Professional Documents
Culture Documents
2
Materials Management Process-The Purchase Requisition
Legend - The following icons are used often. We will use the bracketed
descriptions throughout the course. When you see the bracketed description
either click the icon or press the keystroke combination.
<Enter> or - Press the Enter key on the keyboard or click the Green
check icon. (No keystroke function.)
<Display next itemF8> -Click the Display next item icon or press
F8.
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Materials Management Process-The Purchase Requisition
TABLE OF CONTENTS:
MATERIALS MANAGEMENT PROCESS -THE PURCHASE REQUISITION ......................... 1
CHAPTER 1 .......................................................................................................................................... 6
OVERVIEW .......................................................................................................................................... 6
MATERIALS MANAGEMENT PROCESS -THE PURCHASE REQUISITION ......................... 6
VENDOR INVOICE CLEAN-UP........................................................................................................ 6
HOW DOES AASIS OPERATE? ............................................................................................................ 7
HOW IS AASIS ORGANIZED? .............................................................................................................. 7
WHAT IS A BUSINESS PROCESS? ......................................................................................................... 8
WHAT IS THE PROCUREMENT CYCLE? ................................................................................................. 8
CHAPTER 2 ........................................................................................................................................ 10
MASTER DATA, GLOBAL SETTINGS, INTEGRATION AND INTERNAL CONTROLS .... 10
MATERIALS MANAGEMENT PROCESS -THE PURCHASE REQUISITION ....................... 10
VENDOR INVOICE CLEAN-UP...................................................................................................... 10
WHAT IS MASTER DATA? ................................................................................................................. 11
WHAT ARE GLOBAL SETTINGS? ........................................................................................................ 15
WHAT IS INTEGRATION? ................................................................................................................... 24
WHAT ARE INTERNAL CONTROLS? ................................................................................................... 24
INTERNAL CONTROLS ........................................................................................................................ 24
SECURITY ROLES............................................................................................................................... 24
SEGREGATION OF DUTIES .................................................................................................................. 25
CHAPTER 3 ........................................................................................................................................ 26
ACCOUNTING AND BUDGETING LOGISTIC TRANSACTIONS ........................................... 26
MATERIALS MANAGEMENT PROCESS -THE PURCHASE REQUISITION ....................... 26
VENDOR INVOICE CLEAN-UP...................................................................................................... 26
ACCOUNTING FOR LOGISTIC TRANSACTIONS .................................................................................... 27
WHAT HAPPENS WHEN GOODS ARE PURCHASED? ........................................................................... 27
WHAT HAPPENS WHEN GOODS ARE RECEIVED? .............................................................................. 27
WHAT HAPPENS WHEN THE INVOICE IS ENTERED? ........................................................................... 28
BUDGETING FOR LOGISTIC TRANSACTIONS ....................................................................................... 29
WHAT HAPPENS WHEN THE PURCHASE REQUISITION IS ENTERED? .................................................. 29
WHAT IS THE 3-WAY MATCH? .......................................................................................................... 30
CHAPTER 4 ........................................................................................................................................ 32
THE VENDOR MASTER AND MATERIAL MASTER RECORDS ........................................... 32
MATERIALS MANAGEMENT PROCESS -THE PURCHASE REQUISITION ....................... 32
VENDOR INVOICE CLEAN-UP...................................................................................................... 32
WHAT ARE VENDOR MASTER RECORDS? ......................................................................................... 33
TO DISPLAY THE VENDOR MASTER RECORD, USE TRANSACTION XK03. ............................................ 35
WHAT ARE MATERIAL MASTER RECORDS? ...................................................................................... 42
TO DISPLAY THE MATERIAL MASTER RECORD, USE TRANSACTION MM03. ........................................ 43
CHAPTER 5 ........................................................................................................................................ 51
TIMESAVING TIPS ........................................................................................................................... 51
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Materials Management Process-The Purchase Requisition
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Materials Management
Process -The Purchase
Requisition
Chapter 1
Overview
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Materials Management Process-The Purchase Requisition
Chapter 1 - Overview
How Does AASIS Operate?
The Arkansas Administrative Statewide Information System (AASIS) operates
using SAP software that has been customized to meet the business needs of the
State of Arkansas. AASIS includes business processes designed for day-to-day
operations and its design enables the State to produce accurate financial
reporting information.
