SAP Procurement 101 - Broward County Public Schools€¦ · SAP PROCUREMENT TRAINING SAP...

SAP PROCUREMENT TRAINING

SAP Procurement 101

(Requisitioner Training)

Training Manual(Updated 12.2018)

• All drinks must have a cover and no snacks should be eaten over the computers

• Please turn off or silence cell phones during class time

• If you need to answer an emergency call please step outside the classroom

• Avoid reading or sending emails during class time

• When others are speaking or asking questions please do not interrupt or carry on side

discussions

• Breaks and lunch will start and end on time

• Don’t be afraid to ask questions

• If there are any unanswered questions at the end of this training the answers will be sent out via

email

• Have fun and enjoy the opportunities you have to contribute to BCPS’s future success!

2

While You’re Here…

ERP SAP PROCUREMENT 101 TRAINING

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Course Structure

1. Concepts(Tell Me)

2. Demonstrations(Show Me)

3. Exercises(Let Me)


4

Course OutlineDay 1

Course Introduction

Unit 1: Requisitions

Introduction to Purchase Requisitions

Creating, Changing, and Displaying Standard Requisitions

Creating, Changing, and Displaying Framework Requisitions

Creating, Changing, and Displaying Stock Transport (STO) Requisitions

Things to Remember / Review Questions

Unit 2: Goods Movement

Introduction to Goods Movements

Performing a Goods Receipt

Editing a Goods Receipt

Reversing (Cancel) a Goods Receipt

Performing a Goods Return

Things to Remember / Review Questions


5

Course OutlineDay 2

Review of Day 1

Unit 3: Procurement Reports

ME5A – Display List of Purchase Requisitions

ME2K - Display List of Purchase Orders

ME23N – Display Purchase Order

MM03 – Display a Material Master Record

FBL1N – Vendor Line Item Display

Review Questions

Summary:

Class Review

FAQ’s Review - Question/Answer Session

Important Documents & Links Review

Class Quiz (Online)

Class Review (Online)



Course Objectives

At the end of this course you will be able to:

• Understand the procurement process from start to finish

• Describe the various types of purchase requisitions used for orders

• Create and change purchase requisitions

• Describe the goods receipt/return process

• Complete, edit, reverse, and return a goods receipt

• Run procurement reports

• Locate all training material for future reference

6

About SAP

What is SAP?

• SAP (Systems, Applications and Products) is an ERP (Enterprise Resource Planning)system. It’s purpose is to help BCPS use multiple applications together to manageand automate many of our processes

• SAP’s systems are used worldwide and in a variety of industries

• Broward County Public Schools uses SAP ERP to manage Business Processes such as:

• Operations (Distribution, Materials Management)

• Financials (Financial Accounting, Management Accounting)

• Human Resources (Payroll, Employee Onboarding)

• SAP stores all of our “Master Data” (Think of it like a department store - the store houses a wide variety of items in the warehouse, and then those items are distributed throughout the store based on the different departments. SAP houses all of our data, but your user access defines which “department(s)” you get to “shop” in.)

ERP SAP PROCUREMENT 101 TRAINING 7

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Quick tips: SAP Icons & Shortcuts

Title Windows

GUI

Web GUI(Standard)

Keyboard Shortcut / Notes

Continue (Enter) Press “Enter” on the keyboard Press “Enter” on the keyboard

Exit and choose “Exit” Not Available

Back DO NOT Press the Browser’s Back Button

Execute or Not Available

Cancel F12 Key on the keyboard

Save Ctrl + S simultaneously

Sort Ascending Order Not Available

Sort Descending Order Not Available

New Session Window Not Available


9

Quick tips: Accounting Information

Account Assignment Categories Accounting Data

Code Name Description

K Cost CenterMost commonly used for

standard requisitions

FInternal Order

Similar to the Project Account Assignment but for a specific

school department

P ProjectUsed for capital budgets (i.e.

construction)

Y Grant

Z AssetUse when a requisition item is

considered an asset; Item > $1000 and low value assets

<Blank>Inventory

(Warehouse)To be used for Stock Transports

Accounting Object Composition

General Ledger (G/L) Account

Number

Class + Object Code + ZerosEight Digits

Ex: 5 511 0000

FundFund #

Four DigitsEx: 1000

Functional AreaFunction + Activity + Zeros

Sixteen DigitsEx: 5101 00000 0000000

Cost Center

Business Area + Type+ Location + 0

Ten DigitsEx: 3307 1 1091 0

NOTE: Only Codes K and Z will be discussed during this training


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The Procurement Process

User Determines need for

material/services

User checks to see if Bid exists for materials or

services.

If yes, this Bid should be used

If no, user must get Vendor

quotes

1.) A purchase requisition is

created for the materials/services

2.) Approved by the

Principal/Director

3.) Submitted to the Procurement

Dept.

A Purchasing Specialist

receives the requisition,

reviews it for errors, ensures

quotes are attached (if

required) and converts it to a

Purchase Order.

The Purchase Order is sent to the Vendor for

processing.

The Vendor completes the order by either

sending the materials or

providing the service

requested.

Once the materials are

received by the school that created the requisition, a

Goods Receipt is performed by the

requestor (Only for Standard Requisitions)

confirming that the material was

received as requested.

Payment is sent out to the vendor

for the goods/services.

100 pencils are needed for ABC Middle School

ABC Middle school checks to see if there is a bid for pencils.

If yes, the Bid should be use

If no, Vendor quotes are requested

The requestor creates a Standard

Requisition for the 100 pencils,

and submits it for processing. It goes to the Principal for

approval, and then to the

Procurement Dept.

The Purchasing Spec for the designated Purchasing Group (i.e.

school supplies & equipment) reviews the

requisition for errors, and

converts it to a Purchase Order

(PO)

The Purchase Order is sent to the vendor Best Pencils Ever for

processing

The Vendor fulfills the order by

sending the 100 pencils to ABC Middle School

Once the pencils are received by

the school, a Goods Receipt is

performed by the requestor

confirming that all 100 pencils

were received as requested

Payment for the order is sent out

by AP to the vendor for the

pencils


Unit 1:Purchase Requisitions

11ERP SAP PROCUREMENT 101 TRAINING

Unit ObjectivesAt the end of this unit you will be able to…• Add SAP purchase requisition (PR) transaction codes to your Favorites section• Understand key PR terminology• Define the different types of PRs used• Identify the different sections of a PR screen• Create/change/display PRs

PLEASE NOTE: • All instructions from this training can be found on the Procurement & Warehousing Services website:

https://www.browardschools.com/pws

(See the Requisitioner Training Manual under the Quick Links section of the BCPS Reference Page)



https://www.browardschools.com/Page/36176

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Let’s Get Started!First, let’s all log-in to the SAP Web GUI Training Client with the Username/Password you were given

Next Let’s add the transactions we will need to our favorites folder:

1. Right-click the favorites folder and select Insert Transaction2. Enter the Transaction Code, then press the Green Check :• ME51N (Create Purchase Requisition)• ME52N (Change Purchase Requisition)• ME53N (Display Purchase Requisition)

3. The Transaction code will appear under your Favorites folder


Before Creating Requisitions…

When preparing to order materials/services…

First… Check to see if a Bid exists

for the material/service

Find that information by clicking here

Link: https://www.browardschools.com/Page/32546

Second… Go to Source Determination

for material #’s

Source Determination (SD) website link:https://webapp.browardschools.com/sap/default.aspx

Third… If no Bid exists get valid

vendor quotes for the

materials/services

• 1 Quote (Orders under $5,000)

• 3 Quotes (Orders $5,000 - $50,000)

• Call P&WS Team (Orders over $50,000)

Fourth… Once pricing is obtained

create a purchase

requisition

*Remember to attach the vendor quote(s) to the requisition BEFORE

submitting for approval

A Vendor Quotes

Is… Is Not…

• Issued by the Vendor

• On the Vendor’s Letterhead

• An official quote to include term

(period) the quote is valid for

• An email from the vendor

• A “No Quote” response

• A spreadsheet

• An Order Form

Examples of valid vendor quotes can be found by clicking here




https://webapp.browardschools.com/sap/default.aspx

Understanding Purchase RequisitionsWhat is a purchase requisition?• A request to procure (purchase) an item or service made by a school or department

What information does a purchase requisition contain?• The type of order being placed (Standard, Framework, or Stock Transport)• The materials being purchased (Material)• How much is being purchased (Quantity)• The cost of the items/services (Unit Price/Net Price)• Who is requesting the item/service (Requisitioner)• Who is paying for the item/service (Account Assignment Details)• When it is needed by (Delivery Date)• Where the item should be shipped to (or) where the services will be performed (Deliver To)• The Agreement & Line #’s the material is reported under (Agreement #, Line #)• The Bid ID the order will be reported under (Bid ID/Our Reference)• The Vendor who will be fulfilling this request (Desired Vendor)


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Requisitions: Key TerminologyTerm Definition

Material Master • A List of products which have pre-negotiated agreements/pricing, and pre-determined sources

Transaction Code (Tcode)

• Codes used in SAP to open specific transactions(i.e.: ME51N is the transaction code to create a purchase requisition)

Document Type • Identifies the type of purchasing document being used (Ex: Standard Requisition)

Source Determination • The setting used to pull data from the SAP Material Master into a requisition• The Source Determination website can be used to find materials. To visit the page click here

Item Category • Defines how the procurement of a material/service is controlled• Also determines whether a goods receipt or invoice receipt is to follow

Account Assignment Category

• Designates how the expense for a procurement will be charged (Ex: cost center, grant, project, etc.)• Further information on Account Assignment can be found on slide 9

Material Group • The # used to identify a category of materials. Three or Five #’s long• Already set up for items in the Material Master• For items not in the material master, a material group can be selected while creating requisitions(i.e.: Material Group 200 is for athletic uniforms).

