SAP REQUISITIONS
PURCHASE REQUISITIONS
SERVICE REQUISITIONS
CHANGE REQUISITIONS
1
PRIOR TO INPUT
• CHECK USER PROFILE
• SETTINGS SHOULD REMAIN IN
SYSTEM
• S
SETTINGS
GS MAY CHANGE
C
G DUE
U TO
O
SYSTEM UPDATES
2
CHECK USER PROFILE
• Click
SYSTEM>USER PROFILE>OWN
SYSTEM
DATA
• Select ADDRESS TAB
3
ADDRESS TAB
FILL IN INFORMATION
• CHANGE
PASSWORD
• CLICK ON DEFAULT
TAB
4
DEFAULT
Decimal Notation, Date Format
• Center DECIMAL
NOTATION button on
(black dot). Should
read: 1,234,567.89
• DATE FORMAT
should be
MM/DD/YYYY
(second button)
SAVE
5
DEFAULT
Output controller box
• Check following boxes
in OUTPUT
CONTROLLER box:
– OUTPUT
IMMEDIATELY
– DELETE AFTER
OUTPUT
• Click Save
6
CREATE DEFAULTS
•
•
•
•
FOR REQUISITIONER
FOR PGR (Purchasing Group)
FOR PLANT
PORG CAN NOT BE DEFAULTED
((Purchasing
u c as g O
Organization)
ga at o )
7
SCREEN ME51N
PERSONAL SETTINGS
• GO TO PERSONAL
SETTINGS
• CHECK ITEMS
MARKED
• CLICK ON DEFAULT
VALUES
• CLICK ON MORE
FIELDS
8
DISPLAY AND HIDDEN FIELDS
• CHOOSE THE
FOLLOWING FIELDS
• PLANT
• REQUISITIONER
• CURRENCY
• PURCHASING
GROUP
• CLICK ON COPY
9
DEFAULT VALUES
•
•
•
•
•
•
•
FILL IN :
Purch. group
g p
Item category
Plant
Requisitioner
Currency
CHECK BOXES
Always propose
10
SAVING PERSONAL DATA
• CLICK ON THE
SAVE ICON
• REBOOT MACHINE
TO MAKE THE
CHANGES TAKE
EFFECT
11
REQUISITION FOR
GOODS
12
REQUISITION FOR GOODS
• Single click on arrows:
LOGISTICS>MATERIALS
MANAGEMENT>PURCHASING>
PURCHASE REQUISITION.
• Double click CREATE or
enter ME51N
13
CREATE PURCHASE
REQUISITION SCREEN
• Four main sections:
– SHOPPING CART.
– HEADER Click to
expand and collapse.
– ITEM OVERVIEW
Click to expand and
collapse.
collapse
– ITEM Click to expand
and collapse
collapse.
14
Expand HEADER
• Enter vendor names,
complete address, phone
numbers.
numbers
• Use all capital letters.
• Enter any communication
to Purchasing like online
attac e ts
attachments.
• Unlimited free form text.
• Not printed on Purchase
Order.
• Collapse
p header.
15
Expand ITEM OVERVIEW
• ITEM number is
system assigned.
• “A” (account number)
is required. Enter a
“G” for a grant or “K”
g
cost
for regular
center.
I (item category).
• “I”
Leave blank for goods
16
GRANTS ONLY
17
Move Cursor to MATL GROUP
• Click icon to get list of
Material Group
descriptions.
descriptions
• Place cursor in Material
Group Description
heading to sort.
• C
Click
c to sort
so t
alphabetically.
• Select g
group
p that best
matches what you are
ordering.
18
MATERIAL GROUP CONTINUED
Th ffollowing
The
ll i groups d
drive
i other
th parts
t off th
the system:
t
COMPUTER SOFTWARE
COMPUTER HARDWARE
IT SERVICES
Include the following unlisted items under COMPUTER
HARDWARE:
Digital
g
Copiers
p
Printers
Digital Cameras
Overhead projectors
Any networked items
19
ITEM OVERVIEW CONTINUED
• SHORT TEXT is a 40
character field.
• Enter short
y
description always
starting with the part
number.
• Remainder of
description is placed
in TEXT notes.
20
ITEM OVERVIEW CONTINUED
• E
Enter
t QUANTITY
• UNIT Place cursor in
fi ld and
field
d click
li k on iicon
to sort.
