Transcript SAP (SYSTEMS, APPLICATIONS,PRODUCTS)

SAP REQUISITIONS
PURCHASE REQUISITIONS
SERVICE REQUISITIONS
CHANGE REQUISITIONS
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PRIOR TO INPUT
• CHECK USER PROFILE
• SETTINGS SHOULD REMAIN IN
SYSTEM
• SETTINGS MAY CHANGE DUE TO
SYSTEM UPDATES
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CHECK USER PROFILE
• Click
SYSTEM>USER PROFILE>OWN
SYSTEM
DATA
• Select ADDRESS TAB
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ADDRESS TAB
FILL IN INFORMATION
• CHANGE
PASSWORD
• CLICK ON DEFAULT
TAB
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DEFAULT
Decimal Notation, Date Format
• Center DECIMAL
NOTATION button on
(black dot). Should
read: 1,234,567.89
• DATE FORMAT
should be
MM/DD/YYYY
(second button)
SAVE
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DEFAULT
Output controller box
• Check following boxes
in OUTPUT
CONTROLLER box:
– OUTPUT
IMMEDIATELY
– DELETE AFTER
OUTPUT
• Click Save
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CREATE DEFAULTS
•
•
•
•
FOR REQUISITIONER
FOR PGR (Purchasing Group)
FOR PLANT
PORG CAN NOT BE DEFAULTED
(Purchasing Organization)
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SCREEN ME51N
PERSONAL SETTINGS
• GO TO PERSONAL
SETTINGS
• CHECK ITEMS
MARKED
• CLICK ON DEFAULT
VALUES
• CLICK ON MORE
FIELDS
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DISPLAY AND HIDDEN FIELDS
• CHOOSE THE
FOLLOWING FIELDS
• PLANT
• REQUISITIONER
• CURRENCY
• PURCHASING
GROUP
• CLICK ON COPY
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DEFAULT VALUES
•
•
•
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•
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FILL IN :
Purch. group
Item category
Plant
Requisitioner
Currency
CHECK BOXES
Always propose
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SAVING PERSONAL DATA
• CLICK ON THE
SAVE ICON
• REBOOT MACHINE
TO MAKE THE
CHANGES TAKE
EFFECT
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REQUISITION FOR
GOODS
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REQUISITION FOR GOODS
• Double click CREATE or
enter ME51N
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CREATE PURCHASE
REQUISITION SCREEN
• Four main sections:
– SHOPPING CART.
– HEADER Click to
expand and collapse.
– ITEM OVERVIEW
Click to expand and
collapse.
– ITEM Click to expand
and collapse.
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Expand HEADER
• Use all capital letters.
• Enter vendor names,
complete address, phone
numbers, contact person,
etc…
• Unlimited free form text.
• Not printed on Purchase
Order.
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Expand ITEM OVERVIEW
• ITEM number is
system assigned.
• “A” (account number)
is required. Enter a
“G” for a Grant or “K”
for regular Cost
Center.
• “I” (item category).
Leave blank
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GRANTS ONLY
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Move Cursor to MATL GROUP
• Click icon to get list of
Material Group
descriptions.
• Place cursor in Material
Group Description
heading to sort.
• Click to sort
alphabetically.
• Select group that best
matches what you are
ordering.
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MATERIAL GROUP CONTINUED
The following groups drive other parts of the system:
COMPUTER SOFTWARE
COMPUTER HARDWARE
IT SERVICES
Include the following unlisted items under COMPUTER
HARDWARE:
Digital Copiers
Printers
Digital Cameras
Overhead projectors
Any networked items
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ITEM OVERVIEW CONTINUED
• SHORT TEXT is a 40
character field.
• Enter short
description always
starting with the part
number.
• Remainder of
description is placed
in TEXT notes.
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ITEM OVERVIEW CONTINUED
• Enter QUANTITY
• UNIT Place cursor in
field and click on icon
to sort. (Double click on
unit to transfer to overview).
• DELIVERY DATE
when goods are
required. Can click
calendar date. (Give at
least a 2-3 week turn around)
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ITEM OVERVIEW CONTINUED
• VALUATION PRICE
is your estimated
price.
• Underestimated costs
may cause budget
problems.
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ITEM OVERVIEW CONTINUED
• Move scroll bar to see
remainder of display.
• REQUISITIONER
(Defaults)
• TRACKING is your
reference field (APR #
number or other identifier)
• DES VENDOR Leave
blank.
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ITEM OVERVIEW CONTINUED
• PGR: (Defaults)
• PLANT: (Defaults)
• PORG:LOCL (on every
line)
• Hit Enter
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Account Assignment
• You will get a message to
enter account number.
• Click OK.
• Enter GL ACCOUNT
NUMBER. (see attached list)
• Enter COST CENTER or
WBS ELEMENT (Grants
only)
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GRANTS ONLY
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Account Assignment Cont.
• Enter UNLOADING
POINT: Building & room
number where order is to be
delivered
• Enter RECIPIENT:
Person to receive this order.
• If have more than one
line click the ‘Match
Stick’, this will copy all
Account Assignment
information.
• Hit Enter
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Account Assignment Cont.
• If have more lines to input
go to next blank line enter
information, when get to
Account Assignment the
info is already in because
the ‘Match’ was lit on
line 1.
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Click TAB EXPANSION button
• Extreme right tab past
the arrows lists all the
tabs
• Click TEXTS
EXPANSION
BUTTON
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TEXTS TAB
• Click ITEM TEXT (info
typed here will print on
Purchase Order).
• Enter detailed description
of material required on
this line item.