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Materials Management Process-The Purchase Requisition
Chapter 1 - Overview
Sub-modules
Benefits
ESS
Organizational Management (OM)
Payroll (PAY)
Personnel Administration (PA)
Time
Training and Events (TE)
PR PO GR IR Payment
Purchase Requisition
The first step in the procurement cycle is determining a need for a good or
service. When a need has been identified, the person with the role of Agency
Procurement Technician will create a Purchase Requisition in AASIS. The
Department of Finance and Administration recommends using the purchase
requisition because it is the start of the procurement process in AASIS prior to
further processing.
Once the purchase requisition has been created, an end user with the
Agency/State Procurement Management role must approve it.
Documents Processed from the Purchase Requisition
Upon approval, the purchase requisition may be processed into a Request for
Quotation (RFQ) which is an invitation extended to a vendor by a purchasing
organization to submit a quotation (bid) for the supply of materials or
performance of services. The purchase requisition may also be processed
directly into a Purchase Order (PO) or Outline Agreement (OA).
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Chapter 1 - Overview
Payment
The posted invoice will remain open until it is paid via the payment run. The
Payment Program runs Sunday thru Thursday at 8:00 p.m., and the FMF0
program runs each night to change the budgeted commitment to an expense in
FM.
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Materials Management
Process -The Purchase
Requisition
Chapter 2
Master Data, Global
Settings, Integration and
Internal Controls
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Materials Management Process-The Purchase Requisition
Chapter 2 Master Data, Global Settings, Integration and Internal Controls
In this chapter we explain about Master Data, Global Settings, Integration and
Internal Controls, which you will see mentioned throughout this course. You
need to understand what they are, how they impact the Materials Management
process, and how and why they affect the way you do your job. Master data is
central to integration in AASIS and is also part of system internal controls, so we
will begin with master data.
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Treasury funds represent monies maintained in the State Treasury. For Treasury
funds, the seven-character fund code is alpha-numeric; the first three characters,
at least, are letters, and the remaining characters are numbers.
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There are six broad categories of GL accounts, each of which serves a different
purpose in the financial statements, and each category has a different 10-digit
number range:
Account
Account Category Type Number Range
Balance 1000000000 -
Assets Sheet 1999999999
Balance 2000000000 -
Liabilities Sheet 2999999999
Balance 3000000000 -
Fund Balance Sheet 3999999999
4000000000 -
Revenues Profit & Loss 4999999999
5000000000 -
Expenses Profit & Loss 5999999999
Other Sources and 6000000000 -
Uses Profit & Loss 6999999999
NOTE: There is an account category called Assets, but we also have what we
call Fixed Assets in AASIS.
Assets is a category of GL accounts representing items that increase the
financial value or improve the financial position of the State. Examples include
cash balances, cash owed to the state, fixed assets (items of value, also referred
to as capital equipment), investments, etc.
Fixed asset accounts are used for recording and tracking individual pieces of
equipment, buildings, land, artwork, and other items purchased or constructed
by, or donated to, the state. Individual fixed assets are maintained in the Asset
Management sub-module, but their balances are summarized and reported in the
General Ledger in the 1990000000 1999999999 account range in the Assets
section.
In MM, you will mostly be working with Assets, Expenses and Liabilities.
Individual expense accounts are used to classify how your agency spends its
money. These accounts, combined with other pieces of master data, allow you
to produce reports detailing how much has been spent on cleaning supplies,
office supplies, uniforms, services, etc.
Liabilities represent obligations how much your agency owes, and a general
idea of what created the obligation. Examples include payroll liabilities, vendor
liabilities, bond payment liabilities, etc. One of three liability reconciliation
accounts will be assigned to each individual vendor master record.
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Cost Element is the equivalent of the 10-digit GL account and represents the
line item details for all revenue and expense financial transactions, except the
cost element is owned by the CO sub-module and is only used there. Cost
elements only exist for GL accounts in the 4000000000 6999999999 range,
with the exception of some of the Fixed Asset accounts in the 1990000000
1999999999 range. The cost element number is the same as the GL account
number; for example, GL account 5050002000 is associated with cost element
5050002000.
The Special Purpose Ledger module (SPL) does not own any master data.
SPL is a ledger used for financial statement reporting at the fund level. Anything
that posts to the General Ledger automatically posts to the SPL, which means all
financial transactions. The difference is that SPL postings include a Fund and
Business Area on every line and force each document as a whole to balance,
debits and credits, by Fund and Business Area, whereas the General Ledger
documents do not.