Cost Center/Fund Center • The # used to capture cost for the responsible unit within a business area• Includes a location number(i.e.: The Business Area is a school, the unit is the specific school placing the order).

GL account Number • Used to categorize expenses in the general ledger. (i.e. 55110000)

Purchasing Group • The group used to identify the type of commodity being during creation of PR’s & PO’s(i.e. food service, professional services, etc.)



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Requisition TypesStandard Requisition

• Requisition #’s start with a “1”

• Purchase order # will start with “45”

• Preferred method for placing orderswith Vendors/Suppliers

• Use if the Qty, Unit Price, and TotalPrice are known

(Pricing is determined either throughSource Determination or a valid VendorIssued Quote)

• Used to order ALL assets(i.e. computers over $1000, and under$1000)

• Each item must be entered as aseparate line

***DO NOT write “see attached list” inthe Short Text field

Framework Requisition


• Purchase order # will start with “75”

• Preferred method when procuring a servicethat has recurring payments or where thetotal cost of the service is unknown until itscompletion

(for example: A service provider is coming tofix Item A, the estimated need is 4 hours forlabor but the final number of labor hours isunknown until the service is completed)

• Each item must be entered as a separate line

***DO NOT write “see attached list” in theShort Text field

Stock Transport Requisition (STR)


• Purchase order # will start with“95”

• Used when ordering from ourCentral (internal) Warehouse

• Items that can be ordered include toilet paper, hand sanitizer, graffiti remover, custodial supplies, paper, etc.)


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Requisition TypesA

dd

itio

nal

Re

qu

isit

ion

Typ

es:

Next Fiscal Year (NFY) Standard RequisitionNext Fiscal Year (NFY) Framework Requisition

Next Fiscal Year (NFY) Stock Transport Requisition

• Requisition #’s start with “2”

• NFY Requisitions are req.’s created during thecurrent fiscal year for posting in the upcoming fiscalyear

• Used for items with longer lead (delivery) times

• Only Available during fiscal year end (typically June)

SMART Standard RequisitionSMART Framework Requisition

• Requisition #’s start with “3”

• SMART (Safety, Music & Art, Athletics,Renovation, Technology)

• Same Criteria as the Standard andFramework Requisitions but used forSMART purchases

For further information on these additional requisition types please contact the Procurement & Warehousing Services Department


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Requisition Screen Overview

There are 3 distinct sections of the Purchase Requisition screen:

A. Header – Contains a Texts tab where internal information/notes can be entered

B. Item Overview – Shows an overview of all the line items on the requisition

C. Line Item Detail(s) – Shows detailed procurement, account, and delivery information about each line item on the requisition

a.

b.

c.


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Requisition Approval FlowThere are various levels of approval for PRs depending on the type of material/service being ordered/requested :1. General Approvals

A.) Principal/Dept. Head

1. Technology ApprovalsA.) Principal/Dept. HeadB.) IT Approver(i.e. IT Manager or designee)

1. Curriculum Specialist Approvals

A.) Principal/Dept. HeadB.) Curriculum Specialist for items that fall undercertain material groups

1. Textbook Approvals

A.) school Principal/Dept. HeadB.) Textbooks approver(i.e. Warehouse Manager or designee)

Question: Where can I see what approvals my requisition needs?

Answer: (On the requisition screen)

In the Line Item Detail section under the Release Strategy tab


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Shipping (Flip-Flop Shipping)When creating purchase requisitions that will include lines for freight/shipping,

remember to “flip-flop” the quantity and valuation price.

This will make processing the Goods Receipt (see unit 2) easier.

For Example:

The estimated shipping cost is $100.00

1.) when creating a PR enter 100 as the quantity and $1 dollar as the Valuation Price

2.) Use the same material group as the materials being purchased

NOTE: When completing the Goods Receipt for freight/shipping, remember to enter the invoiced shipping amount as the quantity received.



Standard RequisitionsPLEASE NOTE:

All instructions from this training can be found on the Procurement & Warehousing Services website: https://www.browardschools.com/pws ((See the Requisitioner Training Manual under the Quick Links section of the BCPS Reference Page)

First, let’s create a standard requisition:

• Let’s review how to create a standard requisition using these instructions

• Watch as I demonstrate how to create a standard requisition

• Now you try to create a requisition as I walk through the steps with you

Next, let’s edit our standard requisition:

• Let’s review how to edit your requisition using these instructions

• Watch as I demonstrate how to edit a standard requisition

• Now you try to edit your requisition as I walk through the steps with you

Finally, let’s display our standard requisition:

• Let’s review how to display your requisition using these instructions

• Watch as I demonstrate how to display a standard requisition

• Now you try to display your requisition as I walk through the steps with you

How Did You Do?

Any Questions?

22




Framework RequisitionsPLEASE NOTE:

All instructions from this training can be found on the Procurement & Warehousing Services website: https://www.browardschools.com/pws (See the Requisitioner Training Manual under the Quick Links section of the BCPS Reference Page)

First, let’s create a framework requisition:• Let’s review how to create a framework requisition using these instructions• Watch as I demonstrate how to create a framework requisition• Now you try to create a requisition as I walk through the steps with you

Next, let’s edit our framework requisition:• Let’s review how to edit your requisition using these instructions• Watch as I demonstrate how to edit a framework requisition• Now you try to edit your requisition as I walk through the steps with you

Finally, let’s display our framework requisition:• Let’s review how to display your requisition using these instructions• Watch as I demonstrate how to display a framework requisition• Now you try to display your requisition as I walk through the steps with you

How Did You Do?

Any Questions?

23




Stock Transport (STR) RequisitionsPLEASE NOTE:


First, let’s create a stock transport requisition:• Let’s review how to create a stock transport requisition using these instructions• Watch as I demonstrate how to create a stock transport requisition• Now you try to create a requisition as I walk through the steps with you

Next, let’s edit our stock transport requisition:• Let’s review how to edit your requisition using these instructions• Watch as I demonstrate how to edit a stock transport requisition• Now you try to edit your requisition as I walk through the steps with you

Finally, let’s display our stock transport requisition:• Let’s review how to display your requisition using these instructions• Watch as I demonstrate how to display a stock transport requisition• Now you try to display your requisition as I walk through the steps with you

How Did You Do?

Any Questions?

24




Protocol for Policy 3320:“60” #’s Policy Protocol

60-001

• Purchases less than $5,000

• Valid vendor Quote needed

(must be attached to requisition)

60-002

• Purchases from $5,000 to $50,000

• Required written waiver from Superintendent or

Designee to waive requirement for additional

quotes

60-003

• Purchases from $5,000 to $50,000

• Requirement of a minimum of 3 written quotes

• Valid vendor quotations must be attached to

requisition

60-004• Purchases from State authorized Book depository

• For instructional material for resale to students

60-005 • Professional Services below $50,000

60-006

• Purchase of Educational Services

• Copyrighted materials below $50,000

• (i.e. tests, textbooks, software DVD’s/CD’s, etc.)

60-007• Single source purchases after policy

requirements are met

“60” #’s Policy Protocol

60-008• Declared Emergency where bidding is waived

by the Superintendent

60-009 • Required by Grant, Federal Law or Agency

60-010• Regulated Utilities or Government Franchised

Services

60-011

• Exclusively to be used for the issuance of

Confirming Orders

• Required approval from Superintendent if

between $5,000 - $50,000

60-012

• Superintendent is authorized to purchase

commodities or contractual services where the

total amount does not exceed $500,000

60-013P

• Expenditures for field trips other than

transportation

• Does not require bidding by the P&WS Dept. or

Board Approval

60-014

• Short Term Venue Contracts (3 days or less)• Includes venue contracts, leases, and rentals of

real property and facilities

Sixty (60) numbers must be used if there is no

Bid ID assigned for the item(s) being ordered


Change Order Requests:*For use with standard and framework requisitions*

Submit a change order request when…• Cancelling a PO

• Closing a PO to invoicing

• Reducing the overall limit of a PO

• Reducing the expected value of a PO

• Changing the G/L Account on a PO

Click Here for the Change Order Request Form

Or use the following link: https://www.browardschools.com/Page/36176

Email completed forms to:

[email protected]

https://www.browardschools.com/cms/lib/FL01803656/Centricity/Domain/12708/External_ChangeOrderReqForm_PWS-ECORF-20170516.pdf


mailto:[email protected]?subject=Change Order Request Form


Stock Transport Order (STO) Maintenance Requests:*For use with stock transport orders*

Submit an STO Maintenance Form when…• Making any changes or cancellations to stock

transport orders• This includes STO’s that have been ordered

but not delivered AND STOs where goodshave been delivered

Click Here for the STO Maintenance Form

Or use the following link: https://www.browardschools.com/Page/36176

For help with this form contact the Central Warehouse:

(754) 321-4721

Completed forms can be faxed to: (754) 321-4775

https://www.browardschools.com/cms/lib/FL01803656/Centricity/Domain/12708/STO Maintenance Form_PWS-STOM-201704.pdf



Things to Remember…• Set your Default Values to ensure Source Determination is turned on (Access the SD site by clicking here )

• When creating new PRs check to see if there is a Bid for the items/services

• Be sure to select your requisition type BEFORE keying in any line item details

• Purchase requisitions should have only one (1) vendor per requisition(Only use vendor numbers that start with “1”)

• The Bid ID Box on requisitions should ALWAYS include the assigned Bid ID(or one of the general “60-***” Bid ID #’s if not associated with a specific bid, see slide 25 for more details)

• Don’t forget to “flip-flop” quantity & value when adding freight/shipping to a requisition

• Notes can be type in the Header Text field for the Purchasing Specialist to see (remember toinclude your name, contact # and the date)

• DO NOT delete or edit messages entered by Purchasing Specialists in the Header Text field ofthe purchase requisition

• When creating framework req.’s without material #’s ALWAYS include a detailed description ofthe item/service being purchased in the Short Text field, and any additional notes in the Item Textbox. * Be sure to attach a Vendor quote in PDF format.

