Slide 1
FastFacts
Feature Presentation
July 1, 2008
We are using audio during this session, so please dial in
to our conference line…
Phone number: 877-322-9648
Participant code: 182500
Slide 2
Today’s Topic
We’ll be taking a look at…
Using the Display Purchase Order (ME23N) screen in R/3
Slide 3
Today’s Presenter
Bob Sicoli
SAP Instructor for the Johns Hopkins Health System
Slide 4
Session Segments
Presentation
Bob will talk about how to access, configure, and interpret the
display purchase order screen
During the presentation, your phone will be muted.
Q&A
After the presentation, we’ll hold a Q&A session.
We’ll open up the phone lines, and you’ll be able to ask
questions.
We will answer as many of your questions as time allows.
Slide 5
Contact Us
If you would like to submit a question during the presentation or if
you’re having technical difficulties, you can email us at:
fastfacts@jhu.edu
You can also send us an instant message!
GoogleTalk – HopkinsFastFacts@gmail.com
AOL Instant Messenger – HopkinsFastFacts
MSN – FastFacts@jhu.edu
Slide 6
Survey
Survey
At the end of this FastFacts session, we’ll ask you to complete a
short survey.
Your honest comments will help us to enhance and improve
future FastFacts sessions.
Slide 7
When to Use the Display Purchase Order
(ME23N) Screen
Slide 8
Agenda
Today, we’ll be taking a look at:
Session assumptions
When to use the Display Purchase Order (ME23N) screen
How to access the screen
Configuring the screen
How to interpret the screen
Accessing the invoice information
Accessing the accounting information
Questions & answers
Slide 9
Assumptions
Participants have access to R/3 and the SMR Requisitioner or
Purchasing Display role
Participants are beginning or intermediate users of SAP R/3
Participants need to look at more details about specific purchase
orders
Special NOTE: This is a display transaction – you cannot modify or
change data. Please feel free the click around in the screen. You
may find information that is useful to you not presented in this
session.
Slide 10
When to Use Display Purchase Order
When you need more information about:
A purchase order
The goods receipt(s) posted to a purchase order
The invoice(s) posted to a purchase order
Payment information for the invoice posted to the purchase order
To view the actual scanned invoice image if attached
An assumption is that you have a purchase order number obtained
through:
A Business Warehouse report
A packing slip
The check status screen in shopping cart
Slide 11
Accessing the Display Purchase Order
(ME23N) Screen
Slide 12
Accessing the Display Purchase Order Screen
At your user menu, open the SRM Requisitioner or Purchasing Display folder, double
click the “Display Purchase Order (ME23N)” transaction.
Slide 13
Accessing the Display Purchase Order Screen
Or, type in ME23N in the easy access field and press enter or the click the green
check to the left.
Slide 14
Accessing the Display Purchase Order Screen
Slide 15
Configuring the Display Purchase Order
Screen
Slide 16
Configuring the Display Purchase Order Screen
If you have never used this transaction before, your screen may need some adjustments
to make it easier to read.
If the document overview to the left is on, press the
“Document overview off” button.
Slide 17
Configuring the Display Purchase Order Screen
Next, collapse all of the information sections. Do this by clicking on the
icons next to the section headings.
Slide 18
Configuring the Display Purchase Order Screen
Click here to expand the Item overview.
Slide 19
Configuring the Display Purchase Order Screen
Click here to expand Item detail.
Slide 20
Configuring the Display Purchase Order Screen
Now click on “Purchase order history” tab in Item detail. If there is no
“Purchase order history” tab, then there has been no posting against this
Purchase order.
Slide 21
The Display Purchase Order Screen
Slide 22
Changing the Displayed Purchase Order
Slide 23
Displaying a Purchase Order
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you want to view a different one, you have to change to another purchase order.
Slide 24
Displaying a Purchase Order
To view another purchase order, click the “Other purch. order” button.
Slide 25
Displaying a Purchase Order
A pop-up Select Document screen will appear.
Enter the different PO number and then press
enter or click on “Other document”.
Slide 26
Displaying a Purchase Order
The desired purchase order will be displayed.
Slide 27
Interpreting the Display Purchase Order
Screen
Slide 28
Interpreting the Display PO Screen
The top section displays information about the
purchase order – vendor, date, items, item text, and
quantity.
Slide 29
Interpreting the Display PO Screen
The Purchase Order History tab displays the
documents posted to the purchase order – goods
receipt(s) and/or invoice(s).
Slide 30
Interpreting the Display PO Screen
The Account assignment tab displays the budget
and G/L account numbers charged.
You can also see the shopping cart number in the
“Earmarked Funds” field.
Slide 31
Interpreting the Display PO Screen
The “Delivery address” tab displays the general
delivery information. Click “Address details” to get
more information.
Slide 32
Interpreting the Display PO Screen
More specific delivery information will be displayed.
Slide 33
Interpreting the Display PO Screen
Back in the “Purchase order history” tab, the
goods receipt(s) displays document number, the
date it was done, and the quantity received.
