Introduction to

Purchase Requisitions using SAP

Rev. 08.03.10

Educational Technology Services

SAP Purchase Requisitions

After participating in this course, participants will understand the steps in the purchasing process and will learn how to perform each one of them, from creating a requisition to the final step of closing it.

900 N. Klein Oklahoma City, OK 73106 (405) 587-0335 http://www.okcps.k12.ok.us/ETS/

Agenda
Introduction to Purchase Requisitions Processing Purchase Requisitions (Create, Change, Display) Releasing Purchase Requisitions Processing a Goods Receipt Closing a Requisition Reviewing Purchase Orders Using Purchasing Reports

Table of C ontents
MODULE 1
Processing PRs Intro to PR Process Creating a Requisition Maintaining a Requisition Displaying a Requisition 2 3 5 15 17

MODULE 4
Purchasing Reports ZMM97 ME2N ME5A ME2K 44 45 46 48 50

MODULE 2
Goods Receipting in SAP MIGO-Goods Receipt Reversing a Goods Receipt 23 24 28

MODULE 3
Reviewing Purchase Orders Purchase Order Information PO Payment Information 34 36 39

Module

For Secretaries

SAP 101

Creating and Maintaining Requisitions

Participants will learn how to use ME51, ME52, ME52N, and ME53 to create, display and maintain purchase requisitions in SAP.

Objectives:
1. Understand the Purchasing Process 2. Create a requisition with ME51 3. Maintain a requisition with ME52 or ME52N 4. Display a requisition with ME53

SAP for Secretaries Introduction to the Purchasing Process The Purchasing Process
Key Points
A purchase requisition (PR) defines the need for a material or service. It is the primary instrument the requestor from the school or administrative department will use to seek approval to acquire materials or services using District funds. PRs are not Purchase Orders and do not allow employees to financially obligate the district. Creating a requisition authorizes the Purchasing department to purchase materials in specific quantities within a specified time frame.

The Purchasing Process

Steps a requisition must go through: 1. First, the school site or department enters the request for material (purchase requisition). The requisition must contain all the information the buyer needs to make the purchase for the district. Requirements include the Desired Vendor, size, SKU, material, stock, ISBN number, quantity, description of goods or services, dates of service, book title, publisher, grade levelthe essential Who, What, When, Where, Why and How Much. 2. The requisition (PR) then goes through an approval process by way of the administrators. These are called release strategies, and they are performed by employees such as school principals or department supervisors. After this has been done, the district buyer is then able to begin the PO conversion process. Note: Title I or other PRs funded by a Federal Program may have up to four (4) release strategies. The buyer does not see the requisition until all release strategies are applied. The purchasing staff does not have release authority and is not responsible for releases. 3. The requisition appears in the buyers box, and the buyer will start the conversion process, which includes keeping all in compliance with district policy and Oklahoma state law. The buyer will: look at the products cost; if the amount exceeds $25,000, the buyer will check for Board of Education (BOE) approval. consider comparative prices of the item requested based on items of similar quality. obtain at least three competitive phone bids as needed.

SAP for Secretaries Introduction to the Purchasing Process

check to see if the product is currently covered on a Prime Vendor Contract. If yes, the buyer will verify or assign the price to the line item. verify or assign the appropriate material number or stock number, which identifies the product to the vendor. verify the vendor. identify the delivery date and, if needed, will verify with the vendor.

4. The purchase order number is then assigned and will be included on the next Encumbrance list for Board Approval as scheduled. 5. You should delete/trash your requisition when you see it has been converted; a PO has been issued. This is part of your regular maintenance responsibility of your requisitions. 6. Once approved, the Purchasing Dept. sends the PO directly to the vendor. 7. The vendor then delivers the goods or services to the district. 8. The requisition originator completes a goods receipt (GR) in SAP. 9. The vendor sends the Invoice/Claim to Accounts Payable. The invoice from the vendor cannot exceed the line item amounts listed on the purchase order (PO). 10. Accounts Payable inputs the vendor invoice (IR) in SAP. 11. Accounts Payable verifies that the GR and IR match. 12. If the Purchase Order was included in the Encumbrance Report submitted to the Board at the last board meeting and was approved, the check will print on the next scheduled check run. Accts. Payable initiates a check run (printing of checks) every Thursday afternoon. 12. If there is a three-way match (PO line Items, GR line item, and IR line item are the same), SAP will automatically close the PO. If there is a balance remaining on any line item, the requestor is to contact the buyer listed on the purchase order to assist in closing the purchase order. NOTES:________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

SAP for Secretaries Introduction to the Purchasing Process

Exercise 1: Creating a Requisition

Step by Step
1. Go to ME51.

2. Select A if Asset or K if Cost Center. 3. Choose a date 2 weeks from the date you are creating the requisition. If Annual, use 6/30/2010. 4. Plant=your site number + a zero. If you are central office, use C001. 5. Select the Purchasing Group/Buyer based on the detailed list in this module. 6. Select Material group based on items youre purchasing (see detailed list in this module). Everything is not GE0010. 7. Req. tracking number looks like this: Site number + your initials + sequential # (e.g. 055slj01) Keep a log of your PRs. 8. Requisitioner is your email user id (i.e. the username portion of your email address-dont include the @okcps.org part). 9. Press Enter to continue.

