Material (Storeroom) Reservation Reference Guide
via ESS
Purpose
The need exists for various departments to request materials from the warehouse. The
department creates a reservation (request for warehouse materials) in SAP or the ESS
portal; the reservation is then filled (issued) by the warehouse to the requesting
department.
Creating the Reservation
1. Logon to the Portal website: https://portal.passhe.edu
2. Click on the “Materials Management” tab followed by the “Warehouse
Reservation” link (enclosed below).
Note: The portal screen above will vary user to user based on SAP/Portal authorizations.
3. Select “Create New Reservation” from the radio buttons and click “Continue”:
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4. Enter all required fields in the header area – Reservation Information:
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Field
University
Movement Type
Cost Center
Additional Info
Kutztown University
Required/Optional Comments
Required
Defaults to your university plant # and cannot
be changed.
Required
Charged to 201 (cost center) or 221 (Project WBS element )
Required
Department Cost Center
Optional
Enter notes for the warehouse here. Note:
Only the first 45 characters will be transferred
to SAP.
5. Enter or search for the first material in the item area – Reservation Materials. The
material description, issue unit of measure, and the price will now display (see
enclosed area below).
Note: If you enter the material number (without searching), hit “Enter” on the
keyboard to display the enclosed information above.
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6. Enter the remaining required fields in the item area – Reservation Materials and
click on “Save Material” (enclosed below).
223B Stratton Admin
Field
Quantity
Required/Optional
Required
Goods Recipient
Required
Unloading Point
Required
Requested Date
Required
Comments
Enter desired quantity based on the unit of
measure shown.
Individual expected to receive the goods.
Note: First 12 characters will transfer to
SAP.
Location for the delivery of goods. Note:
First 25 characters will transfer to SAP.
This is the date the goods are desired by;
change if necessary. Defaults to today’s
date.
7. Repeat step #5 & #6 above until all requested materials are entered and click on
“Save Warehouse Reservation” to save the reservation.
8. After clicking on “Save Warehouse Reservation”, a reservation document number
will be provided for your reference (enclosed below).
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FAQ
1. How can I make a change to a reservation I created via the web (portal)?
Click on the “Change an Existing Reservation” radio button. Enter the reservation #
or use the search feature to find reservation.
2. Can I see a listing of all the items in my warehouse?
Yes, once you are in “create reservation’, click on the “Show Warehouse Listing”
The listing will open a new session in your internet browser. The listed is sorted by
Category and then description. You can use the browser searching tools (Ctrl + F) to
search the list.
3. What do the following messages indicate?
Web Error Messages
Description
Error while creating reservation: Goods Movement
is not allowed (WBS #)
Reservation cannot be issued against this WBS.
Check with your Budget office for more
information.
The user indicated is currently using this material,
please delete the material from the request and try
again later.
The material number entered has either been
flagged for deletion or is not housed by your
warehouse.
This message indicates th user does not have the
role in SAP to enter a reservation. The role
necessary is Z:xx:MM:RQSTNR, where xx equals
the university number.
This message usually indicates the session has
timed out. Close the internet session and start the
request again. Note: The reservation screen will
time out after 30 minutes of inactivity.
Error while creating reservation: The plant data of
the material (#) is locked by the user (SAP ID)
Please enter a valid material number before saving
an item to the reservation.
Your account in the SAP FI/MM system is missing
the required role to access MM Data. Please contact
your supervisor.
500 Internal Server Error – Failed to process
request. Please contact your system administrator.
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