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SAP REQUISITIONS

PURCHASE REQUISITIONS

SERVICE REQUISITIONS

CHANGE REQUISITIONS

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PRIOR TO INPUT

• CHECK USER PROFILE

• SETTINGS SHOULD REMAIN IN SYSTEM

• SETTINGS MAY CHANGE DUE TO SYSTEM UPDATES

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CHECK USER PROFILE

• Click SYSTEM>USER PROFILE>OWN DATA

• Select ADDRESS TAB

SYSTEM

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ADDRESS TAB

FILL IN INFORMATION• CHANGE

PASSWORD• CLICK ON DEFAULT

TAB

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DEFAULTDecimal Notation, Date Format

• Center DECIMAL NOTATION button on (black dot). Should read: 1,234,567.89

• DATE FORMAT should be MM/DD/YYYY (second button)

SAVE

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DEFAULTOutput controller box

• Check following boxes in OUTPUT CONTROLLER box:– OUTPUT

IMMEDIATELY– DELETE AFTER

OUTPUT

• Click Save

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CREATE DEFAULTS

• FOR REQUISITIONER

• FOR PGR (Purchasing Group)

• FOR PLANT

• PORG CAN NOT BE DEFAULTED (Purchasing Organization)

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SCREEN ME51NPERSONAL SETTINGS

• GO TO PERSONAL SETTINGS

• CHECK ITEMS MARKED

• CLICK ON DEFAULT VALUES

• CLICK ON MORE FIELDS

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DISPLAY AND HIDDEN FIELDS

• CHOOSE THE FOLLOWING FIELDS

• PLANT• REQUISITIONER• CURRENCY• PURCHASING

GROUP• CLICK ON COPY

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DEFAULT VALUES

• FILL IN :• Purch. group• Item category• Plant• Requisitioner• Currency• CHECK BOXES

Always propose

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SAVING PERSONAL DATA

• CLICK ON THE SAVE ICON

• REBOOT MACHINE TO MAKE THE CHANGES TAKE EFFECT

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REQUISITION FOR GOODS

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REQUISITION FOR GOODS

• Double click CREATE or enter ME51N

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CREATE PURCHASE REQUISITION SCREEN

• Four main sections:– SHOPPING CART.– HEADER Click to

expand and collapse.– ITEM OVERVIEW

Click to expand and collapse.

– ITEM Click to expand and collapse.

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Expand HEADER

• Use all capital letters.• Enter vendor names,

complete address, phone numbers, contact person, etc…

• Unlimited free form text.• Not printed on Purchase

Order.

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Expand ITEM OVERVIEW

• ITEM number is system assigned.

• “A” (account number) is required. Enter a “G” for a Grant or “K” for regular Cost Center.

• “I” (item category). Leave blank

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GRANTS ONLY

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Move Cursor to MATL GROUP

• Click icon to get list of Material Group descriptions.

• Place cursor in Material Group Description heading to sort.

• Click to sort alphabetically.

• Select group that best matches what you are ordering.

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MATERIAL GROUP CONTINUED

The following groups drive other parts of the system:COMPUTER SOFTWARECOMPUTER HARDWAREIT SERVICES

Include the following unlisted items under COMPUTER HARDWARE:

Digital CopiersPrintersDigital CamerasOverhead projectorsAny networked items

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ITEM OVERVIEW CONTINUED

• SHORT TEXT is a 40 character field.

• Enter short description always starting with the part number.

• Remainder of description is placed in TEXT notes.

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ITEM OVERVIEW CONTINUED

• Enter QUANTITY• UNIT Place cursor in

field and click on icon to sort. (Double click on unit to transfer to overview).

• DELIVERY DATE when goods are required. Can click calendar date. (Give at least a 2-3 week turn around)

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ITEM OVERVIEW CONTINUED

• VALUATION PRICE is your estimated price.

• Underestimated costs may cause budget problems.

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ITEM OVERVIEW CONTINUED

• Move scroll bar to see remainder of display.

• REQUISITIONER (Defaults)

• TRACKING is your reference field (APR # number or other identifier)

• DES VENDOR Leave blank.

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ITEM OVERVIEW CONTINUED

• PGR: (Defaults)

• PLANT: (Defaults)

• PORG:LOCL (on every line)

• Hit Enter

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Account Assignment• You will get a message to

enter account number.• Click OK.• Enter GL ACCOUNT

NUMBER. (see attached list)• Enter COST CENTER or

WBS ELEMENT (Grants only)

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GRANTS ONLY

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Account Assignment Cont.

• Enter UNLOADING POINT: Building & room number where order is to be delivered

• Enter RECIPIENT: Person to receive this order.

• If have more than one line click the ‘Match Stick’, this will copy all Account Assignment information.

• Hit Enter

Account Assignment Cont.

• If have more lines to input go to next blank line enter information, when get to Account Assignment the info is already in because the ‘Match’ was lit on

line 1.

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Click TAB EXPANSION button

• Extreme right tab past the arrows lists all the tabs

• Click TEXTS

EXPANSIONBUTTON

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TEXTS TAB• Click ITEM TEXT (info typed

here will print on Purchase Order).

• Enter detailed description of material required on this line item.

• 50 character line no word wrap (do NOT type past Account Assignment Tab)

• Each line item must have item text if material cannot be adequately described in the SHORT TEXT field .