Notes to Remember:
Saving your Requisition as a DRAFT (U): o If you dont know if your budget will allow for this purchase or you arent sure of certain information from your Administrator, you can save the requisition as a U which indicates the requisition is in draft. You can

SAP for Secretaries Introduction to the Purchasing Process

always enter the PR in draft and go back later to enter acct. assignment or other information you are waiting on before the final save. Use the U to save you time. Drafts do not hold funds. Deleting or Trashing your Requisition: o If you make an error and dont want the PR to be considered for conversion to a PO, simply delete the line item(s) that need to be removed. o Once the PR has been converted to a PO, you MUST delete it. If you create a requisition, and for some reason you do not want it sent to the buyer, you need to go in and trash/delete the requisition. Requisitioners need to monitor their requisitions and delete (trash) requisitions after the purchase order has been created. Do this on a regular basis. Remember, a requisition saved any other way other than U will hold your budget until it is converted to a purchase order or trashed. When the PR is converted to a PO, the budget is moved to the Purchase Order. After the PO has a GR~IR match, the PO can be deleted which will move any unused funds back to the requisition if the requisition is open. If the PR is closed any remaining funds will go back to your budget automatically. You must delete or trash the PRs to release the funds back to your budget or they will be held on the PR until you do close/trash it. All Purchase Orders and Requisitions must be manually deleted in SAP. Purchasing staff will delete the purchase order. The requisitioner will delete the Requisition. ** FREE items: You need to enter $ .01 for the cost, and in the short text, indicate FREE so that the buyer can enter the item as free when converting the PR to a PO. This will leave the item on the Purchase Order but indicate no charge which will enable accurate payment through Accounts Payable. DO NOT post a goods receipt for FREE.

Purchasing Groups Info

Sam Bogle Debra Knight Rod Robinson Jo Smith Jane Farmer Terry Spencer Carol Hughes slbogle@okcps.org dlknight@okcps.org rrobinson@okcps.org jasmith@okcps.org jefarmer@okcps.org tmspencer@okcps.org cahughes@okcps.org 6 587-1041 587-1046 587-1063 587-1049 587-1042 587-1047 587-1052 F 587-0662 F 587-0662 F 587-0062 F 587-0062 F 587-0662 F 587-0662 F 587-0662

SAP for Secretaries Introduction to the Purchasing Process

urchasing Department Buyer responsibilities have changed for Fiscal Year 2010. Effective August 2, 2010, purchase requisitions (PRs) are to be assigned to the buyers as indicated below. Also, any Purchasing Department questions should be addressed to the appropriate buyer as listed below:

Purchasing Group Assignments

Buyer

Buyer Number Telephone 100 100 100 100 101 101 102 103 103 104 104 104 105 105 105 106 106 106 587-1046 587-1046 587-1046 587-1046 587-1041 587-1041 587-1049 587-1047 587-1047 587-1042 587-1042 587-1042 587-1052 587-1052 587-1052 587-0063 587-0063 587-0063

E-Mail dlknight@okcps.org dlknight@okcps.org dlknight@okcps.org dlknight@okcps.org slbogle@okcps.org slbogle@okcps.org jasmith@okcps.org tmspencer@okcps.org tmspencer@okcps.org jefarmer@okcps.org jefarmer@okcps.org jefarmer@okcps.org cahughes@okcps.org cahughes@okcps.org cahughes@okcps.org rrobinson@okcps.org rrobinson@okcps.org rrobinson@okcps.org

Asset (items needing asset or TPR approval) Debra Knight Computers, Copiers, Appliances Software & Software Licenses Technology Items Bond Fund Custodial Contracts Child Nutrition Services Administration Building, C001 Middle Schools 503-530 Elementary Schools 105480 High Schools 705-780 Alternative Education In-District Mileage Staff Reimbursements Conference/Registration Transportation Athletics Maintenance Debra Knight Debra Knight Debra Knight Sam Bogle Sam Bogle Jo Smith Terry Spencer Terry Spencer Jane Farmer Jane Farmer Jane Farmer Carol Hughes Carol Hughes Carol Hughes Rod Robinson Rod Robinson Rod Robinson

SAP for Secretaries Introduction to the Purchasing Process

10. Short text contains an item description. Include product #, ISBN #, etc. and a brief explanation of the item on each line. Use Long Text icon for entry of all required information. Do not abbreviate on the short text line in an attempt to use only the short text line.

11. Amount to be ordered.

12. Unit of measurement=how product comes packaged and sold. Use dropdown icon for options.

13. Press Enter to continue.

SAP for Secretaries Introduction to the Purchasing Process

14. Price must be accuratedo not guess! 15. Type in the vendor number or click the drop-down button to search for vendor number. PR will not be processed w/out a vendor number; although, you can enter the PR and assign the vendor at a later date.

