sap requisition

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SAP RequisitionsRequisitionerMM_REQ_300



Table of ContentsCourse topics are hyper-linked to respective slides !" desired

click on topics to quick-#u$p to that section

Note: Must be in Presentation mode to use hyper-link functionality (Press F5to begin).%hat is SAP Requisition& Slide '%ho Should Receive Requisition Training& Slide (%hen are Requisitions )sed& Slide *+o, Requisitions i""er "ro$ .ther /ethods Slide +o, to no, Requisition is the Right /ethod&Slide 3ote4 Purchase o" +ealthcare !te$s Slide 5SAP Roles Slide 6

Role Co$7inations Slide 10 Training Require$ents "or epart$ental Roles Slide 11SAP 8eneral Process Flo, Slide 12)nderstanding Transaction Codes Slide 1'9endor .vervie, Slide 1(:egin Requisition Process Slide 1*Requisition /a#or Sections Slide 16

Personal Settings Slide 2(Create Requisition Slide 2Select Account Assign$ent Category Slide 26Select 9endor Slide '0Co$plete ;ine !te$ .vervie, Slide '2etails Section < Set Account Assign$ent Slide ''etails Section < Te=t 3otes Slide '(etails Section < elivery Address Slide '*

Create Attach$ent Slide '5 SAP Requisition Training - Fall 2012



What is SAP Requisition?SAP Requisition is the )niversityBs "or$al procure$entsyste$ "or ) +ealthCare College o" /edicine and Facilities

areas using Plant /aintenance DP/Eepart$ental sta"" enter requisitions into SAP "or purchase o"needed goods and services "or their areas Follo,ing approvalrequisitions are processed into purchase orders 7y thePurchasing ivision and placed ,ith vendors

eturn to !able of "ontentsSAP Requisition Training - all !0"!



Who Shoul# Re$ei%e SAP Requisition Training?

Any persons authoried to per"or$ procure$ent "unctions ,ithinthe "ollo,ing areas4

•

) +ealthCare• College o" /edicine

• Facilities areas using Plant /aintenance DP/E

This includes ad$inistrativeGother sta"" or "aculty conductingpurchases on 7ehal" o" their depart$ents or units

&ote4 The acade$ic ca$pus sector has transitioned to Su''lierRelationshi' Manage(ent )SRM* as its "or$al procure$entsyste$ SR/ is an SAP product that "acilitates e-procure$ent o"goods and services via a ,e7-7ased plat"or$ The a7ove areas

,ill transition to the SR/ syste$ during the "orthco$ing Phase !!o" i$ple$entation

eturn to !able of "ontentsSAP Requisition Training - Fall 2012



When are SAP Requisitions +se#?:eing the "or$al procure$ent syste$ "or ) +ealthCareCollege o" /edicine and Facilities the SAP Requisition is used"or the "ollo,ing purchases4

•

Purchases "or ,hich the dollar a$ount e=ceedsprocure$ent card li$its

• Purchases regardless o" a$ount "or ,hich the vendordoes not accept the procure$ent card

•

Any purchase regardless o" a$ount that involves ,rittenagree$ents

• Co$$odities having special conditions or nature Diepersonal service contracts leases licensed goods etcE

•

Purchase o" capital equip$ent Die H I2000 cost or HI1000 "or co$putersE




,o SAP Requisitions .iffer fro( other Pur$haseMetho#s

SAP Requisitions di""ers "ro$ other purchase $ethods "or ,hichdepart$ents have delegated authority

"/ Pro$ure(ent $ar# < )sed "or purchase o"4

•

/ost s$all dollar operational goods and services ,ith totalcost J I*000• >quip$ent ,ith ite$ cost J I2000 co$puters J I1000

D>=ception4 Purchase o" ell co$puters is allo,a7le "or ordersup to I*000 on procure$ent cardE