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Procurement
Document
Type Usage
NB Req. to PO
NV Req. to OA
Document
Type Description Usage
Recognize the receipt of goods
ordered via the AASIS procurement
WE Goods Receipt process
Document
Type Description Usage
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Cash Management
Document
Type Description Usage
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How Master Data and Global Settings are used in the Purchase Requisition
When entering a purchase requisition one important field is the account
assignment category field. What you enter into that field will indicate the
information needed on the Account Assignment tab.
K = cost center. This selection will require you to enter a cost center.
Cost Center is a six-digit numeric code that serves as a financial data collector
for areas of responsibility within an agency. The cost center is master data. An
agencys cost center structure usually reflects the organizational structure of the
agency; e.g. at least one unique cost center for each county office, and different
cost centers for central administration units. Cost centers are also used to derive
other information when used in a transaction. Within AASIS, cost centers enable
derivation of fund, funds center, business area and functional area in other
words, most of the budget quad. The G/L code is derived from the material
master record and may be changed. Cost centers are owned by the CO sub-
module.
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F = Order. This selection will require you to enter a cost center and an internal
order number.
Internal Order is (up to) a nine-character alpha-numeric code used to collect the
financial data of an agency for reporting purposes. Internal orders are not used
to derive other information. Internal orders are owned by the CO sub-module.
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P = Project. This selection will require you to enter a cost center and a WBS
element.
Project Definition An alpha-numeric code that is the high-level definition of a
construction project or grant award. Each project definition contains at least one
lower-level WBS element. Project definitions are owned by the PS sub-module,
but are more commonly associated with the CO sub-module because that is
where most of the reporting takes place.
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Two more pieces of required master data needed on a purchase requisition are
the material number and the plant.
Plants represent an inventory warehouse location; most of the state uses plant
9999, although there are a couple of agencies that have their own plants. Plants
are further controlled by purchasing organizations and purchasing groups.
Purchasing groups are defined by the agency and can represent one or many
individuals, but must be created and maintained within AASIS by ASC staff.
Plant codes currently used for storage locations within the State are:
9999 Reference plant - standard location used within the system.
1000 (Stocked plant) physical storage location used by the Department of
Human Services.
1300 - (Stocked plant) physical storage location used by ASH (Benton)
1350 (Stocked plant) physical storage location used by the Arkansas State
Hospital.
8888 Used only by M & R.
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The vendor is not a required field on the purchase requisition, but if entered on
the requisition the information will populate into the purchase order once the
requisition is referenced.
Vendor is an authorized entity from whom the state can purchase goods or
services and is identified by a unique Vendor Account number. The Vendor
Master Record contains such information as vendor name and address, tax
identification number, bank account information, and the reconciliation General
Ledger account used for financial reporting. Vendor Master Records are
categorized by account groups, and each account group has a unique numeric or
alpha-numeric range of two to nine characters, depending on the type of vendor.
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What Is Integration?
Several of our business processes are possible because AASIS is integrated to
allow the transfer of information between the modules and sub-modules without
the need to enter the same data multiple times. Integration allows the recording
of expenses and payments in such a way that other sub-modules of AASIS can
use the information for their own reporting needs. This reporting is made easier
by the use of global settings and master data; like the global settings, some
master data is agency-specific, but most is not.
Internal Controls
The primary goals of internal controls in AASIS are:
1) To ensure that no user can perform an entire business process without the
knowledge and participation of at least one other person.
2) To prevent users from using master data that does not pertain to their area of
responsibility. The MM process enforces internal controls through segregation of
duties and master data control via the use of security roles.
Security Roles
As an AASIS user, you have security roles assigned to your User ID. These
security roles determine which transactions you can and cannot access, thus
limiting what you can and cannot do once you get into AASIS. Security roles can
also be used to control access to such Global settings and master data as
Business Area, Vendor Master Record and Vendor Account.
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Segregation of Duties
One person cannot complete the entire MM business process.
DFA-OSP creates and maintains the Vendor Master Record and the
Material Master Record
One Agency user creates the purchase requisition
A second Agency user approves the purchase requisition
Another user creates the purchase order
Another user approves the purchase order
Another user creates the goods receipt
Another user creates the MIRO
The Auditor of State produces and mails the payments
DFA processes the BAI file to clear the payments
Dividing the process between different agencies, and between different people
within an agency, means that one person cannot do the entire process without
any kind of review. Review is critical, not only for fraud prevention but for data
accuracy.
