Procurement Division. Creating Purchase Requisitions (ME51N) Standard Operating Procedure

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1 Procurement Division Creating Purchase Requisitions (ME51N) Standard Operating Procedure

2 Table of Contents Create a Purchase Requisition... 3 Requisition Header Section... 4 Requisition Item Overview Section... 5 Requisition Item Section Adding an attachment to a Purchase Requisition Checking Completed Purchase Requisitions Create a Purchase Requisition Using Material Numbers Create a Framework Purchase Requisition Change a Purchase Requisition Release Purchase Requisition Checking the status of a Requisition Procurement Division Operating Procedures Appendix C2 Page 2 of 33

Create a Purchase Requisition The Create Purchase Requisition is broken into three sections: Header Item Overview Item The sections can be expanded by clicking to the left.

3 Create a Purchase Requisition The Create Purchase Requisition is broken into three sections: Header Item Overview Item The sections can be expanded by clicking to the left. The following are mandatory fields to create a requisition: Desired Vendor The company you want to order from Purchasing Group A number used to identify you assigned by SAP * Short Text A short description of the item you are ordering PO quantity The number of items you want to order OUn Unit of measure you are ordering in (each, boxes, packages, etc.) Net Price The exact or estimated price of each item you are ordering Currency Typically populated when vendor is selected Material Group A 4 digit account number used to determine your G/L * Purchasing Group A number used to identify you assigned by SAP * Plant A 4 digit number used to identify each school * Cost Center An 8 digit account number from which you want to pay for your order *Set up as defaults Procurement Division Operating Procedures Appendix C2 Page 3 of 33

4 Requisition Header Section Select Purchase Requisition from the drop down list. The requisition Header section contains the Header Note. Information entered in this area will not print on the Purchase Order. This tab is used for notes/messages to Procurement. Procurement Division Operating Procedures Appendix C2 Page 4 of 33

5 Requisition Item Overview Section Begin completing the fields from left to right. Acct. Assignment Cat. Will most often be K Cost Center as set up in defaults to allow for a Goods Receipt (MIGO), however can also be: Z 2 way Cost Ctr. Match Y 2 way Order Match F order Procurement Division Operating Procedures Appendix C2 Page 5 of 33

6 Enter the Short Text, a brief description of the item to be ordered. This field is limited to 40 characters and further details can be included elsewhere. Enter the Quantity Requested The number of items as described in the short text you want to order Enter the Unit of Measure of what you are ordering i.e. pkg, or ea. Your can enter the abbreviation directly or search Procurement Division Operating Procedures Appendix C2 Page 6 of 33

7 There are many to choose from, the most common are listed below. Be sure to choose carefully as this tells the vendor what you are intending to order, a package of paper is much different than a box of paper. Activity Unit Box Bottle Each Feet Years Liter Ounce Pair Pad Package Roll Set AU BOX BT EA FT YR L OZ PAA PAD PKG ROL SET Procurement Division Operating Procedures Appendix C2 Page 7 of 33

8 Enter the Matl Group, if you set this field up in your Default Values this will be populated. If you need to change it click to search. There are many to choose from, the most common are: 5000 Supplies and Materials Pens, Erasers, Binders, etc Printer Supplies Cartridges, Toner, etc Photocopier Supplies Paper, Staples (for copier), etc Equipment Miscellaneous Stereos, Adding Machines, etc. Procurement Division Operating Procedures Appendix C2 Page 8 of 33

9 Enter the Valuation (Val.) Price, excluding taxes, and not extended (the cost of one item not multiplied by the number ordered). The Total Value will calculate based on Val. Price and Quantity. Procurement Division Operating Procedures Appendix C2 Page 9 of 33

10 Des. Vendor, if vendor number is known enter it, if the vendor number is not known click to open the search box. While on the NSSB Standard (excluding blocked vendors tab begin typing the vendor name, SAP requires the information to be exact. If you are unsure of the exact vendor name * will open the search criteria for example to find Officemax Grand & Toy you could search with *Grand* or Office* etc. Be sure to enter the company code 0055 (this will only search vendors for AVRSB) Click the binoculars or press enter to search Procurement Division Operating Procedures Appendix C2 Page 10 of 33

Some searches result in a number or possible vendors, double click to select the desired vendor. Be sure to choose carefully! If unsure which vendor to select contact procurement for assistance.

