Requisition to Check Training

Req to Check (05-14-08) 1

Course Objectives

Requisition to Check Process Check Information Advanced Purchase Requisitions Reporting

Req to Check (05-14-08)

Requisitions 2-8-06

Requisition to Check Process

Req to Check (05-14-08) 3

Procurement Process - Overview

Process Payment
Material Document Purchase Requisition
There is a requirement to purchase materials to repair the belt in Plant 5500 as soon As possible

Purchase Requisition
Funds encumber when a requisition is created.

Invoice
1 2 3 4 5 Ea 321-3 Ea 500-4 EA 349-2 Ea 784-5 Ea 173-6

Purchase Order
1 Ea 3212 Ea 500-

Procurement

Release Strategy

Logistics Invoice Verification Purchasing Division Goods Receipt Monitor Purchase Order Purchase Order Processing

Funds liquidate when a goods receipt is created.

Req to Check (05-14-08)

Requisitions 2-8-06

Purchase Requisition

Purchase Requisition Informal request for goods and/or services created by the department
ME51N Create Purchase Requisition ME52N Change Purchase Requisition ME53N Display Purchase Requisition

Req to Check (05-14-08)

Vendor Information XK03

XK03 Displays Vendor Information
Enter the vendor master number in the vendor field. Press Enter to view vendor information.
1. Enter the Vendor Master Number. 2. Press ENTER.

Req to Check (05-14-08)

Requisitions 2-8-06

Vendor Information XK03

1. If the vendor master number is unknown, click on the Possible Search Entries icon. A separate search screen will appear.

2.

Click-on the UK Vendor Search tab before conducting your search.

3. Type in the vendors name, using the wildcard = (*) asterisk symbol.

Req to Check (05-14-08)

Vendor Information XK03

Vendor Address Types

ZPRO Order from address 0003 Remit to address (Only used by Accounts Payable!)

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

Req to Check (05-14-08)

Requisitions 2-8-06

Purchase Requisition ME51N

Req to Check (05-14-08)

Purchase Requisition ME51N

Req to Check (05-14-08)

10

Requisitions 2-8-06

Purchase Requisition ME51N

Account Assignment: Required. Account type used to pay for the item being ordered. Desired Vendor: Required. Vendor number. Do not enter the vendor name in this field. Vendor Material Number: Not required. Manufacturer part or catalog number. Short Text: Required. Description of item being ordered. Up to 35 characters allowable. Quantity: Required. Quantity of item being ordered. Unit of Measure: Required. Unit of Measure must be recognized by the system. Valuation Price: Required. Cost of the item being ordered. Delivery Date: Required. Use the calendar to select expected delivery date. For NB Requisitions, this field will not appear on the Purchase Order. Requisitioner: Not Required. Name of the end user of this product or service. Req to Check (05-14-08) 11

Purchase Requisitions ME51N

Header Text

Line Item Text

Req to Check (05-14-08)

12

Requisitions 2-8-06

Purchase Requisitions ME51N

Delivery Address Find your delivery address number in SAP! Once the information is entered, you can revise it to accurately reflect your specific delivery location. However, do not free form this area. If you address is not in the system, please contact Jody Reed in Purchasing to have your address added.

Do not free form this area. Input your delivery address number.

Req to Check (05-14-08)

13

Purchase Requisitions ME51N

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

SAVE the document

The system will generate a Purchase Requisition number.

Req to Check (05-14-08)

14

Requisitions 2-8-06

Approval Process

Release Strategy Approval process based on assigned roles and respective dollar amounts
SBWP Office Workplace / Workflow

Req to Check (05-14-08)

15

Approvers roles are based on predefined Release Strategies

that reflect their assignments and respective dollar levels.

Approval Process - SBWP

Approvers can Reject, Reserve or Approve a Purchase

Requisition.

All purchase requisitions must be approved before Purchasing

can process a Purchase Requisition into a Purchase Order.

Req to Check (05-14-08)

16

Requisitions 2-8-06

Approval Process - SBWP

Purchase Requisition Levels of Approval

Level 1 - $0 to $9,999.99 per document Level 2 - $10,000 and over per document Level 3 Vehicles or computer purchases greater than $10K

Req to Check (05-14-08)

17

Purchase Order

Purchase Order Formal request for goods and/or services created by Purchasing and sent directly to the vendor via
Fax Email or US Postal Mail

ME23N Display Purchase Requisition ME53N Display Purchase Order

Req to Check (05-14-08)

18

Requisitions 2-8-06

Purchase Requisition Status ME53N

Has a Purchase Order been created?

Go to ME53N Click-on the Other Document icon Input the Requisition # & Press ENTER

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

Req to Check (05-14-08)

19

Purchase Requisition Status ME53N

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

Req to Check (05-14-08)

20

Requisitions 2-8-06

Release Strategy Information ME53N

Release has not been completed on this PO.

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

Release has been completed on this PO.

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 Req to Check (05-14-08) 21

Purchase Requisition Status ME53N

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.

Req to Check (05-14-08)

22

Requisitions 2-8-06

Purchase Requisition Status ME53N

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

Req to Check (05-14-08)

23

Purchase Order ME23N

Header

Overview

Document Overview

Line Item Detail

Req to Check (05-14-08)

24

Requisitions 2-8-06

Purchase Order Information ME23N

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

Req to Check (05-14-08)

25

Purchase Order Information ME23N

When was the PO sent to the vendor?