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Materials Management
Process -The Purchase
Requisition
Chapter 3
Accounting and
Budgeting Logistic
Transactions
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Chapter 3 Accounting and Budgeting Logistics Transactions
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Chapter 3 Accounting and Budgeting Logistics Transactions
GR/IR Vendor AP
50 50 50
MIGO MIRO
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When the purchase order is created with reference to the purchase requisition
(there is no change in price and/or quantity) you will see the commitment relieved
from the purchase requisition.
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The commitment is transferred to the purchase order. In the example below, the
commitment amount also includes sales tax because tax code P1 was chosen
on the purchase order.
The commitment remains the same after the goods receipt (MIGO) transaction is
created.
When the invoice is received, an entry will be made in the logistic invoice
verification (MIRO) transaction. That will relieve the commitment in the purchase
order and commit budget at the invoice level. It will remain a commitment even
after the payment program runs. The commitment will become an expense once
the follow-up program (FMF0) runs.
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Materials Management
Process -The Purchase
Requisition
Chapter 4
The Vendor Master and
Material Master Records
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Chapter 4 The Vendor Master and Material Master Records
Two important pieces of master data for the procurement process are the Vendor
Master and the Material Master.
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Chapter 4 The Vendor Master and Material Master Records
Vendor
Group Description Number Range Usage
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Chapter 4 The Vendor Master and Material Master Records
1. Enter the vendor number, or use the match code icon to search.
Enter company code ARK and the purchasing organization (business
area).
2. Click all of the checkboxes (except Withholding tax, which is not
functional) by clicking the Select all icon.
<Enter>
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The first page displays the vendors or individuals name and address. Name 1
will be the corporate or individual name (the name to which the 1099 documents
are issued). Name 2 is the Doing Business As... name the name you will
most likely be familiar with. Contact information, if available, will be displayed at
the bottom of the page.
<Next screen>
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As we stated earlier, the authorization Vend means that this vendor can be
used in procuring goods and services through the procurement process.
The jurisdiction code is used by the tax calculation software to determine the
amount of sales tax applicable based on the vendor location.
<Next screen>
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The Payment transactions accounting screen displays the payment terms set up
for the vendor and the payment methods that the vendor can accept.
<Next screen>
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Type in the material number that you wish to view or you can do a search using
the Search icon.
<Enter>
1. Highlight the tabs you wish to view. To view all the tabs click the Select
all icon.
2 1
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3. Enter the plant number to pull up the materials that you wish to view.
<Enter>
4. On the Basic data 1 tab you can view the base unit of measure for the
material selected. In the sample below; EA is the unit of measure.
5. The material group number is also displayed. Remember, this number
groups together goods and services by similar characteristics or attributes.
6. Continue to the Basic data 2 tab.
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On the Basic data 2 tab the material number and description are displayed.
7. Continue to the Purchasing tab.
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The material number and description are also displayed on the Purchasing tab.
You may also view the plant where the good or service is stored.
8. The Base Unit of Measure is displayed.
9. The Material group is displayed.
10. Tax ind. F. material indicates whether the good or service is taxable or
exempted from taxes. 1 means the item is taxable
11. Var. OUn. (Variable order unit). 1 allows Purchasing to order a material
in a unit that differs from the base unit defined for the material.
12. The Purchasing value key will identify if a tolerance will be allowed on the
purchase. A Purchasing value key of 01 means that there is not a
tolerance limit set in the master record. If there is a tolerance limit set of
10% this means that you will accept 10% below or above the quantity
stated on the purchase order. One example in setting a tolerance would
be in the procurement of printing.
Continue to the Foreign trade import tab.
11
8
10
12 9
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From this tab you can view the material number, description and plant.
Continue to the Purchase order text tab.
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From the Accounting 1 tab you can view the material, plant and the base unit of
measure which in this example is EA.
13. The four digit number entered in the Valuation Class field indicates which
G/L will be used on the requisition. The G/L account can be changed on
the PR.
14. The Price Control field is also displayed. A V in this field means
moving average price. The moving average price is calculated by
dividing the value of the material by the quantity of the material in stock. It
is recalculated automatically by the system after each goods movement or
invoice entry.
Continue to the Accounting 2 tab.
14
15
Again, you can view the material number, description and plant.
