requisitions req 300 - university of...

Requisitions 10-16-06 1


Requisitions REQ_300



Prerequisites and RolesPrerequisites and Roles

•PrerequisitesSAP R/3 Awareness and Navigation – UK100

•RolesDepartmental Requisitioners



SAP Process BenefitsSAP Process Benefits

•Standardized and streamlined business practices•Timely reporting•One-time data entry •Real-time access to data, with information in consistent

formats •Enhanced cost tracking and reporting of costs

allocated to designated cost centers and funds centers•Documentation audit trail for accountability • Improved vendor negotiation and management



PurchaseOrder

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There is a requirement to purchase materials to repair the belt in Plant 5500 as soonAs possible

Purchase Requisition

Procurement Process Procurement Process -- OverviewOverview

ProcurementProcurement

Purchase Requisition

Purchase Order Processing

Monitor Purchase Order

Goods Receipt

Invoice

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LogisticsInvoice

Verification

ProcessPayment

Material Document

Release Strategy

RFQ –Request for Quote

Purchase Requisition – The department responsible can manually pass a requirement for materials to the Purchasing department through a purchase requisition.

Approval Process - If the process is started with the purchase requisition, the requisition must be approved by the responsible party.

RFQ-Request for Quote – the SAP system helps determine possible suppliers through RFQs and existing purchase orders. The SAP system can make price comparisons between quotations, choose the best source based on price, etc.

Purchase Order Processing – Enter a purchase order through Materials Management.

Monitor Purchase Order – The buyer/department can monitor the status of the purchase order, goods receipt and invoicing.

Goods receipt – the SAP system compares the received goods quantity with the purchase order quantity.

Logistics invoice verification (LIV) – Invoices are checked for accuracy of price and quantity of goods.

Payment processing – Accounting is responsible for vendor payments.



Requisition ProcessRequisition Process

• Requisition Informal request for goods and/or services created by the department

• Release Strategy Approval process required for all requisitions

• Purchase Order Formal request for goods and/or services created by Purchasing and sent directly to the vendor

• Goods ReceiptOnline receiving process



ExercisesExercises

•• Exercise 1Exercise 1Create Favorites Create Favorites -- ME51NME51N

•• Exercise 2Exercise 2SetSet--up Personal Settings up Personal Settings ** -- ME51NME51N

Read Slide



Vendor Master DataVendor Master Data

• A vendor master database in maintained in UK’s SAP system

• If a desired vendor is not found in the database:1.Download the UK Vendor Form from UK’s forms page 2.Fax or mail the completed form to Purchasing3.Purchasing will create the vendor information in SAP




•XK03 is used to view the entire vendor master record:Enter the vendor master number

If unknown use the possible entries functionality on the fieldEnter the purchasing organization & company code

Code = UK00



ExercisesExercises

•• Exercise 3Exercise 3Display a Vendor Display a Vendor –– XK03XK03

Read Slide



Requisitions



Purchase RequisitionsPurchase Requisitions

A purchase requisition:An on-line process designed to inform the purchasing office of an internal department’s need to acquire a particular good or service.

Review Slide



Do I Need To Create A Purchase Requisition?Do I Need To Create A Purchase Requisition?

• All POs require a purchase requisition

• Procurement Card PurchasesItems under $5,000 may be purchased using the Procurement Card (following Procurement Card policies-some purchases are not allowed on the Procurement Card)PO’s are required for all purchases over $5,000



Creating a Purchase Requisition Creating a Purchase Requisition –– ME51NME51N

•Before creating a Requisition ask these questions:

Is the vendor in the system?

What are you procuring? Quantity? Unit of Price?

Do you have a quote or contract number?

Delivery address?

Anyone in the organization who needs to procure materials can create a purchase requisition with proper access to SAP and authorization to the transaction

Tips & Tricks:• Keep in mind that processing takes place at the line item level, not the

document level. Each line item may have a different account assignment.• Each user may set up default values under Personal Settings to automate the

entry of Plant, Storage Location, and other fields.• Make sure the Item overview section is expanded. If it is not expanded, click the

Expand items icon (in the upper left corner of the screen, at the left of the words “Item overview” ) to expand this section.

• If you have special instructions for shipping and/or delivery, this must be put in the Line Items text.

• The Requisitioner can be someone other than the person who enters the requisition information into the system.

• If K was selected in the Account Assignment category, certain fields will be displayed; If F, P, or X had been selected, a different set of fields would be shown.

• Campus Purchase Orders can have only one delivery address, while Hospital Purchase Orders can have multiple addresses.