• !te$s involving no special conditions or ,ritten agree$ents

!/ Pa(ent Request .o$u(ent )PR.* < )sed "or processingpay$ents "or select goods and services that are usually o" adiscretionary nature or "or ,hich little or no Purchasing policyapplies eg speaker "ees govern$ent "ees a,ards patient

rei$7urse$ents etc

Accounts Paya7le holds responsi7ility "or the PR progra$

&ote4 So$e areas Deg +ospital Facilities etcE haverestrictions on usage o" the procure$ent card "or $any

purchases and require the requisition as their purchase $ethodo" choice eturn to !able of "ontentsSAP Requisition Training - Fall 2012



,o .o 1 2no SAP Requisition is the Right Metho#?

The Purchasing G AP Kuick Re"erence dictates the correct$ethod 7y co$$odity type and can 7e "ound on the Purchasing

,e7site at4http4GG,,,ukyeduGPurchasingGdocsGquickre"guidepd"


http://www.uky.edu/Purchasing/docs/quickrefguide.pdf





&ote Pur$hase of ,ealth$are 1te(s1('ortant note for hos'ital requisitioners that ill or#erhealth$are-relate# goo#s an# ser%i$es

A di""erent requisition type $ay 7e applica7le ,hen purchasingite$s "or hospital areas So$e co$$odities Deg capitalequip$ent $edical supplies etcE require a @L: requisition type,hen creating an order

Additional in"or$ation regarding this can 7e "ound at4http4GG,,,ukyeduGPurchasingGdocsG7n7$atri=pd"

The guide on the a7ove link sho,s co$$odities "or ,hich the L:requisition type is required This course ,ill sho, ho, to set theL: requisition type at the appropriate step

L: requisitions are not applica7le to College o" /edicine orFacilities


http://www.uky.edu/Purchasing/docs/zbnbmatrix.pdf




SAP Roles

;evel SAP RoleRole escription

CorrespondingSAP docu$ent

type

epart$entRequisition

er

Responsi7le "or creating a@Requisition to purchase

goods andGor services"ro$ a particular supplier

Requisition

epart$ent GCollege G )nit Approver

Approves Requisitions "ortheir depart$ent or area --

Purchasing :uyerResponsi7le "or university-

,ide contractingprocesses "or various

co$$odities

Purchase.rder

epart$ent8oods

Receiver

Con"ir$s physical receipto" goodsGservices in

satis"actory condition8oods Receipt

AccountsPaya7le Dor

+ospitalAccountingE

--Posts invoices against

purchase orders

!nvoice

Receipteturn to !able of "ontents

SAP Requisition Training - all !0"!



Role Co(binations1n or#er to (aintain $he$4s an# balan$es there is a li(it on the

nu(ber an# stru$ture of roles an one 'erson (a hol#/ Thefolloing (atri5 shos all 'er(issible $o(binations for %arious

'ro$ure(ent roles ithin my +2/

The sa(e 'erson is not require# to hol# all roles ithin anone o'tion/ The $o(binations refle$t the (a5i(u( roles ithin

ea$h o'tion an one 'erson (a hol#/eturn to !able of "ontents10SAP Requisition Training - Fall 2012



Training Require(ents for SAP .e'art(ental Roles

Role Training Require$ents

Requisitioner Requisitioners are required to take and passweb-based training course //MR>KM'00 <Requisitions via my ) Training Syste$

Approver Approvers are required to take and pass web-based training course //MSR/MAPPM'00 <

Co$7ined Approvers via my ) TrainingSyste$

8oods Receiver 8oods Receivers are required to take and passweb-based training course //MR>CM'20 <8oods Receiving via my ) Training Syste$




1 CreateRequisition

DeptE

2 ApprovalDept G )nit G

CollegeE

' Purchase.rder Sent to

SupplierDPurchasingE

( 8oodsReceipt DeptE

* !nvoicePosting GCheck

Pay$entDAccountsPaya7le G+ospital

AccountingE

SAP 6eneral Pro$ess lo )7 Ste's*

• The depart$ent creates requisitions "or ite$sGservices ,ithapprovalDsE to "ollo,

