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SAP PROCUREMENT TRAINING

SAP Procurement 101


(Requisitioner Training Manual)
While You’re Here…
• All drinks must have a cover and please do not eat over the computers
• Please turn off or silence cell phones during class time
• If you need to answer an emergency call please step outside the classroom
• Avoid reading or sending emails during class time
• When others are speaking or asking questions please be courteous and do not interrupt
• Breaks and lunch will start and end on time
• Don’t be afraid to ask questions
• If you have additional questions at the end of this training please contact Procurement & Warehousing
• Have fun and enjoy the opportunities you have to contribute to SBBC’s future success!

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Course Structure

1. Concepts 2. Demonstrations
(Tell Me) (Show Me)

3. Exercises
(Let Me)

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Course Outline
Days 1 & 2
Course Introduction
Unit 1: Requisitions Unit 3: Procurement Reports
Introduction to Purchase Requisitions ME5A – Display List of Purchase Requisitions
Creating, Changing, and Displaying Standard Requisitions ME2K - Display List of Purchase Orders
Creating, Changing, and Displaying Framework Requisitions ME23N – Display Purchase Order
Creating, Changing, and Displaying Stock Transport (STO)
MM03 – Display a Material Master Record
Requisitions
Things to Remember / Review Questions FBL1N – Vendor Line Item Display
Review Questions
Unit 2: Goods Movement
Introduction to Goods Movements Summary:
Performing a Goods Receipt Class Review
Editing a Goods Receipt FAQ’s Review - Question/Answer Session
Reversing (Cancel) a Goods Receipt Important Documents & Links Review
Performing a Goods Return Class Quiz (Online)
Things to Remember / Review Questions Class Review (Online)
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Course Objectives
At the end of this course you will be able to:
• Understand the procurement process from start to finish
• Describe the various types of purchase requisitions used for orders
• Create and change purchase requisitions
• Describe the goods receipt/return process
• Complete, edit, reverse, and return a goods receipt
• Run procurement reports
• Locate all training material for future reference

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About SAP
What is SAP?
• SAP stands for Systems, Applications and Products
• It is an ERP (Enterprise Resource Planning) system that helps BCPS use multiple applications together to manage
and automate many of our daily processes
• SAP’s systems are used worldwide in a variety of industries
• Broward County Public Schools uses SAP ERP to manage areas such as:
• Operations (Distribution, Materials Management)
• Financials (Financial Accounting, Management Accounting)
• Human Resources (Payroll, Employee Onboarding)

How Does SAP Work?


Department Store Warehouse SAP ERP System
(Holds all products) (Holds all Master Data)

Products are distributed to Data is distributed to various


each department modules/areas
Example  SAP 
Shoppers Your position determines
visit department which modules(s)
for specific you can access
items & use

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The Procurement Process
The Purchase Once the
User checks to 1.) A purchase A Purchasing Order is sent to materials are
see if Bid exists requisition is Specialist the Vendor for received by the
for materials or created for the receives the processing. school /dept., a
services. material/service requisition, Goods Receipt is Payment is sent
User Determines reviews it for performed (Only
2.) Approved by The Vendor to the vendor for
need for errors, ensures for Standard
the school completes the the
material/service If yes, Bid quotes are Requisitions)
Principal/Director order by sending goods/services.
should be used attached (if
3.) Submitted to required) and the materials or This confirms that
If no, obtain the Procurement providing the the material was
converts it to a
Vendor quotes Dept. service received as
Purchase Order.
requested. requested.

The requestor 1.) The requestor A Purchasing The Purchase


from ABC Middle creates a Specialist for the Once the pencils
Order is sent to
school checks to Standard designated are received by
the vendor
see if there is a Requisition for Purchasing the school, a
ABC Middle Best Pencils Ever Payment for the
bid for pencils. 100 pencils & Group (i.e. Goods Receipt is
School for processing order is sent out
submits it school supplies) performed by the
needs by AP to the
2.) The req. goes reviews the requestor
100 pencils If yes, the Bid The Vendor fulfills vendor for the
to the Principal requisition for confirming that
should be use the order by pencils
for approval errors, and all 100 pencils
If no, Vendor converts it to a sending the 100 were received as
3.) Then to the
quotes are Purchase Order pencils to ABC requested
Procurement
requested (PO) Middle School
Dept.

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Quick tips: SAP Icons & Shortcuts
Title Windows Web GUI Keyboard Shortcut / Notes
GUI (Standard)
Continue (Enter) Press “Enter” on the keyboard Press “Enter” on the keyboard
Exit and choose “Exit” Not Available
Back DO NOT Press the Browser’s Back Button
Execute or Not Available

Cancel F12 Key on the keyboard


Save Ctrl + S simultaneously
Sort Ascending Order Not Available
Sort Descending Order Not Available
New Session Window Not Available

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Unit 1:
Purchase Requisitions

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Unit Objectives
At the end of this unit you will be able to…
• Add SAP purchase requisition (PR) transaction codes to your Favorites section
• Understand key PR terminology
• Define the different types of PRs used
• Identify the different sections of a PR screen
• Create/change/display PRs

PLEASE NOTE:
• All instructions from this training can be found on the Procurement & Warehousing Services website:
http://www.broward.k12.fl.us/supply/
(under the Quick Links section of our homepage)

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Requisition Types
Standard Requisition Framework Requisition Stock Transport Requisition
• Requisition #’s start with a “1” • Requisition #’s start with a “1” (STR)
• Purchase order # will start with “45” • Purchase order # will start with “75” • Requisition #’s start with a “1”

• Preferred method for placing orders • Preferred method when procuring a service • Purchase order # will start with
with Vendors/Suppliers that has recurring payments or where the “95”
total cost of the service is unknown until its • Used when ordering from our
• Use if the Qty, Unit Price, and Total Central (internal) Warehouse
completion
Price are known
(for example: A service provider is coming to • Items that can be ordered include
(Pricing is determined either through toilet paper, hand sanitizer, graffiti
Source Determination or a valid Vendor fix Item A, the estimated need is 4 hours for
labor but the final number of labor hours is remover, etc.)
Issued Quote that is attached to the PR)
unknown until the service is completed)
• Each item must be entered as a
separate line • Each item must be entered as a separate line
• Used to order ALL assets ***DO NOT write “see attached list” or “see
(Capital Assets include land, buildings, attached quote” in the Short Text field
fixed & movable equipment, furniture,
audio visual equip., computer software,
motor vehicles (buses, trucks,
lawnmowers) and improvements other
than buildings. Each individual item is
above $1,000 with a shelf life/useful life
of more than 1 year.)

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Requisition Types

Next Fiscal Year (NFY) Standard Requisition SMART Standard Requisition


Next Fiscal Year (NFY) Framework Requisition SMART Framework Requisition
Next Fiscal Year (NFY) Stock Transport Requisition
• Requisition #’s start with “3”
Requisition
Additional

• Requisition #’s start with “2” • SMART (Safety, Music & Art, Athletics,
Types:

• NFY Requisitions are req.’s created during the Renovation, Technology)


current fiscal year for posting in the upcoming fiscal • Same Criteria as the Standard and
year Framework Requisitions but used for
• Used for items with longer lead (delivery) times SMART purchases
• Only Available during fiscal year end (typically June)

For further information on these additional requisition types please contact the
Procurement & Warehousing Services Department

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Understanding Purchase Requisitions
What is a purchase requisition?
• A request to procure (purchase) an item or service made by a school or department

What information does a purchase requisition contain?


• The type of order being placed (Standard, Framework, or Stock Transport)
• The materials being purchased (Material)
• How much is being purchased (Quantity)
• The cost of the items/services (Unit Price/Net Price)
• Who is requesting the item/service (Requisitioner)
• Who is paying for the item/service (Account Assignment Details)
• When it is needed by (Delivery Date)
• Where the item should be shipped to (or) where the services will be performed (Deliver To)
• The Agreement & Line #’s the material is reported under (Agreement #, Line #)
• The Bid ID the order will be reported under (Bid ID/Our Reference)
• The Vendor who will be fulfilling this request (Desired Vendor)

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Requisitions: Key Terminology
Term Definition
Material Master • A List of products which have pre-negotiated agreements/pricing, and pre-determined sources

Transaction Code • Codes used in SAP to open specific transactions


(Tcode) (i.e. ME51N is the transaction code to create a purchase requisition)

Document Type • Identifies the type of purchasing document being used (Ex: Standard Requisition)

Source Determination • The setting used to pull data from the SAP Material Master into a requisition
• The Source Determination website can be used to find materials. To visit the page click here
Item Category • Defines how the procurement of a material/service is controlled
• Also determines whether a goods receipt or invoice receipt is to follow
Account Assignment • Designates how the expense for a procurement will be charged (Ex: cost center, grant, project, etc.)
Category • Further information on Account Assignment can be found here

Material Group • The # used to identify a category of materials. Three or Five #’s long
• Already set up for items in the Material Master
• For items not in the material master, a material group can be selected while creating requisitions
(i.e. Material Group 200 is for athletic uniforms).
Cost Center/Fund Center • The # used to capture cost for the responsible unit within a business area
• Includes a location number
(i.e. The Business Area is a school, the unit is the specific school placing the order).
GL account Number • Used to categorize expenses in the general ledger. (i.e. 55110000)

Purchasing Group • The group used to identify the type of commodity being used when creating PR’s & PO’s
(i.e. food service, professional services, etc.)
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Accounting Information
Account Assignment Categories Accounting Data
Code Name Description Accounting Object Composition
Used with all requisition types General Ledger Class + Object Code + Zeros
K Cost Center
Linked to a Funds Center (G/L) Account Eight Digits
Similar to the Project Account Number Ex: 5 511 0000
Internal
F Assignment but for a specific
Order school department
Fund #
Fund Four Digits
Used for capital budgets (i.e.
P Project construction)
Ex: 1000
Function + Activity + Zeros
Y Grant Functional Area Sixteen Digits
Use when a requisition item is Ex: 5101 00000 0000000
Z Asset considered an asset; Item >
Business Area + Type
$1000 and low value assets
+ Location + 0
Inventory Cost Center
<Blank> To be used for Stock Transports Ten Digits
(Warehouse) Ex: 3307 1 1091 0

NOTE: Only Codes K and Z will be discussed during this training

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Requisition Screen Overview
There are 3 distinct sections of the
Purchase Requisition screen:
A. Header – Contains a Texts tab where a.
internal information/notes can be
entered

b.
B. Item Overview – Shows an overview of
all the line items on the requisition

C. Line Item Detail(s) – Shows detailed


procurement, account, and delivery
information about each line item on the
requisition c.

