the purchase requisition screen -- overviewgpa.gaports.com/purchasing/webbids.nsf...the purchase...

Georgia Ports Authority SAP 4.7 Requisitioner’s Manual – “Attachment C” SAMPLE - SAP ERP 6.0 UPGRADE - 14-GA-10162002

SAP UPGRADE-Attachment C-Add.1-MM Requisitions Manual -- Final v1.5.073113ga 1 7/31/2013 2:59 PM

The Purchase Requisition Screen -- Overview

The Purchase Requisition Screen is divided into 4 distinct areas: Header, Item Overview, Item Details, and Document Overview. The first three areas are labeled and explained below; the Document Overview is labeled and described on following pages. The Header, Item Overview, and Item Detail area can each be expanded by clicking on the

area’s icon. Conversely, the area can be collapsed by clicking the area’s icon.

In the screen shot below, clicking on will collapse the associated area’s detail information. This is useful if you need more room on the screen to focus on the area in which you’re currently working. For example, if you are entering a requisition that contains numerous line items, you may want to collapse/hide the header area to allow more of the line items to be visible without having to vertically scroll through the list.

Item Details

Item Overview

Header



Header Use the Header area to enter notes to the buyer regarding the requisition. If you have already obtained prices from a certain vendor, you can communicate that information to the buyer in the header note. Header notes should always be used instead of item notes to provide detailed information to the buyer about the procurement.

Item Overview The Item Overview area is where each line item of the requisition is entered.

Item Details The Item Detail area is the tabbed area at the bottom of the screen and is used to enter account assignments and more detail for the item descriptions. This area is also where detailed information can be found regarding the requisition’s status.

Toolbar

The following icons appear on the requisition toolbar and are frequently used to switch between requisitions and display/change modes.

Allows you to create a new requisition

Toggles between display mode and change mode so you can edit the requisition

Allows you to select a different requisition or purchase order with which to work Other commonly used buttons are:

Save document

Back to previous screen

Execute query



Document Overview

The Document Overview area appears on the left side of the screen, as shown below, and allows you to quickly move from one requisition to another.

Document Overview

Area



The Document Overview can be toggled on by clicking the button.

Selecting the icon from the Document Overview toolbar allows you to choose the range and types of documents that appear in the Document Overview window, as shown below. Selecting My purchase requisitions is a quick and easy way of listing requisitions that you have created. The time limit applied to this list is determined by your personal settings.



Creating Purchase Requisitions - Goods or Stock ME51N

1. Start the transaction using the menu path as shown below. Alternatively, you can enter transaction code ME51N in the SAP command box to immediately invoke the SAP program for creating requisitions.



2. Click to expand the Header note section to add notes for buyers, if needed. These notes do not print out on the purchase order; they only provide additional information for the buyer regarding the order. For example: Please call John Doe before placing this order. He has important information.

Clicking on the header icon a second time will collapse/hide the header info, providing more room on the screen for viewing line items of the requisition. This is especially useful if your requisition contains an unusually long list of items.

3. If the item overview portion of the screen is not automatically displayed, click on

to open the form for entering each item to be requisitioned. The item overview section is shown below. This is the area of the screen where you will enter each of your items, one item per line.



As required, complete/review the following fields for each line item entered. After you have

entered all data for an item, press Enter or click on the icon to save the line item.

Fields identified in the following table as R are required input fields; O are optional; C are

codes that you may either type or select from a drop-down box by clicking on next to the current field.

Field Name R/O/C Description

A (Account Assignment Category)

C Key indicating how an item is to be charged (e.g. to cost center, asset, work order, or stock). Type code in or select from the dropdown box.

Example: K to assign cost of the item to a cost center. Use this code if purchasing a non-stock item that is not classified as an asset and is not being charged to a work order.

A to requisition an asset. Finance must assign and load an asset number before an asset can be requisitioned.

F reserved for Maintenance staff use only; used to assign cost of the item to a work order. Must be coded to a Maintenance cost center (i.e., 5022, 5023, etc, and GL account 543500) under the account assignment tab.

Blank for a stock item. This code is to be used by Store Room staff only.

Material C Number that uniquely identifies a material in the Store Room (used for Store Room inventory items only).

Enter only if item is on the Material master; otherwise leave blank.

Example: 100021

Short text O Item description; required entry if item is not on material master list.

Not needed if item is on Material master

Example: o rings for trencher

Quantity R Quantity.

Example: 5




Unit R Unit of measure used in a purchase order to specify order quantity. This unit of measure can differ from the base unit defined for the material, but must match one of the codes listed in the drop-down box for this field.

Example: ea

Val. Price R Price of each item; required entry if item is not on material master list. For stock items, price will default.

Delivery date O Date material is to be delivered.

