SHIPPENSBURG UNIVERSITY SAP

MATERIAL MANAGEMENT END-USER TRAINING

Mona Holtry 10/10/06 X3138

Overview of Material Management / Transaction Codes Creating a Supply or Service Requisition ME51N Change a Requisition ME52N Check Status or Display a Requisition ME53N Display Current Material from the Warehouse (includes availability) MM03 Display Material List for Warehouse Items MM60 Create a Reservation from the Warehouse MB21 Display Vendor MK03 Display Purchase Orders by Cost Center ME2K

Create a favorite for each of the transactions listed above by clicking on Favorites, then Insert Transaction. Then type in the transaction code (Example ME51N), click on the green check mark on the left-hand corner of the screen, and click on OK

Instructions on how to set your Personal Settings

Click on transaction ME51N Click on Personal Setting Click on the Basic settings tab In the Document Overview section, click on the drop-down box and select No Restrictions. The remaining sections should be checked according to the above layout. Next click on the Default Values tab. Click on the More Fields Look at the right-hand side of the screen the box entitled Hidden Fields. Click on the gray box to the left of Plant, Purchasing Group, Acct Assign. Cat., and Requisitioner. (When you click on the gray box the entire line turns a gold color). 2

Click on the single black left arrow. Click on the green checkmark at the bottom left-hand corner of that screen. It says, Copy. This takes you back to the Default Values tab.

Purch.group Click on the drop-down box and select Shippensburg. Item Category Click the drop-down box and select Standard. Acct Assign. Cat Click on the drop-down box and select Cost Center. You may have to move your scroll bar (located on the right-hand side) up or down to locate Cost Center. (If you do grants, you can change the K to a G when you enter your request. Delivery date Leave blank. Plant Type in 65. Requisitioner - Type in your name. 3

Click on the orange floppy disk (save icon) located at the bottom left-hand corner of the screen. When you go into ME51N, your screen should now reflect the above changes. Your defaults have been set.

CREATING A SUPPLY REQUISITION ME51N

Mona Holtry 10/10/06 X3138

Creating a Supply Requisition From your favorites menu, double-click on transaction number ME51N. The following screen will come up:

The block to the right of the shopping cart should say: Purchase requisition. By clicking on any of the three icons located directly under the shopping cart (Header, Item Overview or Item), you can expand or collapse these fields. Clicking on the Document overview button will open or close that area. Click on the icon to the left of the Header. This will expand that area, and the following screen will come up:

This will bring up a text field. In this field, you can type any notes that you want the purchasing office to see. For example, This is a rush order. This is an after-the-fact order etc. You can type in the suggested vendors name, address, phone number, point of contact, fax number, etc. To minimize this screen, click on the button to the left of the Header. (Note: if you are entering an after-the-fact order, it is imperative that you put this in the Header Text. If you dont do this, you may get a duplicate shipment of whatever it is that you are ordering). Click on the button to the left of the Item Overview. The following screen should come up:

In this screen you will need to complete the following: A - (Acct Assignment category) - Enter K for cost center or G for grants. Mtl Group - You can select from the drop-down. This is a six-digit number. Short Text Type in the description and part number of the item you want to purchase. Example Mechanical Pen P/N 123. This field is limited to 40 characters. If you cannot get your entire description in this area, you can continue in the Item Details section under the Text tab. Quantity Enter the quantity that you want to order. Unit Select the unit of measure from the drop-down list. Delivery date You can select your date from the drop-down menu or you can type in your date in the following format - month/day/year. Valuation Price Enter the unit price of the item you are buying. Total Value LEAVE BLANK 3

Requisnr Enter the name of the person that you are purchasing the item for. NOTE: Shipping MUST be included as a separate line item for ALL requisitions entered unless the vendor has specifically told you there are no shipping charges. If the vendor has told you there is no shipping charge, make a note in your header text to the Purchasing Office. If you dont know the exact amount of shipping, use 10% of the total amount of the order as your estimate.