• Purchasing processes and places the purchase order ,ith thesupplier

• Along ,ith the purchase order goods receipts and invoice postingsco$plete the '-,ay $atch and pay$ent releases

• A pre-encu$7rance is esta7lished ,hen the requisition is createdN the

actual encu$7rance is created at point o" purchase order processingeturn to !able of "ontents




+n#erstan#ing Transa$tion Co#es Tasks ,ithin the SAP environ$ent are e=ecuted via @TransactionCodes aka T-codes >ach T-code is alphanu$eric and

e=ecutes a unique task The "ollo,ing T-codes are pri$arily used 7y requisitioners4

• />*13 < Create Requisition• ?0' < isplay 9endor

The "ollo,ing T-codes $ay also 7e used 7y requisitioners asneeded 7ut the tasks listed can also 7e e=ecuted "ro$ ,ithinthe />*13 screen "or convenience purposes4

• />*23 < Change Requisition• />*'3 < isplay Requisition• />2'3 < isplay Purchase .rder




8en#or 9%er%ie

eturn to !able of "ontents

The )niversityBs 9endor ata7ase is $anaged 7y the Purchasingivision The data7ase contains an entry "or every vendor ,ith

,ho$ the )niversity conducts 7usiness via purchase orders andother purchase-related transactions

:e"ore a requisition can 7e entered the 9endor ata7ase $ust7e checked to con"ir$ the vendor entry is listed and ,ith thecorrect address

!" the vendor cannot 7e "ound they $ust co$plete a 9endorApplication For$ and su7$it "or consideration The "or$ can 7e"ound at4 http4GG,,,ukyeduGeFor$sG"or$sGvendapp-sappd"

Kuestions regarding the 9endor ata7ase can 7e sent to4

)PurchasingOukyedu

SAP Requisition Training - Fall 2012

http://www.uky.edu/eForms/forms/vendapp-sap.pdf


mailto:[email protected]






;ogin to my +2

' ;ogin to my )using your Aand pass,ord

2 Clickmy ) "ro$

the ;ink :luesite

1 Click ;ink:lue "ro$ the

) +o$e

Page

1eturn to !able of "ontentsSAP Requisition Training - Fall 2012



;aun$h Pa#

( Click the;aunch Pad

icon to enterSAP




SAP Eas A$$ess* The SAP >asyAccess $enu ,illappear >nter T-

code />*13 toopen the

requisitionscreen

T1P4 ou can alsocreate custo$ied

"olders and list T-code

Favorites that you$ay use repetitively




Requisition Ma<or Se$tions


ocu$e

nt.vervie

,

+eader DTopE

!te$.vervie,D/iddleE

!te$ etailsD:otto$E




Requisition ;aout = ,ea#er )To'*

3otes relevant to arequisition can 7e

entered +eadernotes are "orinternal use only

&ote +eader notes apply toan entire requisition 3otesspeci"ic to individual line

ite$s are entered in the !te$etails D7otto$E section




Requisition ;aout = 1te( 9%er%ie )Mi##le*

ata includesvendor product

nu$7erdescription

quantity priceetc

!te$ .vervie,section sho,s

ordered ite$s inline ite$ "or$at




Requisition ;aout = 1te( .etails ):otto(*!te$ etails

section containsadditional

in"or$ation such

as AccountAssign$ent

elivery Addressetc

!n"or$ation can 7eenteredGedited on aline ite$ 7asis Click

the upGdo,n 7uttonsto $ove 7et,een

$ultiple lines




Requisition ;aout = .o$u(ent 9%er%ieocu$ent

.vervie, is onthe le"t side o" thescreen !t displays

a record o"requisitions as

you create the$ Turning ocu$ent.vervie, o"" ,ill

collapse it "or $orerequisition screen

space




Personal Settings




Personal Settings

1 Fro$ the/>*13 requisition

screen clickPersonal Setting


Personal Settings (ust be $onfir(e# an# setu' for ourrequisition role 'rior to entering our first requisition to

