PROCEDURES TO CREATE A PURCHASE REQUISITION FOR AN OUTSIDE ... · PDF fileprocedures to create...

REVISED 5/22/06 BY C BLACK 1

PROCEDURES TO CREATE A PURCHASE REQUISITION FOR AN

OUTSIDE VENDOR

MENU PATH TO FOLLOW: LOGISTICS > MATERIALS MANAGEMENT >

PURCHASING > PURCHASE REQUISITION > ME51N CREATE

OR

Type ME51N in the “COMMAND FIELD”

OR

DOUBLE CLICK on ME51N in your SAP FAVORITES folder.

CLICK on CLOSE button.


NB PURCHASE REQUISITON IS THE DEFAULT.


To type in the HEADER area click on the EXPAND BUTTON (next to the word

HEADER). Click in the typing area and type your note. Click on the COLLAPSE

BUTTON to save message.


Click on ITEM OVERVIEW to get the purchase requisition screen.


CLICK on the PERSONAL SETTINGS button.


CLICK on the DEFAULT VAULES TAB and then on MORE FIELDS button.


CLICK on PLANT and PURCHASING GROUP fields under the HIDDEN FIELDS

column. Once these lines are highlighted click on the arrow pointing left. This will

move those 2 columns to the DISPLAY FIELD column.


CLICK on the CHECK COPY button. This will save as a default.


The DEFAULT TAB now shows the new values.


PURCH GROUP = 550

ALWAYS PROPOSE = CHECKED

ITEM CATEGORY = STANDARD

PLANT = 55

REQUISITIONER = REQUISITIONER’S INITIALS example CLB

CLICK on the DISKETTE icon at the bottom of the box to save the defaults.

These fields will default in on all of your purchase requisitions that you create. See the

following page for example.


SAMPLE screen with defaults set.


CLICK on the SELECT LAYOUT icon.


VERIFY that SSHE PR Default – do not change is the DEFAULT SETTING. This

setting is used for creation of purchase requisition for outside vendors. If you need to

change the default setting then you will have to HIGHLIGHT the correct layout and then

CLICK on the GREEN CHECK MARK at the bottom of the SQUARE. You will only

need to change the default if Mansfield University creates an unique default for the

university.


STATUS COLUMN – You DON’T enter anything in this column. This column is a

“STATUS” column for the line item you are on.


ITEM COLUMN – DON’T enter anything in this column. SAP automatically assigns a #

to each line for example Line 1, Line 2, etc.


ACCOUNT ASSIGNMENT CATEGORY COLUMN – Enter one of the following

codes:

K = Cost Center

G = Grant

P = Capital Project.

You can just enter the letter or you can use the dropdown box. If you use the dropdown

box then you MUST CLICK on the GREEN CHECK MARK. You can also insert the

most common ones into a PERSONAL LIST by using the PERSONAL LIST icon.

IMPORTANT: NEVER SELECT “A” FOR ASSET BECAUSE YOU WILL GET

AN ERROR MESSAGE. Purchasing will change the account assignment category if

the purchase is for a fixed asset.

NOTE: If you are ordering a piece of equipment > $4999.99, the item will be classed as

a fixed asset. If you are ordering more than one item when the item is a fixed asset, a line

item must be created for each item rather than having one line item with a quantity > 1.

This must be done this way in order for each fixed asset to have its own assigned number.


ITEM CATEGORY COLUMN – LEAVE BLANK


MATERIAL GROUP – Enter the appropriate description from the drop down list. The

list is sorted numerically; however, you can sort alphabetically by CLICKING on the

header MATERIAL GROUP DESCRIPTION.

CLICK on the MATERIAL GROUP you want and then CLICK on the GREEN CHECK.

You can also create a PERSONAL LIST for this section as well by using the

PERSONAL LIST icon.


SHORT TEXT COLUMN– Enter a short description of purchase. Enter a NARRATIVE

DESCRIPTION not a NUMERIC DESCRIPTION. Example: PRINTER rather than

ITEM XN-452.

QUANTITY COLUMN – Enter the quantity you are ordering.