As you continue to tab across - the following areas need to be completed:

Des vendor Click on the drop-down box. The following screen will come up:

Click on the icon located to the right of the left and right arrows, (looks like a sheet of paper with lines). The following screen will come up:

From the drop-down list highlight and click on the line Vendors: Purchasing. Once you have done this, the system will save it so the Vendors Purchasing tab will automatically come up. (You will not have to do this step every time you want to select a vendor). Click on the check mark located on the lower left-hand side of the screen. The following screen will come up:

You should be on the Vendors: Purchasing tab. You can search for a vendor by name, city or zip code, etc. The * acts as a wildcard. The * broadens your search. For example, I have typed in Phillips, followed by the *. You can use the * in any of the fields as a wildcard. Once you have filled in the info you want click on the check mark located on the lower left-hand side of the screen to execute your vendor search. Note: The Vendor field is looking for the vendor number, not a name.

A list of vendors will appear. From this list, you can select a vendor by double-clicking it. Your vendor number must start with a 1. If it doesnt begin with a 1 you cant use it. If your vendor isnt listed or you dont know the address, you can back out of this list by clicking on the x located in the upper right hand corner of the entries found list. The desired vendor can be left blank, but if you do this you must fill in the vendors name, address, phone number, fax number etc. in the Header Note Text Field as described on Page 2. (If you know the vendor number you can just type it in you dont have to search). The following page shows what your screen will look like if you select a vendor number from the list:

You need to complete the following fields: PGr 650 Plant 65 Click on the green circle that has the check mark in it located in the upper left-hand corner. The following screen will come up:

Enter the following information: Unloading Point Building and room number Recipient Name of person the warehouse should contact GL # - This is a 6 digit number. This is where your money is coming from. Cost Center This is a 10-digit number. NOTE: You need to enter the GL # and cost center # for each line item that you enter in the line Item Overview section. The white box shows you what line item you are working on. By clicking on the up and down arrows, you can scroll through the line items. When you have entered all of your information, click on the green circle with the check mark in it located in the upper left-hand corner.

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If you have additional text that needs to be added to your short text, description click on the Text Tab.

Click in the white area and finish typing your text. This area is continuous text, but there is no SPELL check. Once you have entered all of your info, click on the green circle that has the check mark in it, and then click on the save icon that looks like a floppy disk. This will save your request and give you a document number. A screen should come up that looks like the following:

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This screen will give you your requisition number. After you write down your ten digit requisition number click the OK button.

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EXERCISE 1 CREATE A REQUISTION FOR A SUPPLY ITEM Your office needs to purchase a commodity that is not available in the warehouse. TRANSACTION: ME51N REQUISTION HEADER: Type, This is a rush order. ITEM OVERVIEW: Item LEAVE BLANK (system automatically assigns the numbers) Account Assignment Type K for cost center I LEAVE BLANK Mtl Group Select Office Supplies from the drop down menu Short Text Protectors, Document, 81/2 x 11, Clear (Description up to 40 Characters) Quantity 5 Unit Select Boxes from the drop down menu Delivery Date Enter a date approx. 2 weeks away (Month/day/year) Valuation Price - $4.50 Total Value LEAVE BLANK Requisitioner (Enter the name of the person requesting the item) Tracking (Enter a number of your choice, something you want to use to track your requisitions) This field is not mandatory - it is strictly optional. Desired Vendor Staples (Find vendor number in system starts with a 1) Fixed Vendor LEAVE BLANK Purchasing Group 650 Plant 65 (Shippensburg University) ACCOUNT ASSIGNMENT TAB: Unloading Point Type your building name and room number Recipient Type the name of the person who is to get the item. G/L Account: 660100 (only for this exercise you need to choose the applicable one) Cost Center: (Your Cost Center)

Click on the Green circle with the check mark in it, and then
SAVE your requisition by clicking on the save icon (floppy disk).

YOUR REQUISITION NUMBER: ____________________________

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CHANGE A REQUISITION ME52N

Mona Holtry 10/10/06 X3138

From your favorites menu double-click on transaction number ME52N. The following screen will come up:

Click on the Document overview button to display purchase requisitions that you have already created.

Click on the Selection variant icon has three diamond shapes with a sheet of paper beside it and looks like the Pittsburgh Steelers emblem. From this drop-down list, you want to select My purchase requisitions. You do this by highlighting and clicking. This will bring up a list of all the requisitions that you have entered into SAP.