Continue to the Plant stock tab.
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On the last tab you can view the material number, description and base unit of
measure.
To exit the report green arrow back twice. This will take you back to the Main
Menu screen.
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Chapter 5
Timesaving Tips
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From this screen you can set the Item category, Acct.assign.cat (Account
Assignment Category), Delivery date Requisitioner and Tracking Number as
default values.
2. Click on the More fields icon to select additional
default settings.
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3. Each of the Hidden fields may also be used to set default values.
4. In this example we will set up the purchase order price and the plant as
default fields. Highlight the lines and click the single arrow pointing to the
left.
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5. The Plant and Purchase Order Price are now in the display field
column.
<Enter>
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Now we can enter 9999 in the plant field and set the PO price field to As net
price.
<Save>
Note: You do not have to click the Always propose box to have the settings
default.
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2. Item 10 was copied to item 20. Make any changes to new line items such
as changes to the account assignment category, quantity, material,
delivery address or any field that is not grayed out. In this example Item
20 had a new asset number that needed to be entered on the Account
Assignment tab.
To continue the process, just highlight the item and click on the copy item icon.
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3. To add a column, such as total value, highlight the line from the group on
the right side of the screen.
4. Click the arrow pointing to the left.
5. To move a column, highlight the column to be moved and click the up or
down arrows.
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The column names to the left are the columns now associated with the
requisition.
6. To delete a column, highlight the line from the column.
7. Click on the arrow that is pointing to the right.
<Save>
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8. In the Save layout field, enter a title and name for the layout.
9. Make sure that the User-specific and Default setting boxes are
checked.
<Enter>
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Materials Management
Process -The Purchase
Requisition
Chapter 6
Creating a Purchase
Requisition
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Chapter 6 Creating a Purchase Requisition
Scenario:
You are a State employee working in the purchasing department of the
Department of Human Services. You have received a paper request for 100
reams of xerographic paper. It is to be delivered to DHS Independence County.
They need a four week delivery on the paper.
Lets create a purchase requisition for the xerographic paper using:
Transaction ME51N
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Leave the default document type (Req to PO) since this purchase requisition will
be referenced by a subsequent purchase order. The source determination box is
not being used by AASIS at this time.
1. Open the Header section.
You may enter instructions or specifications in the Header note text field.
2. Open the Item overview section.
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Multiple attempts with different search terms may be needed before you can be
certain the material does not exist in the system.
When searching for a material, remember to:
Use wildcards (*) properly.
o Wildcard before the search term will return materials that end with
the search term.
o Wildcard after the search term will return materials that begin with
the search term.
o Wildcard before and after the search term will return materials that
include the search term anywhere in the description.
o Separate multiple search terms with wildcards. The search string
must be entered exactly as it appears in the description, including
spaces and punctuation.
Use the singular form of nouns; however, if the noun changes form when it
becomes plural, use only the portion of the noun that applies to both the
singular and plural.
If you are unsure of the correct spelling, or if the word is frequently
misspelled, enter only the portion of the word of which you are certain, and
use wildcards (*) as described above.
4. Enter your search criteria in the Material description field.
<Enter>
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8
6 7 9 10 11
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13
14
15. Enter the purchasing organization (your business area). This will limit the
search to the vendors that can be used by your agency.
16. Using the wildcards as in the material search, type in a portion of the
vendor name surrounded by (*). Example, the vendor is Interoffice
Supply. Type *Inter* in the Name field.
<Enter>
16
15
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18
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20
21. Go to the Country, region, sort field, name, City, Street tab.
22. Type the purchasing organization in the Search Term 1 field.
<Enter>
21
22
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23. Highlight the appropriate delivery address from the list of addresses.
The delivery address is the locations that taxes will be calculated.
<Enter>
23
The delivery address will populate on the delivery address tab for the selected
line item on the purchase requisition.
<Enter>
The delivery address number will populate on the delivery address tab for the
selected line item on the purchase requisition.
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If the goods are to be picked up at the vendors location, you will not be able to
enter the vendor number in the vendor field from this transaction. Enter your
agencys address number in the address field. After you have completed and
saved the requisition you can go into ME52N and change the vendor information
to the vendor location.
Go to the Valuation tab.
24. A price is required for this line item and must be entered in the Valuation
price field.
25. You can set the PO price field as a default. If you choose Do not
adopt, the price will not populate in the purchase order.