• 50 character line no word
wrap (do NOT type past
Account Assignment Tab)
• Each line item must have
item text if material
cannot be adequately
described in the SHORT
TEXT field .
• Check will appear in box
titled “A” when entered.
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ITEM NOTE
• Click ITEM NOTE
• Include Justification and any
information helpful to
purchasing.
• Note here that on-line or
written documentation exists to
support the purchase.
• Info does not print or transfer
to Purchase Order.
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Click the CHECK BOX
• If inputs are correct
you will get NO
MESSAGES ISSUED
DURING CHECK.
• Click OK.
CHECK
MESSAGE
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SAVE AFTER LAST LINE ITEM IS
ENTERED
• Click SAVE icon.
• NOTE: If you do not
save you will not get a
requisition number
and you must reinput.
SAVE
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SAVE CONTINUED
• When successfully
saved, you will get a
message as shown.
• Click OK.
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Check Requisition Status
• Display requisition
• Under Item Details >
Status Tab
• If there is a “45”
number showing
double click
• If no information is
showing go to the
PGR field to see who
is processing.
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PURCHASE ORDER
• Takes you to
purchase order
• Under purchase order
history will show if
order is received or
paid
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*Note
If you entered a Saturday, Sunday, or
holiday as a DATE REQUIRED, you will
get a message when you go to the TEXT
tab telling you when the next work day is.
Click OK. You can change the delivery
date on that tab (Quantities/Date) if you
wish. Click the TEXT tab and enter the
remaining information.
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REQUISITION FOR
SERVICE
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Service Scenerio
• Your department requires a renewal of a
preventative maintenance agreement to
clean, check, and repair four Colortran
ENR racks located in Steele Auditorium.
You have general specifications and
additional written information from the
vendor outlining the service that you
desire.
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REQUIRED INFORMATION
• You must provide Purchasing the
necessary information to prepare a
contract.
– Who is the vendor.
– What they are required to do.
– When do you want the service.
– Where is the vendor to provide the service.
– How they are to provide the service.
– Why the service is necessary.
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Open HEADER and type:
VENDOR:
KNIGHT SOUND AND LIGHTING CO..
2409 CHESTNUT BLVD
CUYAHOGA FALLS, OH 44223
PHONE 330-940-4078
FAX 330-940-9280
ATTN: MARK, MATT, STACEY OR TIFFANY
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Service Requisition
• Short Text: SOUND AND LIGHT
EQUIPMENT MAINTENANCE
• NOTE: You cannot enter more than 40
characters. The remainder of the description
must be entered as an ITEM TEXT.
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Service Requisition Cont.
•
•
•
•
•
QUANTITY: 1
UNIT: AU (activity unit)
VALUATION PRICE: $2,500
Delivery Date: 10/1/10
Enter Account Assignment Info
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Service Requisition Cont.
• Enter Item Text to include: Dates of service or event,
location, contact person, model of equipment if needed,
etc…
• CLEAN, CHECK, AND REPAIR FOUR (4) ENR RACKS.
SERIAL NUMBERS 4216, 4218, 4219, 5720 AS
OUTLINED BY INCORPORATED ATTACHMENT.
EQUIPMENT IS LOCATED IN THE PERFORMANCE
AREA OF STEELE AUDITORIUM. VENDOR IS
REQUIRED TO CLEAN AND CHECK EQUIPMENT
QUARTERLY DURING NORMAL UNIVERSITY
WORKING HOURS AND REPAIR AS NECESSARY.
MAINTENANCE IS REQUIRED TO SUPPORT
UNIVERSITY TRAINING PROGRAMS.
10/1/10 – 6/30/11
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Click ITEM NOTE
• Type: “CURRENT CONTRACT IS
K070510 WHICH EXPIRES 9/30/10”.
• This is information to the Purchasing
Agent that is not printed on the contract.
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Click the CHECK BOX
• Note if error messages. If no error
messages, click OK.
• Click SAVE after correcting any error
messages.
• The requisition number will be shown at
the bottom of the screen. Record the
number.
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CHANGE
REQUISITION
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CHANGE REQUISITION
• Click Change Purchase
Requisition ME52N
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Change Requisition Cont.
• Click on orange &
white box
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Change Requisition Cont.
• Type Requisition
number
• Hit Other
Document
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Change Desired Information
• Expand window that you want to change
(HEADER, ITEM OVERVIEW, ITEM
DETAILS).
• Enter changes.
• Check.
• Save.
• NOTE: Price changes will send requisition
through approval cycle again.
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NOTES
• SAP is an online paperless system.
– You cannot print a requisition.
– You will not get a copy of the Purchase Order.
– You must get all your information on-line.
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Check Status of Requisition
• Double Click Display
Requisition ME53N
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Check Status Cont.
• Find desired
Requisition to check
• Click on Status Tab
under Item, if a ‘45’
Number does not
appear it means a PO
hasn’t been created.
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Check Status Cont.
• In the Item Detail scroll to the
right to PGr Column to see
what number it’s assigned.
Can click the drop down to
view all codes. This tells you
where the Req is. The
example is 150 meaning it’s in
Judy’s box and not assigned
yet.
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Check Status Cont.
• If it’s still in the 150
box go down to the
Item section and open
the Release Strategy
Tab to make sure the
order has been
approved.
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Check Status Cont.
• If the Status Tab does
show a ’45’ or ‘40’
number double click
on the number and it
will take you to the
PO.
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Notes:
• When using the ‘Match Stick’ if the
additional lines have different GL or
Cost Center Numbers they will have to
be manually changed.
• Try to use the Material Group Number
that best matches the buy.
• Always include a Justification in the
Item Note.
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