ensure a su$$essful e5'erien$e/




Personal Settings2 )nder the

e"ault 9alues ta7$odi"y settings to

$atch ite$snotated in red

7o=es


!" you are $issing

any e"ault 9aluesclick /ore Fields7utton to access

additional 9alues to$ove into vie,

' Click Saveicon ,hen"inished




Create Requisition




Requisition T'e an# ,ea#er &ote

1 3: is the standard

purchase requisition typeand populates 7y de"ault

+ospital requisitionersentering type L:

requisitions ,ill select L:Req +ealthcare "ro$ the

drop do,n

2 !" applica7le enter anyrelevant notes Requisition

header notes are seeninternally onlyN they ,ill

not print on the purchaseorder


A %en#or quote (ust be obtaine# 'rior to beginning arequisition/ Mu$h of the #ata entere# into the requisition is

(irror infor(ation fro( the quote/


Re(e(ber4 !" you are7uying certainco$$odities "or the

hospital you $ay need toselect L: Req +ealthcareas your requisition type

9isit

http4GG,,,ukyeduGPurchasingGd "or $ore in"or$ation





Sele$t A$$ount Assign(ent Categor

( >nter Account Assign$entCategory as "ollo,s4

< i" using Cost CenterP < i" using %:S ele$ent Deg

grantE? < i" split accounting across

$ultiple cost o7#ects

' >nterline ite$nu$7er




Sele$t 8en#or

* To search "or theesired 9endor click

the possi7le entriesicon to the right


>nter a portion o" thevendorBs na$e into the3a$e 7o= placing DQE

on each end

Click toconductsearch

T1P !" kno,n therequisitioner can enter

other search criteria Dcitypostal code etcE tore"ine searches and

produce 7etter results




Sele$t 8en#or

&ote4 9endors "or SAPrequisitions $ust 7eidenti"ied ,ith 8roup

LPR. !" the vendor youneed is listed ,ith a

di""erent group contactPurchasing "or assistance

5 ;ocate thecorrect vendor and

dou7le click on theentry




Co('lete ;ine 1te( 9%er%ie

10 >nter

short te=tdescription o"ite$

6 >nter vendorcatalog nu$7er

"ro$ the quote


11 >nter

quantity unito" $easure

and price each

12 >nter theRequired elivery

datePress >nter ,hen

co$plete




.etails = Set A$$ount Assign(entThere are three tabs ithin the 1te( .etails se$tion to

$o('leteA$$ount Assign(ent > Te5ts> an# .eli%er A##ress/

9'tional4 So$edepart$ents use a

statistical internal ordernu$7er "or additionalaccounting controls !"

applica7le it is entered in

the .rder 7lank

1' Co$plete AccountAssign$ent ta7 >nter the 8;Account and Cost Center or%:S >le$ent nu$7er and

press >nter The other "ields,ill populate auto$atically


T1P The 8eneral ;edgerD8;E Account is anaccounting co$ponent thatrelates to the description o"

the goods or servicespurchased



.etails = Te5t &otes1( !" applica7le enter

te=t notes regarding theline ite$ This $ay

include additional specsetc identi"ied ,ith the

line item


&ote %hile header notes,ill not print on the

purchase order te=t notesat the ;ine !te$ etailslevel will print on the

purchase order




.etails = .eli%er A##ress.eli%er a##ress is entere# ne5t/ Man $a('us #eli%er

a##resses areliste# in a #atabase/

1 >nterkey,ord related

to deliveryaddress na$e

,ith DQE on each

end

1* Click the

Possi7le >ntriesicon on the

elivery Addressta7


1 Click.




.etails = .eli%er A##ress

&ote4 !" you have$ultiple lines clickthe Repeat Addresson 7utton to copy to

all lines


15 ;ocate anddou7le click on the

correct deliveryaddress "ro$

,ithin the searchresults

eliveryaddress

populatesauto$atically




.etails = .eli%er A##ress1f our $a('us #eli%er a##ress is not foun# in the

#atabase> ou (a enter it #ire$tl into the for( %iafreehan#/


&ote .nly one delivery

address is allo,ed perrequisition


h



Create Atta$h(entThe %en#or quote shoul# be ele$troni$all atta$he# to the

requisition/

20 SelectCreate

ocu$ent inSAP :

