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Training Training

Welcome to the

Facilities

Contract

Processes

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Introduction

• Welcome and Introductions

• Instructors

• Logistics

• Ground Rules

• Course Objectives

• Course Content

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Benefits of New Processes

• Real-time processing

• Easily track documents

• Point-click functionality

• Purchase Order’s automatically created

• Zero Work Flow Shopping Cart

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By the end of this class, you will be able to:

What’s New

Search a Master Vendor

Create a Facilities Contract

Describe Three way Matching

Goods Receipt Process

Course Objectives

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Course Chapters

Chapter Description

1 What’s New

2 Master Vendor

3 Create a Facilities Contract

4 Create a Facilities PO (see BPP)

5 Goods Receipt Process

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Confirmation/

Goods Receipt Vendor

Payment

Approve

Shopping Cart Purchase

Order

Procurement Process Overview

Create

Shopping Cart

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Shopping Cart Process Flow

Add Items to

Shopping

Cart

Submit

Shopping

Cart

Approve

Shopping

Cart

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Shopping Cart: Key Concepts

Shopping Cart

Used to request the purchase of goods and services from

General Stores Distribution Center and suppliers.

Shopping Carts can be created:

• Blank Shopping Cart

• Copy an existing Shopping Cart

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Document Information

General Data

Item Overview

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Account String Crosswalk

Accounting String: Bryson Elementary

IFS SAP Changes

Fund Fund SACS (Standardized Account Code Structure) Fund - Resource

Area / Org Cost Center

A digit is added at the beginning and two digits at the end

identifies the cost center location, primary location is identified

by “01” or “02” secondary location (i.e., magnet school)

Program Functional Area SACS (Standardized Account Code Structure)

Goal-Function-Program

Object Commitment Item /

GL Account Went from a four digit code to a 6 digit code.

Fund

001 IFS Object

4310

Area

BRY

Program

4170

Org

2589

SAP Fund

010-

Commitment

Item /

GL Account

430010

Cost Center

1258901

Functional Area

Goal

1110-

Function

1000-

Program

14170

Resource

0000

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Account String Wizard

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Account String Wizard

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Course Chapters

Chapter Description

1 What’s New

2 Master Vendor

3 Create a Facilities Contract

4 Create a Facilities PO (see BPP)

5 Goods Receipt Process

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Master Vendor

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Master Vendor

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Master Vendor

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Master Vendor

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Master Vendor

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Master Vendor

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Course Chapters

Chapter Description

1 What’s New

2 Master Vendor

3 Create a Facilities Contract

4 Create a Facilities PO (see BPP)

5 Goods Receipt Process

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Definitions and Process Overview Chapter Objectives

By the end of this Chapter, you will be able to:

Create a Master Contract

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Create a Master Contract - Process Flow

Create a

Master

Contract

Release

Contract

Approve

Contract

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This is a

demonstration only.

Watch as the

instructor shows you

how to complete the

task in SAP.

Demonstration 1:

Create a Master Contract:

Create a Contract with Axis for

$100,000.

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Demo 1

Step 1:

Click “Procurement/Contracts” Tab

Step 2:

Click “Manage Contracts” Link

Step 3:

Click “Create Contract” Link

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Step 1:

Name Your Contract

Step 2:

Type or Search for

Supplier

Step 3:

Select the dates

Step 4:

Select the group

Step 5:

Set the Value

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Step 1:

Change the Item Category

Normal Product Category

Step 2:

Type the Product Category 96700

Step 3:

Type the Value 100,000

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Step 1:

Click on the Header Tab

Step 2:

Click on the Payment Link

Step 3:

Change the Retention to

Applicable (Header)

Step 4:

Set the Retention Rate to 5%

Step 5:

Click the Release Button

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To complete this

exercise

follow the

instructions listed

here.

Exercise 1:

Create a Master Contract

Contract with Axis for

$100,000.

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Course Chapters

Chapter Description

1 What’s New

2 Master Vendor

3 Create a Facilities Contract

4 Create a Facilities PO (see BPP)

5 Goods Receipt Process

Training

Monday, February 04, 2013 33 Thursday, July 11, 2013 33

Course Chapters

Chapter Description

1 What’s New

2 Master Vendor

3 Create a Facilities Contract

4 Create a Facilities PO (see BPP)

5 Goods Receipt Process

Training

Monday, February 04, 2013 34 Thursday, July 11, 2013 34

Goods Receipt: Key Concepts

Goods Receipt

A Goods Receipt acknowledges the receipt of goods

from outside vendors.

Part of 3-way match (Purchase Order, Goods Receipt,

Invoice)

Accounts Payable will not pay an invoice until the Goods Receipt

has been completed.

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Goods Receipt Process Flow

Verify Delivery of

Goods

Access Goods

Receipt

Transaction

Enter PO #

and Quantity

Received

Post Goods

Receipt

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Goods Receipt: Key Concepts

Missing Goods Receipt E-mail

An Automatic e-mail reminder is sent when an invoice is

processed and a Goods Receipt is missing.

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Goods Receipt link

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input PO number

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PO Line Items

Check box to receive line item

Update quantity received for line item

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Click Post to process

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Goods Receipt Material Document

• The System will generate a Material Document number

after a Goods Receipt is posted

• Material document number will be displayed on the

bottom of the screen

Use the Material Document Number to:

• Cancel a Goods Receipt

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Goods Receipt Module Summary

What have you learned so

far?

Do you have any

questions?

You should now be able to:

Post a Confirmation/Goods Receipt

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You have just

completed the Course