slide 1 fastfacts feature presentation july 1, 2008 we are using audio during this session, so...
TRANSCRIPT
Slide 1
FastFactsFeature Presentation
July 1, 2008
We are using audio during this session, so please dial in to our conference line…
Phone number: 877-322-9648 Participant code: 182500
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Today’s Topic
We’ll be taking a look at…Using the Display Purchase Order (ME23N) screen in R/3
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Today’s PresenterBob SicoliSAP Instructor for the Johns Hopkins Health System
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Session Segments
PresentationBob will talk about how to access, configure, and interpret the display purchase order screenDuring the presentation, your phone will be muted.
Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. We will answer as many of your questions as time allows.
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Contact Us
If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected] can also send us an instant message!
GoogleTalk – [email protected] Instant Messenger – HopkinsFastFactsMSN – [email protected]
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Survey
SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.
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When to Use the Display Purchase Order (ME23N) Screen
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Agenda
Today, we’ll be taking a look at:Session assumptionsWhen to use the Display Purchase Order (ME23N) screenHow to access the screenConfiguring the screenHow to interpret the screenAccessing the invoice informationAccessing the accounting informationQuestions & answers
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Assumptions
Participants have access to R/3 and the SMR Requisitioner or Purchasing Display roleParticipants are beginning or intermediate users of SAP R/3Participants need to look at more details about specific purchase orders
Special NOTE: This is a display transaction – you cannot modify or change data. Please feel free the click around in the screen. You may find information that is useful to you not presented in this session.
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When to Use Display Purchase Order
When you need more information about:A purchase orderThe goods receipt(s) posted to a purchase orderThe invoice(s) posted to a purchase orderPayment information for the invoice posted to the purchase orderTo view the actual scanned invoice image if attached
An assumption is that you have a purchase order number obtained through:A Business Warehouse reportA packing slipThe check status screen in shopping cart
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Accessing the Display Purchase Order (ME23N) Screen
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Accessing the Display Purchase Order Screen
At your user menu, open the SRM Requisitioner or Purchasing Display folder, double click the “Display Purchase Order (ME23N)” transaction.
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Accessing the Display Purchase Order Screen
Or, type in ME23N in the easy access field and press enter or the click the green check to the left.
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Accessing the Display Purchase Order Screen
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Configuring the Display Purchase Order Screen
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Configuring the Display Purchase Order Screen
If you have never used this transaction before, your screen may need some adjustments to make it easier to read.
If the document overview to the left is on, press the “Document overview off” button.
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Configuring the Display Purchase Order Screen
Next, collapse all of the information sections. Do this by clicking on the icons next to the section headings.
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Configuring the Display Purchase Order Screen
Click here to expand the Item overview.
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Configuring the Display Purchase Order Screen
Click here to expand Item detail.
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Configuring the Display Purchase Order Screen
Now click on “Purchase order history” tab in Item detail. If there is no “Purchase order history” tab, then there has been no posting against this Purchase order.
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The Display Purchase Order Screen
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Changing the Displayed Purchase Order
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Displaying a Purchase OrderThis view has a previous PO number, but we want to add our own.When you enter the screen, the previous purchase order viewed will be displayed. If
you want to view a different one, you have to change to another purchase order.
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Displaying a Purchase OrderTo view another purchase order, click the “Other purch. order” button.
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Displaying a Purchase Order
Enter the different PO number and then press enter or click on “Other document”.
A pop-up Select Document screen will appear.
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Displaying a Purchase OrderThe desired purchase order will be displayed.
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Interpreting the Display Purchase Order Screen
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The top section displays information about the purchase order – vendor, date, items, item text, and quantity.
Interpreting the Display PO Screen
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The Purchase Order History tab displays the documents posted to the purchase order – goods receipt(s) and/or invoice(s).
Interpreting the Display PO Screen
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The Account assignment tab displays the budget and G/L account numbers charged.
You can also see the shopping cart number in the “Earmarked Funds” field.
Interpreting the Display PO Screen
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The “Delivery address” tab displays the general delivery information. Click “Address details” to get more information.