UNIT COLUMN – Enter unit of measurement from the dropdown list by CLICKING on

the correct unit and then CLICK the GREEN CHECK. NOTE: The dropdown can be

sorted alphabetically by the MEASUREMENT UNIT TEXT column. Also you can

create a PERSONAL LIST as well for this area.


DELIVERY DATE – Enter the date the material or service is required. This is more than

likely a projected date.

VALUATION PRICE – Enter the price per unit.

TOTAL VALUE – Will automatically complete.

REQUISITIONER - Will default if you have set up your defaults as previously described.


DESIRED VENDOR – Enter the desired vendor number. If you don’t know the vendor #

then you can search for a vendor by several different options. To get a display of

SEARCH OPTIONS, CLICK on the DESIRED VENDOR field. Normally the

VENDORS PURCHASING search option will come in. There are several different ways

to search. To get a listing, CLICK on the PAPER WITH LINES icon or you can CLICK

on the right and left arrow key icons to look at the different search tabs.

CLICK on the search option that you want to use. In this example I am using VENDORS

PURCHASING.


Type in the vendor name with beginning and ending *’s. By using the *’s you will get a

listing of vendors with that name or with that search word in their name. You can change

the MAXIMUM # OF HITS to whatever # you want. Leaving it at 500, you will get a

listing up to 500 vendors if there are that many vendors with that search term in its name.

CLICK on the GREEN CHECK to execute your search.


HIGHLIGHT the correct vendor and CLICK on the GREEN CHECK. This will populate

the DESIRED VENDOR field. Please be aware that purchasing has the right to change

the desired vendor when they generate a purchase order.

IMPORTANT NOTE: THE VENDOR # MUST START WITH A # 1 when

ordering from an outside vendor.

As with other areas, you can create a PERSONAL LISTING of your frequently used

PURCHASING VENDORS by using the PERSONAL LISTING icon.


PURCHASING ORGANIZATION – Enter LOCL or use dropdown list.

You can now see that the TOTAL VALUE field is populated and that the ACCOUNT

ASSIGNMENT TAB is open to enter information into it.


ACCOUNT ASSIGNMENT TAB – Enter the following information.

G/L ACCOUNT # - This is equivalent in meaning to the Datatel system object code. The

G/L ACCOUNT # is 6 digits.

BUSINESS AREA – 55 for Mansfield University

COST CENTER – This is equivalent in meaning to the Datatel system Fund and Cost

Center. The COST CENTER # is 10 digits.

NOTE: If creating a purchase requisition for a GRANT, then a WBS ELEMENT will be

asked for on the ACCOUNT ASSIGNMENT tab. The WBS ELEMENT can be up to 16

characters.

After entering the REQUIRED FIELDS, CLICK on the MATERIAL DATA TAB.


This is what should be entered on the MATERIAL DATA TAB.

CLICK on the QUANTITIES/DATES TAB.


This is what should be entered on the QUANTITIES/DATES TAB.

CLICK on the VALUATION TAB.


This is what should be entered on the VALUATION TAB.

CHECK the following boxes: GOODS RECEIPT and INVOICE RECEIPT. DO NOT

CHECK the GR NON-VALUATED box.

CLICK on the ACCOUNT ASSIGNMENT TAB.


This is what the ACCOUNT ASSIGNMENT TAB will look like for a purchase from an

outside vendor in which an ACCOUNT ASSIGNMENT of “K” was used. Please notice

that other fields are now completed.

Also, EARMARKED FUNDS field would need to be completed in special cases.

NOTE: If you need to enter MULTIPLE ACCOUNT ASSIGNMENTS for this line item

then CLICK on the MULTIPLE ACCOUNT ASSIGNMENT icon. You can then enter

other account assignments but you CAN NOT mix COST CENTER and WBS

ELEMENTS on the same line item.

CLICK on the SOURCE OF SUPPLY TAB.


This is what should be entered on the SOURCE OF SUPPLY TAB.

CLICK on the STATUS TAB.


This is what the STATUS TAB should look like.

CLICK on CONTACT PERSON TAB.