• The unit of measure for services should always be “AU”

• Check the approval status of your requisition & the header box for notes from the PurchasingSpecialists BEFORE contacting Procurement concerning the status of a requisition

• Low Value Assets are anything <$1000 (i.e. hardware, software, furniture fixtures, equipment) thathas a life span of 1 year or more

• Framework req.'s should always have a "B" in the Item Category field (allows for multiple payments per PO line)



Things to Remember…Field Trips & Chartered Buses:

(Bids 18-013R & 18-014R)

• Chartered Bus Services should be ordered on

Framework Requisition

(Material Group 96216)

• Field Trip Services should be ordered on

Framework Requisitions

(Material Group 96287)

• Pre‐approved bus vendors have been

established

• Schools must check the Procurement &

Warehousing Services website for the insurance

status of each vendor (Updated Weekly)

• Trips cannot take place if vendor’s insurance is

not in compliance with the contract.

Classroom & Office Consumables:(Bid 17-050N)

• Items prohibited for purchase on this Bid:o laminators (if awarded on other contracts)

o copiers

o gift cards

o custom printing services and/or signs

o janitorial supplies & cleaning supplies

o food (including candy and beverages)

o computers

o printers and other computer accessories

o software, audio visual supplies and equipment

o ink and toner cartridges

o flags

o framed artwork

o office furniture (bookcases, chairs, tables, desks, filing

cabinets, utility carts, stands)

o kitchen appliances

o cups/plates/cutlery (unless for educational purposes)

o safety supplies and first aid kits

o telephones

*These are examples of commonly used bids, for the most updated bid information visit:




Things to Remember…Books & E-Books:

E‐Books (electronic books)Material group 71504

Library Media CollectionMaterial group 71512

*Both 71504 & 71512 require 3rd level approval

Copyright Publications & Instructional Materials

(includes big books, teacher resources, etc.)

Material group 715

Textbooks(including from Florida Schoolbook Depository)

Mat’l group 71510***When ordering Non- State Adopted materials an

Evaluation/Rationalization Form must be completed with all required signatures &

approvals prior to PO processing and invoice payment

For Additional assistance contact theInnovative Learning Department

Lexmark Toner & Supplies:

• If the toner or supplies you need are not on Bid

and over $5,000 3 valid vendor quotes should be

requested

(Examples: Staples Technology Solutions, Innovative

software Solutions, or Office Depot)

Computers (Bid 16-059E)

&

Deployment Services (Bid 17-092E)

• When ordering computers/laptops, you must

create 2 requisitions:

1 requisition for the computers/laptops/accessories

1 requisition for the delivery & deployment services

*Be sure to include the requisition # for the devices in the

header notes of the requisition for deployment services*Ensure the quantity on both requisitions match each other

*These are examples of commonly used bids, for the most updated bid information visit:


http://innovativelearning.browardschools.com/



Review QuestionsQuestion: What are the 3 main types of requisitions that are used?

• Answer: Standard, Framework, Stock Transport (STR)

Question: What is the difference between the 3 main requisition types

used at SBBC?• Answer:

1. Standard Req.’s – Used to purchase materials from an external vendor

2. Framework Req.’s – Used to request services requiring multiple invoices and valid

vendor quotes

3. Stock Transport Req.’s – Used to purchase materials from our warehouse (internally)

Question: What transaction is used to…

• Create a requisition?• Answer: ME51N

• Change a requisition?• Answer: ME52N

• Display a requisition?• Answer: ME53N

Question: What is the easiest way to access these transactions?• Answer: Saving them to your SAP favorites folder

Unit 2:Goods Movement



Unit ObjectivesAt the end of this unit you will be able to…• Understand key Goods Movement terminology• Understand the Goods Receipt and Return processes• Perform a Goods Receipt• Reverse (Cancel) a Goods Receipt• Edit a Goods Receipt• Perform a Goods Return

PLEASE NOTE: All instructions from this training can be found on the Procurement & Warehousing Services

website: https://www.browardschools.com/pws(See the Requisitioner Training Manual under the Quick Links section of the BCPS Reference Page)

Let’s add the transactions we will need to our favorites folder:

1. Right-click the favorites folder and select Insert Transaction2. Enter the Transaction Code, then press the Green Check :• MIGO_GR (Goods Movement)• MB02 (Change Material Document)

3. The Transaction codes will appear under your Favorites folder

33




Goods Movement: Key Terminology

Term Definition

Goods Receipt• Performed in SAP any time materials are received against a standard purchase order• Once executed, it creates a material document in SAP that includes the transaction

details (date, quantity, storage location, etc.)

Goods Return• Performed when needing to return materials to a vendor• Must be coordinated with the Purchasing and Accounts Payable departments• A return authorization reference number should be obtained from the Vendor

Goods ReceiptReversal/Cancellation

• The act of reversing a goods receipt due to an error in the way line items werereceived while performing the goods receipt

• (Ex: Line 1 was received, but it should have been Line 2)

MIGO_GR• The SAP transaction code used to Perform a Goods Receipt• The SAP transaction code used to Cancel a Material Document (GR Reversal)• The SAP transaction code used to Perform a Goods Return

MB02 • The SAP transaction code used to Edit a Goods Receipt


The Goods Movement Process

The Materials ordered are received by the requesting department via a Standard

Purchase Order

If all items have been received and are correct (qty, pricing,

etc.), a Goods Receipt is performed

Once the Goods Receipt is performed by the requestor, a material document

is created in SAP that includes the transaction details

(date, quantity, storage location, etc.)

Scenario #1: Goods Receipt (MIGO_GR)


Purchase Order

The requestor receives multiple assets but forgets to include the

serial # & room #

A Goods Receipt Edit must be done to go back and enter the

serial # & room #. This ensures that all data in SAP reflects the correct

transaction details

Scenario #2: Goods Receipt Edit (MB02)


The Goods Movement Process


Purchase Order

The requestor receives multiple assets as one instead of receiving

the items one by one

A Goods Receipt Reversal must be done to correct the error. This

ensures that all data in SAP reflects the correct transaction details


Purchase Order

The materials arrive but are incorrect and need to be sent

back to the vendor

A Goods Return is performed to return the materials back to

the vendor

Scenario #4: Goods Return (MIGO_GR)

Scenario #3: Goods Receipt Reversal/Cancellation (MIGO_GR)


Goods Receipts (GR)PLEASE NOTE:


First, let’s perform a goods receipt:• Let’s review how to perform a goods receipt using these instructions

*(To receive multiple assets use these instructions)• Watch as I demonstrate how to perform a goods receipt• Now you try to perform a goods receipt as I walk through the steps with you

Next, let’s edit a goods receipt:• Let’s review how to edit a goods receipt using these instructions• Watch as I demonstrate how to edit a goods receipt• Now you try to edit a goods receipt as I walk through the steps with you

Then, let’s try a goods receipt reversal:• Let’s review how to reverse your goods receipt using these instructions• Watch as I demonstrate how to reverse a goods receipt• Now you try to reverse your goods receipt as I walk through the steps with you

Finally, let’s do a goods return:• Let’s review how to do a goods return using these instructions• Watch as I demonstrate how to do a goods return• Now you try to do a goods return as I walk through the steps with you

How Did You Do?

Any Questions?

37




Process for Receipts & Invoicing

38


Things to Remember…• When receiving Assets, a serial # & room # must be included on the "Where" tab of the goods receipt

• When receiving a line for freight/shipping remember to “flip-flop” the values and enter the invoicedshipping amount in the quantity field

• Do not…o Reverse a Goods Receipt after the final closing dateo Reverse a Goods Receipt if an invoice has been postedo Perform a Goods Return if an invoice has been postedo Performs a Goods Return without a Return Merchandise Authorization reference # form the Vendor

• To prevent auditing concerns, the person that creates the requisition and receives it online (MIGO_GR)SHOULD NOT be the same person that opens the box, signs packing slips, and confirms delivery ofthe requested items

• For multi-line PO's, a goods receipt should be done for all lines (multiple lines can be included on one goods receiptif all items come in the same shipment)

• Goods receipts are not needed for Framework requisitions or Stock Transport Orders


Review QuestionsQuestion: What is a goods receipt?