16 Click 7lacktriangle on rightside o" Services "or

.7#ect icon


C A h



Create Atta$h(ent

22 Click.pen toattach

21 ;ocate andhighlight "ile ,ithin

your driveDsE


Attach$entsuccess"ul $essagesho,s at 7otto$ le"t

o" screen Attach$ent,ill e=ecute ,hen

docu$ent is Saved


Ch 4 f E # S



Che$4 for Errors an# Sa%e

Requisitionnu$7er ,ill

sho, at 7otto$le"t o" screen

2' ClickCheck tocheck "or

errors


2( !" no errorse=ist click Save

icon at top to"inish

T1P The check 7utton ,ille=pose any errors that $ay

e=ist An error ,ith a red icon

$ust 7e corrected 7e"oresaving A yello, icon error is

only an advisory and does notrequire correction


. t 9 i



.o$u(ent 9%er%ie.o$u(ent 9%er%ie hol#s a re$or# of all requisitions ou

$reate

Requisitionsyou create ,illappear ,ithin

ocu$ent.vervie,

Click on the

Selection 9ariantand select /ypurchase

requisitions


.i l R i iti



.is'la Requisition ou $an #is'la the $ontents of an requisition ithin

.o$u(ent 9%er%ie b #ouble $li$4ing on the requisitionnu(ber/ This is i#enti$al to using T-$o#e ME73&/Requisition

entersdisplay$ode

ou7le-click any

requisitionnu$7er


E#it R i iti



E#it Requisition


A requisition can 7e edited a"ter creation Co$$on edits $ayinclude4

•Add delete or $odi"y line ite$s

• /odi"y Account Assign$ent• Add Attach$ent

The requisitioner or approver can edit the docu$ent providedthe purchase order has not 7een processed

1('ortant4 The requisition should not 7e edited a"ter thepurchase order is created !" you have $odi"ications to an ordera"ter the P. is processed contact Purchasing "or guidance

!" a purchase orderhas 7een processedit ,ill appear on theStatus ta7 ,ithin the

etails section


E#it R i iti



E#it Requisition2 Click the

pencilGglasses iconto $ove docu$ent

into edit $ode

Dscreen ,ill turn,hiteE

1 ou7le-clickthe requisitionnu$7er "ro$

,ithin ocu$ent.vervie,


E#it R i iti



E#it Requisition

( Click Save,hen "inished

,ith edits


' /akechanges as

needed to therequisition




Su''le(entar

Tas4s


A''ro%al



A''ro%alAfter the requisition is $reate#> it ne5t (o%es to the

A''ro%al 'ro$ess/ A''ro%al status $an be %iee# on therequisition/

8reen check $arkindicates

approvalco$pleted anddocu$ent has

$oved toPurchasing

1 ou7le-clickrequisition "ro$,ithin ocu$ent

.vervie, to display


2 Release Strategyta7 sho,s approverstatus ello, icon$eans docu$ent

has not 7eenapproved


A''ro er ;e els



A''ro%er ;e%els

Total %alue of#o$u(ent

A''ro%al)s*Require#

;ess than @"0>000 ;e%el " onl

@"0>000 or greater ;e%el " ;e%el !

