Académique Documents
Professionnel Documents
Culture Documents
Requisitioner MM_REQ_300
Table of Contents
Course topics are hyper-linked to respective slides !" desired click on topics to quick-#u$p to that section
Note: Must be in Presentation mode to use hyper-link functionality (Press F5 to begin). %hat is SAP Requisition& Slide '
%ho Should Receive Requisition Training& Slide ( %hen are Requisitions )sed& Slide * +o, Requisitions -i""er "ro$ .ther /ethods Slide 0 +o, to 1no, Requisition is the Right /ethod&Slide 2 3ote4 Purchase o" +ealthcare !te$s Slide 5 SAP Roles Slide 6 Role Co$7inations Slide 10 Training Require$ents "or -epart$ental Roles Slide 11 SAP 8eneral Process Flo, Slide 12 )nderstanding Transaction Codes Slide 1' 9endor .vervie, Slide 1( :egin Requisition Process Slide 1* Requisition /a#or Sections Slide 16 Personal Settings Slide 2( Create Requisition Slide 22 Select Account Assign$ent Category Slide 26 Select 9endor Slide '0 Co$plete ;ine !te$ .vervie, Slide '2 -etails Section < Set Account Assign$ent Slide '' -etails Section < Te=t 3otes Slide '( -etails Section < -elivery Address Slide '* Create Attach$ent Slide '5
Who Shoul# Re$ei%e SAP Requisition Training? Any persons authoriFed to per"or$ procure$ent "unctions ,ithin the "ollo,ing areas4 )1 +ealthCare College o" /edicine Facilities areas using Plant /aintenance DP/E
This includes ad$inistrativeGother sta"" or "aculty conducting purchases on 7ehal" o" their depart$ents or units &ote4 The acade$ic ca$pus sector has transitioned to Su''lier Relationshi' Manage(ent )SRM* as its "or$al procure$ent syste$ SR/ is an SAP product that "acilitates e-procure$ent o" goods and services via a ,e7-7ased plat"or$ The a7ove areas ,ill transition to the SR/ syste$ during the "orthco$ing Phase !! o" i$ple$entation
:eing the are "or$al procure$ent syste$ "or )1 +ealthCareC When SAP Requisitions +se#?
College o" /edicineC and FacilitiesC the SAP Requisition is used "or the "ollo,ing purchases4 Purchases "or ,hich the dollar a$ount e=ceeds procure$ent card li$its PurchasesC regardless o" a$ountC "or ,hich the vendor does not accept the procure$ent card Any purchaseC regardless o" a$ountC that involves ,ritten agree$ents Co$$odities having special conditions or nature Di e C personal service contractsC leasesC licensed goodsC etc E Purchase o" capital equip$ent Di e C H I2000 costC or H I1000 "or co$putersE
SAP Requisitions di""ers "ro$ other purchase $ethods "or ,hich ,oSAP Requisitions .iffer fro( other Pur$hase depart$ents have delegated authority Metho#s "/ Pro$ure(ent $ar# < )sed "or purchase o"4 /ost s$all dollar operational goods and services ,ith total cost J I*000 >quip$ent ,ith ite$ cost J I2000C co$puters J I1000 D>=ception4 Purchase o" -ell co$puters is allo,a7le "or orders up to I*000 on procure$ent cardE !te$s involving no special conditions or ,ritten agree$ents !/ Pa0(ent Request .o$u(ent )PR.* < )sed "or processing pay$ents "or select goods and services that are usually o" a discretionary nature or "or ,hich little or no Purchasing policy appliesC e g C speaker "eesC govern$ent "eesC a,ardsC patient rei$7urse$entsC etc Accounts Paya7le holds responsi7ility "or the PR- progra$ &ote4 So$e areas De g C +ospitalC FacilitiesC etc E have restrictions on usage o" the procure$ent card "or $any purchases and require the requisition as their purchase $ethod o" choice SAP Requisition Training - Fall 2012 eturn to !able of "ontents
SAP Roles
;evel SAP Role Role -escription Responsi7le "or creating a @RequisitionA to purchase goods andGor services "ro$ a particular supplier Approves Requisitions "or their depart$ent or area Responsi7le "or university,ide contracting processes "or various co$$odities Con"ir$s physical receipt o" goodsGservices in satis"actory condition Posts invoices against purchase orders
SAP Requisition Training - all !0"!