11 Some searches result in a number or possible vendors, double click to select the desired vendor. Be sure to choose carefully! If unsure which vendor to select contact procurement for assistance. Note: If you are unable to find your vendor after searching and changing search criteria, a new vendor may need to be set up. This is handled at Regional Office and typically does not take more than one day. To set up a new vendor you must send the complete vendor address along with fax and phone number (if you have them) to The Procurement Division. Be sure to keep a copy of the address for yourself. Procurement Division Operating Procedures Appendix C2 Page 11 of 33

12 Enter the Plant (your location), if you set this field up in your Default Values this will be populated. If you need to change it click to search. Choose your Plant (location) from the list and double click or highlight and click. Procurement Division Operating Procedures Appendix C2 Page 12 of 33

13 All required fields have been entered, press enter Indicates an error on the line, requisitions cannot be saved with errors The error is detailed at the bottom, some errors include: Vendor wasn t entered Purchasing Group wasn t entered Short Text wasn t entered PO quantity wasn t entered OUn (order unit) wasn t entered Net Price is not greater than $0 Material Group wasn t entered Plant wasn t entered Cost Center wasn t entered Procurement Division Operating Procedures Appendix C2 Page 13 of 33

14 Requisition Item Section 1. G/L Account 2. Cost Center 3. Functional Area & Fund G/L Account The G/L Account will be populated by the information provided above in the Matl. Group. This number can change depending on the account is supplies and materials, a few other G/L Accounts include: Equipment Furniture Computer Hardware/Maintenance Travel in Province 1. Cost Centre The first two digits will always be 65. The middle three digits are different for each school, they are the three digit school number. The last three numbers will always be 610. The cost centre will be 65XXX Functional Area & Fund will always be: *This information must be entered for each requisition to ensure all costs are captured correctly* Procurement Division Operating Procedures Appendix C2 Page 14 of 33

15 If there are multiple line items for this requisition you may save the account number so that you do not have to enter it for every line. On the first line, after you have entered the cost centre, click Repeat on. This will save the cost centre for all the line items for the PO you are working on. Procurement Division Operating Procedures Appendix C2 Page 15 of 33

16 When working in the Item Section (lower portion) of the PO be sure to check here to ensure you are on the correct line If more detail, that would not fit in Short Text, is necessary, it can be typed here in the Texts tab. Information entered here will appear below the short text on the PO The steps detailed above are repeated for each line item on the purchase order. Adding a Shipping Line: The steps above should then be repeated to include a shipping line. Procurement Division Operating Procedures Appendix C2 Page 16 of 33

17 Shipping line should be entered: Short text Shipping PO Quantity 1 OUn AU (Activity Unit) Net Price enter price if known, if unknown put an estimate (it can be changed at time of payment). Additional information regarding delivery instructions can be included in the Delivery Address tab, such as an attention line. Click Address Details to open the Delivery Address window Procurement Division Operating Procedures Appendix C2 Page 17 of 33

18 Select more fields expand the Street Address section to Additional delivery instructions can be included here, such as an attention line, c/o or floor. Be sure to save at the bottom, click check to save. Procurement Division Operating Procedures Appendix C2 Page 18 of 33

Adding an attachment to a Purchase Requisition Attachments can be added to your purchase requisition by selecting the Services for Object Any/all attachments to a purchase requisition should be kept

19 Adding an attachment to a Purchase Requisition Attachments can be added to your purchase requisition by selecting the Services for Object Any/all attachments to a purchase requisition should be kept small and simple, things like corresponding quote, list of items, or proof. Large documents and/or pictures should not be attached. Click, then select create, create attachment. Procurement Division Operating Procedures Appendix C2 Page 19 of 33

After all warning have been dealt with browse for the document that you wish

20 You may encounter warning messages, contact the help desk for assistance (updating certain programs may adversely affect others). After all warning have been dealt with browse for the document that you wish to attach, find it and select open Procurement Division Operating Procedures Appendix C2 Page 20 of 33

21 You will be notified The attachment successfully created Procurement Division Operating Procedures Appendix C2 Page 21 of 33

was created To view an attachment double click the line or select.