Example: 4/01/2004

Plant R

Plant for which item is be requisitioned. May be typed in or selected from the drop-down box for plant. Plant code must match exactly one of the items in the drop-down box.

Example: OCTM

Purchasing Group C Code which identifies buyers responsible for procurement of the specific goods or services. Required entry if item is not on material master.

Normal day-to-day requisitions should be sent to the buyers assigned to that function. If you have discussed a project with a Purchasing employee, you can direct your requisition to that buyer. Bids, quotes, and blanket contracts should be sent to the attention of the purchasing manager or purchasing supervisor.

If item is maintained on Material master and a purchasing group has been assigned, this will default.

Example: GA

Matl group R Code, as designated for your department in Appendix A. This field must be entered if you are requisitioning a non-stock item.

Material groups may be accessed through the matchcode function. The material group number allows for quick research on current requisitions and past purchases for your department.

If Go To

Purchase is for a stock item Step 6



4. Click the tab.

Complete/review the following fields:


G/L account no. R The G/L account identifies the specific G/L account within a chart of accounts that you wish to process accounting entries against. (Refer to Appendix B)

Example: 543200

Cost Center

If item was charged to a Work order, you will enter an Order number.

R Department number to which costs are recorded. (Refer to Appendix A)

Example: 5007



5. If additional description is needed for the item, click on the right hand side of the screen and select Texts from the drop-down list. You will be presented with a text box in which to key in additional information about the item. The item text will print on the purchase order and is intended as additional instruction for the vendor.

Item text, Delivery text, and Material PO text print on the PO; Item notes do not. Be very careful that you do not place PO text in the notes area, and that you do not place notes in the text area. Notes are intended as internal information for the buyer only; text is intended as external information to the vendor.

6. Click to save the requisition. The system will display a message in the status line at the bottom of the screen showing the number automatically assigned to the newly created requisition.

The system displays the message, "Purchase Requisition number XXXX created."



Changing Purchase Requisitions ME52N

1. Start the transaction using the menu path as shown below. Alternatively, you can enter transaction code ME52N in the SAP command box to immediately invoke the SAP program for changing requisitions.



2. SAP remembers the number of the last requisition you worked with and automatically displays that requisition when you select the change option. If you wish to work with a

different requisition, select the icon. This allows you to select a different requisition for editing.

3. Before you change the purchase requisition, you need to consider the following:



4. Items that have a release status of X are changeable; items that have a release status of S are non-changeable. You may edit any data on the requisition that is not “grayed out”.

5. To add additional items to the requisition, simply go to the next available line of the item grid and add the new item.

6. To delete an item, simply select the line item and click on the icon. To restore (undelete) the item, click on the arrow to the right of the and select Restore.

7. To edit line detail data under the tabs, you must first select the appropriate line item from the drop-down box. Click on the icon above the item detail section to invoke the drop-down list for the line items or use the arrows to scroll through the items. Select the appropriate tab to edit the corresponding data.

8. After you have made the desired changes to the requisition, click on the icon to save your changes.



Listing Purchase Requisitions ME5A

1. Start the transaction using the menu path as shown below. Alternatively, you can enter transaction code ME5A in the SAP command box to immediately invoke the SAP program for listing requisitions.



2. To view all items requisitioned by a particular individual, enter the person’s name in the Requisitioner text box in the format of LastNameFirstInitial. You can further restrict the listing on any of the available fields, ie, delivery date, material group, etc.



3. After you have entered your desired search criteria, select the icon to generate the listing. You can view detailed info about an item by double-clicking on the line or by clicking on the

(grey box) beside the item and then selecting the icon.



Checking the Status of Purchase Requisitions ME53N

1. You can check the status of a purchase requisition under Display Purchase Requisition. Start the transaction using the menu path as shown below. Alternatively, you can enter transaction code ME53N in the SAP command box to immediately invoke the SAP program for displaying requisitions.



2. SAP automatically displays the last requisition you were working with. To select a different

requisition, select the icon and enter the requisition number as shown below.

The status of each item is shown under the column labeled S. Additional status information can be found for each item under the Status tab of the item detail form. If a purchase order has been created, the PO number will appear in the Purchase Order (PO) column. Additionally, the PO number will appear under the Status tab. Double-clicking on the PO number in the Status tab takes you to the actual Purchase Document.

The following table explains the status codes. The status code N indicates that the requisition has not yet been processed.



Releasing Purchase Requisitions ME54N

1. To release a purchase requisition, start the transaction using the menu path as shown below.

Alternatively, you can enter transaction code ME54N in the SAP command box to immediately invoke the SAP program for releasing requisitions.



2. SAP will automatically display the last requisition you were working with. To select a different

requisition, select the icon and enter the requisition number as shown below.