-Purchase .rder
8oods Receiver
8oods Receipt
--
!nvoice Receipt
eturn to !able of "ontents
Role Co(binations
1n or#er to (aintain $he$4s an# balan$es there is a li(it on the nu(ber an# stru$ture of roles an0 one 'erson (a0 hol#/ The follo-ing (atri5 sho-s all 'er(issible $o(binations for %arious 'ro$ure(ent roles -ithin my+2/
The sa(e 'erson is not require# to hol# all roles -ithin an0 one o'tion/ The $o(binations refle$t the (a5i(u( roles -ithin ea$h o'tion an0 one 'erson (a0 hol#/ SAP Requisition Training - Fall 2012 10 eturn to !able of "ontents
Approver
8oods Receiver
lo- )7 Ste's*
The depart$ent creates requisitions "or ite$sGservicesC ,ith approvalDsE to "ollo, Purchasing processes and places the purchase order ,ith the supplier Along ,ith the purchase orderC goods receipts and invoice postings co$plete the '-,ay $atch and pay$ent releases A pre-encu$7rance is esta7lished ,hen the requisition is createdN the actual encu$7rance is created at point o" purchase order processing
SAP Requisition Training - all !0"!
8en#or 9%er%ieThe )niversityBs 9endor -ata7ase is $anaged 7y the Purchasing -ivision The data7ase contains an entry "or every vendor ,ith ,ho$ the )niversity conducts 7usiness via purchase orders and other purchase-related transactions :e"ore a requisition can 7e enteredC the 9endor -ata7ase $ust 7e checked to con"ir$ the vendor entry is listed and ,ith the correct address !" the vendor cannot 7e "oundC they $ust co$plete a 9endor Application For$ and su7$it "or consideration The "or$ can 7e "ound at4 http4GG,,, uky eduGeFor$sG"or$sGvendapp-sap pd" Kuestions regarding the 9endor -ata7ase can 7e sent to4 )1PurchasingOuky edu
;ogin to my+2
1 Click ;ink :lue "ro$ the )1 +o$e Page
;aun$h Pa#
T1P4 Pou can also create custo$iFed "olders and list T-code Favorites that you $ay use repetitively
-ocu$e nt .vervie ,
&ote3 +eader notes apply to an entire requisition 3otes speci"ic to individual line ite$s are entered in the !te$ -etails D7otto$E section SAP Requisition Training - Fall 2012
Requisition ;a0out = .o$u(ent 9%er%ie-ocu$ent .vervie, is on the le"t side o" the screen !t displays a record o" requisitions as you create the$
Turning -ocu$ent .vervie, o"" ,ill collapse it "or $ore requisition screen space
Personal Settings
SAP Requisition Training - all !0"!
Personal Settings
Personal Settings (ust be $onfir(e# an# setu' for 0our requisition role 'rior to entering 0our first requisition to ensure a su$$essful e5'erien$e/
1 Fro$ the />*13 requisition screen click Personal Setting
2 )nder the -e"ault 9alues ta7 $odi"y settings to $atch ite$s notated in red 7o=es
Personal Settings
!" you are $issing any -e"ault 9aluesC click /ore Fields 7utton to access additional 9alues to $ove into vie,
Create Requisition
A %en#or quote (ust be obtaine# 'rior to beginning a requisition/ Mu$h of the #ata entere# into the requisition is 1 3: is the standard (irror infor(ation fro( the quote/
Re(e(ber4 !" you are 7uying certain co$$odities "or the hospitalC you $ay need to select L: Req +ealthcare as your requisition type 9isit http4GG,,, uky eduGPurchasingGdo "or $ore in"or$ation
2 !" applica7le enter any relevant notes Requisition header notes are seen internally onlyN they ,ill not print on the purchase order
Sele$t 8en#or