This is what should be entered on the CONTACT PERSON TAB. Everything should

have filled in from prior entries.

NOTE: You can enter something in the REQUISITION TRACKING NO field if you

want. This is not a required field. This field is used to group requisitions together. For

example, Acquisitions or Periodicals could be entered here. This field can be used as a

search field and to track a requisition through the entire procurement cycle.

MANSFIELD UNIVERSITY IS OPTING NOT TO USE THIS FIELD.

CLICK on the RELEASE STRATEGY TAB.


The RELEASE STRATEGY TAB indicates who is responsible for approving this

particular purchase requisition. In most instances it will be the requisitioner.

CLICK on the TEXTS TAB.


There are several different areas that you can type in text. Some areas the text will print

on the purchase order and other text areas will not print. IMPORTANT: after typing in

the ITEM TEXT area, CLICK on any of the other TEXT options in order to SAVE the

ITEM TEXT.

ITEM TEXT WILL PRINT.

ITEM NOTE WILL NOT PRINT.

CLICK on the DELIVERY ADDRESS TAB.


CLICK on ADDRESS DETAILS on the DELIVERY ADDRESS TAB.


Enter BUILDING NAME AND ROOM # where items are to be DELIVERED. Enter

your TELEPHONE #.

CLICK on the GREEN CHECK and you will get the following screen.


On the SAP TOOLBAR, select PURCHASE REQUISITIONS and then CHECK. This

process will check your purchase requisition for errors.


NOTE: The message “NO MESSAGES ISSUED DURING CHECK” is displayed in the

STATUS BAR if there are no errors.

If you get a MESSAGE SCREEN, (like the example on the following page) then you will

need to address the errors. If the Message type is a WARNING BELL, then you can save

the purchase requisition as is. If the Message type is a RED STOP SIGN, then you need

to fix your errors before saving.


Sample MESSAGES SCREEN. Since these messages are just YELLOW BELLS, you

can proceed with SAVING the purchase requisition.

CLICK on the GREEN CHECK MARK inside the MESSAGE BOX to continue.


Once you know that the purchase requisition is correct, then CLICK on the SAVE icon

(diskette). You will get a purchase requisition number. See the STATUS BAR on the

next page.


NOTE: The message “PURCHASE REQUISITION # CREATED” will be displayed on

the STATUS BAR.

SUGGESTION: MAKE A NOTE OF YOUR PURCHASE REQUISITION #’S

SOMEWHERE UNTIL YOU GET USE TO USING SAP! ONCE YOU ARE

FAMILIAR WITH SAP, YOU CAN LOOK UP A REQUISITION WITHOUT

KNOWING THE #.

CONGRATULATIONS, YOU HAVE NOW COMPLETED A PURCHASE

REQUISITON!


PROCEDURES TO CHANGE A PURCHASE REQUISITION FOR

AN OUTSIDE VENDOR PRIOR TO RELEASE


PURCHASING > PURCHASE REQUISITION > ME52N CHANGE

OR


OR



SAP will pull in the last purchase requisition that you created. If this is not the purchase

requisition that you want to change then you will need to do as follows.


CLICK on the DOCUMENT OVERVIEW ON button.


You will get a listing of your created and not released purchase requisitions. You may

need to do the following steps the first time in order to get this listing.

CLICK on SELECTION VARIANT icon.


CLICK on MY PURCHASE REQUISITIONS.


You will now have a listing of YOUR purchase requisitions that can be changed.

DOUBLE CLICK on the purchase requisition # that you want to change. SAP will bring

in that requisition in DISPLAY mode.


DISPLAY mode is used just so you can verify that this is the correct purchase requisition

that you want to change.


CLICK on the DISPLAY/CHANGE icon (glasses with a pencil). This icon takes you

from CHANGE TO DISPLAY and from DISPLAY TO CHANGE.

You will then be in CHANGE mode.


Once you are in CHANGE mode, you may make changes to any WHITE fields. You

CAN NOT change any GRAY fields.

In this example, I am going to change the QUANTITY and VALUATION PRICE on the

purchase requisition and will only be showing you the fields or tabs that have changed.


