Employee To Vendor Conversion in SAP

By Arindam Bhuin, Tricon Infotech

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.