* To search "or the -esired 9endorC click the possi7le entries icon to the right 0 >nter a portion o" the vendorBs na$e into the 3a$e 7o= placing DQE on each end
T1P3 !" kno,n the requisitioner can enter other search criteria DcityC postal codeC etc E to re"ine searches and produce 7etter results
Sele$t 8en#or
5 ;ocate the correct vendor and dou7le click on the entry
&ote4 9endors "or SAP requisitions $ust 7e identi"ied ,ith 8roup LPR. !" the vendor you need is listed ,ith a di""erent groupC contact Purchasing "or assistance
Co('lete ;ine 1te( 9%er%ie6 >nter vendor catalog nu$7er "ro$ the quote 10 >nter short te=t description o" ite$ 11 >nter quantityC unit o" $easureC and price each
D8;E Account is an accounting co$ponent that relates to the description o" the goods or services purchased
9'tional4 So$e depart$ents use a statistical internal order nu$7er "or additional accounting controls !" applica7leC it is entered in the .rder 7lank
eturn to !able of "ontents
&ote3 %hile header notes ,ill not print on the purchase orderC te=t notes at the ;ine !te$ -etails level will print on the purchase order SAP Requisition Training - Fall 2012
eturn to !able of "ontents
12 Click .1
&ote4 !" you have $ultiple linesC click the Repeat Address on 7utton to copy to all lines
Create Atta$h(ent
The %en#or quote shoul# be ele$troni$all0 atta$he# to the requisition/
16 Click 7lack triangle on right side o" Services "or .7#ect icon 20 Select Create -ocu$ent in SAP -:
Create Atta$h(ent
21 ;ocate and highlight "ile ,ithin your driveDsE
Attach$ent success"ul $essage sho,s at 7otto$ le"t o" screen Attach$ent ,ill e=ecute ,hen docu$ent is Saved
T1P3 The check 7utton ,ill e=pose any errors that $ay e=ist An error ,ith a red icon $ust 7e corrected 7e"ore saving A yello, icon error is only an advisory and does not require correction
.is'la0 Requisition
?ou $an #is'la0 the $ontents of an0 requisition -ithin .o$u(ent 9%er%ie- b0 #ouble $li$4ing on the requisition nu(ber/ This is i#enti$al to Requisition using T-$o#e ME73&/
-ou7leclick any requisition nu$7er enters display $ode
E#it Requisition
A requisition can 7e edited a"ter creation Co$$on edits $ay include4 AddC deleteC or $odi"y line ite$s /odi"y Account Assign$ent Add Attach$ent The requisitioner or approver can edit the docu$ent provided the purchase order has not 7een processed 1('ortant4 The requisition should not 7e edited a"ter the purchase order is created!" !" you have $odi"ications to an order a purchase order a"ter the P. is processedC contact Purchasing "or guidance has 7een processedC
it ,ill appear on the Status ta7 ,ithin the -etails section
E#it Requisition
2 Click the pencilGglasses icon to $ove docu$ent into edit $ode Dscreen ,ill turn ,hiteE
E#it Requisition
Su''le(entar0 Tas4s
SAP Requisition Training - all !0"!
A''ro%al
1 -ou7le-click requisition "ro$ ,ithin -ocu$ent .vervie, to display
After the requisition is $reate#> it ne5t (o%es to the A''ro%al 'ro$ess/ A''ro%al status $an be %ie-e# on the requisition/
2 Release Strategy ta7 sho,s approver status Pello, icon $eans docu$ent has not 7een approved
8reen check $ark indicates approval co$pleted and docu$ent has $oved to Purchasing
A''ro%er ;e%els
Multi'le a''ro%als (a0 be require# #e'en#ing on the a(ount of the requisition Total %alue of #o$u(ent ;ess than @"0>000 @"0>000 or greater A''ro%al)s* Require# ;e%el " onl0 ;e%el " A ;e%el !