Highlight the document that you want to change and double-click on it. This will put it in your shopping basket. You can also highlight the document, position your mouse on it and drag it to your shopping basket. Click on the pencil and eye glass icon to put you back in the Change Purch. Requisition screen.

Click on any field that is white and make the appropriate changes. Once you have made your changes, click on the SAVE icon (looks like a floppy disk). (If a field is gray, you can not make any changes to it). If you want the quantity increased, price changed, etc. please contact the Purchasing Office these changes can be made at the award stage.

A screen will come up that says Purchase requisition (whatever your purchase requisition number was) changed. Click on the OK button. NOTE: If your screen is completely gray and doesnt allow you to make changes, click on the pencil and eye glass icon. This will put you in the change screen.

EXERCISE 2 CHANGE YOUR REQUISITION THAT YOU CREATED IN EXERCISE 1 You need to change the quantity that you ordered from 5 to 8 and change the price from $4.50 each to $5.00 each. TRANSACTION: ME52N ITEM OVERVIEW: Quantity: 8 VALUATION TAB: Valuation Tab: $5.00 SAVE your changes. NOTE: Did you get a message that said your requisition was changed?

CHECKING STATUS ON A REQUISITION ME53N

Mona Holtry 10/10/06 X3138

From your favorites Menu double click on transaction number ME53N. The following screen will come up.

Click on the Document overview button. Then, click on the icon that has the three diamond shapes with a sheet of paper beside it looks like the Pittsburgh Steelers emblem.

A drop-down list will appear. Highlight and click on My purchase requisitions.

A list of the requisitions that you have entered should appear. From this list, highlight the requisition number that you want to check status on and double-click. If the Header, Item Overview or Item details arent expanded click on the icon to the left of each of these headings to expand these screens. Your screen should look like the following:

To see if a purchase requisition has been assigned an order number, select the Status tab. It will show the purchase order number as well as whether or not any items have been received. My screen indicates that Processing stat Not edited, which means no order number has been assigned. If the item has an order number it would read Processing stat PO created and it would show the 10-digit purchase order number. Your screen should look like the following:

By double-clicking on the Purch Doc. (4500113694) you can display the Purchase Order.

If you go to the Status tab, you can see that the total amount of the order was $10,600.00; we ordered 400 CTNs, 400 CTNs were delivered and we were invoiced for 400 CTNs. You can also look at the Purchase Order History tab located in the Item Detail area. Your screen will look like the following:

This screen shows the GR which means Goods Receipt we received 400 CTN on 7/18/2006. The IR-L means Invoice Receipt. This means that the invoice has been received by Accounts Payable and has been or is being processed for payment.

CREATING A SERVICE REQUISITION ME51N

Mona Holtry 10/10/06 X3138

Creating a Service Requisition From your favorites Menu double click on transaction number ME51N. The following screen will come up.

The block to the right of the shopping cart should say: Purchase requisition. By clicking on any of the three icons located directly under the shopping cart you can expand or collapse these fields. Clicking on the Document overview off button will open or close that area. Click on the icon to the left of the Header. This will expand that area and the following screen will come up:

This will bring up a text field. In this field you can type any notes that you want the purchasing office to see. For example, This is a rush order. Service is needed by a particular date or This is an a After-the-fact order services have already been completed etc. If you cannot locate the vendor from the vendor search list, you must type the suggested vendors name address, phone number, point of contact, fax number, and taxpayer identification number or social security number in the text field. To minimize the screen, click on the button to the left of the Header. Click on the button to the left of the Item overview. The following screen should come up:

In this screen you will need to complete the following: A (Acct Assignment category) Enter K for cost center or G for grants. I (Item Category) Enter D for Services. Mtl Group You can select from the drop-down list. This is a six-digit number. Short Text Type in Services Quantity & Unit Leave blank. This field will be filled in automatically by the system and will always read 1 AU (AU means Activity Unit). Delivery date You can select your date from the drop-down menu, or you can type in your date in the following format month/day/year. Valuation price & Total value Leave blank. The system will automatically calculate and fill in these fields. Requisnr Enter the name of the person for which you are requesting the service. As you continue to tab across, the following areas need to be completed: 3

Des vendor Click on the drop-down box. The following screen will come up:

You can search for a vendor by name, city or zip code. The * acts as a wildcard and * broadens your search. For example, I have typed in Chambersburg, followed by the *. You can use the * in any of the fields as a wildcard. Once you have filled in the info, you want, click on the green check mark located on the lower left-hand side of the screen to execute your vendor search. Note: The vendor field is looking for a vendor number - not a name.

