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Author's profile photo Bohdan Petrushchak

Entry of master data for one-time accounts

Hello SAPers!

Here is a new post that describes the specifics around entry of master data for one-time accounts. I decided to collect my recent findings and write a post. I hope it will be of interest for you and maybe will save you some time if you encounter similar issues.

One-time accounts (OTA) represent special type of master data for vendors or customers. In contrast to regular master data, one time account does not store any information about the customer / vendor until the moment, when the document is created in the system. Address data, tax requisites as well as bank details can be entered into the system during invoice posting.

The advantage of this approach is simple: you can always record an operation with a miscellaneous customer or vendor even if you do not have a permanent master record for this business partner in the system. Assumption is that you do not plan to maintain regular business relationship with this business partner in the future.

The screenshot of the screen for the entry of master data for OTA customer can be found below. The screenshot is based on FB70 posting.

Normally, if you want to change the selection of the fields for master data or make some of them hidden, optional or required, you can do it via configuration of a field status group for the customer / vendor.

Master record for one-time customer refers to another reference account group. Therefore, when you can create a new customer, it will inherit the settings from this reference account group (e.g., DEBI, not from CPD).

Field status group for the customer can be maintained in t-code OBD2. An overview of the settings for account group DEBI can be found attached. As can be seen, tax numbers 1, 2 & 4 are maintained as optional for entry. You could have noticed from the first screenshot that these tax numbers were available for entry in FB70.


I was quite surprised to notice that the screen for OTA customers during sales order entry is quite different. I could not find how to enter tax numbers 1, 2 or 4 and all attempts to modify field status group were not helpful. Also it is not possible to enter bank details, but I think that bank details for one time customer are not really necessary.

After a bit of debugging and analysis, I found that the functionality for OTA-customers works a bit differently in logistics (i.e., in sales in distribution).

OSS note 1798425VA01 for CPD customer” explains that the field selection for address data is essentially hard coded. Any modifications to the content of address data for OTA-customer should be managed via implicit enhancement that can placed in the subroutine FORM 5000_CAM_INIT (program SAPLV09C, include LV09CF47).

Another OSS note 2185322VA01: Customer and Vendor Field Availability” explains that the display of tax numbers is managed via customizing table IDSDTXNUMVIS (can be edited via SM30). This table contains a list of check-box for typical tax numbers, which can be activated per country. SAP delivers a standard set of configurations for this table for a range of countries, but not for all. In my case, there were no settings for Ukraine.

Once I added the settings, I was able to fill necessary tax numbers. See the example below.

Once you save sales order, the program stores address data with dynamically generated address key. This address key can be found in table VBPA for an appropriate partner function, which is marked as “One-time account” (VBPA-XCPDK).

Address key for one-time customer is inherited by all other associated documents in sales flow e.g. delivery & billing document.

Tax data is stored into a table VBPA3 and is linked to a sales order (and other sales documents as well).

There is, however, one complication: some countries use additional fields as tax requisite e.g., checkbox “Liable for VAT” (KNA1-STKZU / LFA1-STKZU). This checkbox is not available in the table IDSDTXNUMVIS. What’s more. This field is also not included into the table VBPA3 that stores tax information of one-time customer. So far it does not look as something that can be fixed via simple enhancement. Potentially it can be addressed via SAP incident mechanism.

This is not a problem, when you enter customer invoice for OTA directly in finance via FB70, because the table BSEC stores all most of the required master data elements:

One last remark about entry of tax data for one-time customers. In accordance with OSS note 361364 “Tax numbers for one-time customers – legal changes”, it is possible to maintain tax numbers in online model only – you cannot use BAPI to do this.

Regards,

Bohdan

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