Smarter Purchasing User Guide for Goods Receipting Deliveries www.le.ac.uk/smarter purchasing
UNIVERSITY OF LEICESTER 2 Contents 1. Why do we Goods Receipt deliveries?... 3 2. How to Log into SAP... 3 3. How do I get into the Goods Receipting system... 5 4. Before you start... 6 5. How to record the Receipt of Goods... 7 5.1. Entering the Goods Receipt... 8 5.2. Entering the details... 9 5.3. Check for Goods Recipient... 11 5.4. Save the Goods Receipt... 12 6. Reverse the Goods Receipt... 13 7. Need some help?... 14 8. FAQ s... 14
UNIVERSITY OF LEICESTER 3 1. Why do we Goods Receipt deliveries? There are two key reasons: To tell the system that goods have been received so we can pay for them when the invoice arrives. To update stock records for Chemistry and Estates stores. For Smarter Purchasing, we are good receipting items when they are delivered to ensure that we have up to date information on delivery of orders and can ensure we pay suppliers to their agreed payment terms where we have had all the goods delivered we ordered. This guide shows you two things: 1. How to goods receipt 2. How to reverse a goods receipt done in error 2. How to Log into SAP Click on the Start Button, then All Programs: Click on the folder SAP 7.30, and then click on NetWeaver Business Client 3.5
UNIVERSITY OF LEICESTER 4 Check your user name is correct, enter your SAP password and click on Log On If you do not have a SAP account, go to http://www2.le.ac.uk/offices/ithelp/services/sap and follow the instructions to request access. On the application form, tick the boxes for access to Purchasing Reports and Goods Receipt. If you have a SAP account but do not know your SAP password, call the IT Help Desk on 2253 to get your password reset.
UNIVERSITY OF LEICESTER 5 3. How do I get into the Goods Receipting system Use the menu path: Click on Logistics (top of the screen) > Materials Management (left hand side) > Inventory Management > Goods Movement > Goods Movement (MIGO)
UNIVERSITY OF LEICESTER 6 4. Before you start The first time you use Goods Receipting, you need to change your settings once: On the Goods Receipt Purchase Order window, click on the Menu button, then Settings and then Default Values On the Default Values pop up screen: o tick the Propose the OK Function in Future check box o click on the Adopt button
UNIVERSITY OF LEICESTER 7 5. How to record the Receipt of Goods When you receive a delivery for one of the Smarter Purchasing departments, you need to do the following to goods receipt it: Look on the delivery note for the Purchase Order number If no purchase order number is shown, contact your Department Purchasing Expert (see section 7) If a purchase order is shown, follow the process below: 1. Enter the Purchase order number into the Purchase Order number field, and check that the GR goods receipt is 101. 2. Press the Enter button or press the Enter key. The information from the purchase order is displayed in the Goods Receipt window. 3. If you cannot see the Header data, click on the open Header data button
UNIVERSITY OF LEICESTER 8 5.1. Entering the Goods Receipt 4. Enter the actual delivery date as Document Date 5. Enter the supplier s Delivery Note number 6. If there is no Delivery Note, enter No Delivery Note in the delivery note number field
UNIVERSITY OF LEICESTER 9 5.2. Entering the details When you click on a line, the bottom section changes to reflect the line selected You can only see order lines where items remain undelivered. The line selected can only be updated on the tabs at the bottom of the screen; other lines can be updated on the line itself. You can only change details that are displayed in a white field. Either type over the information that is already there, or use a drop down list if available. The OK column is already ticked.
UNIVERSITY OF LEICESTER 10 7. For any line where the goods did not arrive, remove the tick from the OK check box. 8. If you received less than the quantity ordered, overtype the number in the Qty in Unit of Entry column with the actual quantity received. You cannot receipt more than the original order quantity (See FAQs at the end of the guide).
UNIVERSITY OF LEICESTER 11 5.3. Check for Goods Recipient 9. Check the Where tab at the bottom of the screen to see the recipient for the goods. You can also add any comments in the Text field.