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Requisition Approval Flow
There are various levels of approval for PRs
Question: Where can I see what approvals
depending on the type of material/service
my requisition needs?
being ordered/requested :
General Approvals Answer: (On the requisition screen)
A.) Principal/Dept. Head In the Line Item Detail section under
Technology Approvals the Release Strategy tab
A.) Principal/Dept. Head
B.) IT Approver
(i.e. IT Manager or designee)
Curriculum Specialist Approvals
A.) Principal/Dept. Head
B.) Curriculum Specialist for items that fall under
certain material groups
Textbook Approvals
A.) School Principal/Dept. Head
B.) Textbooks approver
(i.e. Warehouse Manager or designee)

PLEASE NOTE: When ordering against Grants the Principal will not be
the 1st approver, it will go directly to the Grants Department

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Shipping (Flip-Flop Shipping)
When creating purchase requisitions that will include lines for freight/shipping,
remember to “flip-flop” the quantity and valuation price.
This will make processing the Goods Receipt (see unit 2) easier.
For Example:
The estimated shipping cost is
$100.00
1.) when creating a PR enter 100 as the
quantity and $1 dollar as the Valuation
Price
2.) Use the same material group as the
materials being purchased

NOTE: When completing the Goods Receipt


for freight/shipping, remember to enter
the invoiced shipping amount as the
quantity received.

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Protocol for Policy 3320:
“60” #’s Policy Protocol “60” #’s Policy Protocol
• Purchases less than $5,000 • Single source purchases after policy
60-001 • Valid vendor Quote needed 60-007
requirements are met
(must be attached to requisition)
• Purchases from $5,000 to $50,000 • Declared Emergency where bidding is
60-008
• Required written waiver from Superintendent waived by the Superintendent
60-002
or Designee to waive requirement for
additional quotes 60-009 • Required by Grant, Federal Law or Agency
• Purchases from $5,000 to $50,000
• Requirement of a minimum of 3 written quotes • Regulated Utilities or Government Franchised
60-003 60-010
• Valid vendor quotations must be attached to Services
requisition • Exclusively to be used for the issuance of
• Purchases from State authorized Book Confirming Orders
60-004 depository 60-011
• Required approval from Superintendent if
• For instructional material for resale to students between $5,000 - $50,000
• Superintendent is authorized to purchase
60-005 • Professional Services below $50,000 60-012 commodities or contractual services where
the total amount does not exceed $500,000
• Purchase of Educational Services • Expenditures for field trips other than
• Copyrighted materials below $50,000 transportation
60-006 60-013P
• (i.e. tests, textbooks, software DVD’s/CD’s, • Does not require bidding by the P&WS Dept.
etc.) or Board Approval

Sixty (60) numbers must be used if there is no


Bid ID assigned for the item(s) being ordered

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Before Creating Requisitions…
When preparing to order materials/services…
First… Check to see if a Bid exists for Find that information by clicking here
the material/service Link:
http://www.broward.k12.fl.us/supply/districtcontracts/contract-listing.html

Second… Go to Source Determination for Source Determination (SD) website link:


material #’s https://webapp.browardschools.com/sap/default.aspx

Third… If no Bid exists get valid vendor • 1 Quote (Orders under $5,000)
quotes for the • 3 Quotes (Orders $5,000 - $50,000)
materials/services • Call Procurement &Warehousing Services (P&WS)
(Orders over $50,000)

Fourth… Once pricing is obtained *Remember to attach the vendor quote(s) to the requisition
create a purchase requisition BEFORE submitting for approval

A Vendor Quotes
Is… Is Not…
• Issued by the Vendor • An email from the vendor
• On the Vendor’s Letterhead • A “No Quote” response
• An official quote to include term • A spreadsheet
(period) the quote is valid for • An Order Form
Examples of valid vendor quotes can be found by clicking here

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Let’s Get Started!
First, let’s all log-in to the SAP Web GUI Training Client with the Username/Password you were given

Next Let’s add the transactions we will need to our favorites folder:
1. Right-click the favorites folder and select Insert Transaction
2. Enter the Transaction Code, then press the Green Check :
• ME51N (Create Purchase Requisition)
• ME52N (Change Purchase Requisition)
• ME53N (Display Purchase Requisition)
3. The Transaction code will appear under your Favorites folder

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Standard Requisitions
PLEASE NOTE:
All instructions from this training can be found on the Procurement & Warehousing Services website: http://www.broward.k12.fl.us/supply/
(under the Quick Links section of our homepage)

First, let’s create a standard requisition:


• Let’s review how to create a standard requisition using these instructions
• Watch as I demonstrate how to create a standard requisition
• Now you try to create a requisition as I walk through the steps with you

Next, let’s edit our standard requisition:


• Let’s review how to edit your requisition using these instructions
• Watch as I demonstrate how to edit a standard requisition
• Now you try to edit your requisition as I walk through the steps with you
How Did You Do?
Finally, let’s display our standard requisition:
Any Questions?
• Let’s review how to display your requisition using these instructions
• Watch as I demonstrate how to display a standard requisition
• Now you try to display your requisition as I walk through the steps with you

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Framework Requisitions
PLEASE NOTE:
All instructions from this training can be found on the Procurement & Warehousing Services website: http://www.broward.k12.fl.us/supply/
(under the Quick Links section of our homepage)

First, let’s create a framework requisition:


• Let’s review how to create a framework requisition using these instructions
• Watch as I demonstrate how to create a framework requisition
• Now you try to create a requisition as I walk through the steps with you

Next, let’s edit our framework requisition:


• Let’s review how to edit your requisition using these instructions
• Watch as I demonstrate how to edit a framework requisition
• Now you try to edit your requisition as I walk through the steps with you

Finally, let’s display our framework requisition:


• Let’s review how to display your requisition using these instructions
• Watch as I demonstrate how to display a framework requisition
• Now you try to display your requisition as I walk through the steps with you
How Did You Do?
Any Questions?

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Change Order Requests (CORF):
*For use with standard and framework requisitions*

Submit a change order request when…


• Cancelling a PO
• Closing a PO to invoicing
• Reducing the overall limit of a PO
• Reducing the expected value of a PO
• Changing the G/L Account on a PO

Click Here for the Change Order Request Form

Or use the following link:


http://www.broward.k12.fl.us/supply/internal-forms.html

Email completed forms to:


POChangeOrders@BrowardSchools.com

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Stock Transport (STR) Requisitions
PLEASE NOTE:
All instructions from this training can be found on the Procurement & Warehousing Services website: http://www.broward.k12.fl.us/supply/
(under the Quick Links section of our homepage)

First, let’s create a stock transport requisition:


• Let’s review how to create a stock transport requisition using these instructions
• Watch as I demonstrate how to create a stock transport requisition
• Now you try to create a requisition as I walk through the steps with you

Next, let’s edit our stock transport requisition:


• Let’s review how to edit your requisition using these instructions
• Watch as I demonstrate how to edit a stock transport requisition
• Now you try to edit your requisition as I walk through the steps with you

Finally, let’s display our stock transport requisition:


• Let’s review how to display your requisition using these instructions
• Watch as I demonstrate how to display a stock transport requisition
• Now you try to display your requisition as I walk through the steps with you
How Did You Do?
Any Questions?

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Stock Transport Order (STO)
Maintenance Requests:
*For use with stock transport orders*

Submit an STO Maintenance Form when…


• Making any changes or cancellations to stock
transport orders
• This includes STO’s that have been ordered
but not delivered AND STO’s where goods
have been delivered

Click Here for the STO Maintenance Form

Or use the following link:


http://www.broward.k12.fl.us/supply/internal-forms.html

For help with this form contact the Central Warehouse:


(754) 321-4721

Completed forms can be faxed to: (754) 321-4775

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Things to Remember…
• Set your Default Values to ensure Source Determination is turned on (Access the SD site by clicking here )
• When creating new PRs check to see if there is a Bid for the items/services
• Be sure to select your requisition type before keying in any line item details
• Purchase requisitions should have only one vendor per requisition, and only one purchasing group per
requisition. Only use vendor numbers that start with “1”
• The Bid ID Box on requisitions should ALWAYS include the assigned Bid ID (or one of the general “60-***”
Bid ID #’s if not associated with a specific bid, see slide 25 for more details)
• Don’t forget to “flip-flop” quantity & value when adding freight/shipping to a requisition
• Notes can be type in the Header Text field for the Purchasing Specialist to see (remember to include
your name and the date)
• DO NOT delete or edit messages enter by Purchasing Specialists in the Header Text field of the
purchase requisition
• When creating framework req.’s without material #’s ALWAYS include a detailed description of the
item/service being purchased in the Short Text field, and any additional notes in the Item Text box.
*Be sure to attach a Vendor quote in PDF format.
• The unit of measure for services should always be “AU”
• Check the approval status of your requisition & the header box for notes from the Purchasing
Specialists BEFORE contacting Procurement concerning the status of a requisition
• Low Value Assets are anything <$1000 (i.e. hardware, software, furniture fixtures, equipment) that
has a life span of 1 year or more

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Things to Remember… Classroom & Office Consumables:
Field Trips & Chartered Buses:
(Bids 14-064V & 14-045V) (Bid 14-076N)
Bid information can be found here Bid information can be found here
• Items prohibited for purchase on this Bid:
• Chartered Bus Services should be ordered on o laminators (if awarded on other contracts)
Framework Requisition o copiers
(Material Group 96216 & Purchasing Group R) o gift cards
o custom printing services and/or signs
• Field Trip Services should be ordered on o janitorial supplies & cleaning supplies
Framework Requisitions o food (including candy and beverages)
(Material Group 96287 & Purchasing Group N) o computers
o printers and other computer accessories
• Pre‐approved bus vendors have been o software, audio visual supplies and equipment
established under Bids 14‐045V & 14-064V o ink and toner cartridges
o flags
• Schools must check the Procurement & o framed artwork
Warehousing Services website under Bids 14- o office furniture (bookcases, chairs, tables, desks, filing
045V & 14-064V for the insurance status of each cabinets, utility carts, stands)
vendor (Updated Weekly) o kitchen appliances
o cups/plates/cutlery (unless for educational purposes)
• Trips cannot take place if vendor’s insurance is o safety supplies and first aid kits
not in compliance with the contract. o telephones

*These are examples of commonly used bids as of March 2017, for the most updated bid
information visit: http://www.broward.k12.fl.us/supply/districtcontracts/contract-listing.html

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Things to Remember… Books & E-Books:
Lexmark Toner & Supplies:
(Bid 17-057E) E‐Books (electronic books)
Mat’l group 71504, PGroup E
• Bid information can be found here
Library Media Collection
• If the toner or supplies you need are not on Bid and Mat’l group 71512, PGroup V
over $5,000 3 valid vendor quotes should be requested *Both 71504 & 71512 require 3rd level approval
(examples: Staples Technology Solutions, Innovative
software Solutions, or Office Depot) Copyright Publications & Instructional
Materials
(includes big books, teacher resources, etc.)
Computers (Bid 16-059E)
Mat’l group 715, PGroup V
&
Deployment Services (Bid 17-092E) Textbooks
(including from Florida Schoolbook Depository)
• Bid information can be found here Mat’l group 71510, PGroup V
• When ordering computers/laptops, you must create 2 ***When ordering Non- State Adopted materials an
requisitions: Evaluation/Rationalization Form
1 requisition for the computers/laptops/accessories must be completed with all required signatures &
1 requisition for the delivery & deployment services
approvals prior to PO processing and invoice payment
*Be sure to include the requisition # for the devices in the
header notes of the requisition for deployment For Additional assistance contact the
*Also ensure the quantity on both requisitions is equal Innovative Learning Department