• Answer: Process completed any time materials are received against a

standard purchase order

Question: What transaction do you use to perform a goods receipt?

• Answer: MIGO_GR

Question: What type of purchase order requires a good receipt?

• Answer: Standard Purchase Order

Question: What is the difference between a goods return and a goods

receipt reversal/cancellation?

• Answer: A Goods Return is used when you need to return items to the

vendor, a goods receipt reversal/cancellation is used when you need to fix an

error for specific line items within a goods receipt but intend to keep the

materials

Unit 3:Procurement Reports



Unit ObjectivesAt the end of this unit you will be able to…• Understand how to run various procurement reports in SAP• Add report transaction codes to your SAP Favorites folder

PLEASE NOTE: All instructions from this training can be found on the Procurement & Warehousing

Services website: https://www.browardschools.com/pws(See the Requisitioner Training Manual under the Quick Links section of the BCPS Reference Page)

Let’s add the transactions we will need to our favorites folder:

1. Right-click the favorites folder and select Insert Transaction2. Enter the Transaction Code, then press the Green Check :• ME5A (Purchase Requisitions: List Display)• FBL1N (Vendor Line Items)

3. The Transaction codes will appear under your Favorites folder

42




Procurement ReportsSAP Procurement Reports Can…

▪ Show real-time information▪ Be used for ad-hoc reporting▪ Be formatted to your preferred layout▪ Be exported to Excel

Let’s take a look at the home screen for each report below…

TCode Transaction Description

ME5A List Display of Purchase Requisitions (Instructions

ME2K Display List of Purchase Orders

ME2N Display List of Purchasing Documents

ME3N Framework Agreement Report

MK03 Display Vendor Information

FBL1N Vendor Line Item Display

KSB1 Display Actual Cost Line Items for Cost Centers

43


Running & Exporting Reports

Let’s walk through running & exporting a report…▪ First, we will review how to run & export a report using these instructions for ME5A & FBL1N▪ Next, I will show you how to run & export a report▪ Finally, it will be your turn to try running & exporting a report

PLEASE NOTE: All instructions from this training can be found on the Procurement & Warehousing Services website: https://www.browardschools.com/pws(See the Requisitioner Training Manual under the Quick Links section of the BCPS Reference Page)

How Did You Do?

Any Questions?

44

https://www.browarschools.com/pws



Review Questions

Question: What is the transaction code for displaying a purchase order?

• Answer: ME23N

Question: What is the transaction code for displaying a list of purchase

requisitions?

• Answer: ME5A

Question: True or False, the data in SAP is shown in real-time?

• Answer: True

Question: True or False, data can be exported from SAP for reporting?

• Answer: True

SAP Procurement

Class Review



Frequently Used Transactions

Transactions that are used frequently by Requisitioners:

Transaction Code

(Tcode)Transaction Description

ME51N Create Purchase Requisition

ME52N Edit Purchase Requisition

ME53N Display Purchase Requisition

ME23N Display Purchase Order

MIGO_GR Goods Receipt

Goods Receipt Reversal/Cancellation

Goods Return

MB02 Edit Goods Receipt

ME5A Display Purchase Requisitions

For a complete list of Frequently Used Transactions click here

47


**Additional Information**

Purchasing Card (Pcard):Prohibited P-Card Purchases

• Personal Transactions• Capital Items• Chemicals• Money Orders• Internal Funds (except Business Support Center)

• Grants• Federal Funds• All Technology Equipment (including computers,

printers and office machines)

Additional Information on the Purchasing Card Program (including policies & procedures) can be found here: https://www.browardschools.com/Page/36176



Procurement Commodities & Contact Information:

Commodity NamePGrp

ID

Purchasing

Specialist

Specialist

Contact #Academics/Student Services ACS Dena Gendason (754) 321-0502Business Operations Products BOP Dailys Henriquez (754) 321-0504Business Operations Services BOS William Varandas (754) 321-0543Construction – Major CON Patricia Green (754) 321-0509Facilities/Maintenance/Repair (Inside) FMR Juan Perez (754) 321-0513Food Services/Cafeteria FNS Ann Simpson (754) 321-0506Grounds/Structure/Exterior (Outside) GSE Juan Perez (754) 321-0513Human Resources HRS Ann Simpson (754) 321-0506Janitorial/Custodial Svcs JCS Ann Simpson (754) 321-0506Technology TEC Stacey Sciarrillo (754) 321-0525Transportation/Logistics TRL Juan Perez (754) 321-0513

You may use the Commodity Group Guidelines list as a reference in determining which Specialist is best to contact with your questions.

You may find it under the Material Groups & Commodity Group Guidelines section of the BCPS Reference Page (Link: https://www.browardschools.com/Page/36176)


Procurement Contact Information:Department Managers Email Phone #

Danielle Mamede [email protected] 754-321-0514

Mauricio Stradiotti [email protected] 754-321-0539

Purchasing Agent Email Phone #

Al Shelton [email protected] 754-321-0520

Chuck High [email protected] 754-321-0527

Harmoni Clealand [email protected] 754-321-0539

Karlene Grant [email protected] 754-321-0542

Larissa Seda [email protected] 754-321-0524

Luis Perez [email protected] 754-321-0515

Mayra Tobar [email protected] 754-321-0554

Michelle Wilcox [email protected] 754-321-0503

Shari Francis [email protected] 754-321-0521

mailto:[email protected]












Important Documents:

Visit the BCPS Reference Page of our website for the following documents:• Material Group Lists

• Change Order Request Form (CORF)

• Stock Transport Order (STO) Maintenance Form

• PCard (Application & Cardholder Agreement, Change Form, Policies & Procedures)

• Direct Deposit Form (for Mileage and Travel Reimbursement)(Page Link: https://www.browardschools.com/Page/36176)

Additional Reference Documents:• SAP Security Access Form

• Accounting & Financial Reporting (AFRD) Information(i.e. Chart of accounts, Object Codes, AFRD contact information)

• Accounting & Financial Reporting (AFRD) Contact List



https://browardcountyschools.sharepoint.com/sites/technology/ERP/FORMS/SAP%20Security%20Access%20Form.pdf

http://www.broward.k12.fl.us/Comptroller/cfo/fin-reporting/F_Chartof Accounts.html


Important Links:Procurement & Warehousing Website:https://www.browardschools.com/pws

Procurement & Warehousing Contract Listings:https://www.browardschools.com/Page/32546

Material/Commodity Codes & Guidelines:https://www.browardschools.com/Page/36176

IT Technology Waiver:https://browardcountyschools.sharepoint.com/sites/technology/Standards/SitePages/Welco me.aspx

Accounting & Financial Reporting:http://www.broward.k12.fl.us/comptroller/cfo/fin-reporting/index.html

ERP SharePoint Site:https://browardcountyschools.sharepoint.com/sites/technology/ERP/SitePages/Welcome.aspx




https://browardcountyschools.sharepoint.com/sites/technology/Standards/SitePages/Welcome.aspx

http://www.broward.k12.fl.us/comptroller/cfo/fin-reporting/index.html

https://browardcountyschools.sharepoint.com/sites/technology/ERP/SitePages/Welcome.aspx

SAP PROCUREMENT TRAINING

THANK YOU FOR

JOINING US! ☺

We hope you enjoyed yourself!

INSTRUCTIONS & EXHIBITS

TRAINING INSTRUCTIONS

& EXHIBITS

(Unit 1, Section 1.1, Page 1 of 6)

(ME51N) CREATING A STANDARD REQUISITION

PLEASE NOTE: BEFORE starting a requisition, set-up your Source Determination in Default Values (If you have already set-up Source Determination, skip to Page 3: Creating a Standard Requisition)

SETTING UP SOURCE DETERMINATION 1.) Open ME51N (Create Purchase Requisition) in SAP

2.) Go into the Default Values to set up your Source Determination settings

3.) In the Item Default Values box, check to see if Source Determination is listed 4.) If not listed, select the More Fields button to open the Change Layout box

*PLEASE NOTE: These steps are only to set-up Source Determination; however you can use the same instructions when setting up your default values on your office computer.



5.) Look in the Hidden Fields list for Source Determination 6.) Select Source Determination and add it to the Display Fields list using the arrow in between the lists 7.) Once Source Determination is added to the Display Fields list, select the Copy icon

8.) In the Item Default Values box, check the box next to Source Determination, then select the save icon

9.) Once this setup is complete, there should be a check mark next to Source determination each time open ME51N.

Close the requisition screen and open a new one to

check that it saved correctly.



CREATING A STANDARD REQUISITION

1.) In ME51N, Choose the requisition type 2.) Enter the requisitioner contact information (i.e. full name & phone #) 3.) In Line 1 of the Item Overview section, enter Account Assignment type in the column titled “A”, material # and

quantity, then press Enter

***If Source Determination is working properly the following fields will auto-populate: short text, unit price, val. Price, total value, matl group, PGr, Fixed Vendor, POrg, Agreement, Item)

4.) At the bottom of the requisition screen select the Account Assignment tab, enter your accounting information 5.) Select the Repeat On icon (your accounting information will automatically populate for each additional material entered

on the requisition

2

3

1

5 4



6.) Check all other tabs to ensure that the information has populated correctly (ex: Delivery Address) 7.) Perform a “Check” on your requisition. (If line item 1 contains errors, fix them before entering additional items.)