I will only be showing you the print screens of the fields or tabs that I affected with the

change.


QUANTITIES/DATES TAB: QUANTITY changed.


VALUATION TAB: VALUATION PRICE and TOTAL VALUE changed.


On the SAP TOOLBAR, select PURCHASE REQUISITIONS and then CHECK. This

process will check your purchase requisition for errors.

NOTE: The message “NO MESSAGES ISSUED DURING CHECK” is displayed in the

STATUS BAR if there are no errors.

If you get a MESSAGE SCREEN, then you will need to address the errors.


Once you know that the purchase requisition is correct, then CLICK on the SAVE icon

(diskette).

NOTE: The message “PURCHASE REQUISITION # CHANGED” will be displayed on

the STATUS BAR.

See the STATUS BAR on the following page.


You have now successfully CHANGED a purchase requisition prior to release.

IMPORTANT: ONCE A REQUISITION IS RELEASED, CHANGES CAN NOT BE

MADE.


PROCEDURES TO DISPLAY A PURCHASE REQUISITION FOR

AN OUTSIDE VENDOR


PURCHASING > PURCHASE REQUISITION > ME53N DISPLAY

OR


OR



SAP will pull in the last purchase requisition that you created. If this is not the purchase

requisition that you want to display then you will need to do as follows.


CLICK on the DOCUMENT OVERVIEW ON button.


You will get a listing of purchase requisitions. You may need to do the following steps

the first time in order to get a listing of your requisitions.

CLICK on SELECTION VARIANT icon.


CLICK on MY PURCHASE REQUISITIONS.


You will now have a listing of YOUR purchase requisitions that can be displayed.

DOUBLE CLICK on the purchase requisition # that you want to change. SAP will bring

in that requisition in DISPLAY mode.


DISPLAY mode is used for viewing a purchase requisition.


PROCEDURES TO COPY A PURCHASE REQUISITION

Locate the purchase requisition that you want to copy by using ME51N - CREATE

PURCHASE REQUISITIONS.

CLICK on the purchase requisition that you want to COPY.

CLICK and DRAG to the SHOPPING CART.


You will get a COPY of the purchase requisition that you chose.

Change applicable fields at LINE ITEM and at ITEM DETAIL tabs.

In this example, I changed the following: QUANTITY, DELIVERY DATE, and

VALUATION PRICE at the LINE ITEM LEVEL. I then went to the ACCOUNT

ASSIGNMENT TAB and changed the G/L ACCOUNT # and COST CENTER.

See the next screen.


I also CREATED another LINE ITEM. If you add a LINE ITEM, then you will need to

complete the LINE ITEM DETAIL TABS as well.


You will notice that I used a WBS ELEMENT on this LINE ITEM. You can mix COST

CENTERS (K) and WBS ELEMENTS (G) on the same purchase requisition.

IMPORTANT: YOU MUST HAVE SEPARATE LINE ITEMS FOR EACH OF THEM.

YOU CAN HAVE MULTIPLE ACCOUNT ASSIGNMENTS WITHIN EACH LINE

ITEM BUT YOU CAN NOT MIX GENERAL LEDGER INFORMATION ON EACH

LINE.

For example: If I wanted to split WINDOWS XP between 3 different WBS

ELEMENTS, then I could by using the MULTIPLE ACCOUNT ASSIGNMENT icon. I

would not be able to code 1 or 2 of the WINDOW XP to a COST CENTER.

Also note that you can switch between LINE ITEM DETAIL for LINE 1 and LINE 2 by

using the UP and DOWN ARROWS in the middle of the screen.


CHECK your purchase requisition for errors before SAVING.


SAVE (diskette icon).


NOTE: The message “PURCHASE REQUISITION # CREATED will be displayed in

the STATUS BAR.


PROCEDURE TO ACCEPT/RELEASE A PURCHASE ORDER

(MIGO)


INVENTORY MANAGEMENT > GOODS MOVEMENT > MIGO – GOODS

MOVEMENT

OR

Type MIGO in the “COMMAND FIELD”

OR

DOUBLE CLICK on MIGO in your SAP FAVORITES folder.

