Procurement To Pay Training Manual

Document Type Document
Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 1 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
1.0 Log in to SAP business One.
 Click on ‘Change Company’.
 Select Database and Input given User ID and Password. If asked to change password for the first
time, Input the given password as ‘Old Password’ and Input your desired password as ‘New
Password’ twice.
 When logged on, your user name and the company you are working on is displayed on the upper
right. The modules are listed in the main menu
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2.0 Purchase Requisition (Services).

 Click on ‘Purchasing – A/P’ > ‘Purchase Request’.
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 Click on ‘View’ > ‘User Defined Fields’ to display additional fields on the right.
 Input ‘Posting Date’, ‘Document Date’ and ‘Required Date’ in the in the header area.
 Select the checkbox ‘Send E-mail if PO or GRPO (JCC) is Added’
 Select your department from the ‘User Dept’ dropdown in the Additional Fields on the right. ***
 Select Document type ‘Item/Service’
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Training Manual
 Select preferred vendor
Double click on the header of the column ‘BP Name’ to make it the active search column, then Input
name of vendor in the ‘Find’ field.
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 Select Budget Code in the field ‘G/L Account’
Double click on the header of the column ‘Account Name’ to make it the active search column, then Input
Budget Code in the ‘Find’ field.
 Select Cash Call - Activity in the field ‘Project’
Input Budget Code in the ‘Find’ field and select relevant activity matching description in the ‘Project
Name’ column.
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 Select appropriate Cost Center Input for ‘Budget Division’, ‘Department’, ‘Location’ and ‘Well’.
 Input estimated amount in the field ‘Total LC’ e.g. USD 50,000 or NGN 2,000,000
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 Input remarks in the footer section and ensure the ‘User Dept’ option in the additional fields
section has been selected.
 Click on the ‘Attachments’ tab to upload scanned document.
 Click on the ‘Add’ and input comments in the dialogue box for approval. Select OK.
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3.0 Purchase Requisition (Items).

This applies to the request for purchase of warehouse materials such as computer accessories, drilling
materials, chokes, gauges, generator parts, production materials, electrical materials etc. The process is
the same for the request for services above except that on the ‘Content’ tab on top of the document
rows section the option of ‘Item’ is selected from the ‘Item/Service Type’ dropdown.
 Select other required parameters in the row

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Training Manual
 Input remarks in the footer section and ensure the ‘User Dept’ option in the additional fields
section has been selected.
 Click on the ‘Attachments’ tab to upload scanned document.
 Click on the ‘Add’ and input comments in the dialogue box for approval. Select OK.
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Training Manual
4.0 Checking status of document in approval process.

To monitor the progress of a document that has gone for approval. Go to Administration > Approval Process
> Approval Decision Report. Input your name in the Originator field.
Enable hidden fields in the report through ‘Forms Settings’ icon as shown below. The ‘Status’, ‘Authorizer’
and ‘Answer’ columns shows the current status of the request. The ‘Relief’ Authorizer should be ignored
except in a situation where the Authorizer has handed over to the ‘Relief’ Authorizer due to unavailability.
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5.0 Enable forwarding of system messages to outlook.

Click on the ‘Messages & Alerts Box’ icon as shown below. Click on the ‘Out of office’ button and enable
the two check boxes shown below.
On your next log on to the system. You will be asked if you want to disable the setting, select ‘No’
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6.0 Approving a pending document request by the document authorizer.
Click on the ‘Messages & Alerts Box’ icon. Click on the ‘Request for Approving Document Generation’ in the
inbox tab. Click on the ‘Yellow Arrow’ in the lower section of the inbox to display the Approval dialogue
box. Click on the ‘Yellow Arrow’ next to the ‘Document Draft No’ to review the document sent by the
originator for approval. If the document reviewed is okay, change the decision in the Answer section from
‘Pending’ to ‘Approved’. If the document reviewed is not okay, change the decision in the Answer section
from ‘Pending’ to ‘Rejected’ with appropriate comments in the Remarks field. Click on Ok.
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7.0 Adding an approved document request by the document originator.
Click on the ‘Document Generation Approved’ message in the inbox tab. Click on the ‘Yellow Arrow’ in the lower
section of the inbox to display the Approved document. The approved document should show ‘Approved’ on the
header.
Click on ‘Add’ on the lower section of the document to complete the process.
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8.0 Creation of purchase order from a generated purchase request.
Go to Purchasing A/P > Purchasing Reports > Open Items List. This is a work-list that shows successfully generated
documents on the system, ready for the next process. Change the dropdown on the ‘Open Documents’ section to
‘Purchase Request’. Click on the ‘Yellow Arrow’ next to the ‘Doc. No.’
Click on the button ‘Copy To’ the lower section of the document displayed. And select ‘Pur. Order’
The content of the purchase request is copied to a new Purchase Order document. Select appropriate vendor
from the list. Select ‘No’ in the dialogue box asking to blank out row details of the Purchase Order.
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Update the appropriate document date, Document Amount, Tax Code and Click ‘Add’
The document should go for the necessary approvals, before being returned in the ‘Messages & Alert Box’ as
‘Approved’ or ‘Rejected’.
If ‘Approved’ click on the ‘Add’ button on the approved document to create the Purchase Order. If successfully
created the document becomes available for printing or sending by email as an attachment.
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9.0 Creation of JCC from a generated purchase order.
If successfully created the PO becomes available in the ‘Open Items List’ report.
Go to Purchasing A/P > Purchasing Reports > Open Items List. This is a work-list that shows successfully generated
documents on the system, ready for the next process. Change the dropdown on the ‘Open Documents’ section to
‘Purchase Order’. Click on the ‘Yellow Arrow’ next to the ‘Doc. No.’
Right Click and Copy the Vendor Code and note the document type whether ‘Item’ or ‘Service’.
Go to Purchasing A/P > Job Completion Cert. Paste the copied Vendor Code in the vendor field and select the
returned result. Change the ‘Item/Service Type’ dropdown to the appropriate document type. Click on ‘Copy
From’ in the lower section of the document. Select ‘Purchase Orders’ as shown below.
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Select the appropriate purchase order from the list and click ‘Choose’.
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Select ‘Finish’ in the next dialogue box. The content of the purchase order is then copied to the JCC document.
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Update the document date. Update the document row details to reflect the appropriate amount or quantity if
necessary. Click on ‘Add’
The document should go for the necessary approvals, before being returned in the ‘Messages & Alert Box’ as
‘Approved’ or ‘Rejected’.
If ‘Approved’ click on the ‘Add’ button on the approved document to create the JCC document. If successfully
created the document becomes available for printing or sending by email as an attachment or conversion to an
AP Invoice by the finance department.

Procurement To Pay Training Manual

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Document Type Document

1.0 Log in to SAP business One.

 Click on ‘Change Company’.

2.0 Purchase Requisition (Services).

 Select preferred vendor

 Select Budget Code in the field ‘G/L Account’

 Select Cash Call - Activity in the field ‘Project’

 Click on the ‘Attachments’ tab to upload scanned document.

3.0 Purchase Requisition (Items).

 Select other required parameters in the row

 Click on the ‘Attachments’ tab to upload scanned document.

4.0 Checking status of document in approval process.

5.0 Enable forwarding of system messages to outlook.

6.0 Approving a pending document request by the document authorizer.

7.0 Adding an approved document request by the document originator.

8.0 Creation of purchase order from a generated purchase request.

9.0 Creation of JCC from a generated purchase order.

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