1. Click on the Messages Tab from PO Display.

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

Req to Check (05-14-08)

26

Requisitions 2-8-06

Purchase Order Encumbrances ME23N

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.

Req to Check (05-14-08)

27

Purchase Order Encumbrances ME23N

NOTE: If the encumbrance line is blank, that means there isnt 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.

Original PO amount: $6,000.00 PO Expenses to date: $2,958.15$100.00Encumbered amount:: $2,941.85

Req to Check (05-14-08) 28

Requisitions 2-8-06

Goods Receipt

Goods Receipt Online receiving process

MIGO Goods Receipt Movement

Req to Check (05-14-08)

29

Goods Receipt - MIGO

Req to Check (05-14-08)

30

Requisitions 2-8-06

Goods Receipt - MIGO

1. 2.

Go to MIGO

Select A01 Goods Receipt from the drop-down menu

3. Type the Purchase Order number in the PO prompt field 4. Press ENTER

Req to Check (05-14-08)

31

Goods Receipt - MIGO

5. Highlight the line item you would like to receive against.

Req to Check (05-14-08)

32

Requisitions 2-8-06

Goods Receipt - MIGO

6.

Complete the Where tab. This tab is optional.

7. Complete the Quantity tab. This tab is required.

8. Select Item OK 9. Click the Save icon.

Req to Check (05-14-08) 33

Logistics Invoice Verification

Logistics Invoice Verification Three-way match (PO, Goods Receipt and Invoice) for payment purposes
Accounts Payable applies the invoice to the Purchase Order and releases payment to the vendor. All vendors default to a payment of Net-30 days.

Req to Check (05-14-08)

34

Requisitions 2-8-06

Check Information
Req to Check (05-14-08) 35

Check Information ME23N

Has payment been made to the vendor for this PO? What is the check number?
1. From ME23N, click on the Purchase Order History tab.

2. Double-Click the Invoice Receipt Number.

Req to Check (05-14-08)

36

Requisitions 2-8-06

Check Information ME23N

3. Click Follow-On Documents.

4. Double-Click Document Number.

Req to Check (05-14-08)

37

Check Information ME23N

5. Double-Click Vendor Name.

Req to Check (05-14-08)

38

Requisitions 2-8-06

Check Information ME23N

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. Req to Check (05-14-08) 39

Check Information ME23N

Additional Vendor Information

Check Information

Vendors Name, City and State

Req to Check (05-14-08)

40

Requisitions 2-8-06

Advanced Requisitions
Req to Check (05-14-08) 41

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.

Req to Check (05-14-08)

42

Requisitions 2-8-06

Document Overview Default ME51N

1. Go to ME51N

2. Click-on Personal Setting

Req to Check (05-14-08)

43

Document Overview Default ME51N

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.

Req to Check (05-14-08)

44

Requisitions 2-8-06

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 users Desktop or My Documents.

Req to Check (05-14-08)

45

Attaching a Quote to a Requisition ME51N

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

Req to Check (05-14-08)

46

Requisitions 2-8-06

Attaching a Quote to a Requisition ME51N

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

Req to Check (05-14-08)

47

Attaching a Quote to a Requisition ME51N

After attaching the quote document, type a note in the Header Text area notifying Purchasing that the quote is already attached and they dont need to wait for a fax copy. Please initial and date this message.

Click on the Save icon

Req to Check (05-14-08)

48

Requisitions 2-8-06

FREE Items on a Requisition ME51N

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

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

Req to Check (05-14-08)

49

S&H Charges on a Requisition ME51N

Shipping and Handling Charges 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.

Req to Check (05-14-08)

50

Requisitions 2-8-06

Reporting
Req to Check (05-14-08) 51

Display Requisition by Acct Assgn - ME5K

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

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. 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.

Req to Check (05-14-08)

52

Requisitions 2-8-06

Execute Report ME5K

1. Type in the Cost Center or WBS Element.

2. Click-on Dynamic Selection Icon to narrow your report search criteria.. Req to Check (05-14-08) 53

Execute Report ME5K

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

3. Select Requisition Date to narrow your search criteria.

5. Input date ranges and Execute Report.

Req to Check (05-14-08)

54

Requisitions 2-8-06

Execute Report ME5K

Double-click the Purchase Requisition Number to view the actual Requisition. Req to Check (05-14-08) 55

Display Purchase Order by Acct Assgn ME2K

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

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. 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.

Req to Check (05-14-08)

56

Requisitions 2-8-06

Execute Report ME2K

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

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

3. Execute Report.

Req to Check (05-14-08)

57

Execute Report ME2K

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

Req to Check (05-14-08)

58

Requisitions 2-8-06

Purchase Order Status Report Z_MMEKPO

PO Open Status Report Z_MMEKPO will list all open POs

for a specific Cost Center.

This report is extremely helpful at the end of year,

especially when you need to clear up encumbrances left open on an account.

Req to Check (05-14-08)

59

Purchase Order Status Report Z_MMEKPO

2. Execute Report.

1. Enter your Cost Center or WBS Element.

Req to Check (05-14-08)

60

Requisitions 2-8-06