The objective of this manual is to RECEIVE the GOODS ordered on a PURCHASE

ORDER.


Make sure MOVEMENT TYPE, REFERENCE DOCUMENT, and MOVEMENT TYPE

# are correct. In general they should be as follows: A01 GOODS RECEIPT, R01

PURHCASE ORDER, and 101 GOODS RECEIPT. These fields will need to be changed

for RETURNS and SUBSEQUENT DELIVERY.

Enter the PURCHASE ORDER # and CLICK on the EXECUTE icon (clock).

This will bring in the purchase order.


On the GENERAL TAB of the HEADER SECTION verify accuracy of following fields.

DOCUMENT DATE – Defaults but can be changed

POSTING DATE – Defaults but can be changed. This will need to be changed at fiscal

year end depending on when the items were received.

PRINTER ICON - Defaults to INDIVIDUAL SLIP which is used if receiving only one

line item. This field can be changed to the following options: DO NOT PRINT SLIP

(used when correcting errors) or COLLECTIVE SLIP (used when receiving all items).

The COLLECTIVE SLIP will print everything.

Put a CHECK MARK in the box by the PRINTER ICON, if you wish to print a goods

receipt/issue slip.


CLICK on the HIDE OVERVIEW icon to collapse the OVERVIEW TREE area after

selecting PO NUMBER.


This is what the screen will look like after CLOSING OVERVIEW TREE.

MATERIAL TAB should look like this and nothing can be changed.

CLICK on the QUANTITY TAB.


QTY IN UNIT OF ENTRY = Enter quantity received

CLICK on the WHERE TAB.


NOTE: There are NO REQUIRED fields on the WHERE TAB. You may type

something in the GOODS RECIPIENT, UNLOADING POINT, and TEXT fields if you

want. If applicable information was entered in the purchase requisition, then these fields

would default.

CLICK on the PO DATA TAB.

IMPORTANT UPDATE: THE NOTE ABOVE INDICATES THAT THE “TEXT

FIELD” IS AN OPTIONAL FIELD; BUT WE HAVE LEARNED THAT THIS

FIELD TRANSFERS TO THE BUDGET REPORTS. IN THE TEXT FIELD,

ENTER THE INFORMATION YOU WISH TO SEE WHEN YOU ACCESS

YOUR DEPARTMENT’S BUDGET REPORTS. RECOMMENDATION FOR

INPUT: PO NUMBER, VENDOR NAME, INVOICE NUMBER.

THE TEXT FIELD MUST BE COMPLETED FOR EACH LINE ITEM. TO

SAVE YOU TYPING THE SAME INFORMATION FOR EACH LINE ITEM,

REMEMBER TO USE THE “BACK SPACE” FUNCTION WHICH RETRIEVES

PREVIOUS INPUT.


DELIVERY COMPLETED INDICATOR field is defaulted to SET

AUTOMATICALLY. This means that the item is complete and the exact quantity is

received.


CHECK ITEM OK BOX to indicate all information has been entered for this item.


This page is for information purposes only. If there are more line items to RELEASE

then use the PREVIOUS and NEXT DETAIL ITEM icons to navigate to the other lines.


Once you have RELEASED all items that have been received, then CLICK on the

CHECK icon. This will check for any errors.

NOTE: The message “DOCUMENT IS O.K.” will be displayed on the STATUS BAR,

if the document is free of errors.

See the STATUS BAR on next page.


CLICK on the POST button or the SAVE icon (diskette) when all intended items have

been received.

NOTE: The message “MATERIAL DOCUMENT # POSTED” will be displayed on the

STATUS BAR.

See the STATUS BAR on the next page.


PROCEDURES FOR RETURN DELIVERY OF MATERIAL



MOVEMENT

OR


OR


The objective of this section is to UNACCEPT the goods that have already been received

and need returned due to damage or not meeting specifications.


CLICK on MOVEMENT TYPE field and choose A02 RETURN DELIVERY. This will

bring in the last MATERIAL DOCUMENT NUMBER that you used. Use the

OVERVIEW ON/OFF button to determine the material document that requires the

materials to be returned to the vendor if it is not the correct document.