16. Press Enter to continue to the Account Assignment pop-up window.

17. GL Account= 5+Function+Object+00 18. Cost Center=OPU+Fund+Project 19. Order Number= Program+Subject NOTE: Only required when using Function 1000 and when purchasing with Federal Funds (i.e. Title I). Contact Budget dept for clarification. 20. If all lines of your PR are funded out of the same source, you can press the Repeat Acc. Ass. On button so these codes are remembered for the rest of your PR. Otherwise, just press Enter to continue. 9

SAP for Secretaries Introduction to the Purchasing Process

Notes to Remember:
VERY IMPORTANT!!! Make sure you are using the current year OCAS manual. The State Department of Education makes changes to the OCAS Manual every year. If you are unsure or have a problem with entering the account assignment, go back to account assignment category (Screen #1) and change the K to a U and this will save your information as a draft. You will not lose your data. For assistance with OCAS contact Tiffani Langford at 587-0060 or tjlangford@okcps.org (email preferred). The website from which you can print the OCAS Manual is as follows: http://www.sde.state.ok.us/publ/ocas/ocasmanual.pdf. Once your line has been saved as a K or U, you can go back in and view your document. (ME53) Keep reviewing the PR to track the status of your order. Once the PR is converted to a PO, you should CLOSE/TRASH YOUR PR. You can track the status on the PO through ME23N. You can see if a goods receipt has been posted. You can see if an Invoice Receipt (IR) has been posted to the purchase order. You can see if a check has been paid. You can see if the Purchase Order has been closed. A note about Blanket PRs: When entering requisitions for travel reimbursements (indistrict and out-of-district), custodial contracts, staff development contracts, grocery supplies, travel expenses, tutoring services, consultants, counseling services, and shipping lines on requisitions, you should flip the Quantity and Val. Price fields. o For example, you estimate reimbursement for travel at $200.00. The Val. Price would then be $1.00, and Quantity would be 200. That would make a total of $200.00, which would allow you to post a goods receipt in any denomination up to $200.00.

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SAP for Secretaries Introduction to the Purchasing Process

21. If you need to enter more text for a line, highlight the line first, then click the Long Text icon. SAP allows space equal to a full sheet of paper for you to use to provide the information required by District guidelines and Oklahoma state law on all purchases. In the Long Text field you would include justification information for conference travel, long Dell equote numbers, etc. Make use of it you cannot give Purchasing too much information!! WHO, WHAT, WHEN, WHERE, WHY

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SAP for Secretaries Introduction to the Purchasing Process

Text items print on the purchase order. Enter information here you want printed on the PO. Item notes do not print on the PO. This is where you enter information for yourself or for the buyer. These are internal notes. Delivery text prints on the Purchase Order. Use this when you want items delivered to other locations within the district. Each line can have a different Delivery Address.

22. To return to the Item Overview screen, click the green back arrow button. OR to continue to enter more text, you can click the Long Text Screen icon on the toolbar.

Notes to Remember:
Add Long text to include information not limited to: Who, What, When, Where, Why and How Much on each order. You cannot put too much information on the requisition!! If we have to request additional information, this can cause a delay in getting your requisition converted. Make sure you include details on the PR. Use the Item Text field for information you want printed on the Purchase Order document. After entering data in the short text field, go to the Long Text screen icon at the top of the screen and you will have a full sheet in which to add information. Item Note is where you will make a note for yourself or where you will put a note to the buyer. If you have quotes on the items you are requesting, this is where you would put the quote information. The note items do not print on the PO, but do stay with the document. If this is a PO which needs to stay open past the 120 day cycle, this is where you would tell the buyer this information. You must be specific.

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SAP for Secretaries Introduction to the Purchasing Process

Delivery Text prints on the PO. This would be used to indicate to the vendor a separate delivery point for specific lines items on the PO or for the total PO. If all items are to deliver to the same point, you can add this text only on the first line.

23. To add a delivery address (a MUST for CENTRAL OFFICE AND ALL SERVICE CENTER DELIVERIES), first highlight the line item, then select the Delivery Address icon (delivery truck).

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SAP for Secretaries Introduction to the Purchasing Process

24. For Administration Building departments please type in Room #, and name of person to be receiving the delivery on second line of the delivery address. This is needed to assist the vendors with delivery of orders within Administration Building.

25. If all items of the PR are being delivered to the same place, click the Repeat Address On button and then click Adopt.

Notes to Remember:
Include your Room # and Department name in the Delivery Address field. In the blank field under Administration Building, type in your Room # and your name. This is required for Administration Building purchase order. Make sure the phone number is correct. Change it if necessary. You can also put delivery instructions on the Delivery Text field on the long text screen. Many of our contracts with vendors include Desk Top delivery which means they are required to being the product to your desk. If you name and room number are not listed on the purchase order, they cannot get the items to you.

NOTES:________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

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SAP for Secretaries Introduction to the Purchasing Process

Exercise 2: Maintaining a Requisition using ME52 OR ME52N

Step by Step
ME52

1. Type in your requisition number, then press Enter. This is another reason you should keep a log of your PRs. If you dont make a note of the PR number you created, it will be difficult for you to maintain an accurate budget for your site.