Note: Taxes are not calculated on the PR; therefore, no budget is committed for
the tax amount.
Go to the Source of supply tab.
24
25
The Source of supply tab is another option for choosing a vendor. This option is
most often used when the agency has a specific contract with the vendor. You
may enter the agreement (contract) number or select assign source of supply to
obtain the vendor.
Click on the Text Tab.
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From the Text tab, you can make changes to the material master text and enter
any additional details for the vendor. Notes to the buyer may be entered to give
the buyer or purchasing agent additional information about the item. Notes to
buyers will not print on follow-up documents.
26. Data entered on the requisition can be checked by clicking on the check
icon.
This checks to see if any required information has been omitted. If the purchase
requisition has no errors, a message is displayed at the bottom of the screen
No messages issued during check.
<Save>
26
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4. Find the document or file that you wish to attach and click the Open icon.
If you attach the document during the creation of the purchase requisition you will
continue to create the requisition and receive a purchase requisition number.
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Chapter 7
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Lets display a purchase requisition document and look at the different fields.
Click on the Other requisition icon to type in the document you wish to
display.
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HEADER
ITEM
OVERVIEW
ITEM DETAILS
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You will not see the Release strategy tab until the requisition has been saved.
Once the document has been approved, you can review the Release group,
Release strategy and the Release indicator. The checkmark in the Stat.
(status) column means the purchase requisition has been approved and is ready
for further processing... Releasing the purchase requisition will be discussed in
detail in a later chapter.
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Material In the material field you will enter the number assigned to the good
or service to be procured. There are search options that we will go through in a
later chapter. The material number will derive the short text, unit of measure and
the material group from the material master record.
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Unit of Measure Any established amount or quantity (such as box, ream, case,
each, etc.) adopted as a standard measurement for other amounts or quantities
of the same kind. The unit of measure is derived from the material master
record. You must verify that this unit of measure is correct before saving the
requisition.
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Requisitioner The value entered into this field is used for internal tracking to
verify who requested the goods or service. Entry in this field can be anything
designated by the agencys policy. This field accepts alpha, numeric or alpha-
numeric characters.
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Tracking number The value entered into this field is used for tracking
purposes. You can narrow your search in MM reports by tracking number. Entry
in this field can be anything designated by your agencys policy. This field
accepts alpha, numeric or alpha-numeric characters.
Desired Vendor - The number of the vendor you would like included in the bid
process. This is not a required field on the requisition. If the vendor number is
unknown, you may perform a vendor search from this field. Account groups with
unique numeric ranges categorize vendor master records. ASC recommends
you search for the vendor by the Vendor Purchasing criterion so only vendors
that can be entered in the purchase order will be available for selection.
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Quantities/dates tab:
You can view the quantity, quantity ordered, open quantity, delivery date, req.
date and release date.
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Valuation tab:
The valuation price is a required field.
You can set the option for the price on the requisition to populate in the PO once
referenced.
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Agreement field:
If your agency has an outline agreement set up for a particular good or service
you can type that number in the field to reference that outline agreement.
Assign source of supply button, the Fixed vendor field and the Info
record field:
An info. Record number is created in the system once an agency buys a
material or service from a particular vendor. You can click on the Assign source
of supply to select a vendor.
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You will receive a list of vendors that have supplied the goods or services in the
past for the requested material on the requisition. You can check the price we
paid per vendor. When the assign source button is clicked a green light will
indicate that the vendor was selected.
Status tab:
This tab will show you the history of the requisition. In the example below a
purchase order was created using this purchase requisition. The goods receipt
and the invoice receipt were created referencing the purchase order. You can
drill down to the purchase order by double clicking on the purchase order
number. Once you are in the purchase order you can drill down to the goods
receipt and the invoice receipt.
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Texts tab:
The Material Master Text will default from the material master record. You can
change, add or delete information from this defaulted text. The information will
be changed only on the purchase order for that line. Changing information will
not change the material master record.
The Notes To Buyer is for additional information to be told to the person creating
the purchase order needs to know regarding the order. This text will not print on
the purchase order.
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We can view the postings from the requisition we entered and see how they
affect the various modules of AASIS.
How Do I View the Follow-On Requisition Documents?
You can drill down to view the postings in transaction ME53N.
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<Back>
How Do I View the Controlling Document?