UNIVERSITY OF LEICESTER 12 5.4. Save the Goods Receipt 10. Click on the Check button to determine if the goods receipt is correct and display any system messages If you entered a quantity less than the quantity ordered, you will get a warning message. Click on the tick to continue. If you entered a quantity greater than the quantity ordered, you will get an error message. Click on the tick and correct the error. 11. Once all the line items have a green or amber traffic light, click on the Post button to save the goods receipt. 12. Note and record on the supplier s delivery note the goods receipt document number displayed on the message band at the bottom of the screen.
UNIVERSITY OF LEICESTER 13 6. Reverse the Goods Receipt If an error is made when entering a goods receipt, it can be reversed. You can reverse the difference if you have goods receipted a quantity of 10 but only received 7, you can reverse 3. Or you can reverse the whole of the original goods receipt for 10 and start again to goods receipt 7 that were received. 1. Use the menu path: Logistics (top of the screen) > Materials Management (left hand side) > Inventory Management > Goods Movement > Goods Movement (MIGO) 2. On the entry screen, click in the GR goods receipt box and click on the search box. 3. Select 102 from the drop down list. 4. Enter the Purchase order number into the Purchase Order number field 5. Press the Enter button or press the Enter key. The goods that were previously received are displayed. 6. If you want to reverse the difference: a. If there is more than one line, click on the OK check box to remove the tick from the lines not to be reversed. b. Change the quantity received to the quantity that you want to reverse. 7. If you want to reverse the whole of the original receipt, do not make any changes to the order lines. 8. Use the Check and Post buttons to confirm the reversal 9. Record the goods receipt number displayed on the message band at the bottom of the screen. Note: Once you have completed your reversal, change the GR goods receipt box back to 101 and press enter, so that it is ready for you to do your next goods receipt.
UNIVERSITY OF LEICESTER 14 7. Need some help? When you come to use the system, there are many resources to help you. www.le.ac.uk/smarter purchasing Your Smarter Purchasing Departmental team The Smarter Purchasing Website has copies of all training documentation, system demos and answers to frequently asked questions. There are key people in departments that can help you if you are stuck. They are: ITS: Wendy Ferguson, Avril Vilcins and Julie Wetherall CPP: Amanda Fisher, Lyn McCarthy, Mathew Barker and Karen Monger Biochemistry: Barbara Birch, Jeff Morant and Kodou Sallah Chemistry: Sara Mounteney, Chris Goddard and Phil Acton III: Sushila Rambhai, Judith Jackson and Rebecca Draper CTS: Lynne Robertson and Gary Pinch IT Services If the system seems to be broken contact the IT helpdesk on 0116 252 2253 or email ithelp@le.ac.uk 8. FAQ s I need to receipt goods from the same supplier but on different purchase orders. Do I have to enter them on separate screens? No, after you have entered your first purchase order number and pressed the Enter key you can enter another purchase order number and the details will be added to the screen. What if I receive goods and there is no purchase order? Please contact your Departmental Purchasing Expert. What if the supplier has shipped more goods than we ordered? You can only receipt up to the quantity of goods ordered. Note the actual quantity received in the text field on the Where tab and notify your Departmental Purchasing Expert.
UNIVERSITY OF LEICESTER 15 How do I check what goods receipts have been entered against a purchase order? You can display the purchase order and look at its history: 1. Use the menu path: Logistics (top of the screen) > Materials Management (left hand side) > Purchasing > Purchase Order > Display (ME23N) 2. Click on the Other Purchase Order button 3. In the pop up box, enter the Purchase Order number and click on Other Document 4. Click on the Purchase Order History tab to see the Goods Receipts that have been processed 5. Use the arrows to display other History for other Purchase order lines
UNIVERSITY OF LEICESTER 16 How do I add a screen to Favourites? You can add the Goods Receipts screen and the Purchase Order Display screen to favourites so that you do not have to follow the menu paths. 1. Go to the screen that you want to add to favourites 2. Click on Favourites > Add to Favourites 3. Click on OK 4. Next time you want to go to that screen, click on Favourites and then the name of the screen.