*These are examples of commonly used bids as of March 2017, for the most updated bid
information visit: http://www.broward.k12.fl.us/supply/districtcontracts/contract-listing.html

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Review Questions
Question: What are the 3 main types of requisitions that are used?
• Answer: Standard, Framework, Stock Transport (STR)
Question: What is the difference between the 3 main requisition types
used at SBBC?
• Answer:
1. Standard Req.’s – Used to purchase materials from an external vendor
2. Framework Req.’s – Used to request services
3. Stock Transport Req.’s – Used to purchase materials from our warehouse (internally)
Question: What transaction is used to…
• Create a requisition?
• Answer: ME51N
• Change a requisition?
• Answer: ME52N
• Display a requisition?
• Answer: ME53N
Question: What is the easiest way to access these transactions?
• Answer: Saving them to your SAP favorites folder

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Unit 2:
Goods Movement

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Unit Objectives
At the end of this unit you will be able to…
• Understand key Goods Movement terminology
• Understand the Goods Receipt and Return processes
• Perform a Goods Receipt
• Reverse (Cancel) a Goods Receipt
• Edit a Goods Receipt
• Perform a Goods Return
PLEASE NOTE:
• All instructions from this training can be found on the Procurement & Warehousing Services
website: http://www.broward.k12.fl.us/supply/
(under the Quick Links section of our homepage)
Let’s add the transactions we will need to our favorites folder:
1. Right-click the favorites folder and select Insert Transaction
2. Enter the Transaction Code, then press the Green Check :
• MIGO_GR (Goods Movement)
• MB02 (Change Material Document)
3. The Transaction codes will appear under your Favorites folder

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The Goods Movement Process
Scenario #1: Goods Receipt (MIGO_GR)

The Materials ordered are If all items have been received Once the Goods Receipt is performed a
received by the requesting and are correct (qty, pricing, material document is created in SAP that
department via a Standard etc.), a Goods Receipt is includes the transaction details (date,
quantity, storage location, etc.)
Purchase Order performed

Scenario #2: Goods Receipt Edit (MB02)

A Goods Receipt Edit must be


The Materials ordered are
The requestor receives multiple done to go back and enter the
received by the requesting
assets but forgets to include the serial # & room #. This ensures that
department via a Standard
serial # & room # all data in SAP reflects the correct
Purchase Order
transaction details

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The Goods Movement Process
Scenario #3: Goods Receipt Reversal/Cancellation (MIGO_GR)

The Materials ordered are The requestor receives A Goods Receipt Reversal must be
received by the requesting multiple assets as one instead done to correct the error. This
department via a Standard of receiving the items one by ensures that all data in SAP reflects
Purchase Order one the correct transaction details

Scenario #4: Goods Return (MIGO_GR)

The Materials ordered are


The materials arrive but are A Goods Return is performed
received by the requesting
incorrect and need to be sent to return the materials back to
department via a Standard
back to the vendor the vendor
Purchase Order

ERP SAP PROCUREMENT 101 TRAINING


34
(UPDATED 03.2017)
Goods Movement: Key Terminology
Term Definition
• Performed in SAP any time materials are received against a standard purchase order
Goods Receipt • Once executed, it creates a material document in SAP that includes the transaction
details (date, quantity, storage location, etc.)
• Performed when needing to return materials to a vendor
Goods Return • Must be coordinated with the Purchasing and Accounts Payable departments
• A return authorization reference number should be obtained from the Vendor
• The act of reversing a goods receipt due to an error in the way line items were
Goods Receipt
received while performing the goods receipt
Reversal/Cancellation
• (Ex: Line 1 was received, but it should have been Line 2)
• The SAP transaction code used to Perform a Goods Receipt
MIGO_GR • The SAP transaction code used to Cancel a Material Document (GR Reversal)
• The SAP transaction code used to Perform a Goods Return
MB02 • The SAP transaction code used to Edit a Goods Receipt
• A code that defines what type of goods movement has been performed
• 101 – Goods Receipt
Movement Types
• 102 – Goods Receipt Reversal/Cancellation
• 122 – Goods Return

ERP SAP PROCUREMENT 101 TRAINING


35
(UPDATED 03.2017)
Process for Receipts & Invoicing
How should I process a goods receipt or invoice?
Standard… Perform a Goods • Packing Slips need to be signed by the person
Receipt (GR) Online receiving the merchandise and given to the
requisitioner (you) prior to a GR being performed
online
• Check Delivery Complete Indicator as needed
(i.e. when you are accepting an order as
completed even thought the quantity received is
less than what was ordered)
• Invoices should be forwarded to Accounts Payable
(include GR material document # on invoice)

Framework… Invoice signed by • Send invoice to Accounts Payable (AP)


administrator ***Don’t forget to keep a copy for your records

Stock Check that all items


• Contact Central Warehouse for help in correcting
have been received
Transport… in the correct quantity the order

ERP SAP PROCUREMENT 201 TRAINING


(UPDATED 02.2016)
Goods Receipts (GR)
PLEASE NOTE:
All instructions from this training can be found on the Procurement & Warehousing Services website: http://www.broward.k12.fl.us/supply/
(under the Quick Links section of our homepage)

First, let’s perform a goods receipt:


• Let’s review how to perform a goods receipt using these instructions
*(To receive multiple assets use these instructions)
• Watch as I demonstrate how to perform a goods receipt
• Now you try to perform a goods receipt as I walk through the steps with you

Next, let’s edit a goods receipt:


• Let’s review how to edit a goods receipt using these instructions
• Watch as I demonstrate how to edit a goods receipt
• Now you try to edit a goods receipt as I walk through the steps with you

Then, let’s try a goods receipt reversal:


• Let’s review how to reverse your goods receipt using these instructions
• Watch as I demonstrate how to reverse a goods receipt
• Now you try to reverse your goods receipt as I walk through the steps with you

Finally, let’s do a goods return:


• Let’s review how to do a goods return using these instructions How Did You Do?
• Watch as I demonstrate how to do a goods return
• Now you try to do a goods return as I walk through the steps with you Any Questions?

ERP SAP PROCUREMENT 201 TRAINING


(UPDATED 02.2016)
Things to Remember…
• Assets should have a serial # and room # when being received

• When receiving the line for freight/shipping remember to “flip-flop” and enter the invoiced shipping in
the quantity field

• Do not…
o Reverse a Goods Receipt after the final closing date
o Reverse a Goods Receipt if an invoice has been posted
o Perform a Goods Return if an invoice has been posted
o Performs a Goods Return without a Return Authorization reference # from the Vendor

• To prevent auditing concerns, the person that creates the requisition and receives it online (MIGO_GR)
SHOULD NOT be the same person that opens the box, signs packing slips, and confirms delivery of
the requested items

• Tip: Additional information on receiving complete and partial shipments, damaged orders, textbook
orders, order substitutions, overages, unidentified shipments, and order shortages can be found here

ERP SAP PROCUREMENT 101 TRAINING


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(UPDATED 03.2017)
Review Questions
Question: What is a goods receipt?
• Answer: Process completed any time materials are received against a
standard purchase order

Question: What transaction do you use to perform a goods receipt?


• Answer: MIGO_GR

Question: What type of purchase order requires a good receipt?


• Answer: Standard Purchase Order

Question: What is the difference between a goods return and a goods


receipt reversal/cancellation?
• Answer: A Goods Return is used when you need to return items to the
vendor, a goods receipt reversal/cancellation is used when you need to fix an
error for specific line items within a goods receipt but intend to keep the
materials

ERP SAP PROCUREMENT 101 TRAINING


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(UPDATED 03.2017)
Unit 3:
Procurement Reports

ERP SAP PROCUREMENT 101 TRAINING


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(UPDATED 03.2017)
Unit Objectives
At the end of this unit you will be able to…
• Understand how to run various procurement reports in SAP
• Add report transaction codes to your SAP Favorites folder

PLEASE NOTE:
• All instructions from this training can be found on the Procurement & Warehousing
Services website: http://www.broward.k12.fl.us/supply/
(under the Quick Links section of our homepage)
Let’s add the transactions we will need to our favorites folder:
1. Right-click the favorites folder and select Insert Transaction
2. Enter the Transaction Code, then press the Green Check :
• ME5A (Purchase Requisitions: List Display)
• FBL1N (Vendor Line Items)
3. The Transaction codes will appear under your Favorites folder

ERP SAP PROCUREMENT 101 TRAINING


(UPDATED 03.2017)
Procurement Reports
SAP Procurement Reports Can…
 Show real-time information
 Be used for ad-hoc reporting
 Be formatted to your preferred layout
 Be exported to Excel

Let’s take a look at the home screen for each report below…
TCode Transaction Description
ME5A List Display of Purchase Requisitions
ME2K Display List of Purchase Orders (Use the PO Report Variant)
ME2N Display List of Purchasing Documents
ME3N Framework Agreement Report
ME80FN Purchase Order History (General Evaluations)
MK03 Display Vendor Information
FBL1N Vendor Line Item Display
KSB1 Display Actual Cost Line Items for Cost Centers

ERP SAP PROCUREMENT 101 TRAINING


(UPDATED 03.2017)
Running & Exporting Reports
Let’s walk through running & exporting a report…
 First, we will review how to run & export a report using these instructions for ME5A & FBL1N
 Next, I will show you how to run & export a report
 Finally, it will be your turn to try running & exporting a report

How Did You Do?


Any Questions?

PLEASE NOTE:
All instructions from this training can be found on the Procurement & Warehousing Services website:
http://www.broward.k12.fl.us/supply/ (under the Quick Links section of our homepage)

ERP SAP PROCUREMENT 101 TRAINING


(UPDATED 03.2017)
Review Questions
Question: What is the transaction code for displaying a list of purchase
requisitions?
• Answer: ME5A

Question: True or False, the data in SAP is shown in real-time?


