Requisitions REQ_300 Requisitions 2-8-06 1 Requisitions 10-16-06 1
Prerequisites and Roles Prerequisites SAP R/3 Awareness and Navigation UK100 Roles Departmental Requisitioners Requisitions 2-8-06 2 Requisitions 10-16-06 2
SAP Process Benefits SAP Process Benefits Standardized and streamlined business practices Timely reporting One-time data entry Real-time access to data, with information in consistent formats Enhanced cost tracking and reporting of costs allocated to designated cost centers and funds centers Documentation audit trail for accountability Improved vendor negotiation and management Requisitions 2-8-06 3 Requisitions 10-16-06 3
Procurement Process - Overview Material Document Process Payment Purchase Requisition There is a requirement to purchase materials to repair the belt in Plant 5500 as soon As possible Purchase Requisition Invoice 1 Ea 321-3 2 Ea 500-4 3 EA 349-2 4 Ea 784-5 5 Ea 173-6 Purchase Order 1 Ea 321-2 Ea 500- Procurement Release Strategy Logistics Invoice Verification Goods Receipt RFQ Request for Quote Monitor Purchase Order Purchase Order Processing Requisitions 2-8-06 4 Purchase Requisition The department responsible can manually pass a requirement for materials to the Purchasing department through a purchase requisition. Approval Process - If the process is started with the purchase requisition, the requisition must be approved by the responsible party. RFQ-Request for Quote the SAP system helps determine possible suppliers through RFQs and existing purchase orders. The SAP system can make price comparisons between quotations, choose the best source based on price, etc. Purchase Order Processing Enter a purchase order through Materials Management. Monitor Purchase Order The buyer/department can monitor the status of the purchase order, goods receipt and invoicing. Goods receipt the SAP system compares the received goods quantity with the purchase order quantity. Logistics invoice verification (LIV) Invoices are checked for accuracy of price and quantity of goods. Payment processing Accounting is responsible for vendor payments. Requisitions 10-16-06 4
Requisition Process Requisition Informal request for goods and/or services created by the department Release Strategy Approval process required for all requisitions Purchase Order Formal request for goods and/or services created by Purchasing and sent directly to the vendor Goods Receipt Online receiving process Requisitions 2-8-06 5 Requisitions 10-16-06 5
Exercises Exercise 1 Create Favorites - ME51N Exercise 2 Set-up Personal Settings * - ME51N Requisitions 2-8-06 6 Read Slide Requisitions 10-16-06 6
Vendor Master Data A vendor master database in maintained in UK s SAP system If a desired vendor is not found in the database: 1.Download the UK Vendor Form from UK s forms page 2.Fax or mail the completed form to Purchasing 3.Purchasing will create the vendor information in SAP Requisitions 2-8-06 7 Requisitions 10-16-06 7
Vendor Master Data Requisitions 2-8-06 8 Requisitions 10-16-06 8
Vendor Master Data XK03 is used to view the entire vendor master record: Enter the vendor master number If unknown use the possible entries functionality on the field Enter the purchasing organization & company code Code = UK00 Requisitions 2-8-06 9 Requisitions 10-16-06 9
Exercises Exercise 3 Display a Vendor XK03 Requisitions 2-8-06 10 Read Slide Requisitions 10-16-06 10
Requisitions Requisitions 2-8-06 11 Requisitions 10-16-06 11
Purchase Requisitions A purchase requisition: An on-line process designed to inform the purchasing office of an internal department s need to acquire a particular good or service. Requisitions 2-8-06 12 Review Slide Requisitions 10-16-06 12
Purchase Requisitions Requisitions 2-8-06 13 Requisitions 10-16-06 13
Do I Need To Create A Purchase Requisition? All POs require a purchase requisition Procurement Card Purchases Items under $5,000 may be purchased using the Procurement Card (following Procurement Card policies-some purchases are not allowed on the Procurement Card) PO s are required for all purchases over $5,000 Requisitions 2-8-06 14 Requisitions 10-16-06 14
Creating a Purchase Requisition ME51N Before creating a Requisition ask these questions: Is the vendor in the system? What are you procuring? Quantity? Unit of Price? Do you have a quote or contract number? Delivery address? Requisitions 2-8-06 15 Anyone in the organization who needs to procure materials can create a purchase requisition with proper access to SAP and authorization to the transaction Tips & Tricks: Keep in mind that processing takes place at the line item level, not the document level. Each line item may have a different account assignment. Each user may set up default values under Personal Settings to automate the entry of Plant, Storage Location, and other fields. Make sure the Item overview section is expanded. If it is not expanded, click the