8.) Continue entering the rest of your lines/materials

9.) Perform a Check to see if there are errors/warning messages that need to be addressed

*If everything is ok in your requisition, you will get a message like this at the bottom

left-hand corner of the screen:

Errors will show with one of the following: • Red Circle = Hard stop, Error MUST be fixed • Yellow Triangle = Warning message/reminder • Green Square = Good, no errors/warnings



10.) This is what a completed requisition screen should look like:

11.) If you are ready to have the requisition approved and converted to a Purchase order Save it using the icon at the top of the requisition screen (See below for instructions on placing a PR on Hold)

12.) Make a note of the requisition # for this order (found at the bottom right-hand corner of the screen)

13.) Once the requisition is saved, you will be brought back to a blank requisition screen

PLACING A REQUISITION ON HOLD ***If you are not able to complete your PR at the time that you start it, you may put it on Hold so you can come back at a later time and finish it

• You can only place a PR on hold if it has no errors for the items currently listed • Once you have entered your PR lines, press the Hold button instead of saving it

• A message will appear at the bottom of the PR screen showing the assigned PR # and confirming it is on hold

*Be sure to make a note of the PR # • To take a PR off hold, open the PR using ME52N (see the instructions for Editing a Standard PR) • Once the PR is open and you have made the needed additions, press the Save button to send it for approval and

conversion to Purchase Order



Back to Unit 1: Requisitions

This Page Left Blank

Intentionally


(ME52N) EDITING A STANDARD REQUISITION

1.) Open ME52N (Change Purchase Requisition) in SAP

2.) Select the Other Purchase Requisition icon

3.) In the Select Document box: enter the requisition #, select purchase requisition, Click Other Document

4.) Your requisition will open with all the details

PLEASE NOTE: • When deleting/editing line item on a purchase requisition (PR) that has already been converted to a PO:

A. Complete a Change Order Request Form (CORF) B. Submit the completed form to [email protected]

• Editing a requisition could include: Deleting a line item, editing the quantity of a material, updating accountinformation, unblocking a requisition, etc.

• To delete lines or unblock requisitions, please see page 4 of this section

http://www.broward.k12.fl.us/supply/internal-forms.html





5.) Update the material information that you need changed, then press ENTER

6.) The Quantity and Val. Price will be updated to reflect the new material quantity 7.) Check your messages to see if any new errors have appeared

8.) To update the delivery address for a material within a requisition, be sure that you are editing the correct line item, and that you select the Delivery Address tab from the Item Detail section

9.) Select the field next to Address, using the search icon open the search box, select the Name, Address, Sort field tab 10.) Enter the name of the location you want these items delivered too

(Using an * at the beginning & end of your search term will make it a “wildcard” search that returns any results with your search term)

6

Shows which line you are editing

7



11.) Select your desired location from the list of results (double-click), then press Enter 12.) A prompt will appear asking if you want to change the address for all items in the requisition

13.) Once you select Yes or No in the prompt, the delivery address will be updated in the Delivery Address tab (If you select Yes to the prompt, the delivery address will update for ALL items in the requisition, if no, only the line item you are editing will be changed)

14.) Once all changes have been made, review the requisition, check the messages again, and save the requisition



DELETING A LINE FROM THE REQ.: 1.) Follow steps 1 – 4 from above 2.) Select/highlight the line of the material to delete from your requisition then select the trashcan icon

3.) You will be prompted to confirm your deletion, select YES


UNBLOCKING A REQUISITION: ***If a requisition was received by the Procurement Department with errors, it will be blocked and sent back to the queue of its creator.

1.) The status of a PR can be checked under the Status tab

a. Purchasing Specialists will leave a reason for the block in either the Blkg Text or the Header fields (depending on the length of the message both fields may be used)

2.) Using ME52N, make the requested corrections to the PR (See instructions on pages 1 – 3 of this section) 3.) Go to the Status tab and select Not Blocked from the Block ID field 4.) Save your changes (***You must unblock a PR for it to be processed)




Intentionally



(ME53N) DISPLAYING A STANDARD REQUISITION

1.) Open ME53N (Display Purchase Requisition) in SAP



4.) Your Requisition information will display, all fields will be blue (indicating they are not editable in this view)

5.) To exit display mode, press the Exit button at the top of the screen


(ME53N) DISPLAYING A STANDARD REQUISITION


Intentionally



(ME51N) CREATING FRAMEWORK REQUISITIONS

(WITH ATTACHED LIST) CREATING A FRAMEWORK REQUISITION 1.) In ME51N, Choose the requisition type 2.) Enter the requisitioner contact information (i.e. name & phone #) in the Header section

3.) In Line 1 Enter the following: a. Enter a “B” in the Item Category Field

b. Enter the letter “K” in the Account Assignment Category field

c. Enter a DETAILED ITEM DESCRIPTION in the Short Text field, DO NOT WRITE “See Attached List” asmain description

4.) Fill in the remaining fields as listed below, then press Enter: a. Quantityb. Unit (Unit of Measure) – should be “AU” for framework requisitionsc. Val. Price (Unit Price)d. Deliv. Datee. Des. Vendor (Vendor #, enter directly or find via the search icon)f. Matl Group (enter directly or select from option list)g. PGr (Purchasing Group)h. POrg (Purch. Organization)

5.) Once you press enter, you will be prompted to enter the order limits on the limits taba. Overall Limit = Total Value (for related line item) + 1% or $10 (whichever is higher)(i.e. If the Total Value for the line is $1,050, the Overall Limit will be $1,060.50, since 1% of total value is higher than $10)b. Expected Value = Total Value (for related line item)

2 1

P00107920

Stamp



(WITH ATTACHED LIST) 6.) When prompted enter the Account Assignment information in the Account Assignment of Limit box

7.) If you have any additional notes or specs that need to be printed on the PO enter them under the Text tab, under the Item Text (print)

ATTACHING YOUR LIST: 8.) To attach your list, click on the Services for Object icon

9.) From the Dropdown select Create, then Create Attachment

Quick Tip: If you will create multiple lines with the same Account Assignment information,

Under the Account Assignment tab, click the Repeat icon on line 1 and the data will repeat

on any lines created afterwards.

PLEASE NOTE:

Attach PDF files ONLY

Save time by making sure all your attachments are in PDF format, or

the PR will be blocked and returned.



(WITH ATTACHED LIST) 10.) Browse your computer for the file you would like to attach, select it, click Open

11.) Once the item has been created you will see a prompt in the bottom left-hand corner of the screen

12.) Perform a “Check” to see if any errors for the line. If yes, fix whatever the prompt specifies.



(WITH ATTACHED LIST)

13.) Save the requisition using the Save icon, and make a note of your requisition # (Noted in the bottom left-hand corner of the screen)

Quick Tip: If you receive an error that the requisition is missing the Bid ID, check the line

being referenced in the error under the Customer Data tab and select a “60” # from

the drop-down list.

(It will usually be the 60-001 if under $5,000)



(WITH ATTACHED LIST)


Intentionally



(ME52N) EDITING FRAMEWORK REQUISITIONS





PLEASE NOTE: When deleting/editing line item on a purchase requisition (PR) that has already been converted to a PO:

C. Complete a Change Order Request Form (CORF) D. Submit the completed form to [email protected]

Quick Tip: Only areas that are white can be edited. If changes need to be made to an item that cannot be edited, the line will need to be

trashed and re-entered.

PLEASE NOTE: • When deleting/editing line item on a purchase requisition (PR) that has already been converted to a PO:

A. Complete a Change Order Request Form (CORF) B. Submit the completed form to [email protected]

• Editing a requisition could include: Deleting a line item, editing the quantity of a material, updating accountinformation, etc.

• To unblock requisitions, please see page 4 of this section





5.) Update the material information that you need changed, then press ENTER

6.) If you need to trash a line and re-enter the correct information: a. Highlight the line to be trashed and click the trash can icon b. Confirm that you want to delete the line by clicking Yes when prompted

7.) Add a new line to the requisition with the correct information (Be sure to fill in all required fields)

8.) Check your messages to see if any new errors have appeared, fix any errors that have a red icon

Quick Tip: If you receive an error that the requisition is missing the Bid ID, check the line

being referenced in the error under the Customer Data tab and select a “60” # from

the drop-down list.

(It will usually be the 60-001 if under $5,000)



9.) To update the delivery address for a material within a requisition, be sure that you are editing the correct line item,

and that you select the Delivery Address tab from the Item Detail section

10.) Select the field next to Address, using the search icon open the search box, select the Name, Address, Sort field tab 11.) Enter the name of the location you want these items delivered too

12.) Select your desired location from the list of results (double-click)

Shows which line from the Item Overview section you are editing

Quick Tip: Using an * at the beginning & end of your search term will make it a “wildcard” search

that returns any results with your search term



13.) Once you press enter, the delivery address will be updated in the Delivery Address tab


15.) You’re changes will be confirmed in the bottom left corner of the screen

UNBLOCKING A REQUISITION: ***If a requisition was received by the Procurement Department with errors, it will be blocked and sent back to the queue of its creator.