• Answer: True

Question: True or False, data can be exported from SAP for reporting?
• Answer: True

ERP SAP PROCUREMENT 101 TRAINING


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(UPDATED 03.2017)
SAP Procurement
Class Review

ERP SAP PROCUREMENT 101 TRAINING


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(UPDATED 03.2017)
Frequently Used Transactions
Transactions that are used frequently by Requisitioners:
Transaction Code
Transaction Description
(Tcode)
ME51N Create Purchase Requisition
ME52N Edit Purchase Requisition
ME53N Display Purchase Requisition
ME23N Display Purchase Order
MIGO_GR Goods Receipt
Goods Receipt Reversal/Cancellation
Goods Return
MB02 Edit Goods Receipt
ME5A Display Purchase Requisitions

For a complete list of Frequently Used Transactions click here

ERP SAP PROCUREMENT 101 TRAINING


(UPDATED 03.2017)
**Additional Information**
Purchasing Card (Pcard):
Prohibited P-Card Purchases

• Personal Transactions
• Capital Items
• Chemicals
• Money Orders
• Internal Funds (except Business Support Center)
• Grants
• Federal Funds
• All Technology Equipment (including computers,
printers and office machines)

Additional Information on the Purchasing Card Program (including policies & procedures) can be found here:
http://www.broward.k12.fl.us/supply/procurement/pcard.html

ERP SAP PROCUREMENT 101 TRAINING


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(UPDATED 03.2017)
Procurement Modules & Contact Information:
Contact
Module Contact Email Phone #
Name
Module B: 754-321-0506
Ann Simpson Ann.Simpson@Browardschools.com
Printing, Custodial Supplies & Cafeteria Products
Module C: Patricia Green 754-321-0509
Patricia.Green@Browardschools.com
Construction
Module E: 754-321-0525
Stacey Sciarrillo Stacey.Sciarrillo@Browardschools.com
Technology Goods & Services
Module H: Juan Perez Juan.Perez@Browardschools.com 754-321-0554
Food Catering & Vending Services
Module N:
Ann Marie Fraser AnnMarie.Fraser@Browardschools.com 754-321-0554
School Supplies & Equipment
Module R:
Juan Perez Juan.Perez@Browardschools.com 754-321-0513
Facilities Maintenance & Transportation Services
Module T:
Juan Perez Juan.Perez@Browardschools.com 754-321-0554
Outdoor Maintenance & Refuse Services
Module V:
Ann Taylor Ann.Taylor@Browardschools.com 754-321-0519
Professional & Internal Services
Central Warehouse General Inquiries Warehousing.Services@BrowardSchools.com 754-321-4721

ERP SAP PROCUREMENT 101 TRAINING


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(UPDATED 03.2017)
Procurement Contact Information:
Department Managers Email Phone #
Danielle Mamede Danielle.Mamede@Browardschools.com 754-321-0514

Brian Little Brian.Little@Browardschools.com 754-321-4724

Purchasing Agent Email Phone #


Larissa Seda Larissa.Seda@Browardschools.com 754-321-0524

Shari Francis Shari.Francis@Browardschools.com 754-321-0521

Jodi Hart JodiHart@Browardschools.com 754-321-0531

Michelle Wilcox Michelle.Wilcox@Browardschools.com 754-321-0503

Al Shelton Al.Shelton@Browardschools.com 754-321-0520

Chuck High Charles.High@Browardschools.com 754-321-0527

Karlene Grant Karlene.Grant@Browardschools.com 754-321-0542

ERP SAP PROCUREMENT 101 TRAINING


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(UPDATED 03.2017)
Important Documents:
SAP Security Access Form
Change Order Request Form (CORF)
Stock Transport Order (STO) Maintenance Form
PCard (Application & Cardholder Agreement, Change Form, Policies & Procedures)
Direct Deposit Form (for Mileage and Travel Reimbursement)
(AFRD) Chart of Accounts Information
(AFRD) Object Codes for GL Accounts
(AFRD) Accounts Payable Contact List

ERP SAP PROCUREMENT 101 TRAINING


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(UPDATED 03.2017)
Important Links:
Procurement & Warehousing Website:
http://www.broward.k12.fl.us/supply

Procurement & Warehousing Contract Listings:


http://www.broward.k12.fl.us/supply/districtcontracts/contract-listing.html

Material/Commodity Codes:
http://www.broward.k12.fl.us/supply/districtcontracts/commodities.html

IT Technology Waiver:
http://www.broward.k12.fl.us/erp/itsupport/waivers.html

Accounting & Financial Reporting:


http://www.broward.k12.fl.us/comptroller/cfo/fin-reporting/index.html

Innovative Learning Department


http://innovativelearning.browardschools.com/

ERP SAP PROCUREMENT 101 TRAINING


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(UPDATED 03.2017)
Don’t Forget…
• MyLearniningPlan
o Be sure to complete the following:
1. Evaluation
2. Impact Form
3. Implementation Form

• Quia Quiz (Link provided at end of training)


o Be sure to enter your full name so you can receive credit
o You must receive a score of 80% or higher to receive in-service points
o You can save a copy of the quiz for your reference
***The quiz must be completed within 5 business days of course completion

If you have any questions or need assistance with MyLearningPlan or Quia, please call the
the Professional Development Department at (754)321-5055

ERP SAP PROCUREMENT 101 TRAINING


52
(UPDATED 03.2017)
SAP PROCUREMENT TRAINING

THANK YOU FOR


JOINING US! 
We hope you enjoyed yourself!
INSTRUCTIONS & EXHIBITS

TRAINING
INSTRUCTIONS
&
EXHIBITS
(ME51N)
CREATING A STANDARD REQUISITION
PLEASE NOTE: BEFORE starting a requisition, set-up your Source Determination in Default Values
(If you have already set-up Source Determination, skip to Page 3: Creating a Standard104 Requisition)

SETTING UP SOURCE DETERMINATION


1.) Open ME51N in SAP

2.) Go into the Default Values to set up your Source Determination settings

(Unit 1, Section 1.1, Page 1 of 6)


(ME51N)
CREATING A STANDARD REQUISITION

3.) In the Item Default Values box, check to see if Source Determination is listed

*PLEASE NOTE: These steps


are only to set-up Source
Determination; however
you can use the same
instructions when setting up
your default values on your
office computer.

4.) If not listed, select More Fields to open the Change Layout box
5.) Look in the Hidden Fields list for Source Determination
6.) Select Source Determination and add it to the Display Fields list using the arrow in between the lists
7.) Once Source Determination is added to the Display Fields list, select the Copy icon

8.) In the Item Default Values box, check the box next to Source Determination, then select the save icon

(Unit 1, Section 1.1, Page 2 of 6)


(ME51N)
CREATING A STANDARD REQUISITION
9.) Once this setup is complete, there should be a check mark next to Source determination each time you login to
create a requisition. Close the requisition screen and open a new one to check that it saved correctly.

CREATING A STANDARD REQUISITION


1.) In ME51N, Choose the requisition type
2.) In the Header text box enter the requisitioner contact information (i.e. Full name & phone #)
3.) In Line 1 of the Item Overview section, enter Acct Assignment type in the column title “A”, material # and
quantity, then press Enter

1
2

***If Source Determination is working properly the following fields will auto-populate: short text, unit price, val.
Price, total value, matl group, PGr, Fixed Vendor, POrg, Agreement, Item)

4.) At the bottom of the requisition screen select the Account Assignment tab, enter your accounting information

(Unit 1, Section 1.1, Page 3 of 6)


(ME51N)
CREATING A STANDARD REQUISITION
5.) Select the Repeat On icon (your accounting information will automatically populate for each additional material
entered into the requisition)

4 5

6.) Perform a “Check” on your requisition. If line item 1 does not include any errors, proceed with the rest of your
items. If line 1 includes errors, address those errors before entering additional items.

7.) Continue entering the rest of your materials

8.) Perform a Check to see if there are warning messages or errors in the requisition

*If there are any errors or warnings associated with your requisition, they will show in a pop-up box.

*If everything is ok in your requisition, you


will get a message like this at the bottom
left-hand corner of the screen:

(Unit 1, Section 1.1, Page 4 of 6)


(ME51N)
CREATING A STANDARD REQUISITION
9.) This is what a completed requisition screen should look like:

10.) If there are no errors, save the requisition (using the icon at the top of the screen)
*If errors are found, correct them accordingly and perform a second Check
11.) Make a note of the requisition # for this order (found at the bottom right-hand corner of the screen)

12.) Once the requisition is saved, you will be brought back to a blank requisition screen

Flip-Flop Freight/Shipping:
When creating a line for Freight/Shipping remember to “Flip-flop” the quantity & valuation price
For example: When creating a requisition where the estimated shipping cost is $100, enter 100
in the Quantity field and $1 in the Valuation Price field

(Unit 1, Section 1.1, Page 5 of 6)


(ME51N)
CREATING A STANDARD REQUISITION

Back to Unit 1: Requisitions

This Page
Left Blank
Intentionally

(Unit 1, Section 1.1, Page 6 of 6)


(ME52N)
EDITING A STANDARD REQUISITION
PLEASE NOTE:
• When deleting/editing line item on a purchase requisition (PR) that has already been converted to a PO:
A. Complete a Change Order Request Form (CORF)
B. Submit the completed form to POChangeOrders@BrowardSchools.com
• Editing a requisition could include: Deleting a line item, editing the quantity of a material, updating account
information, unblocking a requisition, etc.
• To delete lines or unblock requisitions, please see page 4 of this section

1.) Open ME52N (Change Purchase Requisition) in SAP

2.) Select the Other Purchase Requisition icon

3.) In the Select Document box: enter the requisition #, select purchase requisition, Click Other Document

4.) Your requisition will open with all the details

(Unit 1, Section 2.1, Page 1 of 5)


(ME52N)
EDITING A STANDARD REQUISITION

5.) Update the material information that you need changed, then press ENTER

6.) The Quantity and Val. Price will be updated to reflect the new material quantity
7.) Check your messages to see if any new errors have appeared
6

8.) To update the delivery address for a material within a requisition, be sure that you are editing the correct line item,
and that you select the Delivery Address tab from the Item Detail section

Shows which line you are editing

9.) Select the field next to Address, using the search icon open the search box, select the Name, Address, Sort field tab
10.) Enter the name of the location you want these items delivered too
(Using an * at the beginning & end of your search term will make it a “wildcard” search that returns any results with your search term)

(Unit 1, Section 2.1, Page 2 of 5)


(ME52N)
EDITING A STANDARD REQUISITION

11.) Select your desired location from the list of results (double-click), then press Enter
12.) A prompt will appear asking if you want to change the address for all items in the requisition

13.) Once you select Yes or No in the prompt, the delivery address will be updated in the Delivery Address tab
(If you select Yes to the prompt, the delivery address will update for ALL items in the requisition, if no, only the line
item you are editing will be changed)

14.)Once all changes have been made, review the requisition, check the messages again, and save the requisition

(Unit 1, Section 2.1, Page 3 of 5)


(ME52N)
EDITING A STANDARD REQUISITION
DELETING A LINE FROM THE REQ.:
1.) Follow steps 1 – 4 from above
2.) Select/highlight the line of the material to delete from your requisition then select the trashcan icon

3.) You will be prompted to confirm your deletion, select YES

4.) Once all changes have been made, review the requisition, check the messages again, and save the requisition

UNBLOCKING A REQUISITION:
***If a requisition was received by the Procurement Department with errors, it will be blocked and sent back to the
queue of its creator.
1.) The status of a PR can be checked under the Status tab
a. Purchasing Specialists will leave a reason for the block in either the Blkg Text or the Header fields
(depending on the length of the message both fields may be used)

2.) Using ME52N, make the requested corrections to the PR (See instructions on pages 1 – 3 of this section)
3.) Go to the Status tab and select Not Blocked from the Block ID field
4.) Save your changes (***You must unblock a PR for it to be processed)

(Unit 1, Section 2.1, Page 4 of 5)


(ME52N)
EDITING A STANDARD REQUISITION

Back to Unit 1: Requisitions

This Page
Left Blank
Intentionally

(Unit 1, Section 2.1, Page 5 of 5)


(ME53N)
DISPLAYING A STANDARD REQUISITION

1.) Open ME53N (Display Purchase Requisition) in SAP

2.) Select the Other Purchase Requisition icon

3.) In the Select Document box: enter the requisition #, select purchase requisition, Click Other Document