&ote S'e$ial a##itional a''ro%als are require# for'ur$hases of %ehi$les an# $o('uter equi'(ent/ SAP

Wor4flo auto(ati$all routes these to the

a''ro'riate s'e$ial le%el a''ro%ers/

Multi'le a''ro%als (a be require# #e'en#ing on thea(ount

of the requisition


1nbo5 9%er%ie



1nbo5 9%er%ie

2 Click the%ork"lo, "older

,ithin !n7o=

1 Click the !n7o=icon "ro$ the SAP

>asy Access screen

9arious co$$unicationsregarding approvals

re#ections etc ,ill appear

here Requisitioners alsoreceive .utlook

noti"ications as requisitionsare approved or re#ected


All requisitioners ha%e 1nbo5es/ .o$u(ent-relate# (essagesan# other $o((uni$ations (o%e throughout SAP Wor4flo

to usersB 1nbo5es/


,o ,an#le Re<e$te# Requisitions



,o ,an#le Re<e$te# RequisitionsRequisitions re<e$te# b an A''ro%er ill a''ear ithin the

1nbo5 of the requisitioner/ SAP also sen#s an 9utloo4notifi$ation hen a requisition is re<e$te#/ A re<e$te#

requisition (ust be $orre$te# an# re-sa%e#> or #elete# asa''li$able/

2 To edit there#ected docu$ent

click the requisitionlink sho,ing at the

7otto$ o" the%ork"lo, screen


1 A re#ected requisition ,illappear in the %ork"lo,

"older o" the !n7o= +ighlightthe docu$ent





,o ,an#le Re<e$te# Requisitions' The requisition ,ill

appear in display$ode Click the

glassesGpencil icon to

edit


( Click the undoicon to clear the

re#ection Screen,ill turn ,hiteallo,ing editing






/akecorrections

as necessary


* Check theheader te=ts "ornoteDsE "ro$ the

Approver as toreason "or re#ection






>dit success"ul andrequisition returnsto ApproverBs in7o=

Click the check

icon to con"ir$,hether errors e=ist


5 ClickSave to

"inish edit


.elete ;ine 1te(s or Entire Requisition



.elete ;ine 1te(s or Entire RequisitionRequisition line ite(s $an onl be #elete# if a 'ur$hase or#erhas not been 'ro$esse#/ :efore #eleting an requisition lines>

be sure to $he$4 the Status tab to

$onfir( hether a 'ur$hase or#er has been 'ro$esse#/ 1fnee#e#

$onta$t Pur$hasing for gui#an$e/


!" a purchase orderhas 7een processed it

,ill appear on theStatus ta7 ,ithin the

etails section





.elete ;ine 1te(s or Entire RequisitionPro%i#e# the status tab #oes not refle$t a 'ur$hase or#er

nu(ber> the requisitioner $an #elete so(e or all lines of therequisition/


1 ou7le-clickthe requisitionnu$7er ,ithin

docu$entovervie,

Re(e(ber Although T-code/>*13 is "or creating

requisitions it ,ill allo, accessto ocu$ent .vervie, to display

or edit requisitions

2 Click thepencilGglasses icon

to $ove therequisition to edit

$ode







'+ighlightthe lineDsE

to 7edeleted

( Clicktrash

can icon

* ClickSave iconto "inish

;ine ite$sho,s

deleted

&ote To delete an entirerequisition4 highlight all

lines click trash can icon

and click Save


.is'la Requisition %ia Sele$t 9ther .o$u(ent



.is'la Requisition %ia Sele$t 9ther .o$u(ent

Clicking the .therPurchase Requisition

icon allo,s you tolocate and display

any requisition


>nter docu$entnu$7er set radio

7utton and click.ther ocu$ent

The requisition ,illdisplay on the

screen


.is'la Pur$hase 9r#er %ia Requisition Status Tab



.is'la Pur$hase 9r#er %ia Requisition Status Tab

Corresponding purchaseorder ,illdisplay

To access throughStatus ta74 ou7le-

click on thepurchase order

nu$7er


+sers $an #is'la 'ur$hase or#ers through either therequisition status tab )if P9 is relate# to one of their