A list of vendors will appear. From this list, you can select a vendor by double-clicking. Your vendor number must start with a 1. If it doesnt begin with a 1, you cant use it. If your vendor isnt listed, you can back out of this list by clicking on the x located in the upper right-hand corner of the entries found list. The desired vendor can be left blank but if you do this you must fill in the vendors name address, phone number, fax number, taxpayer identification number or social security number in the Header Note Text Field as described on Page 2. (If you know the vendor number, you can just type the number in - you dont have to go through the search process). The following page shows what your screen will look like if you select a vendor number from the list:

You need to complete the following fields: PGr 650 Plant 65 Click on the green circle that has the check mark in it (located in the upper left-hand corner). The following screen will come up:

In the box that says Please maintain services or limits click OK. Now you are ready to fill in the following fields:

Short Text Enter your line item description. (You are limited to 40 characters, so if all of your information doesnt fit you will need to continue in the Text Tab). Quantity Enter the required quantity. U (Unit of Measure) If you know the unit of measure, you can type it in or you can click on the drop-down menu and search for the unit of measure. Gross price Enter the unit price. Click on the green circle that has the check mark in it (located in the upper left-hand corner). The following screen should come up, and you will need to fill in the following fields:

G/L Account Enter the appropriate G/L number. Cost Center Enter your 10-digit cost center number. NOTE: If you are doing a grant in stead of filling in the cost center, your screen will have a WBS number that needs filled in. This will be your grant number. Click on the green check mark located on the lower left-hand side of the screen. Click on the green circle that has the check mark in it located in the upper left-hand corner of the screen. If you dont receive any error messages, click on the save icon that looks like a floppy disk. A screen should come up that looks like the following:

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You should get a message that says, Purchase requisition number created. Your requisition number is the ten-digit number. Final step click the OK button.

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EXERCISE 3 CREATE A REQUISTION FOR SERVICES. Your office needs to requisition services for an upcoming conference to include a conference room for 25 participants, refreshments for morning break and lunch for 25. (YOU WILL HAVE THREE LINE ITEMS LISTED ON YOUR ITEM DETAILS TAB) TRANSACTION: ME51N REQUISTION HEADER: Type: Rush Conference is being held on (you pick a date about 2 weeks away) ITEM OVERVIEW: Item LEAVE BLANK (system assigns the numbers) Account Assignment Type K for cost center I Type D for services Material Group Select Professional Svcs from the drop down menu Short Text Conference Room for 25 participants (Remember your short text field is limited to 40 characters) Quantity LEAVE BLANK Unit LEAVE BLANK Delivery Date Pick a date that is two weeks away Valuation price LEAVE BLANK Total value LEAVE BLANK Requisitioner (Enter the name of the person requesting the service) Tracking (Enter a number of your choice, something you want to use to track your requisitions) This field is strictly optional. Desired Vendor Days Inn - State College (Find vendor number starts with a 1) Fixed vendor LEAVE BLANK PGr 650 Plant 65 Click on green circle with the check mark in it. MAINTAIN SERVICE ITEMS: Item 10 Short Text Conference Room Qty 1 Unit EA Gross price - $75.00

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MAINTAIN SERVICE ITEMS: Item 20 Short Text Break, Morning Qty 25 Unit EA Gross price - $8.00

MAINTAIN SERVICE ITEMS: Item 30 Short Text Lunch, Boxed Qty 25 Unit EA Gross price - $2.50

ACCOUNT ASSIGNMENT TAB: G/L Account: 625400 Cost Center: (Enter your cost center) You will need to enter the GL # and cost center for each line item. Click on the green circle that has the check mark in it, and then save your requisition by clicking on the save icon floppy disk.

