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PurchasingPurchasingSuper User TrainingSuper User Training
2BRITE Purchasing Super User
Have fun and enjoy the opportunities we have to contribute to SBBC’s future success!
Please turn off or silence cell phones and pagers
Please do not read or send email messages during class time
Respect those speaking and asking questions by keeping side discussions to a minimum
Please do not interrupt the person speaking We will start, break, and end on time All unanswered questions will be placed in
the “Parking Lot” and answers will be distributed later
Welcome and Ground RulesWelcome and Ground Rules
3BRITE Purchasing Super User
LogisticsLogistics
Before we get started ...
4BRITE Purchasing Super User
SAP Master DataSAP Master Data
5BRITE Purchasing Super User
SAP Master DataSAP Master Data
Master Data Records contain information that rarely changes
Using Master Data Records in purchasing documents reduces data entry, errors, and redundancy
Material Master Records include information such as unit of measure, description, and purchasing data
Vendor Master Records include information such as address, contact information, and payment terms
6BRITE Purchasing Super User
Material Request FormMaterial Request Form
A material request form will be completed and submitted to the Data Strategy Group whenever a new Material Master Record needs to be created
7BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Display a Material Master Record
Transaction Code: MM03
8BRITE Purchasing Super User
Vendor Profile FormVendor Profile Form
The Vendor Profile Form must be completed and submitted to the Data Strategy Group whenever a new Vendor Master Record needs to be created
9BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Display a Vendor Master Record
Transaction Code: MK03
10BRITE Purchasing Super User
Purchase RequisitionsPurchase Requisitions
11BRITE Purchasing Super User
Types of Purchase RequisitionsTypes of Purchase RequisitionsThere are three types of Purchase Requisitions that will be discussed in this course:
Standard RequisitionsFramework Requisitions
FNS Commodity Requisitions
Are used for external procurements
Created manually by schools & depts or automatically for MRP items
Used for both materials & services
Can be entered with or without reference to a Material Master Record
Require a Goods Receipt
Are used for external procurements
Can be created using an attached list for orders of 25 or more line items
Are created for items for which pricing is unknown until invoice is received (for example, fuel, landscaping, utilities)
Cannot be used for assets
Invoicing Plan
Generated by FNS department to receive commodities received from government
12BRITE Purchasing Super User
Material Order FormMaterial Order Form
Requestors will provide details about the materials they wish to order by completing a material order form and forwarding it to the appropriate requisitioner
To-Be External Purchase Requisitions2.
Lvl
App
rove
rR
equi
sitio
ner
PR
App
rove
r(P
rinci
pal /
D
ept H
ead)
Req
uest
or
3. Falls under p-card policy?
9. Procure via standard
requisitionME51N
15. Review purchase requisition
ZMPU_ME55
Yes
8. Item on contract?
CCM
17. Add’l approval due to
mat. group?
18. Review purchase requisition
ZMPU_ME55
10. Enter text item or attached list
ME51N
5. Create requisition
ME51N
No
Yes
12. Complete requisition
ME51N
16. Req. approved?
SAP
External
19. Req. approved?Yes
No
13. Pass system budget
check?ME51N
Yes
No
20. Req ready for PO creation
6. Item in warehouse?
CCM
No
Yes
7. Procure via stock
transport requisition
ME51N
No
1. Identify need
2. Fill out
order form
14. Contact Budget
Analyst to resolve issue
4. Procure via p-card
Yes
Yes
No
No
11. Standard / framework req.
ME51N
14BRITE Purchasing Super User
Account Assignment CategoriesAccount Assignment Categories
Each line item on a Requisition must have an Account Assignment Category. The following five account assignment categories will be covered in this course:
– <Blank> - Inventory (Warehouse, PPO, Cafeteria Groceries)
– Z – Asset (Use in Phase 1)– A – Asset (Use in Phase 2)– K - Cost Center– P - Project– Y - Grant
15BRITE Purchasing Super User
Item CategoriesItem Categories
Each line item on a purchase requisition will have an Item Category:
Standard – Used for material line items for which there is a specific quantity/unit price and a goods receipt requirement. The Item Category is left blank. (Ex: items on contract or invoicing plans.)
Limit – Used for line items for which there is a funding limit but not a specific quantity/unit price and no goods receipt requirement The Item Category is B for Limits. (Ex: Attached lists, landscaping, fuel.)