• Accounts can be split only by percent or quantity – they cannot be split based on dollar amount.




•ME51N - Create a Requisition

•ME52N - Change or Delete Requisition

•ME53N - Display a Requisition



Creating a Purchase Requisition Creating a Purchase Requisition –– ME51NME51N

Input fields:

Document Type – Type of requisition (NB is Campus requisition; ZB is Hospital requisition)

Screen Defaults to Purchase Requisition• Account Assignment – An indicator that tells the system how the costs of this

procurement will be distributed.• Desired Vendor – Vendor requested for purchase• Vendor Material Number – Catalog or Manufacturer’s number for item being

purchased• Short Text – Description of item being ordered• Quantity – Quantity of item ordered• Unit of Measure – Unit (of Measure) must be recognized by system• Valuation Price – The cost of the item• Delivery Date – Requested due date for delivery• Requisitioner – Person who requests the material, not the person who enters

requisition• Tracking Number – Put UK purchasing contract number in this field



Purchase Requisitions Purchase Requisitions –– Text FieldsText Fields

Header Text

Line Item Text



Purchase Requisitions Purchase Requisitions –– Text FieldsText Fields•The header text does not follow through to the P.O.!! If

information is needed on PO, it must be entered in Line Item text!

•The line item text does print on the PO!



Delivery AddressDelivery Address• You MUST enter a “delivery address”

1. Only one delivery address is allowed per P.O.2. Go to the Delivery address tab – line item detail level. 3. Enter the delivery address number in the Address field. Choose

the Possible Entries icon to search4. The address information will change as a result of the entry in

the address field.5. Every line item requires a delivery address. After you’ve

created the first line item, go back to the delivery address taband select the “Repeat Address On” button. *This feature will apply the deliver address to all line items.

Must be entered in every requisition.



Account Assignment InformationAccount Assignment Information

G/L Account Number

Cost Center

• Under the Account Assignment tab:•Enter the appropriate G/L Account number•Enter the CC/WBS/IO for the area of cost responsibility



ExercisesExercises

•• Exercise 4Exercise 4Display & Navigate Within a Requisition Display & Navigate Within a Requisition ME53NME53N

•• Exercise 5Exercise 5Create a Requisition Create a Requisition -- ME51NME51N

Read Slide



Levels of ApprovalLevels of Approval

•Based on predefined “Release Strategies” that reflect assigned roles and respective dollar levels.

•Purchase Requisition – Levels of ApprovalAll purchase requisitions must be approvedWhen approving requisitions, there are be several levels of approval

Level 1 - $0 to $9,999.99 per documentLevel 2 - $10,000 and over per document

Some purchases require special approval: all vehicles, any computer purchase greater than $10,000Approved requisitions provide the Purchasing Department authorization to purchase materials or services

Release strategies are based on Release code and Release groupWill use workflow to route and approve requisitionsHere is the approval process as implemented at UK:• Requisitions charged to a cost center (account assignment category K) are

approved, at a minimum, by the department manager based on dollar limit.$0 to $10,000 – Level 1 Business Officer or equivalentAbove $10,000 – Level 2 Department Head or equivalentComputers – Information TechnologyVehicles – EVP or Provost



Approvals & RejectionsApprovals & RejectionsApproverApprover’’s Inboxs Inbox

Microsoft Outlook notification to release a Purchase Requisition:





Approvals & RejectionsApprovals & RejectionsApproverApprover’’s Inboxs Inbox

Microsoft Outlook notification if approval is not completed in 30 days





Approvals & RejectionsApprovals & RejectionsRequisitionerRequisitioner’’s Inboxs Inbox

Microsoft Outlook notification when each level of approval (level I or II) has been granted






Microsoft Outlook notification if the requisition has been rejected by the approver






Accessing SAP Workflow from Microsoft Outlook





Rejected Purchase RequisitionsRejected Purchase Requisitions

1. Click the Cancel icon to cancel the rejection

2. Make changes to the requisition

3. Click the Save icon to save the revised requisition





Copying a Purchase Requisition Copying a Purchase Requisition –– ME51NME51N

•Go to ME51N•Display the “Document Overview” section, select “My

Purchase Requisitions”•Select the requisition you would like to copy

Other icons within the Document Overview window:• The adopt icon – to copy existing requisition and create a new

requisition.

• The refresh icon (the two blue circular arrows) which refreshed the previous search.