4.) Your Requisition information will display, all fields will be blue (indicating they are not editable in this view)

5.) To exit display mode, press the Exit button at the top of the screen

(Unit 1, Section 3.1, Page 1 of 2)


(ME53N)
DISPLAYING A STANDARD REQUISITION

Back to Unit 1: Requisitions

This Page
Left Blank
Intentionally

(Unit 1, Section 3.1, Page 2 of 2)


(ME51N)
CREATING FRAMEWORK REQUISITIONS
(WITH ATTACHED LIST)
CREATING A FRAMEWORK REQUISITION
1.) In ME51N, Choose the requisition type
2.) Enter the requisitioner contact information (i.e. name & phone #) in the Header section

1
2

3.) In Line 1 Enter the following:


a. Enter a “B” in the Item Category Field

b. Enter the letter “K” in the Account Assignment Category field

c. Enter a DETAILED ITEM DESCRIPTION in the Short Text field, DO NOT WRITE “See Attached List” as
main description
4.) Fill in the remaining fields as listed below, then press Enter:
a. Quantity
b. Unit (Unit of Measure) – should be “AU” for framework requisitions
c. Val. Price (Unit Price)
d. Deliv. Date
e. Des. Vendor (Vendor #, enter directly or find via the search icon)
f. Matl Group (enter directly or select from option list)
g. PGr (Purchasing Group)
h. POrg (Purch. Organization)

5.) Once you press enter, you will be prompted to enter the order limits on the limits tab
a. Overall Limit = Total Value (for related line item) + 1% or $10 (whichever is higher)
(i.e. If the Total Value for the line is $1,050, the Overall Limit will be $1,060.50, since 1% of total value is higher than $10)
b. Expected Value = Total Value (for related line item)

(Unit 1, Section 1.2, Page 1 of 5)


(ME51N)
CREATING FRAMEWORK REQUISITIONS
(WITH ATTACHED LIST)
6.) When prompted enter the Account Assignment information in the Account Assignment of Limit box

Quick Tip: If you will create multiple lines with


the same Account Assignment information,
Under the Account Assignment tab, click the
Repeat icon on line 1 and the data will repeat
on any lines created afterwards.

7.) If you have any additional notes or specs that need to be printed on the PO enter them under the Text tab,
under the Item Text (print)

ATTACHING YOUR LIST:


8.) To attach your list, click on the Services for Object icon

9.) From the Dropdown select Create, then Create Attachment

PLEASE NOTE:
Attach PDF files ONLY
Save time by making sure all your
attachments are in PDF format, or
the PR will be blocked and returned.

(Unit 1, Section 1.2, Page 2 of 5)


(ME51N)
CREATING FRAMEWORK REQUISITIONS
(WITH ATTACHED LIST)
10.) Browse your computer for the file you would like to attach, select it, click Open

11.) Once the item has been created you will see a prompt in the bottom left-hand corner of the screen

12.) Perform a “Check” to see if any errors for the line. If yes, fix whatever the prompt specifies.

(Unit 1, Section 1.2, Page 3 of 5)


(ME51N)
CREATING FRAMEWORK REQUISITIONS
(WITH ATTACHED LIST)

Quick Tip: If you receive an error that the


requisition is missing the Bid ID, check the line
being referenced in the error under the
Customer Data tab and select a “60” # from
the drop-down list.

(It will usually be the 60-001 if under $5,000)

13.) Save the requisition using the Save icon, and make a note of your requisition # (Noted in the bottom left-hand
corner of the screen)

(Unit 1, Section 1.2, Page 4 of 5)


(ME51N)
CREATING FRAMEWORK REQUISITIONS
(WITH ATTACHED LIST)

Back to Unit 1: Requisitions

This Page
Left Blank
Intentionally

(Unit 1, Section 1.2, Page 5 of 5)


(ME52N)
EDITING FRAMEWORK REQUISITIONS
PLEASE NOTE:
• When deleting/editingline
When deleting/editing lineitem
itemonona apurchase
purchase requisition
requisition (PR)
(PR) that
that hashas already
already been
been converted
converted to a to
PO:a PO:
A.
C. Complete
Complete aaChange
ChangeOrderOrderRequest
RequestForm
Form (CORF)
(CORF)
B.
D. Submit
Submit the
thecompleted
completedform formtotoPOChangeOrders@BrowardSchools.com
POChangeOrders@BrowardSchools.com

• Editing a requisition could include: Deleting a line item, editing the quantity of a material, updating account
information, etc.
• To unblock requisitions, please see page 4 of this section

1.) Open ME52N (Change Purchase Requisition) in SAP

2.) Select the Other Purchase Requisition icon

3.) In the Select Document box: enter the requisition #, select purchase requisition, Click Other Document

4.) Your requisition will open with all the details

Quick Tip: Only areas that are white can be


edited. If changes need to be made to an item
that cannot be edited, the line will need to be
trashed and re-entered.

(Unit 1, Section 3.2, Page 1 of 5)


(ME52N)
EDITING FRAMEWORK REQUISITIONS
5.) Update the material information that you need changed, then press ENTER

6.) If you need to trash a line and re-enter the correct information:
a. Highlight the line to be trashed and click the trash can icon
b. Confirm that you want to delete the line by clicking Yes when prompted

7.) Add a new line to the requisition with the correct information (Be sure to fill in all required fields)

8.) Check your messages to see if any new errors have appeared, fix any errors that have a red icon

Quick Tip: If you receive an error that the


requisition is missing the Bid ID, check the line
being referenced in the error under the
Customer Data tab and select a “60” # from
the drop-down list.

(It will usually be the 60-001 if under $5,000)

(Unit 1, Section 3.2, Page 2 of 5)


(ME52N)
EDITING FRAMEWORK REQUISITIONS

9.) To update the delivery address for a material within a requisition, be sure that you are editing the correct line item,
and that you select the Delivery Address tab from the Item Detail section

Shows which line from the Item


Overview section you are editing

10.) Select the field next to Address, using the search icon open the search box, select the Name, Address, Sort field tab
11.) Enter the name of the location you want these items delivered too

Quick Tip: Using an * at the beginning & end of


your search term will make it a “wildcard” search
that returns any results with your search term

12.) Select your desired location from the list of results (double-click)

(Unit 1, Section 3.2, Page 3 of 5)


(ME52N)
EDITING FRAMEWORK REQUISITIONS

13.) Once you press enter, the delivery address will be updated in the Delivery Address tab

Quick Tip: If a prompt appears asking to


change the address for all items in the
requisition, select yes ONLY IF you
would like the change to take place for
all lines, or no if you only want the
change to occur on the specified line

14.) Once all changes have been made, review the requisition, check the messages again, and save the requisition

15.) You’re changes will be confirmed in the bottom left corner of the screen

UNBLOCKING A REQUISITION:
***If a requisition was received by the Procurement Department with errors, it will be blocked and sent back to the
queue of its creator.
1.) The status of a PR can be checked under the Status tab
a. Purchasing Specialists will leave a reason for the block in either the Blkg Text or the Header fields
(depending on the length of the message both fields may be used)

2.) Using ME52N, make the requested corrections to the PR (See instructions on pages 1 – 3 of this section)
3.) Go to the Status tab and select Not Blocked from the Block ID field
4.) Save your changes (***You must unblock a PR for it to be processed)

(Unit 1, Section 3.2, Page 4 of 5)


(ME52N)
EDITING FRAMEWORK REQUISITIONS

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(Unit 1, Section 3.2, Page 5 of 5)


(ME53N)
DISPLAYING A FRAMEWORK REQUISITION
1.) Open ME53N (Display Purchase Requisition) in SAP

2.) Select the Other Purchase Requisition icon

3.) In the Select Document box: enter the requisition #, select purchase requisition, Click Other Document

4.) Your Requisition information will display, all fields will be blue (indicating they are not editable in this view)

(Unit 1, Section 3.3, Page 1 of 2)


(ME53N)
DISPLAYING A FRAMEWORK REQUISITION

Back to Unit 1: Requisitions

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(Unit 1, Section 3.3, Page 2 of 2)


(ME51N)
CREATING A STOCK TRANSPORT REQUISITION

PLEASE NOTE: BEFORE starting a requisition, set-up your Source Determination in Default Values
(If you have already set-up Source Determination, skip to Page 3: Creating a Stock Transport Requisition)

SETTING UP SOURCE DETERMINATION


1.) Open ME51N in SAP

2.) Go into the Default Values to set up your Source Determination settings

(Unit 1, Section 1.3, Page 1 of 6)


(ME51N)
CREATING A STOCK TRANSPORT REQUISITION

3.) In the Item Default Values box, check to see if Source Determination is listed

4.) If not listed, select More Fields to open the Change Layout box
5.) Look in the Hidden Fields list for Source Determination
6.) Select Source Determination and add it to the Display Fields list using the arrow in between the lists
7.) Once Source Determination is added to the Display Fields list, select the Copy icon

8.) In the Item Default Values box, check the box next to Source Determination, then select the save icon
When Creating a Stock Transport Requisition, your
default values should be similar to the box shown here:

• Document Type = Stock Transp Requisition


• Item Category = Stock Transfer
• AcctAssCat = Cost Center
• Delivery Date = Desired delivery date
• Plant = 1000
• Stor. Location = Your Storage Location
• Requisitioner = Your Name/Person Requesting order
• Source Determine = Box Checked

(Unit 1, Section 1.3, Page 2 of 6)


(ME51N)
CREATING A STOCK TRANSPORT REQUISITION

9.) Once this setup is complete, there should be a check mark next to Source determination each time you login to
create a requisition. Close the requisition screen and open a new one to check that it saved correctly.

CREATING A STOCK TRANSPORT (STO) REQUISITION


1.) In ME51N, Choose the requisition type
2.) Enter the requisitioner contact information (i.e. name & phone #)
3.) In Line 1 of the Item Overview section:
a. Account Assignment = K, Item Category = U, enter your material # and quantity, then press Enter

1
2

3
U

***If Source Determination is working properly the following fields will auto-populate: short text, unit price, val.
Price, total value, delivery date (Do Not Change the Delivery Date), matl group, PGr, POrg,)

4.) Enter “2000” in the SPlt column (this will auto-populate your Supplying Plant as 2000 for the District Warehouse)

(Unit 1, Section 1.3, Page 3 of 6)


(ME51N)
CREATING A STOCK TRANSPORT REQUISITION

5.) At the bottom of the requisition screen select the Account Assignment tab, enter your accounting information
6.) Select the Repeat On icon (your accounting information will automatically populate for each additional material
entered into the requisition)

7
6
PLEASE NOTE: The G/L Account will populate
automatically when creating Stock Transport
Requisitions

7.) Perform a “Check” on your requisition. If line item 1 does not include any errors, proceed with the rest of your
items. If line 1 includes errors, address those errors before entering additional materials.

8.) Continue entering the rest of your materials

9.) Once you’ve entered your header, materials, and account assignment information, check the messages to see if
there are any errors in the requisition

*If there are any errors or warnings associated with your requisition, they will show in a pop-up box.