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Highlight the line item to be changed, then click the Item Details icon to change the price of the item or the vendor number. Highlight the line item to be changed, then click the Text Overview icon to edit the Long Text for that particular line.

SAP for Secretaries Introduction to the Purchasing Process

**Make sure you click the Save icon (floppy disk) once you have edited the PR so your changes will take effect.**

Highlight the line item to be changed, then click the Account Assignments icon to edit the Account Assignment (OCAS) coding.

Notes to Remember:
After you have the information on a line item, you can go back to add or view information relating to this line item. You ALWAYS have to select (highlight) the line item before you can obtain information applying to the item. Select the line item and see if it has a PO number assigned, if it has been released, what the account assignment is, who entered the requisition or what information is contained in the long text. Depending on the release strategy set for your particular account assignment, line items may be available for changes. Do not assume changes can be made to the PR. If a change is required, you may need to delete the line with the incorrect information and create an additional line item. Gray field items cannot be changed; white field areas can be changed. Changed or new line items may require additional release strategy.

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SAP for Secretaries Introduction to the Purchasing Process

NOTES:_____________________________________________________________ ___________________________________________________________________ ___________________________________________________________________

Exercise 3: Displaying a Requisition with ME53

Step by Step
ME53

1. Type in your requisition number and press Enter.

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You must highlight the line item before you can find out any information about that line item on the requisition.

SAP for Secretaries Introduction to the Purchasing Process

The General Statistics icon will tell you if the item on the PR has been converted to a Purchase Order. The PO number and date will be displayed.

The Release Strategy (green flag) icon will tell you which administrators have released your requisition. If their release code is missing, they have not released (see screen shots below).

Notes to Remember:
Check to see if your requisition has been converted to a purchase order by going to General Statistics icon. You get there by highlighting the line and clicking on the icon that looks like a bar graph. It is the 8th icon to the right, next to the green flag. If there is a purchase order, the number will be listed under Order Statistics midway down on the right. Next check the date to the right of the PO number. If there has been sufficient time between the PO date and the current date, e-mail the buyer on the purchase order to have them check with the vendor as to why you have not received your material.

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My Requisition has not been converted to a PO. Why Not? Make sure the A column (3rd column to the right) is either a K or an A (Asset).
Most line items will be K. If it is in Draft U it cannot be processed.

Check the Release Strategy (green flag) icon for releases. Each line has to be released. If the funding is through a federal program there could be up to four people who must release/approve the requisition before it is available for purchasing staff to process. * Purchasing Staff cannot work the requisition until it has been fully released/approved.*

Releases to date must match Final Release. If one release strategy is not performed, the PR cannot be converted to a Purchase Order.

Notes to Remember:
If the requisition is not released, ask your Principal or Administrator to release the requisition. If it is not released it will say Blocked on the screen where the PO number should be listed. The one not releasing the PR may be able to give you a reason they are blocking the purchase. Purchasing staff do not release requisitions. If it is a Title I request, check with the Title I office for release issues. Use extreme caution using an Administrators code to perform the release for them. The Building Administrator is the only one who should use release BL. If you see a release code listed you dont recognize, contact Sarah Julian at sljulian@okcps.org or Marsha Tidwell at mhtidwell@okcps.org. They can look up who the code belongs to and will give you that persons contact info.

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Go to the screen where you put your price in by either double clicking on the line or by clicking on the Item Details button, 4th icon to the right that looks like a puzzle piece. On that screen check for a vendor number under Des Vendor. If you have not entered a vendor please do so. XK03 can help you look up the vendors. If you have problems other than these, please e-mail the appropriate buyer in the purchasing department. Be sure to give the buyer the requisition number.

Other Things You Need to Know:

All POs, by state law, must go to the Board for approval before they can be paid. Once a requisition is converted to a Purchase Order and has been approved by the Board, it is on the encumbrance list provided to the Board within the 3 days prior to the Board meeting, it cannot under any circumstances be altered, except to be cancelled. If a Purchase Order was created in error, you must call Purchasing to have the buyer cancel the Purchase Order. In order for the money to go back into your budget THE REQUISITION MUST BE DELETED. YOU SHOULD HAVE DONE THIS ONCE THE PO WAS CREATED. Purchasing staff cancels the Purchase Order; the requisitioner at the school or department cancel the requisition. Both must be canceled before the money will return to your budget for you to use again. Sites that regularly run maintenance reports on their requisitions and purchase orders have the best use of their funds and will guarantee products and services to their site.