Expand items icon (in the upper left corner of the screen, at the left of the words Item overview ) to expand this section. If you have special instructions for shipping and/or delivery, this must be put in the Line Items text. The Requisitioner can be someone other than the person who enters the requisition information into the system. If K was selected in the Account Assignment category, certain fields will be displayed; If F, P, or X had been selected, a different set of fields would be shown. Campus Purchase Orders can have only one delivery address, while Hospital Purchase Orders can have multiple addresses. Accounts can be split only by percent or quantity they cannot be split based on dollar amount. Requisitions 10-16-06 15
Purchase Requisitions ME51N - Create a Requisition ME52N - Change or Delete Requisition ME53N - Display a Requisition Requisitions 2-8-06 16 Requisitions 10-16-06 16
Creating a Purchase Requisition ME51N Requisitions 2-8-06 17 Input fields: Document Type Type of requisition (NB is Campus requisition; ZB is Hospital requisition) Screen Defaults to Purchase Requisition Account Assignment An indicator that tells the system how the costs of this procurement will be distributed. Desired Vendor Vendor requested for purchase Vendor Material Number Catalog or Manufacturer s number for item being purchased Short Text Description of item being ordered Quantity Quantity of item ordered Unit of Measure Unit (of Measure) must be recognized by system Valuation Price The cost of the item Delivery Date Requested due date for delivery Requisitioner Person who requests the material, not the person who enters requisition Tracking Number Put UK purchasing contract number in this field Requisitions 10-16-06 17
Purchase Requisitions Text Fields Header Text Line Item Text Requisitions 2-8-06 18 Requisitions 10-16-06 18
Purchase Requisitions Text Fields The header text does not follow through to the P.O.!! If information is needed on PO, it must be entered in Line Item text! The line item text does print on the PO! Requisitions 2-8-06 19 Requisitions 10-16-06 19
Delivery Address You MUST enter a delivery address 1. Only one delivery address is allowed per P.O. 2. Go to the Delivery address tab line item detail level. 3. Enter the delivery address number in the Address field. Choose the Possible Entries icon to search 4. The address information will change as a result of the entry in the address field. 5. Every line item requires a delivery address. After you ve created the first line item, go back to the delivery address tab and select the Repeat Address On button. *This feature will apply the deliver address to all line items. Requisitions 2-8-06 20 Must be entered in every requisition. Requisitions 10-16-06 20
Account Assignment Information Under the Account Assignment tab: Enter the appropriate G/L Account number Enter the CC/WBS/IO for the area of cost responsibility G/L Account Number Cost Center Requisitions 2-8-06 21 Requisitions 10-16-06 21
Exercises Exercise 4 Display & Navigate Within a Requisition ME53N Exercise 5 Create a Requisition - ME51N Requisitions 2-8-06 22 Read Slide Requisitions 10-16-06 22
Levels of Approval Based on predefined Release Strategies that reflect assigned roles and respective dollar levels. Purchase Requisition Levels of Approval All purchase requisitions must be approved When approving requisitions, there are be several levels of approval Level 1 - $0 to $9,999.99 per document Level 2 - $10,000 and over per document Some purchases require special approval: all vehicles, any computer purchase greater than $10,000 Approved requisitions provide the Purchasing Department authorization to purchase materials or services Requisitions 2-8-06 23 Release strategies are based on Release code and Release group Will use workflow to route and approve requisitions Here is the approval process as implemented at UK: Requisitions charged to a cost center (account assignment category K) are approved, at a minimum, by the department manager based on dollar limit. $0 to $10,000 Level 1 Business Officer or equivalent Above $10,000 Level 2 Department Head or equivalent Computers Information Technology Vehicles EVP or Provost Requisitions 10-16-06 23
Approvals & Rejections Approver s s Inbox Microsoft Outlook notification to release a Purchase Requisition: Requisitions 2-8-06 24 Release strategies are based on Release code and Release group Will use workflow to route and approve requisitions Here is the approval process as implemented at UK: Requisitions charged to a cost center (account assignment category K) are approved, at a minimum, by the department manager based on dollar limit. $0 to $10,000 Level 1 Business Officer or equivalent Above $10,000 Level 2 Department Head or equivalent Computers Information Technology Vehicles EVP or Provost Requisitions 10-16-06 24