&ote3 S'e$ial a##itional a''ro%als are require# for 'ur$hases of %ehi$les an# $o('uter equi'(ent/ SAP Wor4flo- auto(ati$all0 routes these to the a''ro'riate s'e$ial le%el a''ro%ers/
1nbo5 9%er%ieAll requisitioners ha%e 1nbo5es/ .o$u(ent-relate# (essages an# other $o((uni$ations (o%e throughout SAP Wor4floto usersB 1nbo5es/
1 Click the !n7o= icon "ro$ the SAP >asy Access screen
9arious co$$unications regarding approvalsC re#ectionsC etc ,ill appear here Requisitioners also receive .utlook noti"ications as requisitions are approved or re#ected 2 Click the %ork"lo, "older ,ithin !n7o=
2 To edit the re#ected docu$entC click the requisition link sho,ing at the 7otto$ o" the %ork"lo, screen
( Click the undo icon to clear the re#ection Screen ,ill turn ,hite allo,ing editing
Re(e(ber3 Although T-code />*13 is "or creating requisitionsC it ,ill allo, access to -ocu$ent .vervie, to display or edit requisitions SAP Requisition Training - Fall 2012
&ote3 To delete an entire requisition4 highlight all linesC click trash can iconC and click Save
1 )sing T-code />2; enter various criteria to search docu$ents 7ased on vendor data andGor other criteria
T1P4 Range and $ultiple entry cells return e=tended results i" needed
)sing T-code />21 enter various criteria to search docu$ents 7ased on Account Assignment data andGor other criteria Click e=ecute 7utton to display results
T1P4 Range and $ultiple entry cells return e=tended results i" needed
Refresh icon ,ill re"resh -ocu$ent .vervie, sho,ing latest requisitions created
Conta$t the res'onsible bu0er in Pur$hasing if 0ou are unsure -hether a s'e$ifi$ requisition 0ou 'lan to enter (ight -or4 best in a re%erse for(at/ SAP Requisition Training - Fall 2012
eturn to !able of "ontents
2 Click print 7utton in !te$ .vervie, section "or line ite$ "or$at printout
2 %ithin the Account Assign$ent ta7 in -etails sectionC select the type o" split desired Costs can 7e split 7ased on quantity or percentage 7asis
Re(e(ber3 Account in"or$ation is assigned on a line item level in the -etails section The requisitioner $ay assign di""erent accounting co$7inations to each line ite$ 7eing purchased SAP Requisition Training - Fall 2012
eturn to !able of "ontents
%hen creating attach$entsC re"rain inserting special &a(ing Con%ention for "ro$ Atta$h(ents
charactersC such as OC RC IC QC SC TC UC etc into the "ilena$e Filena$es should also not include spaces 7et,een ,ords nor underscores They should 7e na$ed ,ith a purely alphanu$eric "or$at >=a$ples o" suita7le "ilena$es4 /edtechquote1001 pd" Furniturelayout doc >=a$ples o" unsuita7le "ilena$es4 AP! Printing Kuote pd" D"ilena$e includes spacesE FisherUincu7ator I1000 doc D"ilena$e includes special charactersE .nly the "ollo,ing "ile "or$ats are accepta7le as requisition attach$ents4 P-FC ?;SC ?;S?C -.CC -.C?C T?TC T!FC :/PC 8!FC +T/;
SAP Requisition Training - Fall 2012
eturn to !able of "ontents
&u(bering Con%entions for Pur$hase 9r#ers Purchase orders "ollo, nu$7ering conventions depending on the ca$pus sector in ,hich the requisition originates
P9 &u(ber or(at ('???????? syste$ (*???????? (2???????? Area
Facilities using Plant /aintenance DP/E Ca$pus and +ospital 3: Requisitions +ospital L: Requisitions
Related docu$ents are listed ,ith drill-do,n capa7ility -ou7le-click on docu$ents i" needed to access the$
SAP Requisition Training - all !0"!
The assigned 7uyer can 7e "ound in the -etails section on the Contact Person ta7
As an order evolves through the processC the Status ta7 ,ill re"lect ,hether su7sequent docu$ents have 7een created Pro7le$s can 7e "requently diagnosed 7ased on the order status in the process >=a$ple4 %ith the purchase order 7eing in placeC co$pletion o" the 8oods Receipt and the !nvoice Posting co$plete a @'-,ay $atchA allo,ing the check pay$ent to release Co$$on pro7le$s relate to one or $ore o" these tasks 7eing unco$pleted
SAP Requisition Training - all !0"!
' 8oods receipts and invoices are posted and $atch the P. quantityC allo,ing check pay$ent !" either is $issingC or there is a $is$atchC the check ,ill not process
2 8o to the !te$ -etails section and click on the Purchase .rder +istory ta7
Sign 9ff
To close requisition screenC click icon in upper le"t corner and select Close