TIPS FOR A QUICKER TURN AROUND TIME ON REQUISITIONS:

Tell us Who, What, Where, When, Why and How Much!! Who - Who is the vendor?? (Check vendor file XK03) Remember to use your wild cards ** before and after the name you type in. Use only #s beginning with 300.. What (item description, stock #, color, size, model, brand) When (date of conference, or dates of contract, or dates reimbursement will cover, or dates of in-service, or dates covered under maintenance agreement. Why - Who will this purchase benefit. Who will be trained. Who is computer for. Where (where conference is being held, where in-service is held, where speech tournament is to be held ) How much? Do not guess at cost. Be accurate in purchasing a product or material. Requisitioner: Use ONLY your E-Mail ID. Example: lsmith or dbjones or wobak

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SAP for Secretaries Introduction to the Purchasing Process

Administration Site requisitioners need to specify a room number and Department Name within the Administration Building. This helps your order get directly to you. Go to the little truck ICON and put the Department Name and Room number on the blank, 2nd line of the address field. Verify price if catalog is not current. Call the company. Do not guess or just use the price it was last year. Remember to use Prime Vendors and to obtain PV prices from current price sheets or on-line. Be aware of Board Approval guidelines. Call purchasing if you have questions. It is our position within the district to keep us all in compliance with District Policy and State Law. Shipping charges are a line item. Companies will not ship unless it is on the PO. Your requisition can be held if shipping charges are not included. Shipping lines must be released. If you do not include a shipping line and the vendor requires shipping the buyer can remove an item from your requisition to allow money to be available for shipping. Gas prices are high and we have very few vendors who do not charge shipping. If we need to decrease the line at conversion we can do that for you. Use Long Text.you cannot give purchasing staff too much information. Use this communication tool. Remember the text field prints on the purchase order, while the note field is where you give the buyer information or make notes for yourself.

Flipping the Quantity and Val Price fields.

When are users supposed to change the price to the quantity and the quantity to the price? And why in the heck do we do that anyway? Heres a brief explanation. The amount that a user puts on a requisition in the quantity field is the same number that transfers over when doing a Goods Receipt. If you are doing an open requisition, say for travel, and a quantity of 1 is entered with a price of $300.00, the quantity you are able to do a Goods Receipt on is 1 and you are stuck with an expense of $300.00, regardless of how much was actually spent. However, if you were to do your requisition with a quantity of 300 and a price of $1.00, the quantity of 300 will carry over to the Goods Receipt. Then when doing a Goods Receipt, you can receive ONLY the EXACT amount of the travel claim. For examples a goods receipt for $240.00 would allow payment of $240.00 NOT $300.00. And then when you tell us to close the Purchase Order the remaining $60.00 would go back to your budget.

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SAP for Secretaries Introduction to the Purchasing Process

The Quantity ordered on the Purchase Order, the Quantity entered in the Goods Receipt (GR) and the Quantity entered in the Invoice Receipt (IR) must all three match in order for the system to automatically close the Purchase Order. All Purchase Orders without a three way match must be manually closed in SAP. You must contact the buyer by email asking for the PO to be closed. This is your responsibility. Remember that SAP is Quantity driven and you do a Goods Receipt based on Quantity received, not the amount of money spent for the service or product. Some examples of items that MUST be ordered in this (flipped) manner: Blanket POs Postage Travel/Mileage Communication charges (Pagers, Cell Phones) Conferences Estimated Equipment Maintenance/Repair Tutoring Services Employee Reimbursement Workshops Utilities Shipping Consultant Fees Grocery Counseling Services

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Module

For Secretaries

SAP 101

SAP for Secretaries Introduction to the Purchasing Process

Goods Receipting in SAP

Participants will learn how to use MIGO in SAP to goods receipt all orders they have received.

Objectives:
1. Access MIGO 2. Receive goods you ordered 3. Reverse a goods receipt

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SAP for Secretaries Introduction to the Purchasing Process The Goods Receipting Process
Key Points
Whenever you receive supplies, materials, or services from a vendor, you need to enter a Goods Receipt (GR). You do not need to have an invoice to enter the Goods Receipt. The posting of the goods receipts tells us that you have received the materials or service.

Exercise 1: Goods Receipting using MIGO

Step by Step
MIGO

1. Enter your Purchase Order number in this space and press Enter.

NOTE: These 2 adjacent fields must display Goods Receipt and Purchase Order for you to be able to perform a goods receipt.

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SAP for Secretaries Introduction to the Purchasing Process

2. The items on your PO will appear here in the center table. Click on the Line Item button you are ready to receipt.

3. If you received a different amount than what appears in the Qty. in Unit of Entry field, enter that number there in its place.

4. Click in the check box next to Item OK. Then follow these steps for the next line item you must goods receipt.

Things to Review on this Screen:

Look for the items that you have received and click in the box under OK. You will always start out on line 1. If you received the items on that line, the OK box is at the bottom of the screen. If you do not receive the full amount ordered, change the number in the quantity to the actual number received. If you did not receive the full quantity you ordered you will need to change the quantity in the Qty Tab within the Item Details section of this screen. Highlight the number listed in this field and then type over the correct amount you need to post for the goods receipt. Example: You estimated $300.00 for travel expenses for a teacher. Their claim is only $240.00. Change the 300 to 240 and the amount to be paid to the teacher is then limited to $240.00.

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SAP for Secretaries Introduction to the Purchasing Process

NOTE: Once you post your FINAL goods receipt, use the drop-down menu at this field on the Purchase Order Data tab, to change the text to SET, which will tell us you are finished entering goods receipts for this PO. It sets the Delivery Complete field on our reports and is used in closing POs.