3. Under the Release Strategy tab of the Item Detail click on the icon under the Release options column to release the item. You can only release the item at your approval level.

4. If the release is effected, the Status column will now show for your approval level and the release indicator will indicate that the item is now non-changeable. To cancel the release, click on the icon under the Release Options column.

5. After releasing the requisition, you must save your changes. Do so by selecting from the toolbar at the top of the screen.



.



APPENDIX A

Cost Center and Material Group List (by matchcode)

DIVISION DEPARTMENT COST CENTER CODE

MATERIAL GROUP MATCHCODE

Administration Admin, HR, ER 5060 AD Purchasing 5060 PU / MMP Risk Management 5063 RM Executive Board of Directors 5030 EX Port Planning 5033 PD Executive 5035 EX Comm/External Affairs 5037 PR Port Police 5062 PP Information Services 5072 IS Engineering / Maint. Engineering 5020 EM Maintenance Facilities & Utilities: Garden City 5023 FM (UM for Electrical) Ocean Terminal 6023 FM (UM for Electrical) East River 7023 FM (UM for Electrical) Mayor’s Point 7223 FM (UM for Electrical) Colonel’s Island 9023 FM (UM for Electrical) Bainbridge 8026 FM (UM for Electrical) Columbus 8225 FM (UM for Electrical) Storeroom 5027 FM (UM for Electrical) Motor Pool: Garden City 5022 MP Ocean Terminal 6022 MP East River 7022 MP Mayor’s Point 7222 MP Colonel’s Island 9022 MP Crane Maintenance: Garden City 5028 CM Ocean Terminal 6028 CM East River 7028 CM Mayor’s Point 7228 CM Colonel’s Island 9028 CM



Appendix A - Cost Center and Material Group List cont’d.

DIVISION DEPARTMENT COST CENTER CODE

MATERIAL GROUP

Finance Finance 5070 FI Billing 5051 FI Operations Garden City: Docks 5001 DK Liquid Bulk 5002 DK Container Operations 5007 CO Cold Storage 5011 DK ICTF 5014 IC Container Cranes 5016 CC Director’s Office 5050 OD Ship Operations 5052 SO Ocean Terminal: Docks 6001 OT OT Cranes 6006 CC Brunswick: East River Terminal 7009 BO Mayor’s Point Docks 7201 BO Colonel’s Island Docks 9001 BO Bainbridge: Bainbridge Terminal 8001 BA Columbus: Columbus Terminal 8201 CL Trade Development Trade Dev. Admin. 5080 TD Southern Region 5081 TD CRC 5082 TD New Jersey 5083 TD Japan 5085 TD Norway 5088 TD Colonel’s Island Bulk Fac 9008 CI

End of Appendix A



APPENDIX B Expense Code List - G/L Accounts

Account Name

G/L Account Number

Outside Services 541900 Gate Expenses 541901 Pallet Usage 542000 Hauling (Cargo) 542100 Demurrage 542200 Dredging 542300 Custom Fees 542500 Temporary Agency Labor 542600 Damage Claims 542700 Self Insurance Liability 542750 Inventory Adjustments 542800 Inventory Price Variance 542850 Inventory Freight 542900 Operating Supplies 543000 Purchasing Card Expense 543100 Office Supplies 543200 Postage 543300 Fuel & Lubricants 543400 Maintenance Materials & Services Used 543500 Uniforms 543600 Safety & First Aid 543700 Insurance - (Other Than Group Medical) 543800 PC Hardware & Software 543900 Utilities 544000 ADT (American District Telegraph) Service 544100 Equipment Rental 544200 Facilities Rental 544300 Disk Software Support 544400 Employee Activities 544500 Printing & Publications 544600 Advertising 544700 Travel Expenses (Other Than Air) 544800 Travel Service Fees 544825 Air Travel 544850 Employee In-house Training 544900 Conferences & Training 544910 Telephone 545000 Dues - Corporate 545100 Membership Dues & Expenses 545110 Subscriptions 545130 Publicity & News Release 545200 Trade Shows, Displays, Etc. 545300

(Continued on the next page.)



Appendix B - Expense Code List - G/L Accounts cont’d.

Account Name

G/L Account Number

Sales Promotion & Public Relations 545400 Applicant Expense 545500 In-house Business Meetings 545700 Consultants, Studies, & Surveys - Fees 549100 Consultants, Studies, & Surveys - Expenses 549101 Legal Expense - Fees 549300 Legal Expense - Expenses Reimbursed 549301 Auditing Expense 549500 Environmental 549700

(From the Georgia Ports Authority SAP Chart of Accounts - GPCA)

Please call Finance for coding assistance.

the purchase requisition screen -- overviewgpa.gaports.com/purchasing/webbids.nsf...the purchase...

Documents