YOUR REQUISITION NUMBER: ____________________________

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DISPLAY MATERIAL LIST FOR WAREHOUSE ITEMS MM60

Mona Holtry 10/10/06 X3138

Using the Material Warehouse Listing, you can display multiple items that include the description, unit of issue, and the unit price on one screen. From your favorites Menu double click on transaction MM60. The following screen will come up:

In the section Database selections go to the Material line and click on the yellow right arrow.

The following screen will come up. Under the Single Vals tab, type the SAP material number that you want to get information on. I have typed in numerous material numbers.

Once you have filled in the info. you want, click on the copy button located on the bottom left-hand corner of the screen.

The following screen will come up. Note: Only the first number that you typed on your list from the previous screen will show in the Material field.

Fill in the Plant Field 65 Click on the execute button located in the upper left-hand corner of the screen, (looks like a clock).

The following screen will come up:

This screen will show you the material number, description, unit of issue, and the unit price for each item. Note: This list does not tell you if the item is in stock at the warehouse. If you want that information, you will have to use transaction MM03. To exit this area, click on the white up arrow in the yellow circle twice and this will take you back to the main menu.

DISPLAY MATERIAL FROM THE WAREHOUSE MM03

Mona Holtry 10/10/06 X3138

From your favorites menu, double-click on transaction number MM03. The following screen will come up:

Material Type in the number of the item you want to check. (These numbers can be found on the Warehouse list located on the Ship web page: http://www.ship.edu, click on Administrative Offices, then Purchasing and Contracting Office, then Office Supplies Inventory, and click on the title Badges, Name Tag SAP Number 202). This will bring up a list (which includes pictures) of the items available from the warehouse. I have typed in 579 as an example. Once you have your number typed in, click on the green circle that has the check mark in it located in the upper left-hand corner of the screen.

The following screen will come up:

Highlight the line Accounting 1. (To highlight, click in the gray box to the left of the Accounting 1 line. Once you have highlighted the line, the entire line will turn an orange color. Click on the green check mark at the bottom left-hand corner of the screen. The following screen will come up:

Fill in the following info: Plant 65 Click on the green check mark at the bottom left-hand corner of the screen. The following screen will come up:

This screen will show you the Mov. avg. price which is 0.58, the Base unit of measure, which is PAD, and the Total stock available which is 272. This should help you in planning how much money to allow for your orders from the warehouse, how many to order and if there is enough stock in the warehouse to cover your order. To get out of this screen click on the green circle with the back arrow located on the upper tool.

CREATING A RESERVATION FROM THE WAREHOUSE MB21

Mona Holtry 10/10/06 X3138

Create a Reservation from the Warehouse

From your favorites menu double-click on transaction number MB21. The following screen will come up:

Enter the following information: Base Date Enter todays date. Movement type 201 Consumption for cost center from warehouse. If you are using grant funding the Movement type is 221. Plant 65 Click on the green circle with the check mark in it. 1

Enter the following information: G/L Account No. 660100 (660100 is office supplies). Cost Center Enter your cost center. Goods Recipient Enter the last name of the person who is to get the material. This field is limited, so you may need to enter first initial and your last name. Click on the green circle with the check mark in it.

Enter the following information: Material This number can be found on your warehouse listing. Quantity Enter the quantity you want. UnE Leave blank. Plant This should default to 65. If it doesnt, type in 65. M This should default with a check mark in that column. If it isnt checked, click in the square and that will enter a check mark. Click on the green back arrow.

You are now prompted to fill in the Unloading Pt. Click the OK button.

You need to fill in the Unload Pt. field which will be your building name and room number. Note: If you are ordering several items, you need to enter the Unload Pt. for each material item you are ordering. After you have completed all of the required information, you can click on the green back arrow.