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SAP for Secretaries Introduction to the Purchasing Process

5. Once you have processed all lines for which you have received goods and selected the check box next to Item OK, you are ready to post. Simply click the Post button, and you will receive a Material Document number, which is your proof that you successfully posted your goods receipt.

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SAP for Secretaries Introduction to the Purchasing Process Reversing a Goods ReceiptReturn Delivery
Key Points
There may be times when you find that you have posted a goods receipt (GR) incorrectly--either you should not have posted it at all or you have posted it for more than you needed to. SAP allows a correction to be made to a goods receipt. Using return delivery, you can remove/reverse all or part of this posting.

Exercise 2: Reversing a Goods Receipt

Step by Step
ME23N 1. Go to transaction ME23N. Using the Other Purchase Order icon on the toolbar, type in the PO number to find the Material Document number you received when you incorrectly goods receipted. Press Enter.

2. The PO will display, and you will see the Material Document number in the Material Document column under the Purchase Order History tab. This is the number you will use when you return to MIGO.

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SAP for Secretaries Introduction to the Purchasing Process

Note to Remember:

Make a note of the short text because once you get into MIGO, the lines may not be numbered the same as they are on the purchase order.

MIGO

3. Click the drop down and change the option from Goods Receipt to Return Delivery. The next field will change from Purchase Order to Material Document. 4. Type in the Material Document number that was displayed in ME23N. Press Enter.

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5. Select the line item button for the line you need to work on. The info for that line will be displayed in the Qty tab at the bottom of the screen.

NOTE: Make sure you are on the correct line item. If you dont select the correct the line above, it will default to the first line, which may not be the correct one!

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7. If you are on the correct line and all you want to do is reverse the goods receipt, simply click next to Item OK.

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8. Then click the Where tab.

9. In the Reason for Movement field, click the drop-down button and select #2. This is a required field.

Notes to Remember:
If you want to reverse only part of what was posted and not the entire posting, you need to adjust the quantity tab. In the Qty in Unit of Entry field, type in the amount that needs to be returned. Now you MUST check the ITEM OK box at the bottom of the screen. With every reversal you must indicate the Reason for Movement for each line you are doing an adjustment on. With every reversal you must make a check mark in the Item OK box for each line you are adjusting.

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10. The last step is to Post.

**Note: Make sure before or after you goods receipt that you return to ME52 and delete the PR if you havent already done so!!**

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SAP for Secretaries Introduction to the Purchasing Process For Secretaries

SAP 101

Module

Reviewing Purchase Orders

Participants will learn how to use ME23N to review information on their Purchase Orders.

Objectives:
1. Understand the use of ME23N 2. Be able to access information using ME23N

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SAP for Secretaries Introduction to the Purchasing Process Purchase Order Information
Key Points
My requisition has been converted to a Purchase Order (PO). I understand my requisition is no longer a valid document and should be deleted. Now that a PO has been created, I have some questions: 1. 2. 3. 4. 5. 6. 7. 8. 9. I need to know who ordered this. I need to know where the money is coming from for this order. I need to know when this was ordered. I need to know if this PO is still open. I need to know what the requisition number is. I need to know if a Goods Receipt (GR) has been posted. I need to know if the Invoice Receipt (IR) has been posted. I need to know if the invoice has been paid. I need to know who to contact in Purchasing about this PO.

Inadequate information on your requisition results in inadequate information being available on the purchase order. However, if the information is there, it can be found in transaction ME23N.

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SAP for Secretaries Introduction to the Purchasing Process Exercise 1: Purchase Order Information
Step by Step

1. Click the Other Purchase Order icon to get the Select Purchase Order box.

2. Enter the purchase order number here. After you enter the PO#, press Enter.

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SAP for Secretaries Introduction to the Purchasing Process

The Header tab

The Item Overview tab

The Item Details tab

Notes to Remember:
You can see the Document Date, Vendor and Purchase Order number at the top of the screen. This screen is divided into three sections by three tabs on the left side of the screen. The Header tab, the Item Overview tab, and the Item Details tab. You will find information within each of these three sections. You may open and close the section by clicking on the tab. Information you can find in the Header tab: o Addressgives you the address of the vendor to whom the PO was sent o Org Datagives you the name of the buyer o Statuswhere you see the Quantity Ordered/Quantity Delivered (GR)/Quantity Invoiced (IR). The goal is for these 3 to be the same

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o Release Strategyshows you if the PO has been released. A final step before the PO is faxed or otherwise forwarded to the vendor is a release from the Director of Purchasing. This applies to all POs. POs do not print until they are released by the Director of Purchasing.