1.) The status of a PR can be checked under the Status tab

a. Purchasing Specialists will leave a reason for the block in either the Blkg Text or the Header fields (depending on the length of the message both fields may be used)

2.) Using ME52N, make the requested corrections to the PR (See instructions on pages 1 – 3 of this section) 3.) Go to the Status tab and select Not Blocked from the Block ID field 4.) Save your changes (***You must unblock a PR for it to be processed)

Quick Tip: If a prompt appears asking to change the address for all items in the requisition, select yes ONLY IF you would like the change to take place for all lines, or no if you only want the change to occur on the specified line




Intentionally



(ME53N) DISPLAYING A FRAMEWORK REQUISITION






(ME53N) DISPLAYING A FRAMEWORK REQUISITION


Intentionally



(ME51N) CREATING A STOCK TRANSPORT REQUISITION

PLEASE NOTE: BEFORE starting a requisition, set-up your Source Determination in Default Values (If you have already set-up Source Determination, skip to Page 3: Creating a Stock Transport Requisition)

SETTING UP SOURCE DETERMINATION 1.) Open ME51N in SAP

2.) Go into the Default Values to set up your Source Determination settings



3.) In the Item Default Values box, check to see if Source Determination is listed

4.) If not listed, select More Fields to open the Change Layout box 5.) Look in the Hidden Fields list for Source Determination 6.) Select Source Determination and add it to the Display Fields list using the arrow in between the lists 7.) Once Source Determination is added to the Display Fields list, select the Copy icon

8.) In the Item Default Values box, check the box next to Source Determination, then select the save icon

When Creating a Stock Transport Requisition, your default values should be similar to the box shown here:

• Document Type = Stock Transp Requisition • Item Category = Stock Transfer • AcctAssCat = Cost Center • Delivery Date = Desired delivery date • Plant = 1000 • Stor. Location = Your Storage Location • Requisitioner = Your Name/Person Requesting order • Source Determine = Box Checked



9.) Once this setup is complete, there should be a check mark next to Source determination each time you login to create a requisition. Close the requisition screen and open a new one to check that it saved correctly.

CREATING A STOCK TRANSPORT (STO) REQUISITION 1.) In ME51N, Choose the requisition type 2.) Enter the requisitioner contact information (i.e. name & phone #) 3.) In Line 1 of the Item Overview section:

a. Account Assignment = K, Item Category = U, enter your material # and quantity, then press Enter

***If Source Determination is working properly the following fields will auto-populate: short text, unit price, val. Price, total value, delivery date (Do Not Change the Delivery Date), matl group, PGr, POrg,)

4.) Enter “2000” in the SPlt column (this will auto-populate your Supplying Plant as 2000 for the District Warehouse)

2

3

1

U



5.) At the bottom of the requisition screen select the Account Assignment tab, enter your accounting information 6.) Select the Repeat On icon (your accounting information will automatically populate for each additional material

entered into the requisition)

7.) Perform a “Check” on your requisition. If line item 1 does not include any errors, proceed with the rest of your items. If line 1 includes errors, address those errors before entering additional materials.

8.) Continue entering the rest of your materials

9.) Once you’ve entered your header, materials, and account assignment information, check the messages to see if

there are any errors in the requisition

*If there are any errors or warnings associated with your requisition, they will show in a pop-up box.

*If everything is ok in your requisition, you will get a message like this at the bottom

left-hand corner of the screen:

6 7

PLEASE NOTE: The G/L Account will populate automatically when creating Stock Transport

Requisitions



10.) This is what a completed requisition screen should look like:

11.) If there are no errors, save the requisition (using the icon at the top of the screen) *If errors are found, enter the requested information

12.) Make a note of the requisition # for this order (found at the bottom right-hand corner of the screen)

13.) Once the requisition is saved, you will be brought back to a blank requisition screen




Intentionally



(ME52N) EDITING A STOCK TRANSPORT REQUISITION

THINGS TO KEEP IN MIND: • Editing a requisition could include: Deleting a line item, editing the quantity of a material, updating account

information, etc. • If you have just created/edited/viewed a requisition the information will auto-populate when you open a new

requisition screen





PLEASE NOTE: When making changes to a stock transport requisition that has already been converted to a stock transport order:

A. Complete a Stock Transport Order Maintenance Form B. Submit the completed form via Fax at (754) 321-4775




CHANGING THE QUANTITY OF A MATERIAL: 5.) Update the material information that you need changed, then press ENTER

6.) The Quantity and Val. Price will be updated to reflect the new material quantity 7.) Check your messages to see if any new errors have appeared

6 7



8.) To update the item details for a material within a requisition, be sure that you are editing the correct line item, and that you select the desired tab from the Item Detail section

• Items that can be edited include (but are not limited to): Account Assignment information (Account Assignmenttab), Delivery Address (Delivery Address tab), Contact Information (Contact Person tab)

• When in the Change Purchase Req. mode any field that is white can be edited*

DELETING A REQ. LINE: 9.) Follow steps 1 – 4 from above 10.) Select/highlight the line of the material to delete from your requisition then select the trashcan icon

11.) You will be prompted to confirm your deletion, select YES


Shows which line from the Item Overview section you are editing




Intentionally



(ME53N) DISPLAYING A STOCK TRANSPORT REQUISITION






(ME53N) DISPLAYING A STOCK TRANSPORT REQUISITION


Intentionally



(MIGO_GR) PERFORMING A GOODS RECEIPT

1.) In the SAP Home Screen type MIGO_GR in the search box (or select from your favorites folder)

2.) Select Goods Receipt from the Document Type list

3.) Enter the Purchase Order # that corresponds with the items you are receiving, then press Enter

4.) The items from your PO will appear in the GR Screen. Here is an example:

5.) Close the Item Detail Section (Bottom section) by clicking the icon to the left of the section

a. This will turn the ok and Qty in UnE fields white in the main area of the screen



6.) Check the box in the ok section for each line you are receiving

a. Remember to change the quantity for any lines where you are receiving less than the PO Quantity

7.) Select the Check icon (top of screen) to see if any messages/errors populate

a. If you reduced the quantity for any lines a deficit warning will populate, select the green check to close

the warning

USING THE DELIVERY COMPLETE INDICATOR:

Every GR has a Delivery Complete indicator

If a PO is received in its entirety the Delivery Complete indicator is automatically set

If a PO is received with a quantity that is less than the PO order quantity AND no additional materials will be

received against it, the Delivery Complete indicator can be set manually

(For Example: You order 50 pom-poms. They come in boxes of 24 each. The vendor does not think it profitable to open a box just to give you 2. The vendor contacts you regarding the items and you decide not to pursue the additional 2 pom-poms. You can accept the 48 as your complete order by setting the Delivery Complete indicator)

1.) Follow steps 1 – 7 of the instructions for Performing a Goods Receipt (GR) above

2.) For lines where the received amount is less than the PO order quantity AND no additional items will be

received against the line, select Set next to the Delivery Completed Ind. field

a. This can be found under the Purchase Order Data tab in the Item Detail section

b. Do not set this indicator if you are awaiting backordered items

3.) Select the Post icon to apply your changes, make a note of the material document # (bottom left corner of screen)

PLEASE NOTE: Delivery Complete releases unused funds

back to the budget of the ordering

location, however a Change Order Request

Form (CORF) should be submitted to have

the overall PO balance updated to reflect

the correct information in SAP




Intentionally

Back to Unit 2: Goods Movement



(FOR MULTIPLE ASSETS)

1.) In the SAP Home Screen type MIGO_GR in the search box (or select from your favorites folder)

2.) Select Goods Receipt from the Document Type list

3.) Enter the Purchase Order # that corresponds with the items you are receiving, then press Enter

4.) The items from your PO will appear in the GR Screen.

a. Enter details (if applicable) in the Bill of Lading, Delivery Note, and Header Text fields

5.) Click the Next Item icon to go to the line you want to receive multiple assets on

(The text in the line will turn blue)

6.) Click the Distribute Quantity icon




7.) A tip box will appear, press the green check and the Distribute Quantity box will open

8.) Under the Qty in UnE column enter “1” in each line until you have the total that you would like to receive

a. i.e. for 20 lines, enter “1” 20 times under the Qty in UnE column

b. For this example we are receiving 2 assets, so we enter “1” 2 times

c. Press Check to confirm that the quantity has been accepted

d. Press Adopt to apply the new information

9.) You will be brought back to the Goods Receipt screen, under the Detail Data enter the following:

a. Quantity Tab: Check to make sure the Qty of item being received is “1”




b. Where Tab:

i. Unloading Point = room # where items will be kept

ii. Text Box - Enter ONLY the serial # of the asset into this field (i.e. No "S/N", or "SN #")

c. Click the Item OK box to add a checkmark

d. Then click the Next Item icon to go to the next asset that is being received.

e. Repeat steps A – D until you have finished entering all serial #’s for the assets being received

10.) Once you have added all serial #’s, Check messages to ensure there are no errors

11.) Select Post to save/post the goods receipt

a. If you get a red “bomb” error, you will need to make the corrections specified before you can post the

GR

b. If you get a yellow “triangle” error this is a soft warning, you can proceed but may want to review the

items affected by the warning

12.) Make note of your Material Document #




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Left Blank

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(MB02) EDITING A GOODS RECEIPT

1.) In the SAP Home Screen type MB02 in the search box (or select from your favorites list), press Enter

2.) Enter the following, then press Enter: a. Material Doc # b. Material Doc. Year

3.) The lines that have been received for this PO/Material Doc will be shown (Confirm that these are correct) 4.) Select the Details from Item icon

