Advanced Purchasing PUR_330 v2

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PUR_330

Advanced

Purchasing

Course Objectives

• Advanced Requisitions
• Purchase Requisition Status
• Purchase Order Information
• Reporting
• Check Information
• Workflow

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Advanced Requisitions

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Document Overview Default – ME51N

• Document Overview Display Default
• If you would like your “Document Overview” area to display information for a period greater than one week, you will need to change your Personal Settings.

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Document Overview Default – ME51N

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2. Click-on Personal Setting

1. Go to ME51N

Document Overview Default – ME51N

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3. Click-on the Basic Settings Tab, then go to the Document Overview area.

4. From the Selection Timeframe drop down menu, choose a timeframe that suits your needs.

5. Click-on the Save icon to save all changes.

Attaching a Quote to a Requisition – ME51N

• An electronic quote from a vendor can be attached to any Purchase Requisition.
• However, the quote must be saved as a document to either the user’s Desktop or My Documents.

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Attaching a Quote to a Requisition – ME51N

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1. To attach a quote to a requisition, click-on the Services for Object icon. Select Create and then choose Create Attachment.

Attaching a Quote to a Requisition – ME51N

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To attach the quote, select the document location and name. Then click “Open”. This will attach the document to the Purchase Requisition.

Attaching a Quote to a Requisition – ME51N

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After attaching the quote document, type a note in the Header Text area notifying Purchasing that the quote is already attached and they don’t need to wait for a fax copy.

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Each TEXT message must be followed by your initials and the date.

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Exercise I

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EXERCISE I

-Attach a quote to a requisition

ME51N

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FREE Items on a Requisition – ME51N

• FREE ITEMS on a Purchase Requisition

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• If you have a free item to list on your requisition, create a line item for it and mark the value at $.01.

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Create a Header Text stating that the item(s) will be free of charge.

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S&H Charges on a Requisition – ME51N

• Shipping and Handling Charges

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• Shipping and handling should not be entered as a separate line item. It will be taken care of by Accounts Payable. However, you may put the estimated shipping and handling amount in the Header Text area.

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Delivery Address Information – ME51N

• Delivery Address
• Find your delivery address number in SAP!

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• Once this information is entered, you can revise it to accurately reflect your specific delivery location. However, do not free form this area.

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Input your delivery address number.

Do not free form this area.

Vendor Address Types – XK03

• Vendor Address Types
• ZPRO – Order from address
• 0003 – Remit to address (Only used by Accounts Payable!)

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• When creating a Purchase Requisition always use a vendor number that has a ZPRO grouping.

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Purchase Requisition Status

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Purchase Requisition Status – ME53N

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• Has a Purchase Order been created?
• Go to ME53N
• Click-on the Other Document icon
• Input the Requisition # & Press ENTER

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• The Requisition information will appear on the screen
• View the Requisition status from the Status Tab

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Purchase Requisition Status – ME53N

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Information Tab will tell you if the PO has been created or not.

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Notice:

Purchase Order has not been created yet.

If the Purchase Order has not been created yet, check the Release Strategy Tab to see if a release has been done.

Release Strategy Information – ME53N

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Release has not been completed on this PO.

Release has been completed on this PO.

If the release has not yet been completed, contact the designated approver to release the Purchase Requisition.

If the release has been completed but a PO has still not been created, go to the Contact Person Tab and contact the appropriate Purchasing Group designee for additional information

Purchase Requisition Status – ME53N

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If the PO has been created, it will be displayed in the Status tab area.

To view the PO document, double-click on the Purchase Order number.

Once a Goods Receipt and/or an Invoice posts, it will also be displayed in the Status tab area.

Status tab will also give you GR and/or Invoice Receipt information if available.

Purchase Requisition Status – ME53N

• Use the and arrows to see the Status for each line item on a requisition.

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Exercise II

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EXERCISE II

-Display Purchase Requisition Status

ME53N

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Purchase Order Information

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Purchase Order Information – ME23N

• Viewing the Purchase Order from ME23N can help answer the following questions:
• When was the PO created?

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Purchase Order Information – ME23N

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• When was the PO sent to the vendor?

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1. Click on the Messages Tab from PO Display.

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2. The PO output screen will give you the exact date and time that the PO was sent to the vendor.

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Exercise III

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EXERCISE III

-Check Purchase Order Information

ME23N

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Purchase Order Encumbrances – ME23N

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• What amount is still encumbered on the PO?
1. Click Environment from PO Display.
2. Select “AC Commitment Documents”
3. The next screen will post the encumbered amount for this PO.

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Purchase Order Encumbrances – ME23N

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Original PO amount: $6,000.00

PO Expenses to date: $2,958.15-

$100.00-

Encumbered amount:: $2,941.85

NOTE: If the encumbrance line is blank, that means there isn’t anything left to pay out on the PO. This screen will also show what amounts have been encumbered to which cost centers or WBS elements. This is handy for split accounting.