Approvals & Rejections Approver s s Inbox Microsoft Outlook notification if approval is not completed in 30 days Requisitions 2-8-06 25 Release strategies are based on Release code and Release group Will use workflow to route and approve requisitions Here is the approval process as implemented at UK: Requisitions charged to a cost center (account assignment category K) are approved, at a minimum, by the department manager based on dollar limit. $0 to $10,000 Level 1 Business Officer or equivalent Above $10,000 Level 2 Department Head or equivalent Computers Information Technology Vehicles EVP or Provost Requisitions 10-16-06 25
Approvals & Rejections Requisitioner s s Inbox Microsoft Outlook notification when each level of approval (level I or II) has been granted Requisitions 2-8-06 26 Release strategies are based on Release code and Release group Will use workflow to route and approve requisitions Here is the approval process as implemented at UK: Requisitions charged to a cost center (account assignment category K) are approved, at a minimum, by the department manager based on dollar limit. $0 to $10,000 Level 1 Business Officer or equivalent Above $10,000 Level 2 Department Head or equivalent Computers Information Technology Vehicles EVP or Provost Requisitions 10-16-06 26
Approvals & Rejections Requisitioner s s Inbox Microsoft Outlook notification if the requisition has been rejected by the approver Requisitions 2-8-06 27 Release strategies are based on Release code and Release group Will use workflow to route and approve requisitions Here is the approval process as implemented at UK: Requisitions charged to a cost center (account assignment category K) are approved, at a minimum, by the department manager based on dollar limit. $0 to $10,000 Level 1 Business Officer or equivalent Above $10,000 Level 2 Department Head or equivalent Computers Information Technology Vehicles EVP or Provost Requisitions 10-16-06 27
Approvals & Rejections Requisitioner s s Inbox Accessing SAP Workflow from Microsoft Outlook Requisitions 2-8-06 28 Release strategies are based on Release code and Release group Will use workflow to route and approve requisitions Here is the approval process as implemented at UK: Requisitions charged to a cost center (account assignment category K) are approved, at a minimum, by the department manager based on dollar limit. $0 to $10,000 Level 1 Business Officer or equivalent Above $10,000 Level 2 Department Head or equivalent Computers Information Technology Vehicles EVP or Provost Requisitions 10-16-06 28
Rejected Purchase Requisitions 1. Click the Cancel icon to cancel the rejection 2. Make changes to the requisition 3. Click the Save icon to save the revised requisition Requisitions 2-8-06 29 Release strategies are based on Release code and Release group Will use workflow to route and approve requisitions Here is the approval process as implemented at UK: Requisitions charged to a cost center (account assignment category K) are approved, at a minimum, by the department manager based on dollar limit. $0 to $10,000 Level 1 Business Officer or equivalent Above $10,000 Level 2 Department Head or equivalent Computers Information Technology Vehicles EVP or Provost Requisitions 10-16-06 29
Copying a Purchase Requisition ME51N Go to ME51N Display the Document Overview section, select My Purchase Requisitions Select the requisition you would like to copy Requisitions 2-8-06 30 Other icons within the Document Overview window: The adopt icon to copy existing requisition and create a new requisition. The refresh icon (the two blue circular arrows) which refreshed the previous search. The select layout icon to change the layout in which the documents appear Requisitions 10-16-06 30
Copying a Purchase Requisition ME51N To bring the data from the existing document into the requisition, either select the Adopt icon within the document overview section -OR- Drag (with your left mouse key) the document into the shopping cart located at the top of the screen Requisitions 2-8-06 31 To select line item 10 from the purchase req. 10000021 drill down on the requisition, drill down (by selecting the triangle) to the left of the requisition and either drag it to the shopping cart or select the adopt icon within the document overview window. Each line layout also includes the short text to provide more information Requisitions 10-16-06 31
Purchase Requisition Icons Click to change the requisition Click to create a new requisition Requisitions 2-8-06 32 Input Fields: Purchase requisition number Requisitions 10-16-06 32