CHANGE the YEAR field if necessary. Such as at year end.

CLICK on the EXECUTE icon (clock). This will bring in the purchase order.


Example of a SAP screen.


IMPORTANT: Make sure that MOVEMENT TYPE is 122 when returning an item to

the vendor.



Change QTY IN UNIT OF ENTRY to the correct quantity.



COMPLETE the following fields:

REASON FOR MOVEMENT - Choose from one of the reasons. HIGHLIGHT the

reason for the return and CLICK on the GREEN CHECK MARK in the box.

TEXT – Type a descriptive reason why item is being returned.

See next page for example.


CLICK on PO DATA TAB.


Sample of PO DATA TAB.


Once you have CHANGED all items that need to be then CLICK on the CHECK button.

This will check for any errors.

NOTE: The message “DOCUMENT IS O.K.” will be displayed on the STATUS BAR if

the document is free of errors.


CLICK on the POST button or the SAVE icon (diskette).


STATUS BAR.

See the STATUS BAR on the next page.


PROCEDURE TO ACCEPT SUBSEQUENT DELIVERY OF A PURCHASE

ORDER



MOVEMENT

OR


OR


The objective of this section is to ACCEPT SUBSEQUENT goods that have been

received.


CLICK on MOVEMENT TYPE field and choose A06 SUBSEQUENT DELIVERY.

This will bring in the last MATERIAL DOCUMENT NUMBER that you used. Use the

OVERVIEW ON/OFF button to determine the material document that requires

subsequent deliveries to be received.


CHANGE the YEAR field if necessary. Such as at year end.

CLICK on the EXECUTE icon (clock). This will bring in the purchase order.


Sample of what SAP screen looks like.



Change QTY IN UNIT OF ENTRY to the quantity received.



DELETE the description in the TEXT field. You may type something in the GOODS

RECEIPIENT, UNLOADING POINT, and TEXT FIELD if you want.

SUGGESTION: If this is last shipment of the item then you may want to type something

like “Final shipment” in the TEXT field just for a reference.

IMPORTANT UPDATE: THE NOTE ABOVE INDICATES THAT THE “TEXT

FIELD” IS AN OPTIONAL FIELD; BUT WE HAVE LEARNED THAT THIS

FIELD TRANSFERS TO THE BUDGET REPORTS. IN THE TEXT FIELD,

ENTER THE INFORMATION YOU WISH TO SEE WHEN YOU ACCESS

YOUR DEPARTMENT’S BUDGET REPORTS.

THE TEXT FIELD MUST BE COMPLETED FOR EACH LINE ITEM. TO

SAVE YOU TYPING THE SAME INFORMATION FOR EACH LINE ITEM,

REMEMBER TO USE THE “BACK SPACE” FUNCTION WHICH RETRIEVES

PREVIOUS INPUT.



Once you have RELEASED all items that need to be then CLICK on the CHECK button.

This will check for errors.

NOTE: The message “DOCUMENT IS O.K.” will be displayed on the STATUS BAR if

the document is free of errors.

CLICK on the POST button or the SAVE icon (diskette) when all intended items have

been received.


STATUS BAR.


YEAR END PROCEDURES FOR GOODS RECEIPT - MIGO

Enter the purchase order number and EXECUTE to bring in the purchase order.


If the HEADER DATA section is not showing, click on the HEADER DATA icon to view.

POSTING DATE: If you RECEIVED the goods PRIOR TO or ON JUNE 30th

, you MUST enter a

POSTING DATE PRIOR TO OR EQUAL TO JUNE 30th

. If you received the goods ON JULY 1st

or LATER, DO NOT do the goods receipt process until we notify you. This notification will probably

be mid to late July. Once you receive this email notification then you will be able to proceed with

the MIGO transaction for all purchase orders whether they were created in the old Fiscal Year or

the new fiscal year.

This is very important for fiscal year end financial statement purposes and the auditors will be

reviewing this as well.

Complete the DETAIL DATA section as you would normally for each line item.

CHECK

POST

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