*If everything is ok in your requisition, you


will get a message like this at the bottom
left-hand corner of the screen:

(Unit 1, Section 1.3, Page 4 of 6)


(ME51N)
CREATING A STOCK TRANSPORT REQUISITION

10.) This is what a completed requisition screen should look like:

11.) If there are no errors, save the requisition (using the icon at the top of the screen)
*If errors are found, enter the requested information
12.) Make a note of the requisition # for this order (found at the bottom right-hand corner of the screen)

13.) Once the requisition is saved, you will be brought back to a blank requisition screen

(Unit 1, Section 1.3, Page 5 of 6)


(ME51N)
CREATING A STOCK TRANSPORT REQUISITION

Back to Unit 1: Requisitions

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(Unit 1, Section 1.3, Page 6 of 6)


(ME52N)
EDITING A STOCK TRANSPORT REQUISITION

PLEASE NOTE:
When making changes to a stock transport requisition that has already been converted to a stock
transport order:
A. Complete a Stock Transport Order Maintenance Form
B. Submit the completed form via Fax at (754) 321-4775

THINGS TO KEEP IN MIND:


• Editing a requisition could include: Deleting a line item, editing the quantity of a material, updating account
information, etc.
• If you have just created/edited/viewed a requisition the information will auto-populate when you open a new
requisition screen

1.) Open ME52N (Change Purchase Requisition) in SAP

2.) Select the Other Purchase Requisition icon

3.) In the Select Document box: enter the requisition #, select purchase requisition, Click Other Document

4.) Your requisition will open with all the details


(Unit 1, Section 2.3, Page 1 of 4)
(ME52N)
EDITING A STOCK TRANSPORT REQUISITION

CHANGING THE QUANTITY OF A MATERIAL:


5.) Update the material information that you need changed, then press ENTER

6.) The Quantity and Val. Price will be updated to reflect the new material quantity
7.) Check your messages to see if any new errors have appeared
6
7

(Unit 1, Section 2.3, Page 2 of 4)


(ME52N)
EDITING A STOCK TRANSPORT REQUISITION
8.) To update the item details for a material within a requisition, be sure that you are editing the correct line item, and
that you select the desired tab from the Item Detail section
Shows which line from the Item
Overview section you are editing

• Items that can be edited include (but are not limited to): Account Assignment information (Account Assignment
tab), Delivery Address (Delivery Address tab), Contact Information (Contact Person tab)
• When in the Change Purchase Req. mode any field that is white can be edited*

DELETING A REQ. LINE:


9.) Follow steps 1 – 4 from above
10.) Select/highlight the line of the material to delete from your requisition then select the trashcan icon

11.) You will be prompted to confirm your deletion, select YES

12.) Once all changes have been made, review the requisition, check the messages again, and save the requisition

(Unit 1, Section 2.3, Page 3 of 4)


(ME52N)
EDITING A STOCK TRANSPORT REQUISITION

Back to Unit 1: Requisitions

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(Unit 1, Section 2.3, Page 4 of 4)


(ME53N)
DISPLAYING A STOCK TRANSPORT REQUISITION
1.) Open ME53N (Display Purchase Requisition) in SAP

2.) Select the Other Purchase Requisition icon

3.) In the Select Document box: enter the requisition #, select purchase requisition, Click Other Document

4.) Your Requisition information will display, all fields will be blue (indicating they are not editable in this view)

(Unit 1, Section 3.3, Page 1 of 2)


(ME53N)
DISPLAYING A STOCK TRANSPORT REQUISITION

Back to Unit 1: Requisitions

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(Unit 1, Section 3.3, Page 2 of 2)


(MIGO_GR)
PERFORMING A GOODS RECEIPT
1.) In the SAP Home Screen type MIGO_GR in the search box (or select from your favorites folder)

2.) Select Goods Receipt from the Document Type list

3.) Enter the Purchase Order # that corresponds with the items you are receiving, then press Enter

4.) The items from your PO will appear in the GR Screen. Here is an example:

5.) Close the Item Detail Section (Bottom section) by clicking the icon to the left of the section

a. This will turn the ok and Qty in UnE fields white in the main area of the screen

(Unit 2, Section 1.1, Page 1 of 3)


(MIGO_GR)
PERFORMING A GOODS RECEIPT
6.) Check the box in the ok section for each line you are receiving
a. Remember to change the quantity for any lines where you are receiving less than the PO Quantity

7.) Select the Check icon (top of screen) to see if any messages/errors populate
a. If you reduced the quantity for any lines a deficit warning will populate, select the green check to close
the warning

USING THE DELIVERY COMPLETE INDICATOR:


 Every GR has a Delivery Complete indicator
 If a PO is received in its entirety the Delivery Complete indicator is automatically set
 If a PO is received with a quantity that is less than the PO order quantity AND no additional materials will be
received against it, the Delivery Complete indicator can be set manually
(For Example: You order 50 pom-poms. They come in boxes of 24 each. The vendor does not think it profitable to
open a box just to give you 2. The vendor contacts you regarding the items and you decide not to pursue the
additional 2 pom-poms. You can accept the 48 as your complete order by setting the Delivery Complete indicator)

1.) Follow steps 1 – 7 of the instructions for Performing a Goods Receipt (GR) above
2.) For lines where the received amount is less than the PO order quantity AND no additional items will be
received against the line, select Set next to the Delivery Completed Ind. field
a. This can be found under the Purchase Order Data tab in the Item Detail section
b. Do not set this indicator if you are awaiting backordered items

PLEASE NOTE:
Delivery Complete releases unused funds
back to the budget of the ordering
location, however a Change Order Request
Form (CORF) should be submitted to have
the overall PO balance updated to reflect
the correct information in SAP

3.) Select the Post icon to apply your changes, make a note of the material document # (bottom left corner of screen)

(Unit 2, Section 1.1, Page 2 of 3)


(MIGO_GR)
PERFORMING A GOODS RECEIPT

Back to Unit 2: Goods Movement

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(Unit 2, Section 1.1, Page 3 of 3)


(MIGO_GR)
PERFORMING A GOODS RECEIPT
(FOR MULTIPLE ASSETS)
1.) In the SAP Home Screen type MIGO_GR in the search box (or select from your favorites folder)

2.) Select Goods Receipt from the Document Type list

3.) Enter the Purchase Order # that corresponds with the items you are receiving, then press Enter

4.) The items from your PO will appear in the GR Screen.


a. Enter details (if applicable) in the Bill of Lading, Delivery Note, and Header Text fields

5.) Click the Next Item icon to go to the line you want to receive multiple assets on
(The text in the line will turn blue)

6.) Click the Distribute Quantity icon

(Unit 2, Section 1.2, Page 1 of 4)


(MIGO_GR)
PERFORMING A GOODS RECEIPT
(FOR MULTIPLE ASSETS)

7.) A tip box will appear, press the green check and the Distribute Quantity box will open

8.) Under the Qty in UnE column enter “1” in each line until you have the total that you would like to receive
a. i.e. for 20 lines, enter “1” 20 times under the Qty in UnE column
b. For this example we are receiving 2 assets, so we enter “1” 2 times
c. Press Check to confirm that the quantity has been accepted
d. Press Adopt to apply the new information

9.) You will be brought back to the Goods Receipt screen, under the Detail Data enter the following:
a. Quantity Tab: Check to make sure the Qty of item being received is “1”

(Unit 2, Section 1.2, Page 2 of 4)


(MIGO_GR)
PERFORMING A GOODS RECEIPT
(FOR MULTIPLE ASSETS)
b. Where Tab:
i. Unloading Point = room # where items will be kept
ii. Text Box - Enter the serial # of the asset

c. Click the Item OK box to add a checkmark

d. Then click the Next Item icon to go to the next asset that is being received.

e. Repeat steps A – D until you have finished entering all serial #’s for the assets being received

10.) Once you have added all serial #’s, Check messages to ensure there are no errors

11.) Select Post to save/post the goods receipt


a. If you get a red “bomb” error, you will need to make the corrections specified before you can post the
GR
b. If you get a yellow “triangle” error this is a soft warning, you can proceed but may want to review the
items affected by the warning

12.) Make note of your Material Document #

(Unit 2, Section 1.2, Page 3 of 4)


(MIGO_GR)
PERFORMING A GOODS RECEIPT
(FOR MULTIPLE ASSETS)

Back to Unit 2: Goods Movement

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(Unit 2, Section 1.2, Page 4 of 4)


(MB02)
EDITING A GOODS RECEIPT

1.) In the SAP Home Screen type MB02 in the search box (or select from your favorites list), press Enter

2.) Enter the following, then press Enter:


a. Material Doc #
b. Material Doc. Year

3.) The lines that have been received for this PO/Material Doc will be shown (Confirm that these are correct)
4.) Select the Details from Item icon

5.) Enter the line # for the item you are editing

(Unit 2, Section 2.1, Page 1 of 3)


(MB02)
EDITING A GOODS RECEIPT

6.) In the next screen enter the following, then select Post to save the changes:
a. Room # where item will be located in the Unloading Point field
b. Serial # into the Text field (if applicable)

7.) You will see a confirmation in the bottom left-hand corner of the screen that your changes were posted

(Unit 2, Section 2.1, Page 2 of 3)


(MB02)
EDITING A GOODS RECEIPT

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(Unit 2, Section 2.1, Page 3 of 3)


(MIGO_GR)
PERFORM A GOODS RECEIPT
REVERSAL/CANCELLATION
1.) In the SAP Home Screen type MIGO_GR in the search box (or select from your favorites list), press Enter

2.) At the top of the screen select Cancellation from drop-down list

3.) Enter the material Doc. # in the blank space next to the Material Document Field, then press the Execute icon

4.) The lines that have been received under this material document will appear

5.) Close the Item Detail Section (Bottom section) by clicking the icon to the left of the section

a. This will turn the ok field white in the main area of the screen

(Unit 2, Section 3.1, Page 1 of 3)


(MIGO_GR)
PERFORM A GOODS RECEIPT
REVERSAL/CANCELLATION
6.) Check the box under the ok section for the items you want to reverse/cancel the GR for

7.) Once all lines are reviewed, perform a Check to make sure there are no errors, if none then Post the changes to
complete the return

*If there are no errors, you will receive confirmation in the bottom left-hand corner of your screen

8.) Once your changes have been posted you will receive confirmation in the bottom left-hand corner of your screen

9.) You can confirm your reversal by going into ME23N and checking the Purchase Order History tab

Movement Types:
 101 – Goods Receipt
 102 – Goods Receipt Reversal/Cancellation
 122 – Goods Return

(Unit 2, Section 3.1, Page 2 of 3)


(MIGO_GR)
PERFORM A GOODS RECEIPT
REVERSAL/CANCELLATION

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(Unit 2, Section 3.1, Page 3 of 3)


(MIGO_GR)
PERFORM A GOODS RETURN
1.) In the SAP Home Screen type MIGO_GR in the search box (or select from your favorites list), press Enter

2.) At the top of the screen select Return Delivery from drop-down list

3.) Enter the material Doc. # in the blank space next to the Material Document Field, then press the Execute icon

4.) The lines that have been received under this material document will appear

In the Detail Data Section:

5.) Under the Quantity tab enter the quantity being returned in the Qty in Unit of Entry