5.) Enter the line # for the item you are editing

a

b



6.) In the next screen enter the below information, then select Post to save the changes: a. Unloading Point = Room # where item will be locatedb. Text = Serial # of item (if applicable), ONLY the serial # should be entered (i.e. No"SN #" or "S/N")

7.) You will see a confirmation in the bottom left-hand corner of the screen that your changes were posted

b

a




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(MIGO_GR) PERFORM A GOODS RECEIPT

REVERSAL/CANCELLATION

1.) In the SAP Home Screen type MIGO_GR in the search box (or select from your favorites list), press Enter

2.) At the top of the screen select Cancellation from drop-down list

3.) Enter the material Doc. # in the blank space next to the Material Document Field, then press the Execute icon

4.) The lines that have been received under this material document will appear

5.) Close the Item Detail Section (Bottom section) by clicking the icon to the left of the section

a. This will turn the ok field white in the main area of the screen




6.) Check the box under the ok section for the items you want to reverse/cancel the GR for

7.) Once all lines are reviewed, perform a Check to make sure there are no errors, if none then Post the changes to

complete the return

*If there are no errors, you will receive confirmation in the bottom left-hand corner of your screen

8.) Once your changes have been posted you will receive confirmation in the bottom left-hand corner of your screen

9.) You can confirm your reversal by going into ME23N and checking the Purchase Order History tab

Movement Types:

101 – Goods Receipt

102 – Goods Receipt Reversal/Cancellation

122 – Goods Return





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(MIGO_GR) PERFORM A GOODS RETURN

1.) In the SAP Home Screen type MIGO_GR in the search box (or select from your favorites list), press Enter

2.) At the top of the screen select Return Delivery from drop-down list

3.) Enter the material Doc. # in the blank space next to the Material Document Field, then press the Execute icon

4.) The lines that have been received under this material document will appear

In the Detail Data Section:

5.) Under the Quantity tab enter the quantity being returned in the Qty in Unit of Entry



6.) Under the Where tab:

a. select the reason for the return in the Reason for Movement field

b. Check the box next to Item OK at the bottom of the section

7.) Perform a Check to make sure there are no errors, in none then Post the changes to complete the return

*If there are no errors, you will receive confirmation in the bottom left-hand corner of your screen

8.) Once your changes have been posted you will receive confirmation in the bottom left-hand corner of your screen

9.) You can confirm that the return has been applied to the purchase order by going into ME23N and checking the

Purchase Order History tab

Movement Types:

101 – Goods Receipt

102 – Goods Receipt Reversal/Cancellation

122 – Goods Return




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SAP PROCUREMENT REPORTS

1.) The home screens of most SAP Procurement Reports are very similar, the following fields are usually the best to use when entering search criteria (you are not required to fill in every field to search for PR/PO information):

a. Get Varianti. Found at the top of the screen, use this icon to access variants (layouts) that other users

have created for this report.

ii. When searching for variants make sure all fields are blank before clicking execute, thendouble-click on the variant you want to use

iii. If you are looking for a variant you have saved enter your P# in the Created By field

b. Purchase Requisition – requisition number (or list of numbers) you are searching forc. Purchasing Group – Purchasing group listed on PR or POd. Material Group – Material group listed on PR or POe. Scope of List – If this field is white change it to ALV for a better view of report resultsf. Plant – For most users this will be Plant 1000 unless the PR’s/PO’s are for FNS or a Warehouseg. Document Type – If known you can search by the type of requisition

i. (i.e. for Framework Req’s the document type code is “FO”)h. Vendor (or) Fixed Vendor – Use when searching for PR’s/PO’s from a specific vendori. Document Date – The date a PR/PO was processed on

i. Good to use when searching for purchasing documents from a specific date or period

On the following pages you will see examples of the SAP Home/Search Screens for the following reports:

TCode Transaction Description ME5A List Display of Purchase Requisitions ME2K Display List of Purchase Orders ME2N Display List of Purchasing Documents ME3N Framework Agreement Report ME80FN Purchase Order History (General Analyses) MK03 Display Vendor Information FBL1N Vendor Line Item Display KSB1 Display Actual Cost Line Items for Cost Centers



Examples of Procurement Report Home/Search Screens:

ME5A - List Display of Purchase Requisitions



ME2K – Display List of Purchase Orders



ME2N & ME3N – Display List of Purchasing Documents (The screen is the same for both)

*For ME3N Use the Variant titled “ACTIVEAGREE” this can be found by clicking the icon. In the Find Variant box and typing “Active*” in the Variant field

Double click on the variant name to open it



ME80FN – Purchase Order History (General Analyses)

MK03 – Display Vendor Information



FBL1N – Vendor Line Item Display

KSB1 – Display Actual Cost Line Items for Cost Centers




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Back to Unit 3: Procurement Reports


SAP PURCHASING REPORTS (INCL. EXPORTING REPORT DATA)

Open ME5A in SAP (or double-click if in your favorites folder)

There are 2 ways to get search criteria for a report: 1.) Using a variant, and 2.) entering your own criteria

Running a Report with a Variant:

1.) Click the Get Variant icon to select from a list of variants saved by other users

2.) Clear all fields, then select the green check. Double-click the appropriate variant from the list

3.) The variant criteria will appear on the search screen a. To see additional filters that may be applied click the Active (Dynamic Selection) iconb. The Dynamic Selections box will open to show the additional criteria

4.) If applicable enter any additional information needed (i.e. vendor #, requisition #, purchasing group, etc.)

5.) Click Execute to run the report

PLEASE NOTE: The report used for this example will be ME5A, however similar steps can be taken when running other SAP purchasing reports.



Running a Report with Your Own Information:

1.) Enter your search criteria (i.e. Vendor #, requisition #’s, etc.) (Only fields that are not greyed out can have information entered)

a. If entering multiple criteria use the Multiple Selection icon to open the multiple selection box

2.) For ME5A you must select which requisitions you would like to see

Multiple Selection Icon (Turns green when multiple

items are in use)

Enter requisition #’s to search then select the Copy icon (Clock with green check)



3.) If you have additional filters you would like to add, you can use Dynamic Selections (Active icon)

4.) You can select fields that appear in either the Purchase Requisition (Line details) or the Account Assignment (Accounting details) sections

a. Click the drop-down arrow to see the listb. Double-click the filters you want to use, they will appear to the right of the list

i. Enter the criteria

ii. You can further narrow your filters by clicking the Multiple Selections icon, then selectingthe Select box next to the field and choosing the option you want from the MaintainSelections box

5.) Once all of your criteria is entered, click the Execute icon



6.) If there are results for your search criteria they will populate in a new window, if there are no results a message will appear in the bottom left-hand corner of the screen

7.) You can change the report layout by clicking the Change Layout icon, or select a saved layout by clicking the Choose Layout icon

a. If you create your own layout you can save it using the Save Layout iconi. Enter a report name in the Save Layout field. Enter report description in the Name field

ii. Remember to UNCHECK the Default Setting box before saving your layoutiii. If you don’t want anyone else to see you saved layout check the User-Specific box



Exporting Report Results to Microsoft Excel:

1.) To Export your results to an Excel spreadsheet, click the Local File icon 2.) Select Text with Tabs in the Save list in file… box, then click the green check

3.) Click the browse icon next to the Directory field

4.) Select Where you want the report to be saved in the Save In drop-down list 5.) Enter the File Name that you want the report to save as 6.) If not already selected, choose Excel Files (*.xls) from the Files of Type drop-down list 7.) Click Save, then click Generate in the next box

8.) Once the report has saved you will be taken back to the report results and can exit the transaction




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FBL1N - SAP PURCHASING REPORT (INCL. EXPORTING REPORT DATA)

1.) Open FBL1N in SAP (or double-click in your favorites folder)

2.) Enter the Vendor and document information per your search criteria (i.e. Vendor # & Document Status) a. The Company Code should always be SBBC b. In the Line Item Selection section:

i. Select which items you want to view Open Items (OR) Cleared Items (OR) All Items ii. Enter a date into the appropriate field based on the status you select

3.) If Vendor # is unknown, use the search function and search by vendor name

Quick Tip: Using and asterisk (*) at the beginning and end of your search

term will make it a “wild card” search, and will give more results



4.) Double-click on correct vendor from list of search results a. Only select from vendors that start with a “1”

5.) Under the Type section, select the type of documents you want to view a. Normal Items = Regular invoices/credit memos and payment documents b. Special G/L transactions = Retainage documents c. Parked Items = “Parked” documents

6.) Under List Output select or enter “/AP Details” this will display the vendor history (invoice status, invoice date, document #, amount, posting, etc.)

