Automatic Vendor Creation/Updation Process

[Former Member]

Vendor Creation :

The following steps shows you how vendor gets created in SAP for an employee

1)   1) Employee is created in HR Master data. Mandatory infotypes which must be available for an employee to create its vendor are 0000(Actions), 0001(Org. Assignment), 0002(Personal Data), 0006(Addresses) & 0009(Bank Details).

2)   2) A background job needs to be scheduled for transaction code PRAA which picks newly created employees from system and process the transaction PRAA for those employees.

To search whether background job already exists, go to transaction SM37 and search using program RPRAPA00. There can be multiple jobs belonging to different company codes. For e.g. 1000VENDOR_CREATE and 2000VENDOR_CREATE. If background job exist go to step 5 else go to step 3.

3)  3) If background job does not exist then first create a variant for the transaction PRAA. Then go to step 4.

The following screenshot shows how the values should be maintained for the transaction PRAA for a particular company code to create a variant. For e.g. 1000VENDOR_CREATE is the variant name. The user in work file option should be provided with the user who will have authorization to execute the transaction PRAA. As an example, the user is is shown as OKBATCH in below screenshot.

4) If background job is not scheduled, then go to transaction SM36 to create background job using the above created variant.

5) The above background job creates another job. The name of this job will be the name given in the variant created for PRAA transaction. From the above screenshot we can conclude that the name of the job will be A/P_ACCOUNTS. The program for the job A/P_ACCOUNTS is RFBIKR00.

6) The above background job (A/P_ACCOUNTS) creates a session. The name of this session is again given in the variant which is created on step no. 3.  From the above screenshot we can conclude that the name of the session will be A/P_ACCOUNTS. This session can be checked in SM35 transaction.

7) The above session is automatically processed by the program RSBDCSUB which is again scheduled as a background job.

Go to SM37 to check whether background job already exist by using program name RSBDCSUB. If job does not exist then a variant needs to be created for this program in the format shown in the following screenshot. The below screenshot contains session name as A/P_ACC* because the name of the session is given as A/P_ACCOUNTS in step no. 3. The variant can be saved with any name. For. e.g A/P_EVENDORS.

😎 The session processed by the program RSBDCSUB in step 7 creates a Vendor in SAP system.

9) To check whether vendor is created or not, go to t.code XK02/XK03 and search for the vendor through employee number/employee name and company code.

Vendor Updation:

The following steps shows you how vendor gets updated in SAP for an employee

1) Employee is updated in HR Master data.

1)   2) A background job needs to be scheduled for transaction code PRAA which picks updated employees from system and process the transaction PRAA for those employees.

To search whether background job already exists, go to transaction SM37 and search using program RPRAPA00. There can be multiple jobs belonging to different company codes. For e.g. 1000VENDOR_UPDATE and 2000VENDOR_UPDATE. If background job exist go to step 5 else go to step 3.

1)   3) If background job does not exist then first create a variant for the transaction PRAA.

The following screenshot shows how the values should be maintained for the transaction PRAA for a particular company code to create a variant. For e.g. 1000VENDOR_UPDATE is the variant name. The user in work file option should be provided with the user who will have authorization to execute the transaction PRAA. As an example, the user is is shown as OKBATCH in above screenshot.

4) If background job is not scheduled, then go to transaction SM36 to create background job using the above created variant.

5) The above background job creates another job. The name of this job will be the name given in the variant created for PRAA transaction. From the above screenshot we can conclude that the name of the job will be A/P_ACCOUNTS. The program for the job A/P_ACCOUNTS is RFBIKR00..

6) The above background job (A/P_ACCOUNTS) creates a session. The name of this session is again given in the variant which is created on step no. 3.  From the above screenshot we can conclude that the name of the session will be A/P_ACCOUNTS. This session can be checked in SM35 transaction.

7) The above session is automatically processed by the program RSBDCSUB which can be again scheduled as a background job.

Go to SM37 to check whether background job already exist by using program name RSBDCSUB. If job does not exist then a variant needs to be created for this program in the format shown in the following screenshot. The below screenshot contains session name as A/P_ACC* because the name of the session is given as A/P_ACCOUNTS in step no. 3. The variant can be saved with any name. For. e.g A/P_EVENDORS.

😎 The session processed by the program RSBDCSUB in step 7 updates the Vendor in SAP system.

9) To check whether vendor is updated or not, go to t.code XK02/XK03 and search for the vendor through employee number/employee name and company code.