(Unit 2, Section 4.1, Page 1 of 3)


(MIGO_GR)
PERFORM A GOODS RETURN
6.) Under the Where tab:
a. select the reason for the return in the Reason for Movement field
b. Check the box next to Item OK at the bottom of the section

7.) Perform a Check to make sure there are no errors, in none then Post the changes to complete the return

*If there are no errors, you will receive confirmation in the bottom left-hand corner of your screen

8.) Once your changes have been posted you will receive confirmation in the bottom left-hand corner of your screen

9.) You can confirm that the return has been applied to the purchase order by going into ME23N and checking the
Purchase Order History tab

Movement Types:
 101 – Goods Receipt
 102 – Goods Receipt Reversal/Cancellation
 122 – Goods Return

(Unit 2, Section 4.1, Page 2 of 3)


(MIGO_GR)
PERFORM A GOODS RETURN

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(Unit 2, Section 4.1, Page 3 of 3)


SAP PROCUREMENT REPORTS

1.) The home screens of most SAP Procurement Reports are very similar, the following fields are usually the best
to use when entering search criteria (you are not required to fill in every field to search for PR/PO
information):
a. Get Variant
i. Found at the top of the screen, use this icon to access variants (layouts) that other users
have created for this report.

ii. When searching for variants make sure all fields are blank before clicking execute, then
double-click on the variant you want to use
iii. If you are looking for a variant you have saved enter your P# in the Created By field

b. Purchase Requisition – requisition number (or list of numbers) you are searching for
c. Purchasing Group – Purchasing group listed on PR or PO
d. Material Group – Material group listed on PR or PO
e. Scope of List – If this field is white change it to ALV for a better view of report results
f. Plant – For most users this will be Plant 1000 unless the PR’s/PO’s are for FNS or a Warehouse
g. Document Type – If known you can search by the type of requisition
i. (i.e. for Framework Req’s the document type code is “FO”)
h. Vendor (or) Fixed Vendor – Use when searching for PR’s/PO’s from a specific vendor
i. Document Date – The date a PR/PO was processed on
i. Good to use when searching for purchasing documents from a specific date or period

On the following pages you will see examples of the SAP Home/Search Screens for the following reports:
TCode Transaction Description
ME5A List Display of Purchase Requisitions
ME2K Display List of Purchase Orders
ME2N Display List of Purchasing Documents
ME3N Framework Agreement Report
ME80FN Purchase Order History (General Analyses)
MK03 Display Vendor Information
FBL1N Vendor Line Item Display
KSB1 Display Actual Cost Line Items for Cost Centers

(Unit 3, Section 1.1, Page 1 of 7)


SAP PROCUREMENT REPORTS

Examples of Procurement Report Home/Search Screens:


ME5A - List Display of Purchase Requisitions

(Unit 3, Section 1.1, Page 2 of 7)


SAP PROCUREMENT REPORTS

ME2K – Display List of Purchase Orders

(Unit 3, Section 1.1, Page 3 of 7)


SAP PROCUREMENT REPORTS

ME2N & ME3N – Display List of Purchasing Documents (The screen is the same for both)

*For ME3N Use the Variant titled “ACTIVEAGREE” this can be found by clicking the icon.
In the Find Variant box and typing “Active*” in the Variant field

Double click on the variant name to open it

(Unit 3, Section 1.1, Page 4 of 7)


SAP PROCUREMENT REPORTS

ME80FN – Purchase Order History (General Analyses)

MK03 – Display Vendor Information

(Unit 3, Section 1.1, Page 5 of 7)


SAP PROCUREMENT REPORTS

FBL1N – Vendor Line Item Display

KSB1 – Display Actual Cost Line Items for Cost Centers

(Unit 3, Section 1.1, Page 6 of 7)


SAP PROCUREMENT REPORTS

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(Unit 3, Section 1.1, Page 7 of 7)


SAP PURCHASING REPORTS
(INCL. EXPORTING REPORT DATA)
PLEASE NOTE: The report used for this example will be ME5A, however similar steps can be taken when
running other SAP purchasing reports.

Open ME5A in SAP (or double-click if in your favorites folder)

There are 2 ways to get search criteria for a report: 1.) Using a variant, and 2.) entering your own criteria

Running a Report with a Variant:


1.) Click the Get Variant icon to select from a list of variants saved by other users

2.) Clear all fields, then select the green check. Double-click the appropriate variant from the list

3.) The variant criteria will appear on the search screen


a. To see additional filters that may be applied click the Active (Dynamic Selection) icon
b. The Dynamic Selections box will open to show the additional criteria

4.) If applicable enter any additional information needed (i.e. vendor #, requisition #, purchasing group, etc.)
5.) Click Execute to run the report

(Unit 3, Section 1.2, Page 1 of 6)


SAP PURCHASING REPORTS
(INCL. EXPORTING REPORT DATA)
Running a Report with Your Own Information:
1.) Enter your search criteria (i.e. Vendor #, requisition #’s, etc.)
(Only fields that are not greyed out can have information entered)

a. If entering multiple criteria use the Multiple Selection icon to open the multiple selection box

Multiple Selection Icon


(Turns green when multiple
items are in use)

Enter requisition #’s to search


then select the Copy icon
(Clock with green check)

2.) For ME5A you must select which requisitions you would like to see

(Unit 3, Section 1.2, Page 2 of 6)


SAP PURCHASING REPORTS
(INCL. EXPORTING REPORT DATA)
3.) If you have additional filters you would like to add, you can use Dynamic Selections (Active icon)

4.) You can select fields that appear in either the Purchase Requisition (Line details) or the Account
Assignment (Accounting details) sections
a. Click the drop-down arrow to see the list
b. Double-click the filters you want to use, they will appear to the right of the list
i. Enter the criteria

ii. You can further narrow your filters by clicking the Multiple Selections icon, then selecting
the Select box next to the field and choosing the option you want from the Maintain
Selections box

5.) Once all of your criteria is entered, click the Execute icon

(Unit 3, Section 1.2, Page 3 of 6)


SAP PURCHASING REPORTS
(INCL. EXPORTING REPORT DATA)
6.) If there are results for your search criteria they will populate in a new window, if there are no results a
message will appear in the bottom left-hand corner of the screen

7.) You can change the report layout by clicking the Change Layout icon, or select a saved layout by clicking
the Choose Layout icon

a. If you create your own layout you can save it using the Save Layout icon
i. Enter a report name in the Save Layout field. Enter report description in the Name field
ii. Remember to UNCHECK the Default Setting box before saving your layout
iii. If you don’t want anyone else to see you saved layout check the User-Specific box

(Unit 3, Section 1.2, Page 4 of 6)


SAP PURCHASING REPORTS
(INCL. EXPORTING REPORT DATA)
Exporting Report Results to Microsoft Excel:

1.) To Export your results to an Excel spreadsheet, click the Local File icon
2.) Select Spreadsheet in the Save list in file… box, then click the green check

3.) Click the browse icon next to the Directory field

4.) Select Where you want the report to be saved in the Save In drop-down list
5.) Enter the File Name that you want the report to save as
6.) If not already selected, choose Excel Files (*.xls) from the Files of Type drop-down list
7.) Click Save, then click Generate in the next box

8.) Once the report has saved you will be taken back to the report results and can exit the transaction

(Unit 3, Section 1.2, Page 5 of 6)


SAP PURCHASING REPORTS
(INCL. EXPORTING REPORT DATA)

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(Unit 3, Section 1.2, Page 6 of 6)


FBL1N - SAP PURCHASING REPORT
(INCL. EXPORTING REPORT DATA)
1.) Open FBL1N in SAP (or double-click in your favorites folder)

2.) Enter the Vendor and document information per your search criteria (i.e. Vendor # & Document Status)
a. The Company Code should always be SBBC
b. In the Line Item Selection section:
i. Select which items you want to view Open Items (OR) Cleared Items (OR) All Items
ii. Enter a date into the appropriate field based on the status you select

3.) If Vendor # is unknown, use the search function and search by vendor name

Quick Tip: Using and asterisk (*) at


the beginning and end of your search
term will make it a “wild card”
search, and will give more results

(Unit 3, Section 1.3, Page 1 of 6)


FBL1N - SAP PURCHASING REPORT
(INCL. EXPORTING REPORT DATA)
4.) Double-click on correct vendor from list of search results
a. Only select from vendors that start with a “1”

5.) Under the Type section, select the type of documents you want to view
a. Normal Items = Regular invoices/credit memos and payment documents
b. Special G/L transactions = Retainage documents
c. Parked Items = “Parked” documents

6.) Under List Output select or enter “/AP Details” this will display the vendor history (invoice status, invoice
date, document #, amount, posting, etc.)

7.) Click the Execute icon

8.) The results will populate in a new screen

(Unit 3, Section 1.3, Page 2 of 6)


FBL1N - SAP PURCHASING REPORT
(INCL. EXPORTING REPORT DATA)
9.) The Document Status (STA) is based on the icon next to each line
a. Yellow icon = parked documents” awaiting posting
b. Red icon = posted invoices awaiting payment
c. Green icon = cleared items, that have been paid or cleared
10.)Other Sections that may be useful include the Due Date (DD) , Document Type (TY), Posting Date, PBk
a. Due Date (DD):
i. Lightning bolt = overdue
ii. Yellow bell = Due
iii. Calendar w/date symbol = Not Due
b. Document Type (TY):
i. KR = Non-PO Invoice 19xxx
ii. RE = PO Invoice 54xxx
iii. KA = Credits or Reversals
iv. ZP = Payments
v. AB = Data Correction
c. Posting Date: Date Invoice Posted
d. PBk = Payment Block (R Issue with 3-way match, ALocked for Payment)

11.)To view payment details:


a. Highlight the line you want to view payment details for
b. Click the Menu icon  Select Environment  Select Display Document

(Unit 3, Section 1.3, Page 3 of 6)


FBL1N - SAP PURCHASING REPORT
(INCL. EXPORTING REPORT DATA)

Payment Methods available:

(Unit 3, Section 1.3, Page 4 of 6)


FBL1N - SAP PURCHASING REPORT
(INCL. EXPORTING REPORT DATA)
Exporting Report Results to Microsoft Excel:

1.) To Export your results to an Excel spreadsheet, click the Local File icon
2.) Select Spreadsheet in the Save list in file… box, then click the green check

3.) Click the browse icon next to the Directory field

4.) Select Where you want the report to be saved in the Save In drop-down list
5.) Enter the File Name that you want the report to save as
6.) If not already selected, choose Excel Files (*.xls) from the Files of Type drop-down list
7.) Click Save, then click Generate in the next box

8.) Once the report has saved you will be taken back to the report results and can exit the transaction

(Unit 3, Section 1.3, Page 5 of 6)


FBL1N - SAP PURCHASING REPORT
(INCL. EXPORTING REPORT DATA)

Back to Unit 3: Procurement Reports

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(Unit 3, Section 1.3, Page 6 of 6)


Back to Presentation
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EVALUATION & RATIONALIZATION FORM NON-STATE ADOPTED
MATERIALS, REVISED

Return e-mail address: Reference Requisition Number

INFORMATION & RATIONALE


Publisher/Manufacturer
Address
City/State/Zip

Title (including edition and copyright) being considered

GIVE AN EXPLANATION IN THE SPACE BELOW


WHY NON-STATE ADOPTED MATERIALS ARE BEING USED

INSTRUCTIONAL USE
Intended Subject/Course
Grade/Level:

Is this material appropriate for instruction of the county's curriculum for the subject and grade/level as stated?
Yes No

What is the primary purpose of the material?