Changing a Purchase Requisition ME52N You can change a requisition: If a PO has not been created If it has been approved; however, any changes may result in new release strategies You cannot change a requisition after: A purchase order has been created. Purchasing should be notified by email if a change to a PO is needed. Failure to notify Purchasing could result in duplicate shipment. Requisitions 2-8-06 33 Tips & Tricks: Always keep in mind when working with requisitions that the information is itemspecific and does not necessarily apply to all items on the same requisition. Most fields that are not grayed out will accept changes. Also, if you attempt to enter and save a change that is not allowed, SAP will not process it and will present an error message. CAUTION: You may use the Document overview panel to help find the requisition you wish to process. However, do not adopt a requisition from the Document Overview list by dragging a requisition number to the shopping basket. This action results in adding the line items from the adopted requisition to the requisition current displayed. Just double-click on the requisition in the list to choose it. Requisitions 10-16-06 33
Types of Changes Line item (Add or Delete) Account assignment category Quantity Delivery date Account assignment details Delivery address Item text Requisitions 2-8-06 34 Add item Enter item and ordering information on next available line in Item Overview section. Delete item Select item. Click on Delete (Trash can) icon. The item will continue to display, but the Delete (Trash can) icon will appear in the item s status field. No further processing may take place for an item in delete status. It can be reversed by using the restore function located in the Delete icon drop-down Account assignment category - Highlight the existing account assignment category and overwrite it with the new account assignment category. Change quantity Highlight existing quantity and overwrite it with the new quantity. Delivery date Highlight existing delivery date and overwrite it with the new delivery date. Account assignment details - If you have changed the account assignment category to one which requires details, the Account Assignment tab will open for you to enter information, such as cost center and WBS element. If the existing account assignment contained details, you may open the Account Assignment tab and change the cost element details. You may change from single account assignment to multiple or vice versa. You may change the distribution type and values for multiple account assignment items. For instance, you may change a percentage distribution from 50/50 to 60/40. You may delete or add WBS elements in multiple account assignment items. Delivery address You may open the Delivery address tab and change or overwrite the existing delivery address. Item text Select Texts tab in Item details section. You may edit or delete existing Item notes and Item texts. Header note Select Header text and you may edit or delete an existing Header note or add a new one. Requisitions 10-16-06 34
Cancel a Purchase Requisition ME52N If a PO has been created, the requisition MAY NOT be cancelled. You must contact Purchasing by email to cancel the requisition. If a PO has not been created, the requisition MAY be cancelled. Go to transaction code ME52N. Requisitions 2-8-06 35 Tips & Tricks: Always keep in mind when working with requisitions that the information is itemspecific and does not necessarily apply to all items on the same requisition. If you attempt to close a requisition that is not allowed, SAP will not process it and will present an error message. Requisitions 10-16-06 35
Cancel a Purchase Requisition ME52N 1. Highlight the entire line item or items to be deleted 2. Click on the Garbage Can icon to delete 3. Click on the Save icon to save the information Requisitions 2-8-06 36 Tips & Tricks: Always keep in mind when working with requisitions that the information is itemspecific and does not necessarily apply to all items on the same requisition. If you attempt to close a requisition that is not allowed, SAP will not process it and will present an error message. Requisitions 10-16-06 36
Requisitions to Purchase Orders PO Numbering Scheme: 45 Campus 47 Hospital Patient Care Only 48 Subawards All invoices will be sent to Accounts Payable (Campus) or Hospital Accounting (Hospital) A PO can be changed and/or deleted prior to a completed goods receipt. Please be sure to notify Purchasing by email if a change to a PO is needed. Requisitions 2-8-06 37 Requisitions 10-16-06 37
Reporting Requisitions 2-8-06 38 Requisitions 10-16-06 38
Key Points about Reports in SAP Most reports are: Run on request Allow users to specify selection criteria Allow users to change output format The report output: Is generated and sent to the screen for viewing Can be printed Some may be downloaded SAP Database Requisitions 2-8-06 39 A report is a program used to list information, which helps a user make a business decision SAP uses reports to retrieve master data and transactional data, and displays the information in a clear and concise document Effective business decisions require information that is timely, relevant and accurate. SAP contains vast storage business data, but without reports and other analytical tools, this data is of little use. Reports enable businesses to translate information into decisions. Requisitions 10-16-06 39