• Double
D bl click
li k on unit
it tto
transfer to overview.
• DELIVERY DATE
when goods are
required Can click
required.
calendar date.
21
ITEM OVERVIEW CONTINUED
• VALUATION PRICE
is your estimated
price.
• Underestimated costs
may cause budget
problems.
22
ITEM OVERVIEW CONTINUED
• M
Move scrollll b
bar tto see
remainder of display.
• REQUISITIONER
(Defaults)
• TRACKING iis your
reference field (APR #
number or other
identifier)
• DES VENDOR Leave
blank.
23
ITEM OVERVIEW CONTINUED
• PGR (Defaults)
• PLANT (Defaults)
(
)
• PORG Must enter
LOCL (on every line)
• Collapse ITEM
OVERVIEW
24
Expand ITEM section
• You will get a message to
enter account number.
• Click OK.
• Enter GL ACCOUNT
NUMBER.
• (ex.
(ex 630100)
• Enter COST CENTER if
you entered a “K” (PG.
10) ((ex1511306001).
1 11306001)
Enter WBS ELEMENT
((ex. 1533110013.1)) if yyou
entered a “G”.
• Hit Enter
25
GRANTS ONLY
26
GL ACCOUNT AND COST
CENTER
• Enter UNLOADING
POINT: Building &
room number where
order is to be
delivered
• Enter RECIPIENT:
Person to receive this
order.
27
Click TAB EXPANSION button
• Extreme right tab past
the arrows lists all the
tabs
• Click TEXTS
EXPANSION
BUTTON
28
TEXTS TAB
• Click ITEM TEXT (prints
on Purchase Order).
p
• Enter detailed description
of material required on
this line item.
• 50 character line no word
wrap
• Each line item must have
item text if material
cannot be adequately
described in the SHORT
TEXT field
fi ld .
• Check will appear in box
titled “A” when entered.
29
ITEM NOTE
• Cli
Click
k ITEM NOTE if it
applies.
• Used
U d tto supplement
l
t
description or to
provide special
instructions to
Purchasing.
Purchasing
• Does not print or
transfer to Purchase
Order.
30
Click DELIVERY TEXT
• Enter building,
building room
number, recipient and
phone number of where
goods
d are tto be
b d
delivered
li
d
• This entry tells Receiving
Department where the
material is to be delivered
• When entering multi-line
orders, enter this
information only on first
line if all material has the
same delivery address.
31
Click the CHECK BOX
• If inputs
i
t are correctt
you will get NO
MESSAGES ISSUED
DURING CHECK.
• Click OK
OK.
• Return to ITEM
OVERVIEW to enter
another line. Repeat
process until all lines
are entered.
CHECK
MESSAGE
32
SAVE AFTER LAST LINE ITEM IS
ENTERED
• Click SAVE icon.
• It looks like a little
diskette.
• NOTE: If yyou do not
save you will not get a
requisition number
and
d you mustt reinput.
SAVE
33
SAVE CONTINUED
• When successfully
saved, you will get a
message as shown.
• Click OK
OK.
34
RECORD REQUISITION IN
DOCUMENT OVERVIEW
Click to turn DOCUMENT OVERVIEW
35
SELECTION VARIANT
SELECTION VARIANT
1. Click SELECTION VARIANT.
2. Click MY PURCHASE REQUISITIONS
In drop down box.
36
SUPPORTING DOCUMENTS
• Note in HEADER that on-line or written
documentation exists to support the purchase.
Indicate what type of documents.
(memberships, subscriptions, etc.).
• Place written documents in internal mail to
g Box 41. Write the requisition
Purchasing,
number and fund center on the documents.
on line documentation exists.
• Indicate if on-line
Purchasing will contact you if necessary.
37
REVIEWING PURCHASE
REQUISTION STATUS
• Display requisition
• Under Item Details >
Status Tab
45
• If there is a “45”
number showing
double click
• If no information is
showing go to the
PGR field to see who
is processing.
processing
38
PURCHASE ORDER
• Takes you to
purchase order
• Under purchase order
historyy will show if
order is received or
paid
39
*Note
Note
If you entered a Saturday, Sunday, or
holiday
y as a DATE REQUIRED,, you
y will
get a message when you go to the TEXT
tab telling you when the next work day is
is.