• The select layout icon – to change the layout in which the documents appear



Copying a Purchase Requisition Copying a Purchase Requisition –– ME51NME51N• To bring the data from the existing document into the

requisition, either select the “Adopt” icon within the document overview section -OR-

• Drag (with your left mouse key) the document into the “shopping cart” located at the top of the screen

To select line item 10 from the purchase req. 10000021 drill down on the requisition, drill down (by selecting the triangle) to the left of the requisition and either drag it to the shopping cart or select the adopt icon within the document overview window.

Each line layout also includes the short text to provide more information



Purchase Requisition IconsPurchase Requisition Icons

Click to create a new requisition

Click to change the requisition

Input Fields:• Purchase requisition number



Changing a Purchase Requisition Changing a Purchase Requisition –– ME52NME52N

•You can change a requisition:If a PO has not been createdIf it has been approved; however, any changes may result in new release strategies

•You cannot change a requisition after:A purchase order has been created. Purchasing should be notified by email if a change to a PO is needed. Failure to notify Purchasing could result in duplicate shipment.

Tips & Tricks:• Always keep in mind when working with requisitions that the information is item-

specific and does not necessarily apply to all items on the same requisition.• Most fields that are not “grayed out” will accept changes. Also, if you attempt to

enter and save a change that is not allowed, SAP will not process it and will present an error message.

• CAUTION: You may use the Document overview panel to help find the requisition you wish to process. However, do not adopt a requisition from the Document Overview list by dragging a requisition number to the shopping basket. This action results in adding the line items from the adopted requisition to the requisition current displayed. Just double-click on the requisition in the list to choose it.



Types of ChangesTypes of Changes

•Line item (Add or Delete)•Account assignment category•Quantity•Delivery date•Account assignment details•Delivery address• Item text

Add item – Enter item and ordering information on next available line in Item Overview section.

Delete item – Select item. Click on Delete (Trash can) icon. The item will continue to display, but the Delete (Trash can) icon will appear in the item’s status field. No further processing may take place for an item in delete status. It can be reversed by using the restore function located in the Delete icon drop-down

Account assignment category - Highlight the existing account assignment category and overwrite it with the new account assignment category.

Change quantity – Highlight existing quantity and overwrite it with the new quantity.Delivery date – Highlight existing delivery date and overwrite it with the new delivery date.Account assignment details -• If you have changed the account assignment category to one which requires details, the

Account Assignment tab will open for you to enter information, such as cost center and WBS element.

• If the existing account assignment contained details, you may open the Account Assignment tab and change the cost element details.

• You may change from single account assignment to multiple or vice versa.• You may change the distribution type and values for multiple account assignment items.

For instance, you may change a percentage distribution from 50/50 to 60/40.• You may delete or add WBS elements in multiple account assignment items.

Delivery address – You may open the Delivery address tab and change or overwrite the existing delivery address.

Item text – Select Texts tab in Item details section. You may edit or delete existing Item notes and Item texts.

Header note – Select Header text and you may edit or delete an existing Header note or add a new one.



Cancel a Purchase Requisition Cancel a Purchase Requisition –– ME52NME52NIf a PO has been created, the requisition MAY NOT be cancelled. You must contact Purchasing by email to cancel the requisition.

If a PO has not been created, the requisition MAY be cancelled. Go to transaction code ME52N.


specific and does not necessarily apply to all items on the same requisition.• If you attempt to close a requisition that is not allowed, SAP will not process it

and will present an error message.



Cancel a Purchase Requisition Cancel a Purchase Requisition –– ME52NME52N

1. Highlight the entire line item or items to be deleted

2. Click on the “Garbage Can” icon to delete

3. Click on the Save icon to save the information


specific and does not necessarily apply to all items on the same requisition.• If you attempt to close a requisition that is not allowed, SAP will not process it

and will present an error message.



Requisitions to Purchase OrdersRequisitions to Purchase Orders

PO Numbering Scheme:45 – Campus 47 – Hospital Patient Care Only48 – Subawards

•All invoices will be sent to Accounts Payable (Campus) or Hospital Accounting (Hospital)

• A PO can be changed and/or deleted prior to a completed goods receipt. Please be sure to notify Purchasing by email if a change to a PO is needed.



Reporting



Key Points about Reports in SAPKey Points about Reports in SAP

• Most reports are:Run on requestAllow users to specify selection criteriaAllow users to change output format

• The report output:Is generated and sent to the screen for viewingCan be printedSome may be downloaded

SAPDatabase

•A report is a program used to list information, which helps a user make a business decision

•SAP uses reports to retrieve master data and transactional data, and displays the information in a clear and concise document

Effective business decisions require information that is timely, relevant and accurate. SAP contains vast storage business data, but without reports and other analytical tools, this data is of little use. Reports enable businesses to translate information into decisions.