Exercise IV

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EXERCISE IV

-Viewing Encumbrances

ME23N

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Check Information – ME23N

• Has payment been made to the vendor for this PO?
• What is the check number?

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1. From ME23N, click on the Purchase Order History tab.

2. Double-Click the Invoice Receipt Number.

Check Information – ME23N

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3. Click Follow-On Documents.

4. Double-Click Document Number.

Check Information – ME23N

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5. Double-Click Vendor Name.

Check Information – ME23N

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6. Select Environment & Check Information.

NOTE: If the Check Information option is not available, it means that a check has not been cut to the vendor.

Check Information – ME23N

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Check Information

Vendor’s Name, City and State

Additional Vendor Information

DEMONSTRATION

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DEMONSTRATION I

-Viewing Check Information

ME23N

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S&H Charges on a Purchase Order – ME23N

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2. Double-Click

Invoice Number

3. Click on the Details Tab

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Shipping Costs if applicable will be listed here

What are the shipping charges for this PO?

1. From ME23N, Go to Purchase Order History Tab

Goods Receipt Information - ME23N

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Goods Receipt Information

How many items where received?

Who completed the Goods Receipt?

When was the Goods Receipt completed?

2. Double-Click the Goods Receipt Number

1. From ME23N, go to Purchase Order History Tab

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Goods Receipt Information – ME23N

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Reporting

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Display Requisition by Acct Assgn - ME5K

• ME5K Report
• Lists all Requisitions by account assignment
• Account Assignment: Cost Center or WBS Element

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• This report is helpful if you are trying to find a particular Requisition that was paid for using a specific Cost Center or WBS Element.

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

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Execute Report – ME5K

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1. Type in the Cost Center or WBS Element.

2. Click-on Dynamic Selection Icon to narrow your report search criteria..

Execute Report – ME5K

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3. Select Requisition Date to narrow your search criteria.

4. Click-on the Multiple Selection icon to select a date ranges.

5. Input date ranges and Execute Report.

Execute Report – ME5K

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Double-click the Purchase Requisition Number to view the actual Requisition.

Exercise V

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EXERCISE V

-ME5K Reporting

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Display Purchase Order by Acct Assgn – ME2K

• ME2K Report
• Lists all Purchase Orders by account assignment
• Account Assignment: Cost Center or WBS Element

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• This report is helpful if you are trying to find a particular Purchase Order that was paid for using a specific Cost Center or WBS Element.

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

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Execute Report – ME2K

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3. Execute Report.

1. Type in Cost Center or WBS Element (see area below CC).

2. Input specific date ranges to narrow your search criteria.

Execute Report – ME2K

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Double-click the Purchase Order Number to view the actual Purchase Order.

Exercise VI

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EXERCISE VI

-ME2K Reporting

Purchase Order Status Report – Z_MMEKPO

• PO Open Status Report Z_MMEKPO will list all open POs for a specific Cost Center.

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• This report is extremely helpful at the end of year, especially when you need to clear up encumbrances left open on an account.

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Purchase Order Status Report – Z_MMEKPO

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1. Enter your Cost Center or WBS Element.

2. Execute Report.

Check Information

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Display Document – FB03

• Has a particular Invoice or DAV been paid yet?
• Go to FB03
• Document List
• Type in document number or DAV number

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Display Document – FB03

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1. Double-click on Document List

Display Document – FB03

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2. Type Vendor Invoice Number

Or �DAV Number

2. Click Execute icon to execute the report

Display Document – FB03

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4. Double-click on the Document #

NOTE: Multiple document numbers may be displayed for a single invoice number. However, only one posting will contain check information. You may have to try displaying various postings before finding one which contains check information.

Document Display – FB03

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5. Double-click the Account Short Text

Display Check Information – FB03

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6. Click-on Environment and Check Information

NOTE: If check information does not appear, go back to the Document List and select

another posting from the invoice to view.

Display Check Information – FB03

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Workflow

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Viewing Workflow – ME53N

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• Workflow enables you to see the entire Release Strategy process.
• Select Services for Objects icon
• Click on Workflow
• Then click on the Workflow Overview

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Viewing Workflow – ME53N

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1. Click-on Services for Object icon. Choose Workflow and Workflow Overview.

Viewing Workflow – ME53N

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This screen will give you information regarding the Workflow process (i.e. Status, Purchase Requisition Result and Agent).

For additional information about the Workflow Status, click-on the Display Workflow Log icon.

Viewing Workflow – ME53N

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View: Workflow Chronicle gives the user an overall view of the workflow for the release of this particular Purchase Requisition.

Note: The Details icon will give users an even greater detailed look into the Workflow process.

Viewing Workflow – ME53N

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View: Workflow Agents gives the user the ability to see workflow actions performed by each agent.

Viewing Workflow – ME53N

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View: Workflow Objects gives the user the ability to see workflow actions performed by agents.

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