Information you can find in the Item Overview tab: o It is good to remember SAP is line driven and the truths about one line item may not be the same as another line item. An invoice might be posted on one line item and not another. Same would hold true for goods receipts. You must look at each line item individually. If your requisition differs from the Item Overview section, you might go back into the requisition and review that document. To find the requisition for this Purchase Order: Highlight the line item, go up to the top of the screen and click on Environment, go to Purchase Requisition within the drop down screen, and the Requisition Overview screen will be displayed. Green arrow back to get out of this screen. If not all line items transferred to the purchase order it may be because some line items on the requisition were not released. Refer to the Tip Sheet on ME53 to see if the lines are all released on the requisition. Keep in mind the buyer only sees the line items that are completely released and ready for conversion. o Here, you can double click on the PO Quantity field on any line item and it will bring up the Item Details section of the screen. Go to the Purchase Order History tab and you will see from the screen below that the invoice has been posted to this Purchase Order, but there has not been a Goods Receipt posted. We have been invoiced for these books, but the school has not done a goods receipt. Without the goods receipt, the invoice cannot be paid. With proper maintenance of your site purchase orders you can keep current with your goods receipt postings. The site not posting the goods receipt will keep the check from printing and the vendor being paid. Information you can find in the Item Details tab: o Purchase Order History--Has the goods receipt been posted? Has the Invoice been posted? Dates the GR and IR were posted. Do the GR and IR quantity balance on the line item? If not in balance, the PO cannot be paid or closed. o Delivery Address--Where the item was delivered. o Account Assignment--To what Account Assignment was this order charged? Cost Center, G/L Assignment, Internal Order o Texts --Any additional information that the requisitioner may have put on the item text field when entering the requisition.

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Notes to Remember:
All POs, by state law, must go to the Board for approval before they can be paid. Once a requisition is converted to a Purchase Order, and has been approved by the Board, or is on the encumbrance list provided to the Board within the 3 days prior to the Board meeting, it cannot under any circumstances be altered, except to be cancelled. If a Purchase Order was created in error, you must call Purchasing to have the buyer cancel the Purchase Order. In order for the money to go back into your budget YOU MUST CANCEL THE REQUISITION ALSO. Purchasing staff cancels the Purchase Order, the requisitioner at the school or department cancels the requisition.

Exercise 2: Purchase Order Payment Information

Step by Step
1. In ME23N, type the PO number in and then view the Item Details section. On the IR-L row, the hyperlinked number in the Material Document column is the number we will drill down on. This is called the Invoice Receipt Posting number. Double-click on this number.

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SAP for Secretaries Introduction to the Purchasing Process

2. Click to select FollowOn Documents.

3. Double click to select Accounting Document.

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SAP for Secretaries Introduction to the Purchasing Process

4. Double-click on the vendor name. You will always select the vendors name here.

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SAP for Secretaries Introduction to the Purchasing Process

5. Click on Environment then select Check Information from the drop-down menu. If on this menu the option Check Information is not an active option to select, then no check information is available at this time. You can contact AP for further information.

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SAP for Secretaries Introduction to the Purchasing Process

1. Check Number 2. Amount of Check 3. Date Paid

Remember this amount could be a combination of several POs.

Notes to Remember:
Before you contact Accounts Payable or the buyer use this function (me23n) to see what activity has been posted to the purchase order. If a vendor calls you regarding a payment and you do not see the invoice posted on the purchase order and have no information for them, please ask them to call Accts Payable/ Rena Morris at 587-0300 or fax: 587-1044 amorris@okcps.org.

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SAP for Secretaries Introduction to the Purchasing Process For Secretaries

SAP 101

Module

Purchasing Reports
Participants will learn how to use various purchasing reports to pull important information on their documents.

Objectives:
1. 2. 3. 4. Be able to use ZMM97 Be able to use ME2N Be able to use ME5A Be able to use ME2K

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SAP for Secretaries Introduction to the Purchasing Process

Exercise 1: Purchase Order Information by Cost Center using ZMM97

Step by Step
ZMM97 1. Double-click in the blank field and choose = (Single Value). 2. The date can be today or any date you choose. The date will limit the report output. Use the current date to pull all POs. 3. Type in the fund for which you want to view POs.

4. Fund Center is your 3-digit site number.

6. Click Execute to run the report after you have entered your data in the fields indicated.

5. Use these numbers exactly as they appear: 4500000000 to 4599999999.

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SAP for Secretaries Introduction to the Purchasing Process Exercise 2: Purchasing Documents per Document Number using ME2N
Step by Step
ME2N 1. You can define the year by using PO numbers or leave this blank and use the document date field.

5. Click Execute to run the report.

2. This Field as shown will pull only the Open POs. If you want all POs, leave this blank.

3. Your 4-digit Plant (site) number goes here.

4. You can limit some materials groups. In this case I dont want to see Utilities.

Notes to Remember:
Purchasing Organization field ALWAYS is I089. Do not change this. Scope of List field is ALWAYS Best. Do not change this.