Interpreting the Display PO Screen
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More specific delivery information will be displayed.
Interpreting the Display PO Screen
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Back in the “Purchase order history” tab, the goods receipt(s) displays document number, the date it was done, and the quantity received.
Interpreting the Display PO Screen
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The Invoice(s) displays the Invoice number, the date it was done, the quantity, and the amount billed.
Interpreting the Display PO Screen
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Displaying a Multi-Item Purchase Order
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Displaying a Multi-Item Purchase Order
Notice there are several items on this purchase order. Now you are viewing the purchase order history for only the first item. You can use the arrows to look at the purchase order history for each item.
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Displaying a Multi-Item Purchase Order
Now you are looking at the purchase order history for the next item. Each item on a purchase order will have its own goods receipt and invoice documents.
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Displaying a Purchase Order History When there are Multiple Goods
Receipts and Invoices
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Displaying a PO with Multiple Goods Receipts and Invoices
Notice there are several goods receipts and invoices on this purchase order. You must scroll using the bar to the right of the bottom section.
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Displaying a PO with Multiple Goods Receipts and Invoices
Now you can view all the invoices on this purchase order and totals for the goods receipts and invoices.
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Displaying an Invoice
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Displaying an Invoice
To see the SAP invoice document and possibly the actual invoice image, begin by clicking on the number here.
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Displaying an Invoice
This is the SAP Invoice posted to the entered by Accounts Payable Shared Services. It shows the dates, invoice number, payment terms, and amount. The bottom of the screen shows that it is posted to the purchase order.
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Displaying an Invoice
The Invoice Document screen also has the “Services for Objects” icon and “Follow-on documents” (Accounting Documents) button.
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Displaying the Scanned Invoice Image
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Displaying the Scanned Invoice Image
To see if there is a scanned invoice image, click on the services for object icon and you’ll see this menu; if the “Attachment list” is grayed out, the invoice is not available here. If the image is not here …
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Displaying the Scanned Invoice Image
Click on the “Follow-on documents” button; then double click the “Accounting document.”
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Displaying the Scanned Invoice Image
Click on the “Services for Object” Icon paper in the accounting document.
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Displaying the Scanned Invoice Image
Click on “Attachment list”
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Displaying the Scanned Invoice Image
Double Click here to access the invoice document.
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Displaying an Invoice Accounting Document
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Displaying an Invoice Accounting Document
Click on the “Follow-on documents” button, then double click the Accounting document.
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Displaying an Invoice Accounting Document
Double click on the vendor name to access the payment information.
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Displaying an Invoice Accounting Document
Click in the “Pmt method” field then open the search screen to view how the vendor was paid.
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Displaying an Invoice Accounting Document
In this case, the payment was a check for JHU, so you can close the pop-up and go to the check information.
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Displaying an Invoice Accounting Document
If the payment was not a check, you only have the “Clearing” information as a reference for payment.
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Displaying an Invoice Accounting Document
In this example, since the payment method was a check, you can click Environment – Check Information to view the check information.
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Displaying an Invoice Accounting Document
“Check Information” appears in the middle section of the screen.
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Displaying an Invoice Accounting Document
Use the back arrow to return to the previous screen.
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Displaying an Invoice Accounting Document
Use the back arrow to return to the previous screen.
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Displaying an Invoice Accounting Document
Use the back arrow to return to the previous screen.
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Displaying an Invoice Accounting Document
Close the documents in accounting to return to the invoice.
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Use the back arrow to return to the “Display Purchase” order screen.
Displaying an Invoice Accounting Document
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Displaying an Invoice Accounting Document
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In Summary
Today’s presentation discussed and gave examples of:
Why to use the display purchase order (ME23N) screenHow to access the screenConfiguring the screenHow to interpret the screenAccessing the invoice information and possibly the invoice imageAccessing the accounting information
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Q&A
We’re going to open the phone lines now!There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.
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Thank You!
Thank you for participating!We would love to hear from you.
Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: [email protected]
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Survey
Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey http://connect.johnshopkins.edu/fastfactssurvey/
Thanks again!