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Procurement 201

School Board of Broward County

Procurement 201


Items should be requisitioned in the following order:

1. From the Warehouse (Stock Transport)

2. From external vendors (Standard Req using CCM)

3. Material Master (Standard Req without using CCM)

4. Enter Text/Generic Item (Framework or Standard Req without using CCM)

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Note: Framework POs will always begin with the digits 75, ex: 7508000001. The third fourth digit represents the fiscal year.

• Attached lists should be scanned (PDF) into the computer and will be used in the District for those items that can not be obtained through the use of the P-Card. In addition, attached list can only be used for orders that have more than 10 items, ex: requisitions for non-inventory books, textbooks, magazine subscriptions, and by FF&E for non-assets. For these cases, the framework requisition will be used with a single line of 1 AU (unit of measure – similar to lot) and the list of items will be electronically attached to the requisition in SAP. For these orders, in the Item Category field it is mandatory to enter a “B”, which will allow you to submit multiple invoices.

• No Goods Receipt on these requisitions. These orders require the principal/department head to sign the hardcopy invoice and to submit to Accounts Payable.

• Framework requisitions are also used for orders with an Invoice Plan. The Invoice Plan will be set up by the Purchasing Agents. Scenarios that may involve invoicing plans are leases or rental charges that have pre-established monthly cost. Even though Purchasing Agents set up the invoicing plan at the PO level, requisitioners are required to put in dates and details of the invoicing plan in the Internal Notes section of the Texts tab. The only other differences is that the Item Category is left blank rather than using “B” for limits.

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5. Must enter a ‘B’ in the Item Category field – can not be corrected in Purchasing Department.

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When we are talking about requisitions and Plants, the ‘Plant’ field is the ordering location’s plant. For schools and departments this is plant 1000, for Cafeteria it is plant 5000, the ‘Supply Plant’ is used only when creating a Stock Transport Requisition and represents the Warehouse, “Plant 2000”. The ordering plant normally 1000 or 5000 and Supplying Plant 2000.

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Notice the “Default Address” is your Location.

The Delivery Address tab shows where the material ordered on this line item will be delivered. When you are creating a requisition, you can enter an alternate address if you need to.

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There are two (2) different types of Alternate Delivery - (alternate “ship to”).

1. When you are requesting delivery to another location either school or department within SBBC.

2. When you are requesting delivery outside of SBBC. (Storage facility or a Charter School)

In this exercise, we will ship the item to an alternate address within SBBC.

Click in the Address field then click on the “Match Code”

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After you type the Address Code and hit ‘Enter’ on the keyboard the correct ship to address will populated.

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• If a material group number is used and there is a shipping and handling cost, use the same Buyer Code used with the Material Group Number chosen. Matl Group and PGr letter should be the same as the one used for the other line items on the requisition. This will allow the shipping cost to be entered on the same Purchase Order. It is suggested that an estimate be placed in the valuation field so invoice gets paid, you can use actual Shipping & Handling if known.)

When creating a standard requisitions that requires Shipping and Handling, you must add another line.

To enter Shipping & Handling charges, you will have to “flip-flop” the QUANTITY and VALUATION PRICE. When you process the Goods Receipt, you will receive the quantity by substituting the invoice amount in the quantity field.

In this example, the estimated shipping is $99.96, so you will enter 100 in the quantity field and 1.00 in the valuation price. Basically, you are flip flopping the two fields.

Note: Round up the amount to not include decimals.

1. In the Quantity field, enter 100

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2. In the Valuation Price field, enter 1.00

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Notice the Des. Vendor code has populated.

Press Enter.

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1. Click the Close Detail Data button.

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Sometimes it will be necessary to mark a delivery/order as complete when Goods Receipt quantity is less than the order quantity, and you have decided to settle the order. In this case, you will have to mark your order as complete by setting the Delivery complete Indicator.

Delivery Complete Indicator – This is used when you are accepting an order as complete, even though the quantity received is less than what was ordered. For instance, you order 50 pom- poms. They come in a box of 24 each and the vendor does not think it profitable to open a box just to give you 2. So you accept the 48 as your complete order.

On the other hand, if you order 10 mouse pads, received 7, and the remaining 3 is on backorder, your order is not complete. In this instance, you will not use the Delivery Complete Indicator. This procedure is also not necessary if you are receiving full quantity, because the “Delivery Complete” indicator is automatically checked in those instances.

In this example, we received in full line item #1, and we will receive 4 out of 6 in line item #2 and will mark as Delivery complete.

2. Click the OK checkbox to indicate that the full quantity ordered was received against line item #1

3. For line item #2, change the quantity to 4 and check the OK checkbox

4. Press Enter on the keyboard

The next screen will appear.

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5. Click the Detail Data button to open the section

The next screen will appear.

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Notice line item #2 is now have a quantity of 4.

6. Click the Purchase Order Data tab and select “Set” from drop-down menu of the Del. Completed Ind field.

The next screen will appear

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Click Check

The next screen will appear

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1. Green Check to acknowledge system messages indicating deficit in quantity and that the item will be flagged “delivery completed”

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Notice the green status light on line item #1 which indicates that item received in full and the yellow status light on line item #2, showing the amount received.

1. Click Post

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If User has forgotten to enter the asset FISH or Serial#, the Goods Receipt can be edited by using t-code MB02

Go into t-code MB02 to edit the Goods Receipt. The Goods Receipt number is required. This number can be found in ME23N – Display Purchase Order, Purchase Order Historytab.

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You will use this transaction if you received multiple assets as one instead of receiving the items one by one or if you have received items in error.

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• You should use ME5A to check for requisitions that for whatever reason have not converted into a Purchase Order or Stock Transport and delete Them.

• Use ME52N to delete a purchase requisition – select the line (s) you wish to delete – click trash can icon – click save

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Display Purchase Order/Vendor Check information – to print a hard copy of the purchase order; and also, if you need to display a vendor check information.

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Use this report to view all Purchase Orders for your location and determine what Purchase Orders still have open invoices

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Use this report to view all Purchase Orders for your location and also individual vendor Purchase Orders

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