Effective Reporting Identify the criteria to be reported by: Selecting a Single Value Range of Values Execute the report Send criteria to SAP Database for output Analyze the report Reformat and analyze the output Distribute the report Download and/or print output Requisitions 2-8-06 40 In certain reports, the output can be: Reviewed Formatted Sorted Filtered Drilled into for greater details Exported to Microsoft Excel Printed Graphed Requisitions 10-16-06 40
Display Requisition by Acct Assgn - ME5K ME5K allows you to view and/or monitor the status of requisitions by account assignment 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. Tips & Tricks: The user can restrict the output listing by including more criteria and applies to all reports Changes to the document can not be made in this transaction Requisitions 2-8-06 41 Requisitions 10-16-06 41
Execute Report ME5K After choosing the criteria, click on the Execute icon Focus the search by choosing various criteria Requisitions 2-8-06 42 Possible Input Fields (most of these fields are optional unless otherwise indicated) to define search criteria : Cost Center: Cost center number used on Outline Agreement. WBS Element: Key identifying a WBS element. Order: Number that identifies an order. Asset: Asset number. Sales Document: Number of the sales document. Network: Purchase Requisition: Purchasing requisition number. Material: material master name. Material Group: Material group code. Purchasing Group: Purchasing group code. Scope of List (Required): Determines format of search report. A is used for requisitions. Plant: Plant to which delivery is to be made. UK00 Document Type: Type of purchasing document. Item category: Type of requisition. Account assignment category: Account where costs are allocated. Delivery Date: Date that the items are scheduled to be delivered. Release Date: Date that the requisition needs to be released in order for the buy to fit within the allowable parameters. Materials/Planner Controller: Number of the MRP controller who is responsible for this material. Requisitions 10-16-06 42
Execute Report ME5K Double-click on Requisition to drill-down and view detailed information Requisitions 2-8-06 43 More Possible Input Fields (most of these fields are optional unless otherwise indicated) to define search criteria : Processing Status: Key specifying the current processing status of the requisition. Fixed Vendor: Vendor number. Requisitioner: Note on the requisition identifying for whom the material is being purchased. Short Text: Short description of the material. Sort Indicator (Required): Specifies the way the list of requisitions is sorted. Assigned Requisitions: Specifies whether or not the list display is to include assigned purchase requisitions. Closed Requisitions: Specifies whether or not the list display is to include closed purchase requisitions. Partly Ordered requisitions: Specifies whether or not the list display is to include partly ordered purchase requisitions. Only Released Requisitions: Specifies whether or not the list display is to include released purchase requisitions. Requisitions for overall release: Specifies whether or not the list display is to include requisitions for overall release. Requisitions for item release: Specifies whether or not the list display is to include requisitions for item release. Get Variant: Files icon to list available variant ABAP programs Dynamic Selections: Selection icon to select by one of 51 specific requisite fields. All Selections: Selection icon toggles between expand and collapse selections. Requisitions 10-16-06 43
Exercises Exercise 6 Create a Report - ME5K Requisitions 2-8-06 44 Read Slide Requisitions 10-16-06 44
Purchase Orders by Vendor ME2L ME2L allows you to view a list of purchase orders by vendor. Tips & Tricks: The user can restrict the output listing by including more criteria and applies to all reports Changes to the document can not be made in this transaction Requisitions 2-8-06 45 Requisitions 10-16-06 45
Execute Report ME2L Can choose several criteria to limit search Double-click on a PO number to drill-down Click the Execute icon to create the report Requisitions 2-8-06 46 Input fields: Vendor: Info record history for the specified vendor No other required fields, but other selection criteria can be used, such as: Purchasing Document Document Type Vendor Purchasing Group Requisitions 10-16-06 46
Exercises Exercise 7 Create a Report ME2L Requisitions 2-8-06 47 Read Slide Requisitions 10-16-06 47
Exercises OPTIONAL EXERCISES Exercise 8 Display a Purchase Order ME23N Exercise 9 Display a Goods Receipt ME23N Requisitions 2-8-06 48 Read Slide Requisitions 10-16-06 48