Double-click the Controlling Document to continue:
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<Back>
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Chapter 8
Selecting Approvers
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Approval/Release Process
The purchase requisition must be approved (released) before follow on actions
can occur. This is an important step in the process. Many requisitions get
dropped at this point in the process. Remember when the purchase
requisition is saved, it commits budget. Once the purchase requisition is
approved it can be referenced by follow on documents.
What Is Workflow?
In the Materials Management module, Workflow has been configured to alert
users when they have purchase documents pending release. When the user
creates and saves a purchase requisition, the system sends a message that you
need to select approvers. Once the approvers are chosen, the system notifies
the approver and automatically takes the approver into the AASIS release
transaction to execute the release for the designated document. If multiple
releases are required, once the first release (AG) is completed, the system
automatically notifies the user with the next level of approval needed to release
the document.
Upon approval, the purchase requisition may be processed into a Request for
Quotation (RFQ) or Request for Proposal (RFP), or directly into a Purchase
Order (PO) or Outline Agreement (OA).
You will receive the pop-up box below requesting that you select approvers for
your purchase requisition.
1. Click the Inbox icon.
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4. The names of the assigned approvers will be listed. Check one or multiple
boxes. When the first person approves the requisition it will no longer be
in the other approvers workflow inboxes.
5. Click AUTOSEQUENCE to continue.
6. The system will display the approvers that you selected. When you click
DONE the purchase requisition will be sent to the approvers inbox.
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1. You can also enter workflow by clicking on the SAP Business Workplace
icon from the AASIS MENU screen.
2. Click on Inbox.
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Chapter 9
Deleting and Closing
Purchase Requisitions
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There are two reports you can run to display your open requisitions. They are:
List Display of Purchase Requisitions Transaction ME5A
List Display of Open Requisitions Transaction ZOPENREQ
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What Does the Line Items By Document Number Screen Show You?
Looking at the Value Type Text field will show you what type of documents
are consuming budget. You can view the original amount of the document
and any reduction that has taken place. If the original amount and the
reduction amount match, there is not an open commitment. When you see
that the reduction amount is less than the original amount further research
should take place. The difference between the reduction and the original
amount is the amount still committing budget.
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The requisition was referenced into the purchase order that is listed on the
Status tab. This purchase order has now picked up the commitment from the
requisition.
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Once you are in the purchase requisition, click on the Quantities/dates tab.
This will show you the quantity requested, quantity ordered and the open (not
yet received) quantity. Next, click on the Status tab.
The Status tab shows the PO that was created and released, and the quantity
ordered. You can drill down further to the purchase order by double clicking
on the Purchase Order number.
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3. Take the Xs out of the Purchase requisition closed field and the
Deletion Indicator field. The report will not include purchase
requisitions that have been closed or deleted.
4. Take the N out of the Processing status of purchase field.
5. Enter your Business Area, in the Purchasing organization field.
<Execute>
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When you scroll over you can view your account assignment information. You
can view the Asset, SNo. (asset sub-number), Order (order number) if applicable.
Also displayed are the G/L acct (g/l account), BA (business area), cost ctr (cost
center), WBS element (if on the requisition) and the budget quad, which consists
of commitment itm (commitment item), funds ctr (funds center), Fund and FA
(functional area).
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If a purchase requisition does not have a purchase order attached to it, or if the
purchase order referencing a purchase requisition adds up to a quantity less than
that on the purchase requisition, the purchase requisition will remain open and
continue to commit budget.
Deleting Unwanted Requisition Lines
You may have created a purchase requisition that is no longer needed. In that
case, it is necessary to delete such requisitions in order to free up budget. A line
can be deleted as long as it hasnt been converted to a purchase order. Use
transaction ME52N (change purchase requisition) to delete these lines.
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Note the message indicating that the purchase requisition was changed.
NOTE: If you delete a purchase requisition by mistake you can undelete it. Go
back into ME52N and bring in the document you wish to restore.
1. Highlight the line you wish to restore.
2. Click to the right of the trashcan icon and click on Undelete.
<Save>
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3. You will notice the trashcan is gone from the Status field.
4. Also, you will see a system message that the purchase requisition is
changed.
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<Save>
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6
REMEMBER:
You have determined which purchase requisitions are still committing budget.
While some of the purchase requisitions are in the process of being completed,
some you may need to delete or close. You can delete a purchase requisition
line(s) if there is no follow-on document attached to it. You must close the PR
line(s) if a follow-on document is attached.
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