Click OK. You can change the delivery
date on that tab (Quantities/Date) if you
wish. Click the TEXT tab and enter the
remaining information.
40
41
PRACTICE
REQUISITION FOR
SERVICE
42
PROBLEM
• Your department requires a renewal of a
preventative maintenance agreement
p
g
to
clean, check, and repair four Colortran
ENR racks located in Steele Auditorium
Auditorium.
You have general specifications and
additional written information from the
vendor outlining the service that you
desire.
43
REQUIRED INFORMATION
• Y
You mustt provide
id P
Purchasing
h i th
the
necessary information to prepare a
contract.
– Who is the vendor.
– What they are required to do.
– When do you want the service.
– Where is the vendor to provide the service.
– How they are to provide the service
service.
– Why the service is necessary.
44
Open HEADER and type:
VENDOR IS
IS:
KNIGHT SOUND AND LIGHTING CO..
2409 CHESTNUT BLVD
CUYAHOGA FALLS, OH 44223
PHONE 330-940-4078
330 940 4078
FAX 330-940-9280
ATTN: MARK,
MARK MATT,
MATT STACEY OR TIFFANY
CONTRACT BEGINS 7/1/05, ENDS 6/30/06
ATTACHMENT OUTLINING SERVICE DETAIL IN
INTERNAL MAIL.
45
Close Header, open ITEM
OVERVIEW
• Place cursor in ACCOUNT ASSIGNMENT
(A) field.
fi ld
• Type
ype “K” in tthis
s field.
ed
46
Place cursor in “I” (Item category)
field
• Enter a “D” for service.
• Failure to enter a “D”
D in this field will create
a requisition for goods which will be
rejected by Purchasing
Purchasing.
47
Place cursor in MATL GROUP field
• Click icon and sort descriptions.
• Double click your choice.
• Choose PROFESSIONAL SERVICES
except in those cases where the service
mustt b
be approved
db
by th
the C
Computer
t
Center.
48
Place cursor in SHORT TEXT field
• Type the following:
SOUND AND LIGHT EQUIPMENT
MAINTENANCE
NOTE:
O
You
ou ca
cannot
ot e
enter
te more
o e tthan
a 40
0
characters. The remainder of the
description must be entered as an ITEM
TEXT.
49
Do NOT enter:
• The QUANTITY field. It will default to 1.
• The UNIT field
field. It will default to AU
(activity unit).
• The
Th VALUATION PRICE field
fi ld for
f services.
i
50
Place cursor in DELIVERY DATE
field
• Click on icon.
• Double click on 9/1/05
NOTE: If you enter a Saturday, Sunday or a
holiday
o day as a de
delivery
e y date, you will get a
message when enter Account
Assignments.
Assignments
51
Place cursor in TRACKING field
• Enter APR #2
• This is a field for your departments internal
reference.
f
SAP d
does nott ttrack
k thi
this
reference.
• SAP tracks by document number.
52
POPULATE THE FOLLOWING
FIELDS
• PGR
• PLANT
• PORG
Defaults
Defaults
Enter LOCL
53
Collapse ITEM OVERVIEW
• Note: You will get a message PLEASE
MAINTAIN SERVICES OR LIMITS
LIMITS.
• C
Check
ec O
OK.
54
Open the SERVICES tab
• You may enter the service on a single line
with a single
g amount in a commitment item
(object code).
•
OR
• Break the price down into categories in
one or more commitment items.
55
Enter ITEM information
• Type
yp the following:
g
– Describe item in
SHORT TEXT field.
– Quantity.
– AU in field labeled U.
– Gross Price of
commitment item
QUANTITY
AU
PRICE
56
Press the ENTER key
• The ACCOUNT
ASSIGNMENT
SCREEN pops up.
• Type
y the G/L
ACCOUNT NUMBER
and COST CENTER.
• Place cursor on check
mark and enter.
57
Check Transaction
• Cli
Click
k th
the CHECK
icon.
• If your input
i
t was
correct the message
will say NO
MESSAGES ISSUED
DURING CHECK
CHECK.
• Any errors must be
corrected before
proceeding.
58
To add a second category or G/L
Account
• IF YOU DO NOT
HAVE A SECOND
CATEGORY GO TO
CATEGORY,
PAGE 62.
• Make entries on
second line of
SERVICES screen as
described above.
above
• Press ENTER.