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SAP for Secretaries Introduction to the Purchasing Process

Examples of how this report can help you: 1. I know I have a PO out there to Lakeshore, but I dont know what the number is? Put the Lakeshore Vendor number in the vendor field and run the report, you will get only those POs from your site issued to Lakeshore. You probably want to leave the Selection Parameters field blank 2. I think I have a PO for those books for the science lab, but I dont remember who the vendor is. I know I did it within the last two months. Use the Document Date field and put in the date range and run the report

3. You need to get a quick list to review all the purchase orders that have been issued from your site. You can use this list to help you perform regular maintenance on your purchase orders. Find out which POs need a goods receipt Find out which POs have not been paid. See if there is an invoice at the school site that I need to send to Accts Payable. See which POs can be closed and if so, e-mail the buyer giving them the PO number and asking them to close the PO.

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SAP for Secretaries Introduction to the Purchasing Process Exercise 3: List Display of Purchase Requisitions using ME5A
Step by Step
ME5A

1. If you use a tracking number system this field will help you locate a requisition. 2. Scope of List=A. 3. Plant is your site (school) number plus a zero on the end.

6. Click Execute to run the report.

4. Use this date range for the full 2008-09 school year. You can use a smaller range. 5. If you check this box you will pull all closed requisitions also in this report.

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SAP for Secretaries Introduction to the Purchasing Process

This blue section is your key as to what all the fields mean on the requisitions listed below.

You can drill into the requisition number and you will have the same information available to you as when you run ME53. If you drill in here you will see that this PR is not fully released. This tells you who entered the requisition.

Notes to Remember:
Use ME5A when you need to find a requisition. If the requisition has been converted to a purchase order the PO number will be listed on the report. This report, used with ME2N will enable you to complete your regular maintenance of PRs and POs.

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SAP for Secretaries Introduction to the Purchasing Process Exercise 4: Purchasing Documents per Account Assignment using ME2K
Step by Step
Use ME2K to look at open Purchase Orders. This report is run by project, and you can choose any project to review, e.g. General Fund (000), Title I (511), etc.

1. Your cost center is your Site Number + the fund you want to view. Ex: 10511000 (Adams ES General fund. 2. All of these fields can be populated by the drop down menu. Every field can if you choose to do it that way. 3. Put your Plant Number here. This is your site (school) number plus a zero on the end.

4. Use 07/01/2008 to 06/30/2009 for FY09.

5. Click Execute to run the report.

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SAP for Secretaries Introduction to the Purchasing Process

This shows that a goods receipt has been done and there is nothing left waiting for completion.

Notes to Remember:
Still to be deliveredindicates you have not received this order in full unless 0 o If you did a goods receipt for the full amount and should not have you need refer to your Reverse Goods Receipt Tip sheet and reverse the amount that is causing the overage. Doing a full goods receipt tells SAP you did receive it all and we should pay the vendor the full amount. Keep in mind any given amount on each Quantity line of the PO must match the Quantity of the Goods Receipt and the Quantity of the Invoice before the PO will close. Still to be invoiced. Indicates we have not paid the vendor for this line item o If there is a quantity left to be delivered and a zero on quantity still to be invoiced, this indicates we have been invoiced but you have not posted a goods receipt. If you

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truly do not want to pay for this item you need to let the buyer know the circumstance. Otherwise you need to post the Goods Receipt (GR) immediately.

In order for the PO to be closed the Still to be Delivered and Still to be Invoiced must match. If there are both ZERO, the system will automatically close the PO. This is called a ThreeWay Match. That means the quantity you ordered, the quantity you posted the goods receipt for, and the quantity we were invoiced all match. If these do not match you must communicate with the purchasing staff as to why there is a discrepancy. On blanket POs such as custodial contacts we know these will gradually be decreased by the end of the year. However you should watch that the Still to be Delivered and Still to Be Invoiced indicate the same data. If you have received the items (zero still to be delivered) and there is an amount left to be invoiced, please check that you dont have the invoice in your office. All invoices should come to Oklahoma City Public Schools; Accounts Payable; 900 North Klein; Oklahoma City, OK 73106 or faxed to 405-587-1044 FAX all invoices you receive to Accts Payable as soon as you receive them. If you want to keep a copy please do so, but do not assume that the vendor will be sending another copy to Accts Payable. We continually train the vendors to send invoices to AP, but some do still arrive at the school offices. We appreciate your help with getting invoices to accts payable. We must pay the vendor in a timely and accurate manner in order to keep our relationship in good standing so we can continue to use the vendor. If you are aware a line item on the purchase order will not be shipped, you will not be getting this, please let the buyer know this information so this line can be canceled. Until the line is canceled you will not have use of that money again. Run this report regularly and keep in communication with the buyer so any remaining funds can be released back to your budget for your use. Until the PO is closed you will not see remaining funds. You can always drill in to access data on any SAP generated report. Double click on the purchase order number on this report and you can find out valuable information about the PO and about the requisition. Drilling in basically takes you to ME23N KEEP THIS IN MIND: ALL PURCHASE ORDERS MUST BE MANUALLY CLOSED/CANCELED BY THE PURCHASING STAFF. YOU MUST COMMUNICATE WITH THE BUYER FOR THE PO TO BE CLOSED. The schools that monitor their purchase orders see the best use of their budget and are able to acquire the most in product and services for their school.

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SAP for Secretaries Introduction to the Purchasing Process

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