22 Attached documents can be viewed by clicking the same black arrow, then Attachment list The Service: Attachment list box will display a list of the attachments with details as to who and when the attachment was created To view an attachment double click the line or select. You may also create additional attachments from this window or delete attachments. Procurement Division Operating Procedures Appendix C2 Page 22 of 33

23 Checking Completed Purchase Requisitions Like the Errors (outlined above) there are also Warnings, warnings are for information only and will not stop the Requisition from processing or saving. Procurement Division Operating Procedures Appendix C2 Page 23 of 33

24 When you are satisfied that the requisition is complete and correct click save Record the Purchase Requisition Number that is created and displayed at the bottom of the screen Procurement Division Operating Procedures Appendix C2 Page 24 of 33

25 Create a Purchase Requisition Using Material Numbers A SAP Material Number is a number assigned to products that have been tendered. The Material Number stores all associated information regarding the product such as short text description, price, material group, etc. Using Material Numbers eliminates manually keying information on to the PO. Creating a PO using a Material Number has many of the same steps as noted above. You will still be required to select a vendor. Then in the body of the PO in the Material column enter the material number Procurement Division Operating Procedures Appendix C2 Page 25 of 33

26 Type the material number and press enter. The Short Text, OUm, Net Price, Matl Group, and Text (at bottom) will populate automatically. You will be prompted to enter the Plant, PO Quantity, and account information. You may now enter the next Material Number or text line item of the requisition, or if the requisition is complete review and save (as detailed above. Procurement Division Operating Procedures Appendix C2 Page 26 of 33

Create a Framework Purchase Requisition A framework purchase requisition allows for a total amount to be entered and that amount to be spent over a number of purchases.

27 Create a Framework Purchase Requisition A framework purchase requisition allows for a total amount to be entered and that amount to be spent over a number of purchases. For example, a framework purchase requisition can be done for $ for groceries at a local grocery store, end users may make several trips over a period of time to the grocery store and payment can be issued for each invoice (trip) until the maximum amount has been reached ($200.00) Select Framework Requisin. from the top left section. Enter all line items as you would with a standard requisition. Procurement Division Operating Procedures Appendix C2 Page 27 of 33

28 Change a Purchase Requisition To make a change to an existing Purchase Order, click Other Purchase Requisition Enter the purchase requisition number and select Procurement Division Operating Procedures Appendix C2 Page 28 of 33

29 This will open the selected purchase requisition, however all fields are grey, this is display mode, to make any changes you have to be in change, click Display/Change You may now make changes and or additions to the requisition (follow the same steps as creating a requisition) Review and save when all changes have been made Procurement Division Operating Procedures Appendix C2 Page 29 of 33

30 Release Purchase Requisition As part of Sap MM Workflow procedures requisitions require release by the creators upon completion. This means you can save your requisition at any point and either release it for processing or reopen it and continue to work on it before releasing it for processing. Essentially you can have a number of requisitions saved and partially completed that you can continue to build as needed, they will not be processed into Purchase Orders until you release them. From the SAP Easy Access screen enter ME54N press enter to execute. This transaction can also be found (and added to favorites) using the following path: Logistics Materials Management Purchasing Purchase Requisition Release ME54N Individual Release Procurement Division Operating Procedures Appendix C2 Page 30 of 33

31 ME54N will display your requisition as saved. There is now an additional tab at the top Release Strategy If the requisition you wish to release is not displayed select to change it. Enter the requisition number and click or enter. Procurement Division Operating Procedures Appendix C2 Page 31 of 33

the Requisition indicates the release if complete VERY IMPORTANT!

32 That requisition will now be displayed. The release strategy tab will show indicates the release is possible Click to release the Requisition indicates the release if complete VERY IMPORTANT!!! The release can be undone by clicking You must click after the release to save the changes. Procurement Division Operating Procedures Appendix C2 Page 32 of 33

33 Checking the status of a Requisition In display Requisition, the status of a requisition can be found. If a PO has been generated from the requisition the PO can be found, by scrolling right in the item overview or By checking the Status tab in the Item section at the bottom. If a Goods Receipt has been posted it will also be shown here Procurement Division Operating Procedures Appendix C2 Page 33 of 33

SUGMAYA END USER DOCUMENT FOR MATERIAL MANAGEMENT PURCHASE ORDER FOR PROJECTS

ERP - PROJECT SUGMAYA END USER DOCUMENT FOR MATERIAL MANAGEMENT PURCHASE ORDER FOR PROJECTS TABLE OF CONTENTS 1DOCUMENT CONTROL... 4 1.1 DOCUMENT HISTORY...4 1.2 DISTRIBUTION...4 2. BUSINESS PROCESS...5