59
Adding second category and G/L
Account
• The ACCOUNT
ASSIGNMENT
SCREEN pops up
• Type
y the G/L
ACCOUNT NUMBER
and WBS ELEMENT..
• Place cursor on check
mark and enter.
60
Check Transaction
• Cli
Click
k th
the CHECK
icon.
• If your input
i
t was
correct the message
will say NO
MESSAGES ISSUED
DURING CHECK
CHECK.
• Any errors must be
corrected before
proceeding.
61
Verify TOTAL VALUE and GROSS
PRICE TOTALS
• Totals in the Total
Value field of the Item
Overview Screen
must match the total
in the Gross Price
field of the Item
Screen
62
Click TAB EXPANSION at extreme
right of the line of tabs
• Click TEXTS tab * (see note at end of
presentation).
• Click ITEM TEXT.
TEXT
• Place cursor in text window (white empty box).
• NOTE: Texts do not word wrap. Do not
exceed 50 characters per line
line.
63
Type in TEXT window the following
• CLEAN
CLEAN, CHECK
CHECK, AND REPAIR FOUR (4) ENR
RACKS. SERIAL NUMBERS 4216, 4218, 4219,
5720 AS OUTLINED BY INCORPORATED
ATTACHMENT. EQUIPMENT IS LOCATED IN
THE PERFORMANCE AREA OF STEELE
AUDITORIUM VENDOR IS REQUIRED TO
AUDITORIUM.
CLEAN AND CHECK EQUIPMENT
QUARTERLY DURING NORMAL UNIVERSITY
WORKING HOURS AND REPAIR AS
NECESSARY. MAINTENANCE IS REQUIRED
TO SUPPORT UNIVERSITY TRAINING
PROGRAMS.
64
NOTE: The contract answers the
following questions:
WHO:
The contract names Knight
Sound.
WHAT: You stated what you want done in
the item text field and sent an attachment
to Purchasing through the internal mail
which they will incorporate in the contract.
You also listed equipment
q p
serial numbers.
65
NOTE: The contract answers the
following questions:
WHEN: You
WHEN
Y specified
ifi d th
thatt the
th contract
t t is
i
to begin 7/1/06 and end 6/30/07.
WHERE: Area in Steele Auditorium.
HOW:
As in most maintenance contracts,
contracts
you are not specifying a step-by-step
procedure as you may in an academic
process or survey.
WHY
WHY:
Y stated
You
t t d why
h th
the contract
t t is
i
necessary.
66
Click ITEM NOTE
• Type: “CURRENT CONTRACT IS
K070510 WHICH EXPIRES 6/30/06”.
• This is information to the Purchasing
Agent that is not printed on the contract
contract.
67
Click the CHECK BOX
• N
Note
t if error messages. If no error
messages, click OK.
• Click SAVE after correcting any error
messages.
• The requisition number will be shown at
the bottom of the screen. Record the
number.
68
Go to the APPLICATION
TOOLBAR
• Click DOCUMENT OVERVIEW to display
the screen which lists y
your requisitions.
q
• Click SELECTION VARIANT.
• Click
Cli k MY PURCHASE REQUISITIONS
(Required to click this one time).
• Look in the window for your requisition
number.
number
69
CHANGE
REQUISITION
70
CHANGE REQUISITION
• Single click on arrow:
LOGISTICS>MATERIALS
MANAGEMENT>PURCHASING>
PURCHASE REQUISITION
• Double click CHANGE or
go to ME52N
• Click on orange & white
box
• Click Requisition # &
type in number
• Hit Other
Oth Document
D
t
71
Click DOCUMENT OVERVIEW off
to display requisitions
DOCUMENT OVERVIEW
72
REQUISITION DISPLAY
• Double click
document that you
want to change. You
should be in the
display mode.
• Click
DISPLAY/CHANGE
icon (looks like pencil
and glasses).
Display/Change
Double click
73
Change Desired Information
• Expand window that you want to change
((HEADER,, ITEM OVERVIEW,, ITEM
DETAILS).
• Enter changes
changes.
• Check.
• Save.
• NOTE:
NOTE P
Price
i changes
h
will
ill send
d requisition
i iti
through approval cycle again.
74
NOTES
• SAP is an online paperless system.
– You cannot p
print a requisition.
q
– You will not get a copy of the Purchase Order.
– You must get all your information on
on-line.
line
75