Field Status in Master Data

The term field status appears in many configurations. In case of Accounts payable it works for the vendor master data.

When we speak about field status in accounts payable we have to first understand what it means.

Definition
Field status in SAP parlance is a term which is used to control what fields would be available for users to work on a particular functionality.



Once we have understood what a field status means, it becomes important to understand what options are available for field status

Suppress
The field does not appear on the screen

Required
Entry in the field is mandatory and system does not allow to process the transaction without entry in this field

Optional
Entry in the field is optional and data entry is not mandatory

Display
The field appears on the screen, but not available for entry





Use
Now we will go ahead and understand how this field status is relevant in Master data of Accounts Payable component. 

The field status in master data controls what fields will be available for users when they create a vendor master data. 



Features

• Reduces the appearing of unwanted fields during master creation
  
• Helps user to concentrate on the essential data
  
• Helps reduce mistakes by hiding unwanted screens
  
• Makes master data more accurate by making fields like reconciliation account mandatory
  
• Can help in maintaining Sub Ledger - General Ledger reconciliation by not allowing change of Reconciliation account during change of master data.
  

Implementation Consideration

Before we go ahead on maintaining field status we need to understand the three levels at which system allows to maintain field status. 

Field Status at Account Group Level
IMG Path:  Financial Accounting (New) >  Accounts Receivable and Accounts Payable > Vendor Accounts > Master Data > Preparations for Creating Vendor Master Data >   Define Account Groups with Screen Layout (Vendors) 


Field Status at Company Code Level
IMG Path:  Financial Accounting (New) >  Accounts Receivable and Accounts Payable > Vendor Accounts > Master Data > Preparations for Creating Vendor Master Data >   Define Screen Layout per Company Code (Vendors)


Field Status at Activity Type
IMG Path:  Financial Accounting (New) >  Accounts Receivable and Accounts Payable > Vendor Accounts > Master Data > Preparations for Creating Vendor Master Data >   Define Screen Layout per Activity (Vendors)

The above segregation is done to ensure the granular level control over fields appearing while vendor master data creation/change/display.


We will see how all of the above options work:

Screen Layout at Account Groups Level
In this step, we assign field status to various fields based on the Vendor Account Groups. This means, for e.g. field Mobile Number can be made mandatory for Account Group of One Time Vendors and at the same time can be kept optional for other account groups.

Field Status at Company Code Level
In this step, we assign field status to various fields based on the Company Codes. This means, for e.g. field Alternate Payee can be made suppressed for Company Code "A" and at the same time can be kept optional for Company Code "B". This will  help to control the master data at company code level.

Field Status at Activity Type
In this step, we assign field status to various fields based on activities i.e. Creation, Change and Display. This means, for e.g. field Reconciliation Account can be made Mandatory while creation of master data and at the same time can be kept in display mode for change of master data. This will  help to ensure the reconciliation between Sub Ledger and General Ledger.


After we configure all the above levels, whenever we create or change the vendor master, system works as below:

• Verifies field status at all the above three levels
  
• Based on all the three decides the final status to be applied for the field (Based on the logic explained below)
  
• After system analyses the field status, system presents the user with the final fields as per the final status.
  

Before I explain you the logic how system identifies the final status, we need to first understand the ranking of every status


Suppress : First
Mandatory : Second
Display : Third
Optional : Last

Now we will show you some examples how system finds final status:

Field: X
Status at Account Group: Optional
Status at Company Code: Optional
Status at Activity: Suppressed

In above case, system will suppress the field as suppress has precedence over optional status.

But we also need to consider certain field status combinations which are not allowed by SAP

Mandatory and Suppressed
Mandatory and Display
Suppressed and Display

In case any field has any of above combination, the system throws error while creating/changing master data and the field status has to be corrected in order to complete the master data.

SAP provides standard field statuses in the system, but they can be changed as per our requirement. But please use care and caution while doing the same as any incorrect combination it may cause error.


General Data
    Address
    Communication
    Control
    Payment transactions
    Contact person

Company Code Data
    Account management
    Payment transactions
    Correspondence
    W/holding tax data, w/h tax 2

Purchasing Data
    Purchasing data
    Partner usage
    Add. Purchasing Data

Good day.............