Slide 34
Interpreting the Display PO Screen
The Invoice(s) displays the Invoice number, the
date it was done, the quantity, and the amount
billed.
Slide 35
Displaying a Multi-Item Purchase Order
Slide 36
Displaying a Multi-Item Purchase Order
Notice there are several items on this purchase
order. Now you are viewing the purchase order
history for only the first item. You can use the
arrows to look at the purchase order history for
each item.
Slide 37
Displaying a Multi-Item Purchase Order
Now you are looking at the purchase order history
for the next item. Each item on a purchase order
will have its own goods receipt and invoice
documents.
Slide 38
Displaying a Purchase Order History
When there are Multiple Goods Receipts
and Invoices
Slide 39
Displaying a PO with Multiple Goods
Receipts and Invoices
Notice there are several goods receipts and
invoices on this purchase order. You must scroll
using the bar to the right of the bottom section.
Slide 40
Displaying a PO with Multiple Goods
Receipts and Invoices
Now you can view all the invoices on this purchase
order and totals for the goods receipts and
invoices.
Slide 41
Displaying an Invoice
Slide 42
Displaying an Invoice
To see the SAP invoice document and possibly the
actual invoice image, begin by clicking on the number
here.
Slide 43
Displaying an Invoice
This is the SAP Invoice posted to the entered by Accounts Payable Shared
Services. It shows the dates, invoice number, payment terms, and amount.
The bottom of the screen shows that it is posted to the purchase order.
Slide 44
Displaying an Invoice
The Invoice Document screen also has the “Services for Objects” icon and
“Follow-on documents” (Accounting Documents) button.
Slide 45
Displaying the Scanned Invoice Image
Slide 46
Displaying the Scanned Invoice Image
To see if there is a scanned invoice image, click on the services for object icon and
you’ll see this menu; if the “Attachment list” is grayed out, the invoice is not
available here. If the image is not here …
Slide 47
Displaying the Scanned Invoice Image
Click on the “Follow-on
documents” button; then double
click the “Accounting document.”
Slide 48
Displaying the Scanned Invoice Image
Click on the “Services for Object” Icon paper in the accounting
document.
Slide 49
Displaying the Scanned Invoice Image
Click on “Attachment list”
Slide 50
Displaying the Scanned Invoice Image
Double Click here to access the invoice document.
Slide 51
Displaying an Invoice Accounting
Document
Slide 52
Displaying an Invoice Accounting Document
Click on the “Follow-on
documents” button, then double
click the Accounting document.
Slide 53
Displaying an Invoice Accounting Document
Double click on the vendor name to
access the payment information.
Slide 54
Displaying an Invoice Accounting Document
Click in the “Pmt method” field then
open the search screen to view how
the vendor was paid.
Slide 55
Displaying an Invoice Accounting Document
In this case, the payment was a
check for JHU, so you can close
the pop-up and go to the check
information.
Slide 56
Displaying an Invoice Accounting Document
If the payment was not a
check, you only have the
“Clearing” information as a
reference for payment.
Slide 57
Displaying an Invoice Accounting Document
In this example, since the
payment method was a check,
you can click Environment –
Check Information to view the
check information.
Slide 58
Displaying an Invoice Accounting Document
“Check Information” appears in
the middle section of the
screen.
Slide 59
Displaying an Invoice Accounting Document
Use the back arrow to return to
the previous screen.
Slide 60
Displaying an Invoice Accounting Document
Use the back arrow to return to
the previous screen.
Slide 61
Displaying an Invoice Accounting Document
Use the back arrow to return to the
previous screen.
Slide 62
Displaying an Invoice Accounting Document
Close the documents in
accounting to return to the
invoice.
Slide 63
Displaying an Invoice Accounting Document
Use the back arrow to return
to the “Display Purchase”
order screen.
Slide 64
Displaying an Invoice Accounting Document
Slide 65
In Summary
Today’s presentation discussed and gave examples of:
Why to use the display purchase order (ME23N) screen
How to access the screen
Configuring the screen
How to interpret the screen
Accessing the invoice information and possibly the invoice image
Accessing the accounting information
Slide 66
Q&A
We’re going to open the phone lines now!
There will be a slight pause, and then a recorded voice will provide
instructions on how to ask questions over this conference call line.
We’ll be answering questions in the order that we receive them.
We’ll also be answering the questions that were emailed to us
during the presentation.
If there’s a question that we can’t answer, we’ll do some research
after this session, and then email the answer to all participants.
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Thank You!
Thank you for participating!
We would love to hear from you.
Are there certain topics that you would like us to cover in future
FastFacts sessions?
Would you like to be a FastFacts presenter?
Please email us at: fastfacts@jhu.edu
Slide 68
Survey
Before we close, please take the time to complete a short survey.
Your feedback will help us as we plan future FastFacts sessions.
Click this link to access the survey
http://connect.johnshopkins.edu/fastfactssurvey/
Thanks again!