requisitions* or using the Sele$t 9ther .o$u(ent feature

)'ro%i#e# P9 nu(ber is 4non*/


.is'la Pur$hase 9r#er %ia Sele$t 9ther .o$u(ent



.is'la Pur$hase 9r#er %ia Sele$t 9ther .o$u(ent

Correspondingpurchaseorder ,illdisplay

1 To accessthrough Select

.ther ocu$ent

click icon


2 >nter P.nu$7er set radio7utton to P. click

.ther ocu$ent


8en#or ;oo4u' +sing 203




1 >nter T-code?0' "ro$ SAP

>asy Access/enu


Requisitioners $an %erif hether a %en#or is $urrentlliste# ithin the 8en#or .atabase = ithout initiating a

requisition = using T-Co#e 203/

2 Click the

Possi7le >ntriesicon to start

search







Search resultsdisplay in ne,

,indo,

' >nter searchcriteria as

nor$al and clicke=ecute


Re'orting %ia T-$o#e ME!; = 8en#or



Re'orting %ia T $o#e ME!; 8en#or

1 )sing T-code/>2; enter

various criteria tosearch

docu$ents 7ased

on vendor data andGor other

criteria


Requisitioners ha%e a$$ess to %arious T-$o#es for re'ortingnee#s/2 Click to

e=ecute

docu$entsearches anddisplay results

T1P4 Range and$ultiple entry

cells returne=tended results

i" needed


Re'orting %ia T-$o#e ME!2 = A$$ount Assign(ent



Re'orting %ia T $o#e ME!2 A$$ount Assign(ent

)sing T-code />2enter various criteriato search docu$ents7ased on Account

Assignment dataandGor other criteria

Click e=ecute 7uttonto display results


T1P4 Range and$ultiple entry

cells returne=tended

results i"needed


A##itional ,el'ful 1$ons



A##itional ,el'ful 1$onsThe ME7" s$reen $ontains other i$ons useful to the

requisition $reator/Pen$ilDglasses icontoggles requisition

7et,een editGdisplay$ode Dsa$e as/>*23G/>*'3E


Refresh icon ,illre"resh ocu$ent.vervie, sho,inglatest requisitions

created

:lan4 sheet

icon starts ane, requisition


Wor4ing ith Re%erseF Requisitions



Wor4ing ith Re%erse RequisitionsSo(e t'es of or#ers 'erfor( better in re%erseF for(at/

Re%erse or#ers are entere# as one line ite( ith a lu(' su(#ollar a(ount for the entire or#er> regar#less hether the quote

has (ulti'le lines/ Re%erse for(at is usuall use# for $o('le5or#ers su$h as furniture or 'rinting/ The (a also be use# for

or#ers that s'an a length of ti(e an# require (onthl 'a(ents>e/g/> equi'(ent rental/


Conta$t the res'onsible buer in Pur$hasing if ou are unsurehether a s'e$ifi$ requisition ou 'lan to enter (ight or4

best in a re%erse for(at/

Reverse requisitions areentered as one line "or theentire order >nter the total

dollar a$ount in the

quantity colu$n ;.T asthe unit o" $easure and100 in the 9al Price 7o=


9btaining ,ar# Co' of Requisition



9btaining ,ar# Co' of Requisition

1 Click Custo$ie;ocal ;ayout 7utton

and select +ard Copy"or a print-screen

version or -

There are to as of 'rinting requisitions if nee#e#/

2 Click print7utton in !te$

.vervie,section "or line

ite$ "or$at

printout


S'lit A$$ount Assign(ent




2 %ithin the AccountAssign$ent ta7 in etailssection select the type o"split desired Costs can 7esplit 7ased on quantity or

percentage 7asis

1 For split

accounting select ?as the Account

Assign$entCategory


A$$ount Assign(ent for an line ite( $an be #istribute#a$ross (ulti'le $ost $enters or W:S Ele(ents/