7.) Click the Execute icon

8.) The results will populate in a new screen



9.) The Document Status (STA) is based on the icon next to each line a. Yellow icon = parked documents” awaiting posting b. Red icon = posted invoices awaiting payment c. Green icon = cleared items, that have been paid or cleared

10.) Other Sections that may be useful include the Due Date (DD) , Document Type (TY), Posting Date, PBk a. Due Date (DD):

i. Lightning bolt = overdue ii. Yellow bell = Due iii. Calendar w/date symbol = Not Due

b. Document Type (TY): i. KR = Non-PO Invoice 19xxx ii. RE = PO Invoice 54xxx

iii. KA = Credits or Reversals iv. ZP = Payments v. AB = Data Correction

c. Posting Date: Date Invoice Posted d. PBk = Payment Block (R Issue with 3-way match, ALocked for Payment)

11.) To view payment details:

a. Highlight the line you want to view payment details for b. Click the Menu icon Select Environment Select Display Document



Payment Methods available:



Exporting Report Results to Microsoft Excel:

1.) To Export your results to an Excel spreadsheet, click the Local File icon 2.) Select Spreadsheet in the Save list in file… box, then click the green check

3.) Click the browse icon next to the Directory field

4.) Select Where you want the report to be saved in the Save In drop-down list 5.) Enter the File Name that you want the report to save as 6.) If not already selected, choose Excel Files (*.xls) from the Files of Type drop-down list 7.) Click Save, then click Generate in the next box

8.) Once the report has saved you will be taken back to the report results and can exit the transaction




Intentionally


QUOTE

ABC School Supplies We’ve got everything you need from A to Z!

INVOICE # S123456789 DATE: 12/31/9999

35 Sunnyside Lane, Somewheresville, FL 33333 Phone (987) 654-3210 Fax (987) 654-3211 [email protected]

EXPIRATION DATE 12/31/9999

TO Contact Name School/Department Name Street Address City, ST ZIP Code Phone Customer ID (If applicable)

SALESPERSON CONTACT PAYMENT TERMS DUE DATE

Jane Doe (00) 123-4567 Due on receipt Based on Invoice Date

QTY DESCRIPTION UNIT PRICE LINE TOTAL

1 Desk Cleaning 5.00 5.00

5 Desk Repair 20.00 100.00

5 Desk Chair Repair 20.00 100.00

SUBTOTAL $205.00

SALES TAX $0.00

TOTAL $205.00

Quotation prepared by: Jane Doe, ABC School Supplies

This is a quotation on the goods named, subject to the conditions noted below:

__________________________________________________________________________________________________________________

THANK YOU FOR YOUR BUSINESS!

Back to Presentation

EVALUATION & RATIONALIZATION FORM NON-STATE ADOPTED MATERIALS, REVISED

Form# 2220M

Return e-mail address: Reference Requisition Number

INFORMATION & RATIONALE Publisher/Manufacturer

Address City/State/Zip

Title (including edition and copyright) being considered

GIVE AN EXPLANATION IN THE SPACE BELOW WHY NON-STATE ADOPTED MATERIALS ARE BEING USED

INSTRUCTIONAL USE Intended Subject/Course Grade/Level:

Is this material appropriate for instruction of the county's curriculum for the subject and grade/level as stated? Yes No

What is the primary purpose of the material?

How will the Material be used in the classroom? (check one) Supplementary Major tool for instruction

AUTHORIZATION We have reviewed the listed materials and consider them to be necessary for the subject/course described above. These materials are not counter-productive to the goals or objectives suggested by the district.

School Name: Location #:

Teacher's Signature Department/Grade Level Chairperson's Signature Principal's (or designee's) Signature

Email completed form to [email protected]

Innovative Learning and Arts Use Only

Director Innovative Learning and Arts Date Approved for Processing


EVALUATION & RATIONALIZATION FORM NON-STATE ADOPTED MATERIALS, REVISED

Form# 2220M

PROCEDURES GOVERNING THE EVALUATION AND PURCHASING OF NON-STATE ADOPTED MATERIALS

1. Any instructional materials not previously used/evaluated, which are being considered forpurchase from funds appropriated for instructional materials, to be utilized as supplementarymaterial with the county approved program(s) or as the major tool of instruction in courses wherethere are no county recommended core program materials established and are not on thecurrent or any previous state or district approved instructional materials list, will be approvedonly after completion and submission of the Evaluation/Rationalization Form (MIS 220M) with allsignatures secured. (Authorization per amended Florida Statutes 233.34, 233.43, 233.46, andState Regulation 6A7.702)

2. A committee comprised of three persons at the school level must consider the material. Thefollowing is the composition of personnel for each school committee:

The Teacher using the materials The Department or Grade Level Chairperson The Principal or Designee

3. If, during or after the committee's review of the materials, it is discovered that the material hasbeen previously used/evaluated or was on the state-adopted list at an earlier date, thecommittee would not need to fill out the entire form - only Sections I and II.

4. The school would then forward a copy of the completed evaluation/rationalization form alongwith a copy of the purchase order attached list to the Instructional Materials Department. TheInstructional Materials Department will verify the material being purchased could not have beenacquired through either the state-adopted instructional materials bid program or any other locallyestablished bid with a publisher/manufacturer of instructional materials and send back theapproved evaluation/rationalization form with purchase order attached list so the school mayproceed with completing their online requisitioning transaction.

5. Copies of the evaluation/rationalization form and purchase order attached list should be on file atthe following locations for the duration of use of the materials:

School/Center (submitting request) Instructional Materials


FREQUENTLY USED TRANSACTIONS IN SAP (Budgetkeepers/Bookkeepers/Requisitioners) Transaction

(Tcode) Description Use When You…

PURCHASING TRANSACTIONS ME51N Create Purchase Requisition Are creating a purchase requisition ME52N Edit Purchase Requisition Are editing a purchase requisition ME53N Display Purchase Requisition Are trying to display a specific purchase requisition ME23N Display Purchase Order Are trying to display a specific purchase order

MIGO_GR 1.) Goods Receipt

2.) Goods Receipt Reversal 3.) Goods Return

Are receiving items against Standard PO’s Are reversing a GR Performing a Goods Return

MB02 Edit Goods Receipt Are editing a Goods Receipt

ME5A List Display of Purchase Requisitions Are trying to see a list of purchase requisitions (can specify whether you only want to see closed, partially closed, held, or open requisitions)

ME2K Display List of Purchase Orders Are trying to see a list of purchase req.’s (and/or) purchase orders (can base search criteria on various fields)

ME2N Display List of Purchasing Documents Are trying to see a list of purchase orders ME3N Framework Agreement Report Want to see current agreements and values

ME80FN Purchase Order History (General Analyses) Need to view a list of purchasing documents (has capability to drill down & summarize data) MK03 Display Vendor Information Need to view vendor address/contact information FBL1N Vendor Line Item Display Need to vendor line item display KSB1 Display Cost Line Items for Cost Centers Need to display actual cost line items for cost centers

ADDITIONAL TRANSACTIONS FMBB FM Budgeting Workbench Need to create a budget transfer

FMDOCREV Reverse Budget Entry Documents Need to cancel a budget transfer FMX1 Create Funds Reservation Need to hold funds in reserve FMX2 Edit Funds Reservation Need to change funds reservations FMX3 Display Funds Reservation Need to view funds reservations

S_P99_41000147 Earmarked Funds Journal Need to see a list of funds reservations FMEDD Display Budgeting Documents Need to view the budget document log

FREQUENTLY USED TRANSACTIONS IN SAP (Administrators) Transaction

(Tcode) Description Use When You…

PURCHASING TRANSACTIONS ZMPU_ME55 Collective Release of Purchase Requisitions Want to approve multiple requisition lines and/or requisitions from one screen

ME54N Release Purchase Requisition Want to approve a specific requisition (or specific lines within a requisition) ME53N Display Purchase Requisition Are trying to display a specific purchase requisition ME23N Display Purchase Order Are trying to display a specific purchase order

ME5A List Display of Purchase Requisitions Are trying to see a list of purchase requisitions (can specify whether you only want to see closed, partially closed, held, or open requisitions)

ADDITIONAL TRANSACTIONS FMEDDW List Budget Transaction Documents View a list of budget transaction documents

FMX3 Display Funds Reservation Need to view funds reservations FMAVCRO1 Available Budget Report (AVC) Need to see the Budget Balance in SAP (use for emergencies only)

S_P99_41000147 Earmarked Funds Journal Need to see a list of funds reservations (Start w/ 5)


Area of Responsibility AP Specialist Phone Numbers

Vendors: A, D X, Y, Z, NCS Pearson, Pearson, Staples, and Vendors starting with numbers Brigitte Vazquez 754-321-2290

Vendors Mileage Letters (A-M), & Athletics, Police Cindy Zink 754-321-2277

Vendors - R, T, U, V, W, Toshiba, Konica, Minolta, and Ricoh Gerry Blasco 754-321-2280

Vendors: B, C, S, and Construction invoices Kada Cristensen 754-321-2254

Mail Desk Lois Bland 754-321-2254

Publix & Request for Copies of Invoices and checks Mary Harrison 754-321-2291

Check Distribution Mary Stroecker 754-321-2291

Vendors: Utilities & Food Services Invoices Michael Borrelli 754-321-2293

Check Requests, Expense and Travel Vouchers Michele Marquardt 754-321-2284

Vendors: All Nurses, Consultants, and Office Depot Debbie Plemondon 754-321-2278

Mileage Lettes: (N-Z), Student Financial Aid, IP Vendors, Wires, Serengeti, Uploads Rafeena Amin 754-321-2288

Vendors: E thru L Tina Foster 754-321-2298

Vendors: M, N, O, P, and Q Viviana Plata 754-321-2299

Check Requests, Expense and Travel Vouchers Wanda Radcliff 754-321-2281

Special Projects and Escalated Issues Debbie Plemondon 754-321-2278

Special Projects and Escalated Issues Rafeena Amin 754-321-2288

Accounts Payable Contact List


SAP Procurement 101 - Broward County Public Schools€¦ · SAP PROCUREMENT TRAINING SAP...

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