16BRITE Purchasing Super User
Material GroupsMaterial Groups
The Material Group is a code used to group together materials with the same attributes (e.g., office supplies)
The Material Group will be the three-character National Institute of Governmental Purchasing (NIGP) code (e.g., 615 for “Office Supplies, General”
The Material Group will default for those items that have a Material Master Record
For those items that do not have a Material Master Record, the Material Group must be entered on the requisition
17BRITE Purchasing Super User
Organization StructureOrganization Structure
18BRITE Purchasing Super User
Accounting DataAccounting Data
Accounting Object Number of Digits
Fund 3 or 4
Class 1
Function 4
Object 3
Phase 1
Sub-Object 2
Location 4
Type 1
Activity 5
Legacy Line of Coding
Accounting Object Composition
General Ledger (G/L) Account Number
Class + Object + Zeros
Eight Digits
Ex: 5 511 0000
Fund
Previous Fund # + 0 (if required)
Four Digits
Ex: 100 0
Functional Area
Function + Activity + Zeros
Sixteen Digits
Ex: 5101 00000 0000000
Cost Center
Business Area + Type
+ Location + 0
Ten Digits
Ex: 3307 1 1091 0
SAP Accounting String
19BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Display a List of Purchase Requisitions (By Purchasing Group)
Transaction Code: ME5A
20BRITE Purchasing Super User
Purchase Requisition Approval ProcessPurchase Requisition Approval Process
All requisitions are subject to principal / dept head approval
Standard requisitions with items for specific material groups (ex: chemicals) are subject to approval by Curriculum Specialist, Technology, Textbook, or FNS after approval by principal / dept head
All requisitions are subject to final level of approval by area superintendent during a budget freeze
21BRITE Purchasing Super User
Vendor SolicitationsVendor Solicitations
22BRITE Purchasing Super User
Vendor SolicitationsVendor Solicitations
The following types of Solicitations will be discussed in this course:
RFQ ITB/RFQ
For procurements between $5K & $25K
Will now be performed by Purchasing Dept
Will be grouped by Collective Number (Req #)
Can be electronically submitted to vendors (e-mail or e-fax)
For Materials & Services over $25K
Solicitation of bids/proposals will continue in Demand Star
Will be grouped by Collective Number (Demand Star Bid/RFP number)
23BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Create RFQ to Three Vendors Referencing a Standard Requisition
Transaction Code: ME41
24BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Change an RFQ
Transaction Code: ME42
25BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Message Output - RFQ
Transaction Code: ME9A
26BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Create RFQ Referencing a Framework Requisition with an Attached List
Transaction Code: ME41
27BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Create ITB
Transaction Code: ME41
28BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Display RFQ/RFQ/ITB
Transaction Code: ME43
29BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Display RFQ’s by Material Group
Transaction Code: ME4C
Display by Material Group from last exercise Display by Purchasing Group to view RFQ’s
for a given buyer
30BRITE Purchasing Super User
Maintaining QuotationsMaintaining Quotations
Captures vendor responses to RFQ’s, RFP’s, and ITB’s Includes each vendor’s pricing, delivery, and contract
terms Facilitates faster PO/Contract creation by referencing
Vendor quotations Quotations will be maintained for RFP’s and ITB’s from
successful bidders
31BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Maintain a Vendor Quotation
Transaction Code: ME47
32BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Display a Quotation
Transaction Code: ME48
33BRITE Purchasing Super User
ContractsContracts
34BRITE Purchasing Super User
ContractsContracts
The Our Reference field will be the bid number advertised in Demand Star
Can be limited by Plant (Schools & Departments, Food & Nutrition, Warehouses)
Will replace Open PO’s where funds do not need to be encumbered up-front
Can have multiple PO’s issued as releases against them when materials or services are required
Can be for specific items/services or for just a total value (Ex: catalog bids)
35BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Create a Contract Referencing an ITB With Line Items Without Line Item (Value Contract)
Transaction Code: ME31K
36BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Change a Contract
Transaction Code: ME32K
37BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Display a Contract
Transaction Code: ME33K
38BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Display a List of Contracts
Transaction Code: ME3N
39BRITE Purchasing Super User
Purchase OrdersPurchase Orders
40BRITE Purchasing Super User
Purchase Order Text & NotesPurchase Order Text & Notes
Purchase Order text and internal notes can be entered, pasted, or updated on the Texts tabs in either the PO header or the line item details sections.
41BRITE Purchasing Super User
Delivery AddressesDelivery Addresses
The initial delivery address defaults from the storage location, but it can be overridden by either the requisitioner or the buyer by typing an alternate address or selecting a different standard address code on the Delivery Address tab in the line item details section.
