data as shown in screenshot below
 Personnel (for which vendor has to be created)
 Reference Vendor

 File name

 Name of job

 Name of batch input session

Click on Execute (F8) 

The following output will appear


Step 2

Go to Transaction SE38

Execute the Report RFBIKR00

On the selection, enter the File path name (same as entered in transaction PRAA)as shown below:  

Click on Execute (F8) 

The output will appear as below:


Step 3

Go to Transaction SM35

         Select the batch input given in transaction PRAA.

         Click on Process
Select Processing Mode as ‘Display errors only’

And Click on Process.

After the completion of batch input, below success message appear.

Vendor has been created for Employee 904.

Step 4

To check the new vendor for this employee:

Go to Transaction SE16

Enter the table name as LFB1

Press F7

Enter employee 718 as shown below:

Click on execute
Vendor No. 137 created for employee 904.

Summary

By above mentioned steps, we can create vendor of corresponding employee. Later point of time we can
use this vendor for any FI posting.

The above infotypes from HR master data are taken into account for the key date specified & all other
required data is taken from a reference vendor that you can specify as a parameter when you start the
program.

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