Effective ReportingEffective Reporting

• Identify the criteria to be reported by:Selecting a Single ValueRange of Values

• Execute the reportSend criteria to SAP Database for output

• Analyze the reportReformat and analyze the output

• Distribute the reportDownload and/or print output

In certain reports, the output can be:• Reviewed• Formatted• Sorted• Filtered• Drilled into for greater details• Exported to Microsoft Excel• Printed• Graphed



Display Requisition by Acct Assgn Display Requisition by Acct Assgn -- ME5KME5K

•ME5K allows you to view and/or monitor the status of requisitions by account assignment

•Enter as much information as possible in the initial report input screen. This will minimize both the running time of the report and the amount of displayed information.

•Tips & Tricks:The user can restrict the output listing by including more criteria and applies to all reportsChanges to the document can not be made in this transaction



Execute Report Execute Report –– ME5KME5K

Focus the search by choosing

various criteria

After choosing the criteria, click on the Execute icon

Possible Input Fields (most of these fields are optional unless otherwise indicated) to define search criteria :

• Cost Center: Cost center number used on Outline Agreement.• WBS Element: Key identifying a WBS element.• Order: Number that identifies an order.• Asset: Asset number.• Sales Document: Number of the sales document.• Network:• Purchase Requisition: Purchasing requisition number.• Material: material master name.• Material Group: Material group code.• Purchasing Group: Purchasing group code.• Scope of List (Required): Determines format of search report. “A” is used for requisitions.• Plant: Plant to which delivery is to be made. UK00• Document Type: Type of purchasing document.• Item category: Type of requisition.• Account assignment category: Account where costs are allocated.• Delivery Date: Date that the items are scheduled to be delivered.• Release Date: Date that the requisition needs to be released in order for the buy to fit within the

allowable parameters.• Materials/Planner Controller: Number of the MRP controller who is responsible for this material.



Execute Report Execute Report –– ME5KME5K

Double-click on Requisition to drill-down and view detailed information

More Possible Input Fields (most of these fields are optional unless otherwise indicated) to define search criteria :

• Processing Status: Key specifying the current processing status of the requisition.• Fixed Vendor: Vendor number.• Requisitioner: Note on the requisition identifying for whom the material is being purchased.• Short Text: Short description of the material.• Sort Indicator (Required): Specifies the way the list of requisitions is sorted.• Assigned Requisitions: Specifies whether or not the list display is to include assigned

purchase requisitions.• Closed Requisitions: Specifies whether or not the list display is to include closed purchase

requisitions.• “Partly Ordered” requisitions: Specifies whether or not the list display is to include partly

ordered purchase requisitions.• Only Released Requisitions: Specifies whether or not the list display is to include released

purchase requisitions.• Requisitions for overall release: Specifies whether or not the list display is to include

requisitions for overall release.• Requisitions for item release: Specifies whether or not the list display is to include requisitions

for item release.• Get Variant: Files icon to list available variant ABAP programs• Dynamic Selections: Selection icon to select by one of 51 specific requisite fields.• All Selections: Selection icon toggles between expand and collapse selections.



ExercisesExercises

•• Exercise 6Exercise 6Create a Report Create a Report -- ME5KME5K

Read Slide



Purchase Orders by Vendor Purchase Orders by Vendor –– ME2LME2L

•ME2L allows you to view a list of purchase orders by vendor.

•Tips & Tricks:The user can restrict the output listing by including more criteria and applies to all reportsChanges to the document can not be made in this transaction



Execute Report ME2LExecute Report ME2L

Click the Execute icon to create the

report

Double-click on a PO number to drill-down

Can choose several criteria to limit search

Input fields:• Vendor: Info record history for the specified vendor• No other required fields, but other selection criteria can be used, such as:

Purchasing DocumentDocument TypeVendorPurchasing Group



ExercisesExercises

•• Exercise 7Exercise 7Create a Report Create a Report –– ME2LME2L

Read Slide



ExercisesExercises

OPTIONAL EXERCISESOPTIONAL EXERCISES

•• Exercise 8Exercise 8Display a Purchase Order Display a Purchase Order –– ME23NME23N

•• Exercise 9Exercise 9Display a Goods Receipt Display a Goods Receipt –– ME23NME23N

Read Slide

requisitions req 300 - university of...

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