S'lit A$$ount Assign(ent' >nter the percentage DorquantityE allocated "or eachcost center or %:S ele$ent

and 8; co$7ination )p to66 split accountassign$ents can 7e entered


Re(e(ber Account in"or$ation

is assigned on a line item level inthe etails section The

requisitioner $ay assign di""erentaccounting co$7inations to each

line ite$ 7eing purchased


&a(ing Con%ention for Atta$h(ents%hen creating attach$ents re"rain "ro$ inserting special



&a(ing Con%ention for Atta$h(entscharacters such as O I Q U etc into the "ilena$e

Filena$es should also not include spaces 7et,een ,ords norunderscores They should 7e na$ed ,ith a purely

alphanu$eric "or$at

>=a$ples o" suita7le "ilena$es4

• /edtechquote1001pd" • Furniturelayoutdoc

>=a$ples o" unsuita7le "ilena$es4

• AP! Printing Kuotepd" D"ilena$e includes spacesE• FisherUincu7ator I1000doc D"ilena$e includes

special charactersE

.nly the "ollo,ing "ile "or$ats are accepta7le as requisitionattach$ents4

• PF ?;S ?;S? .C .C? T?T T!F :/P 8!F +T/;


&u(bering Con%entions for Pur$hase 9r#ers



gPurchase orders "ollo, nu$7ering conventions depending onthe ca$pus sector in ,hich the requisition originates

P9 &u(ber or(at Area

('???????? Facilities using Plant /aintenance DP/Esyste$

(*???????? Ca$pus and +ospital 3: Requisitions

(???????? +ospital L: Requisitions


Status Tab an# Relate# .o$u(ents



Status Tab an# Relate# .o$u(ents

Click Status ta7in 7otto$ etails

Section o" therequisition

Related docu$ents arelisted ,ith drill-do,n

capa7ility ou7le-clickon docu$ents i"

needed to accessthe$


The Status Tab lo$ate# ithin the .etails se$tion ill shostatus an# all relate# #o$u(ents )Pur$hase 9r#er> 6oo#s

Re$ei't> 1n%oi$e Posting* for the requisition/


,o .eter(ine Assigne# Pur$hasing :uer



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The assigned

7uyer can 7e"ound in theetails section on

the ContactPerson ta7


A Pur$hasing :uer is auto(ati$all assigne# to ea$h'ur$hase or#er/


.iagnosing Pro$ess Proble(s



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As an order evolves through the process the Status ta7 ,ill re"lect,hether su7sequent docu$ents have 7een created

Pro7le$s can 7e "requently diagnosed 7ased on the order status in

the process

>=a$ple4 %ith the purchase order 7eing in place co$pletion o"the 8oods Receipt and the !nvoice Posting co$plete a @'-,ay$atch allo,ing the check pay$ent to release Co$$onpro7le$s relate to one or $ore o" these tasks 7eing unco$pleted





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1 To check ,hether8oods Receipts andinvoices are posted

against the purchase

order click the P.nu$7er "ro$ the

requisition Status ta7

The purchaseorder ,illdisplay





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' 8oods receipts and

invoices are posted and$atch the P. quantity

allo,ing check pay$ent !"either is $issing or there isa $is$atch the check ,ill

not process

2 8o to the !te$etails section and

click on thePurchase .rder

+istory ta7


Sign 9ff



g

To closerequisition

screen clickicon in upper

le"t corner andselect Close


Click Sign .""to end my )

session


SAP ,el' Web Sites



'• Resource Page on Purchasing ,e7 site4 http4GG,,,ukyeduGPurchasingGsr$ht$ -

Site includes this Po,erPoint "ile availa7le "or re"erence

• $y+elp < // V Purchasing +elp ,e7 site4http4GG$y+elpukyeduGr,dG+T/;G//ht$l

:oth sites contain Kuick Re"erence Cards updated and printa7le course$anuals Re"erence /anual etc

• Assistance >$ail4 )PurchasingOukyedu

http://www.uky.edu/Purchasing/srm.htm


http://myhelp.uky.edu/rwd/HTML/MM.html







sap requisition

Documents