How will the Material be used in the classroom? (check one)


Supplementary Major tool for instruction

AUTHORIZATION
We have reviewed the listed materials and consider them to be necessary for the subject/course described
above. These materials are not counter-productive to the goals or objectives suggested by the district.

School Name: Location #:

Teacher's Signature
Department/Grade Level Chairperson's Signature
Principal's (or designee's) Signature

Email completed form to E_R_approvals@browardschools.com

Innovative Learning and Arts Use Only

Director Innovative Learning and Arts Date Approved for Processing


Form# 2220M
EVALUATION & RATIONALIZATION FORM NON-STATE ADOPTED
MATERIALS, REVISED

PROCEDURES GOVERNING THE EVALUATION AND


PURCHASING OF NON-STATE ADOPTED MATERIALS

1. Any instructional materials not previously used/evaluated, which are being considered for
purchase from funds appropriated for instructional materials, to be utilized as supplementary
material with the county approved program(s) or as the major tool of instruction in courses where
there are no county recommended core program materials established and are not on the
current or any previous state or district approved instructional materials list, will be approved
only after completion and submission of the Evaluation/Rationalization Form (MIS 220M) with all
signatures secured. (Authorization per amended Florida Statutes 233.34, 233.43, 233.46, and
State Regulation 6A7.702)

2. A committee comprised of three persons at the school level must consider the material. The
following is the composition of personnel for each school committee:

The Teacher using the materials


The Department or Grade Level Chairperson
The Principal or Designee

3. If, during or after the committee's review of the materials, it is discovered that the material has
been previously used/evaluated or was on the state-adopted list at an earlier date, the
committee would not need to fill out the entire form - only Sections I and II.

4. The school would then forward a copy of the completed evaluation/rationalization form along
with a copy of the purchase order attached list to the Instructional Materials Department. The
Instructional Materials Department will verify the material being purchased could not have been
acquired through either the state-adopted instructional materials bid program or any other locally
established bid with a publisher/manufacturer of instructional materials and send back the
approved evaluation/rationalization form with purchase order attached list so the school may
proceed with completing their online requisitioning transaction.

5. Copies of the evaluation/rationalization form and purchase order attached list should be on file at
the following locations for the duration of use of the materials:

School/Center (submitting request)


Instructional Materials

Form# 2220M Back to Presentation


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54 Back to Page Presentation
55 Back to Page Presentation
56 Back to Page Presentation
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FREQUENTLY USED TRANSACTIONS IN SAP (Budgetkeepers/Bookkeepers/Requisitioners)
Transaction
Description Use When You…
(Tcode)
PURCHASING TRANSACTIONS
ME51N Create Purchase Requisition Are creating a purchase requisition
ME52N Edit Purchase Requisition Are editing a purchase requisition
ME53N Display Purchase Requisition Are trying to display a specific purchase requisition
ME23N Display Purchase Order Are trying to display a specific purchase order
1.) Goods Receipt Are receiving items against Standard PO’s
MIGO_GR 2.) Goods Receipt Reversal Are reversing a GR
3.) Goods Return Performing a Goods Return
MB02 Edit Goods Receipt Are editing a Goods Receipt
Are trying to see a list of purchase requisitions
ME5A List Display of Purchase Requisitions
(can specify whether you only want to see closed, partially closed, held, or open requisitions)
Are trying to see a list of purchase req.’s (and/or) purchase orders
ME2K Display List of Purchase Orders
(can base search criteria on various fields)
ME2N Display List of Purchasing Documents Are trying to see a list of purchase orders
ME3N Framework Agreement Report Want to see current agreements and values
ME80FN Purchase Order History (General Analyses) Need to view a list of purchasing documents (has capability to drill down & summarize data)
MK03 Display Vendor Information Need to view vendor address/contact information
FBL1N Vendor Line Item Display Need to vendor line item display
KSB1 Display Cost Line Items for Cost Centers Need to display actual cost line items for cost centers
ADDITIONAL TRANSACTIONS
FMBB FM Budgeting Workbench Need to create a budget transfer
FMDOCREV Reverse Budget Entry Documents Need to cancel a budget transfer
FMX1 Create Funds Reservation Need to hold funds in reserve
FMX2 Edit Funds Reservation Need to change funds reservations
FMX3 Display Funds Reservation Need to view funds reservations
S_P99_41000147 Earmarked Funds Journal Need to see a list of funds reservations
FMEDD Display Budgeting Documents Need to view the budget document log
FREQUENTLY USED TRANSACTIONS IN SAP (Administrators)
Transaction
Description Use When You…
(Tcode)
PURCHASING TRANSACTIONS
ZMPU_ME55 Collective Release of Purchase Requisitions Want to approve multiple requisition lines and/or requisitions from one screen
ME54N Release Purchase Requisition Want to approve a specific requisition (or specific lines within a requisition)
ME53N Display Purchase Requisition Are trying to display a specific purchase requisition
ME23N Display Purchase Order Are trying to display a specific purchase order
Are trying to see a list of purchase requisitions
ME5A List Display of Purchase Requisitions
(can specify whether you only want to see closed, partially closed, held, or open requisitions)
ADDITIONAL TRANSACTIONS
FMEDDW List Budget Transaction Documents View a list of budget transaction documents
FMX3 Display Funds Reservation Need to view funds reservations
FMAVCRO1 Available Budget Report (AVC) Need to see the Budget Balance in SAP (use for emergencies only)
S_P99_41000147 Earmarked Funds Journal Need to see a list of funds reservations (Start w/ 5)

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(FOR EXPENSES THE OBJECT CODE WILL BE PRECEEDED WITH THE CLASS 5 WITHIN THE GL ACCOUNT & FOLLOWED BY 4 ZERO'S)
EXAMPLES: 5-511-0000 (for supplies); 5-336-0000 (for mileage)

111-119 Administrators 411 Natural Gas


121-129 Classroom Teachers 421 Bottled Gas (Propane)
131-139 Other Certified Instruction 431 Electricity
141-149 Substitute Teachers
151-159 Aides
161-169 Other Support Personnel
171-179 Board Members and Attorney
1 441
451
461
491
Heating Oil
Gasoline
Diesel Fuel
Other Energy Services
4
201-291 Employee Benefits
2 511
512
Supplies
Custodial (chemicals-7901 only)
313 Special Tax Master 513 Tests
314 Other Personal Services (Manpower, etc.) 514 Professional Books
Consultants-Other Professional/Technical $6000 or 516 Instructional Materials (other than textbooks)
315
more or Board Approved 521 Textbooks
Consultants-Other Professional/Technical $5999.99 or 531 Periodicals
316
317
318
321
Less and not Board Approved
Witness Fees
Legal Costs/Fees
Insurance & Bond Premiums
541
551
561
571
Oil & Grease
Repair Parts - Vehicles
Tires
Plate Food
5 (Fund 411X Only)
331 Travel, In-County - Board Members (Taxable) 572 A la Carte - Lunch (Fund 411X Only)
332 Travel, In-County 573 A la Carte - Breakfast (Fund 411X Only)
333 Travel, Out-of-County 581 Commodities - Plate (Fund 411X Only)
335 Travel (Consultants - No Honorarium) 582 Commodities - A la Carte (Fund 411X Only)
336 Mileage (with mileage voucher) 591 Other Materials & Supplies

3
337 Travel, Out of State 592 Bottled Water
338 Registration Fees
339 Admissions (with Field Trips)
351 Repairs & Maintenance 611 Library Books (New & Replacement)
352 Swimming Pool Maintenance 621 Audio Visual Materials $1,000.00 or More
353 Calibration of Audio Equipment 622 Audio Visual Materials $999.99 or Less
361 Film Rental 631 Building & Fixed Equipment
362 Equipment Rental (Including Car Rental) 641 Furniture, Fixtures & Equip $1,000.00 or More
363 Facility Rental - Instructional 642 Furniture, Fixtures & Equip $999.99 or Less
364 Facility Rental - Noninstructional 643 Computer Hardware $1,000.00 or More

6
365 Software: Lease, Licensing & Maintenance 644 Computer Hardware $999.99 or Less
366 Buses-Field Trips (7803 only) 651 Buses
367 Credit Card Processing Fee 652 Motor Vehicles, other than buses
371 Postage & Freight 661 Land
372 Communications (Telephone/Telegraph, etc.) 671 Capitalized-Improvmts Oth than Buildings-Short term
373 Communications - Data Line 672 Non-Capitalized Improvements-Off Site
381 Trash Collection 673 Capitalized-Improvmts Oth than Buildings-Long term
382 Water & Sewer (excluding Bottled Water) 674 Capitalized-Permanent Land Improvements
393 Charter Schools (was Admissions) 681 Capitalized-Remodeling/Renovations
394 Library Book Processing 682 Non-Capitalized-Remodeling/Renovations
395 Printing (Purchased In-House or Outside) 691 Computer Software $1,000.00 or More
396 Linen & Other 692 Computer Software $999.99 or Less
397 Admissions (was Charter Schools)
398 Advertising 731 Bank Service Charges and Fees

7
399 Other Purchased Services 733 Professional Dues & Fees (includes Tuition)
793 Indirect Cost
794 Miscellaneous Expense

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Accounts Payable Contact List
Area of Responsibility AP Specialist Phone Numbers
Vendors: A, D X, Y, Z, NCS Pearson, Pearson, Staples, and Vendors starting with numbers Brigitte Vazquez 754-321-2290

Vendors Mileage Letters (A-M), & Athletics, Police Cindy Zink 754-321-2277

Vendors - R, T, U, V, W, Toshiba, Konica, Minolta, and Ricoh Gerry Blasco 754-321-2280

Vendors: B, C, S, and Construction invoices Kada Cristensen 754-321-2254

Mail Desk Lois Bland 754-321-2254

Publix & Request for Copies of Invoices and checks Mary Harrison 754-321-2291

Check Distribution Mary Stroecker 754-321-2291

Vendors: Utilities & Food Services Invoices Michael Borrelli 754-321-2293

Check Requests, Expense and Travel Vouchers Michele Marquardt 754-321-2284

Vendors: All Nurses, Consultants, and Office Depot Debbie Plemondon 754-321-2278

Mileage Lettes: (N-Z), Student Financial Aid, IP Vendors, Wires, Serengeti, Uploads Rafeena Amin 754-321-2288

Vendors: E thru L Tina Foster 754-321-2298

Vendors: M, N, O, P, and Q Viviana Plata 754-321-2299

Check Requests, Expense and Travel Vouchers Wanda Radcliff 754-321-2281

Special Projects and Escalated Issues Debbie Plemondon 754-321-2278

Special Projects and Escalated Issues Rafeena Amin 754-321-2288

Updated 11/30/2016 Back to Presentation