• Check will appear in box titled “A” when entered.

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ITEM NOTE

• Click ITEM NOTE• Include Justification and any

information helpful to purchasing.

• Note here that on-line or written documentation exists to support the purchase.

• Info does not print or transfer to Purchase Order.

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Click the CHECK BOX

• If inputs are correct you will get NO MESSAGES ISSUED DURING CHECK.

• Click OK.CHECK

MESSAGE

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SAVE AFTER LAST LINE ITEM IS ENTERED

• Click SAVE icon.• NOTE: If you do not

save you will not get a requisition number and you must re-input.

SAVE

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SAVE CONTINUED

• When successfully saved, you will get a message as shown.

• Click OK.

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Check Requisition Status

• Display requisition• Under Item Details >

Status Tab• If there is a “45”

number showing double click

• If no information is showing go to the PGR field to see who is processing.

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PURCHASE ORDER

• Takes you to purchase order

• Under purchase order history will show if order is received or paid

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*Note

If you entered a Saturday, Sunday, or holiday as a DATE REQUIRED, you will get a message when you go to the TEXT tab telling you when the next work day is. Click OK. You can change the delivery date on that tab (Quantities/Date) if you wish. Click the TEXT tab and enter the remaining information.

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REQUISITION FOR SERVICE

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Service Scenerio

• Your department requires a renewal of a preventative maintenance agreement to clean, check, and repair four Colortran ENR racks located in Steele Auditorium. You have general specifications and additional written information from the vendor outlining the service that you desire.

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REQUIRED INFORMATION

• You must provide Purchasing the necessary information to prepare a contract.– Who is the vendor.– What they are required to do.– When do you want the service.– Where is the vendor to provide the service.– How they are to provide the service.– Why the service is necessary.

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Open HEADER and type:

VENDOR:

KNIGHT SOUND AND LIGHTING CO..2409 CHESTNUT BLVDCUYAHOGA FALLS, OH 44223PHONE 330-940-4078FAX 330-940-9280ATTN: MARK, MATT, STACEY OR TIFFANY

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Service Requisition

• Short Text: SOUND AND LIGHT EQUIPMENT MAINTENANCE

• NOTE: You cannot enter more than 40 characters. The remainder of the description must be entered as an ITEM TEXT.

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Service Requisition Cont.

• QUANTITY: 1

• UNIT: AU (activity unit)

• VALUATION PRICE: $2,500

• Delivery Date: 10/1/10

• Enter Account Assignment Info

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Service Requisition Cont.

• Enter Item Text to include: Dates of service or event, location, contact person, model of equipment if needed, etc…

• CLEAN, CHECK, AND REPAIR FOUR (4) ENR RACKS. SERIAL NUMBERS 4216, 4218, 4219, 5720 AS OUTLINED BY INCORPORATED ATTACHMENT. EQUIPMENT IS LOCATED IN THE PERFORMANCE AREA OF STEELE AUDITORIUM. VENDOR IS REQUIRED TO CLEAN AND CHECK EQUIPMENT QUARTERLY DURING NORMAL UNIVERSITY WORKING HOURS AND REPAIR AS NECESSARY. MAINTENANCE IS REQUIRED TO SUPPORT UNIVERSITY TRAINING PROGRAMS.

10/1/10 – 6/30/11

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Click ITEM NOTE

• Type: “CURRENT CONTRACT IS K070510 WHICH EXPIRES 9/30/10”.

• This is information to the Purchasing Agent that is not printed on the contract.

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Click the CHECK BOX

• Note if error messages. If no error messages, click OK.

• Click SAVE after correcting any error messages.

• The requisition number will be shown at the bottom of the screen. Record the number.

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CHANGE REQUISITION

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CHANGE REQUISITION

• Click Change Purchase Requisition ME52N

Change Requisition Cont.

• Click on orange & white box

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Change Requisition Cont.

• Type Requisition number

• Hit Other Document

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Change Desired Information

• Expand window that you want to change (HEADER, ITEM OVERVIEW, ITEM DETAILS).

• Enter changes.

• Check.

• Save.

• NOTE: Price changes will send requisition through approval cycle again.

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NOTES

• SAP is an online paperless system.– You cannot print a requisition.– You will not get a copy of the Purchase Order. – You must get all your information on-line.

Check Status of Requisition

• Double Click Display Requisition ME53N

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Check Status Cont.

• Find desired Requisition to check

• Click on Status Tab under Item, if a ‘45’ Number does not appear it means a PO hasn’t been created.

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Check Status Cont.

• In the Item Detail scroll to the right to PGr Column to see what number it’s assigned. Can click the drop down to view all codes. This tells you where the Req is. The example is 150 meaning it’s in Judy’s box and not assigned yet.

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Check Status Cont.

• If it’s still in the 150 box go down to the Item section and open the Release Strategy Tab to make sure the order has been approved.

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Check Status Cont.

• If the Status Tab does show a ’45’ or ‘40’ number double click on the number and it will take you to the PO.

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Notes:

• When using the ‘Match Stick’ if the additional lines have different GL or Cost Center Numbers they will have to be manually changed.• Try to use the Material Group Number that best matches the buy.• Always include a Justification in the Item Note.

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