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ShoppingCart: CreateaSPPOOrder

Learnhowtocreatea SponsoredProjectsSub AwardorSubContract throughSAPutilizingan InternalOrderasthe fundingsource.

BEFOREYOUBEGIN Makesureyoursettingsarecorrect.Beforeyoustartthecart,youwillneedtoknowwhat youareordering,thevendor,theaccountassignment,andtheGeneralLedger(G/L)accounttochargeto.

Create a SPPO Order


UseaSPPOShoppingCarttocreateaSponsoredProjectsSubAwardorSubContractutilizinganInternalOrderasthefunding source.AnSPPOshoppingcart,onceapproved,becomesanSPPOpurchaseorder.TheSUBAWARDorSUBCONTRACTproduct categorymustbechosenwhenusingthisdocumenttype.ThevendorWILLNOTreceiveaPurchaseOrderfromtheSRM system.Eachtimeaserviceisreceivedandinvoicedbythevendor,aconfirmationisdoneforthedollaramountchargedfor thatinstanceoftheservice.Thisinturnisdecrementedfromtheavailablefundsassignedtothepurchaseorder.Notethatthis carttypeisforJHUonly.

1. CreateaCart.AttheShoppingHomePage,click
CreateShoppingCart. YoumaywanttoclosetheDetailed Navigationpanelontheleftsideofthe screentogiveyoumoreroom.Dothatbyclickingonthe smallinthetoprightcornerofthepanel.
Helpful Hint

2. EnterGeneralData.TheCreateShoppingCartscreen
willappear.StartyourorderintheGeneralData sectionofthisscreen. Youmaywishtorenamethecarttosomethingthat youwillrecognizeandthatwillmakeiteasierforyou tolocatethecartinthefuture.Thissamplecartis renamedETITechnologies.

ETITechnologies

ClickSetValuesnexttothelabelDefaultSettings tosetthedefaultvaluesthatwillbecarried SPPO throughoutthiscart.Forexample,youcansetupthe costassignmentandG/Lnumberforthecarthere,anditwill populateoneachlineinthecart.Notethatevenafteryousetthedefaultvalues,youcanstillchangeindividualitems withinthecarttodifferentvalues.Thisfeaturecanbeagreattimesaverforcartswithmultiplelines. Selectthedocumenttypeforyourorder.Inthiscase,wellchangeittoSPPO.

WhentheChangeDefaultSettingsdialogbox appears,youwontseeallofthetabsthatare availabletoyou.Eitherstretchtheboxhorizontallysothatallofthe tabsappear,orjustclickonthewhitefilefoldertodisplayalistofthe availabletabs.


Helpful Hint

3. EnterItemData.Gotothefirstlineintheorderand
startenteringtheorderinformation.Youllworkyour wayacrossthelineforeachitembeforeyoupressEnter. StartwiththeDescriptionfieldandentertextthat identifiesanactivityorphaseinthecontract.

Sub

SPSA0000

SUBAWARDS

25

1.00

NextentertheProductCategory.ForSPPOorders, youshouldenterSUBAWARDSfortheproduct category. EntertheQuantity.ForSPPOcarts,enterthetotaldollarvalueof thematerialsorservicesrequested,orthetotalbudgetedfortheservice. EntertheUnitnext.Ifyoudontknowtheappropriateunit toenter,selectthefilefoldericon tolookitupinalist. YoumaynotknowthePriceperunit.Ifso,justenter1.00.This allowsthevendortoinvoiceyouincrementallyasservicesareprovided. TheDeliveryDateiswhentheserviceisexpectedtoend. Whenyouarealldone,clickEntertoapplyyourselections.
Helpful Hint!

Dontforgettoclick Enterwhenyouhavecompleted theline.Thatstheonlywayto maketheorderdetailsappear!

4. ItemDetails.AfteryouclickEnter,theDetailsbutton
willbecomeactive.Clickittodisplaythedetailsforthe firstlineinyourorder.ThefirsttabItemDatawill automaticallybedisplayed. Ifyouknowthecatalognumber(orproductoritem number),enteritinthefieldlabeledSupplier ProductNumber.

5. AccountAssignment.ClickonthetablabeledAccount
Assignment. CheckthecostobjectundertheAccount Assignmentheader.TheAccountAssignmentfor SponsoredProjectspurchasesmustindicatean InternalOrder. Clickundertheheaderthatsays AssignNumbertoenterthe InternalOrdernumber.Internal OrdersforSponsoredProjectsare8 digitslongandbeginwiththe number96. ClickinthefieldundertheheaderthatsaysGeneralLedgerAccountandentertheG/Lnumber.TheG/Lnumber SponsoredProjectsmustbe642410.
Helpful Hint

IfyouwanttocopytheG/Laccountnumbertoalloftheitemsinyourcart, clickCopyandChangeAllItemstoapplytheaccountnumberthroughouttheorder.

6. ConfirmtheDeliveryAddress.Thedeliveryaddress
establishedinyoursettingswillbedefaultedintoyour ShoppingCart. IftheShipToaddressisalreadyinthesystem,you maylocateiteitherbyenteringthenumberinthe AddressSearchfieldorbyclickingthefilefolder icon tobringupthesearchwindow. IftheDeliveryAddressisnew,thenenter thenewaddressinformationinthefields belowtheDeliveryAddresstab.

7. SelectaSupplier.Next,clickthetablabeled
SourcesofSupply/ServiceAgents(also underDetails).ForSPPOcarts,thesystem displaysalistofestablishedvendorsto choosefrom. Ifyouselectavendorfromthe establishedlist,justclickthevendorname andthenselectAssignSupplier.For establishedvendors,thePOis automaticallyapproved. Ifyoudonotselectavendorfromthelist,youcanenteraPreferredVendor. IfyoudonotselecteitheravendorfromthelistoraPreferredVendor,Purchasingwillcompletethisdataforyou.

8. ChecktheOrder.Yourorderisnowcomplete.Click
Check(eitheratthetoporthebottomofthescreen)to verifytheorderandmakesurethatnoerrormessages appearatthetopofthescreen.

9. PlacetheOrder.Onceyouhaveverifiedtheorder,click
Order.Youwillseeamessageatthetopofthescreen thatsaysActionsperformedsuccessfully. Inaddition,youwillseeamessageintheboxatthetop ofthescreenthatsaysthattheshoppingcartwas orderedsuccessfully. Whenyourorderiscomplete,clickClosetoreturnto theShoppingCartHomePage.

10.PrintPreview.ThePrintPreviewbuttonwillappear
onceyouhaveplacedtheorder.Alwaysprintacopyof yourorderjustincasethereisaproblemfindingthe shoppingcartlater.

11.Refresh!OntheShoppingCartHomePage,click
Refresh.Thisisnecessarytoseetheneworderinyour queue. Yourealldone!YourSPPOorderhasbeen successfullyenteredinSAP. AlwaysclickRefreshwhenyougettotheShoppingCartHomePagetoseeyourmostrecent orders.TheywillnotappearuntilyouhaveclickedRefresh.

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