This gives you a list of the items that you have entered with a description of each item. To do a screen print of this page, click on the Green/Red/Blue icon and select Hardcopy. If you want to go back to the previous screen to continue entering items, click on the white sheet of paper new page button. If you have more items to enter than lines available, click on the white sheet of paper (new page button). This will give you a new screen (a continuation of your previous screen) so you can continue to enter items. You may use the page up and page down buttons on your keyboard to scroll between the pages of information. The new Page button always allows you to enter more information. When your order is complete, you can click on the green circle that has the check mark in it and then click on the save icon (looks like a floppy disk). Note: This screen shows you the unit of measure in the column BUN, so if you need to change the quantity you are ordering, you can do that by going back to the previous screen.

You should receive a message that reads, Document _________ posted . Click OK.

EXERCISE 4
CREATE A RESERVATION FROM THE WAREHOUSE Your department needs to order some Ruled Index Cards size 4 x 6 from the warehouse. A material reservation for the stock material must be created. They are issued in packs. TRANSACTION: MB21 INITIAL SCREEN: Base Date: Current date Movement Type: 201 Plant: 65 (Shippensburg University) Click on the green circle located in the upper left-hand corner of the screen. DETAIL SCREEN: G/L Account: 660100 Goods Recipient: Enter the last name of the person who is to get the material and their building/room number Cost Center: (Enter your cost center) Material: 625 Quantity: 5 Click on the green back arrow Click on the save icon floppy disk.

YOUR RESERVATION NUMBER:

DISPLAY VENDOR MK03

Mona Holtry 10/10/06 X3138

From your favorites menu, double-click on transaction number MK03. The following screen will come up:

Vendor Click on the drop-down box next to the vendor field.

The Vendors Purchasing tab should come up. If it doesnt, go to the list button on the top right hand corner of the Restrict Value Range (1) screen. This button looks like a white sheet of paper with lines on it. Then select Vendors: Purchasing. You can search for vendor by name, city, or zip code etc. The * acts as a wildcard. The * broadens your search. For example I have typed in Phillips followed by the *. You can use the * in any of the fields as a wildcard. Once you have filled in your field, click on the green check mark located on the lower left-hand side of the screen to execute your vendor search.

A list of vendors should appear. Select a vendor from the list by highlighting the vendor you want, and then double-click on it. This will automatically insert the vendor number into the Vendor field.

After you have a vendor number, the following fields need to be completed: Purch. Organization LOCL General data Click on the address, control and payment transactions boxes. Purchasing organization data Click on the Purchasing data and Partner functions boxes. Click on the green circle that has the white check mark in it (located in the upper lefthand corner of the screen) to execute.

The Display Vendor screen has several screens. To page through these screens, click on either of the boxes located to the right of the pencil and eyeglasses. These icons let you go forward or backwards. When you are finished reviewing the vendor information, click on the Exit button (the yellow button with the arrow pointing up), located on the top tool bar.

EXERCISE 5 DISPLAY A VENDOR You want to search the SAP database for a vendor. Find: Beidel Printing House, Inc., Shippensburg, PA 17257. TRANSACTION: MK03 Use the Vendors: Purchasing tab You can search by vendor name, city, or postal code. (Postal code is the zip code) Purchasing Vendor Numbers start with 1.

Vendor Number

DISPLAY PURCHASE ORDERS BY COST CENTER ME2K

Mona Holtry 10/10/06 X3138

From your favorites menu, double-click on transaction number ME2K. The following screen will come up:

Enter the following info: Cost Center Enter your Cost center Purchasing Organization LOCL Scope of List BEST Click on the execute button (looks like a clock), located in the upper left-hand corner of the screen. This will bring up a list of all the orders that have been purchased out of your cost center since we went on SAP in December 2002. The list will have the following format:

The purchase order number is the 10-digit number that starts with a 4, followed by the vendor number, vendor name, date of the order, and then it will list each line item that was ordered. To get out of this report, click on the green circle with the back arrow in it (located on the top tool bar).

EXERCISE 6 DISPLAY PURCHASE ORDERS BY COST CENTER You want to display all the orders that have been purchased out of your cost center. TRANSACTION: ME2K Fill in the following: Cost Center Enter your cost center Purchasing Organization LOCL Scope of List BEST Click on the Execute Button (looks like a clock), located in the upper left-hand corner of the screen.