Documenti di Didattica
Documenti di Professioni
Documenti di Cultura
OUTSIDE VENDOR
OR
CLICK on the DISKETTE icon at the bottom of the box to save the defaults.
These fields will default in on all of your purchase requisitions that you create. See the
following page for example.
K = Cost Center
G = Grant
P = Capital Project.
You can just enter the letter or you can use the dropdown box. If you use the dropdown
box then you MUST CLICK on the GREEN CHECK MARK. You can also insert the
most common ones into a PERSONAL LIST by using the PERSONAL LIST icon.
IMPORTANT: NEVER SELECT “A” FOR ASSET BECAUSE YOU WILL GET
AN ERROR MESSAGE. Purchasing will change the account assignment category if
the purchase is for a fixed asset.
NOTE: If you are ordering a piece of equipment > $4999.99, the item will be classed as
a fixed asset. If you are ordering more than one item when the item is a fixed asset, a line
item must be created for each item rather than having one line item with a quantity > 1.
This must be done this way in order for each fixed asset to have its own assigned number.
CLICK on the MATERIAL GROUP you want and then CLICK on the GREEN CHECK.
You can also create a PERSONAL LIST for this section as well by using the
PERSONAL LIST icon.
UNIT COLUMN – Enter unit of measurement from the dropdown list by CLICKING on
the correct unit and then CLICK the GREEN CHECK. NOTE: The dropdown can be
sorted alphabetically by the MEASUREMENT UNIT TEXT column. Also you can
create a PERSONAL LIST as well for this area.
REQUISITIONER - Will default if you have set up your defaults as previously described.
CLICK on the search option that you want to use. In this example I am using VENDORS
PURCHASING.
As with other areas, you can create a PERSONAL LISTING of your frequently used
PURCHASING VENDORS by using the PERSONAL LISTING icon.
You can now see that the TOTAL VALUE field is populated and that the ACCOUNT
ASSIGNMENT TAB is open to enter information into it.
G/L ACCOUNT # - This is equivalent in meaning to the Datatel system object code. The
G/L ACCOUNT # is 6 digits.
COST CENTER – This is equivalent in meaning to the Datatel system Fund and Cost
Center. The COST CENTER # is 10 digits.
NOTE: If creating a purchase requisition for a GRANT, then a WBS ELEMENT will be
asked for on the ACCOUNT ASSIGNMENT tab. The WBS ELEMENT can be up to 16
characters.
After entering the REQUIRED FIELDS, CLICK on the MATERIAL DATA TAB.
CHECK the following boxes: GOODS RECEIPT and INVOICE RECEIPT. DO NOT
CHECK the GR NON-VALUATED box.
NOTE: If you need to enter MULTIPLE ACCOUNT ASSIGNMENTS for this line item
then CLICK on the MULTIPLE ACCOUNT ASSIGNMENT icon. You can then enter
other account assignments but you CAN NOT mix COST CENTER and WBS
ELEMENTS on the same line item.
NOTE: You can enter something in the REQUISITION TRACKING NO field if you
want. This is not a required field. This field is used to group requisitions together. For
example, Acquisitions or Periodicals could be entered here. This field can be used as a
search field and to track a requisition through the entire procurement cycle.
MANSFIELD UNIVERSITY IS OPTING NOT TO USE THIS FIELD.
CLICK on the GREEN CHECK and you will get the following screen.
If you get a MESSAGE SCREEN, (like the example on the following page) then you will
need to address the errors. If the Message type is a WARNING BELL, then you can save
the purchase requisition as is. If the Message type is a RED STOP SIGN, then you need
to fix your errors before saving.
CLICK on the GREEN CHECK MARK inside the MESSAGE BOX to continue.
OR
OR
DOUBLE CLICK on the purchase requisition # that you want to change. SAP will bring
in that requisition in DISPLAY mode.
In this example, I am going to change the QUANTITY and VALUATION PRICE on the
purchase requisition and will only be showing you the fields or tabs that have changed.
NOTE: The message “NO MESSAGES ISSUED DURING CHECK” is displayed in the
STATUS BAR if there are no errors.
If you get a MESSAGE SCREEN, then you will need to address the errors.
OR
OR
DOUBLE CLICK on the purchase requisition # that you want to change. SAP will bring
in that requisition in DISPLAY mode.
Locate the purchase requisition that you want to copy by using ME51N - CREATE
PURCHASE REQUISITIONS.
IMPORTANT: YOU MUST HAVE SEPARATE LINE ITEMS FOR EACH OF THEM.
YOU CAN HAVE MULTIPLE ACCOUNT ASSIGNMENTS WITHIN EACH LINE
ITEM BUT YOU CAN NOT MIX GENERAL LEDGER INFORMATION ON EACH
LINE.
Also note that you can switch between LINE ITEM DETAIL for LINE 1 and LINE 2 by
using the UP and DOWN ARROWS in the middle of the screen.
OR
OR
Enter the PURCHASE ORDER # and CLICK on the EXECUTE icon (clock).
POSTING DATE – Defaults but can be changed. This will need to be changed at fiscal
year end depending on when the items were received.
PRINTER ICON - Defaults to INDIVIDUAL SLIP which is used if receiving only one
line item. This field can be changed to the following options: DO NOT PRINT SLIP
(used when correcting errors) or COLLECTIVE SLIP (used when receiving all items).
The COLLECTIVE SLIP will print everything.
Put a CHECK MARK in the box by the PRINTER ICON, if you wish to print a goods
receipt/issue slip.
MATERIAL TAB should look like this and nothing can be changed.
NOTE: The message “DOCUMENT IS O.K.” will be displayed on the STATUS BAR,
if the document is free of errors.
OR
OR
The objective of this section is to UNACCEPT the goods that have already been received
and need returned due to damage or not meeting specifications.
CLICK on the EXECUTE icon (clock). This will bring in the purchase order.
REASON FOR MOVEMENT - Choose from one of the reasons. HIGHLIGHT the
reason for the return and CLICK on the GREEN CHECK MARK in the box.
NOTE: The message “DOCUMENT IS O.K.” will be displayed on the STATUS BAR if
the document is free of errors.
OR
OR
The objective of this section is to ACCEPT SUBSEQUENT goods that have been
received.
CLICK on the EXECUTE icon (clock). This will bring in the purchase order.
SUGGESTION: If this is last shipment of the item then you may want to type something
like “Final shipment” in the TEXT field just for a reference.
Once you have RELEASED all items that need to be then CLICK on the CHECK button.
This will check for errors.
NOTE: The message “DOCUMENT IS O.K.” will be displayed on the STATUS BAR if
the document is free of errors.
CLICK on the POST button or the SAVE icon (diskette) when all intended items have
been received.
Enter the purchase order number and EXECUTE to bring in the purchase order.
POSTING DATE: If you RECEIVED the goods PRIOR TO or ON JUNE 30th, you MUST enter a
POSTING DATE PRIOR TO OR EQUAL TO JUNE 30th . If you received the goods ON JULY 1st
or LATER, DO NOT do the goods receipt process until we notify you. This notification will probably
be mid to late July. Once you receive this email notification then you will be able to proceed with
the MIGO transaction for all purchase orders whether they were created in the old Fiscal Year or
the new fiscal year.
This is very important for fiscal year end financial statement purposes and the auditors will be
reviewing this as well.
Complete the DETAIL DATA section as you would normally for each line item.
CHECK
POST