42BRITE Purchasing Super User
TolerancesTolerances
The following tolerances apply to purchasing and material documents:
Purchase Order line items can be created for the lesser of 10% or $100 over the value of the Requisition line item
Goods Receipt tolerances are set in the Purchase Order Invoice line items can be paid for the lesser of 1% or $10
over the unit price of the item
43BRITE Purchasing Super User
Types of Purchase OrdersTypes of Purchase Orders
The following Purchase Order types will be discussed in this course:
Standard Framework Emergency Conversion Student Assessment
44BRITE Purchasing Super User
Standard Purchase OrdersStandard Purchase Orders
Standard PO’s are created referencing standard purchase requisitions
Standard purchase order creation can be accomplished through:
– Manual creation by a purchasing agent– Auto PO created by SAP
All items are accepted through a goods receipt Information brought in from requisitions includes:
– Item details– Account assignment category– Delivery addresses– Vendor if specified– Texts
45BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Create a Standard Purchase Order
Transaction Code: ME21N
46BRITE Purchasing Super User
Printing Purchase OrdersPrinting Purchase Orders
Using transaction code ME9F, you can select purchase orders (by PO number, Vendor number, Purchasing Group, etc) that you want to print.
47BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Message Output – Purchase Orders
Transaction Code: ME9F
48BRITE Purchasing Super User
Purchase Orders MaintenancePurchase Orders Maintenance
Purchase Order change requirements will be communicated to Purchasing via a Purchase Order Maintenance form submitted through CAB
49BRITE Purchasing Super User
Purchase Order VersionsPurchase Order Versions
PO Versions are tracked on the Versions tab in the Header section of the PO.
In order for a version to be printable, you must select the Version Completed checkbox or the Complete Version flag.
50BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Change a Standard Purchase Order
Transaction Code: ME22N
51BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Display a Standard Purchase Order
Transaction Code: ME23N
For this exercise, display Purchase Order 450000578 to review PO history
52BRITE Purchasing Super User
Framework Purchase OrdersFramework Purchase Orders
Framework Requisitions are created for: Items Ordered via Attached Lists
– Must be items that cannot be procured with a P-card
– Must be 25 or more line items– Must be non-assets
Items for which pricing is unknown until invoice is received (for example, fuel, landscaping, utilities)
Items to be paid for via Automatic Payment (Invoicing Plan, ex: lease of a portable)
53BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Create a Framework Purchase Order with an Invoicing Plan
Transaction Code: ME21N
54BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Create a Framework Purchase Order – Limits with Attached List
Transaction Code: ME21N
55BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Purchasing Reporting
Transaction Code: ME80FN
56BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Display Purchasing Documents per PO #
Transaction Code: ME2N
57BRITE Purchasing Super User
Demonstration and ExerciseDemonstration and Exercise
Scenario: Display a List of Purchase Orders by Material Group
Transaction Code: ME2C
58BRITE Purchasing Super User
Emergency Purchase OrdersEmergency Purchase Orders
Necessary if P-card cannot be used during emergency
Issued manually by purchasing agents using external numbering during a crisis and created in SAP after the emergency
No purchase requisition required No system approval required since request comes to
the Purchasing Department from principals, department heads or Emergency Operating Center
59BRITE Purchasing Super User
Conversion Purchase OrdersConversion Purchase Orders
Open legacy PO’s will be imported to SAP to support outstanding goods receipts and invoice receipts
The document type for conversion PO’s will be ZCNV Legacy PO numbers will start with a Z for FY2000 PO’s
and later; Y for FY1999 PO’s and earlier The MSA PO number will be in the internal notes tab of
the item details section
60BRITE Purchasing Super User
Student Assessment Purchase OrdersStudent Assessment Purchase Orders
Student Assessment PO’s are created to receive assessment materials into inventory at zero cost
No requisition is required There is no financial impact to the budget There will be one PO for the entire year The document type is ZA
61BRITE Purchasing Super User
Purchase Orders for the Next Fiscal YearPurchase Orders for the Next Fiscal Year
Requisitions for the next fiscal year will have dates later than July 1st
When the PO is being created, change the document date to July 1st of the next fiscal year
PO’s for contract items less than $25K will be automatically generated
In the Texts tab of the PO Header section, enter the standard text note SBBC Next Fiscal Year
62BRITE Purchasing Super User
Auto-Generated Purchase OrdersAuto-Generated Purchase Orders
SAP will automatically convert requisition lines under $25,000 with a valid contract
POs will be ready for purchasing agent review before they are transmitted to vendors
POs will be created per location Auto PO indicator on vendor master and material
master record must be checked
63BRITE Purchasing Super User
Wrap-Up/Q&AWrap-Up/Q&A