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Procurement101 - Student Training Manual 201804-V5.1 PDF
Procurement101 - Student Training Manual 201804-V5.1 PDF
1. Concepts 2. Demonstrations
(Tell Me) (Show Me)
3. Exercises
(Let Me)
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)
• 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.)
• Requisition #’s start with “2” • SMART (Safety, Music & Art, Athletics,
Types:
For further information on these additional requisition types please contact the
Procurement & Warehousing Services Department
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.)
ERP SAP PROCUREMENT 101 TRAINING
14
(UPDATED 03.2017)
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 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
Cost Center
Ten Digits
Ex: 3307 1 1091 0
b.
B. Item Overview – Shows an overview of
all the line items on the requisition
PLEASE NOTE: When ordering against Grants the Principal will not be
the 1st approver, it will go directly to the Grants Department
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
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
*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
*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
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
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
• 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
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
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
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)
Question: True or False, data can be exported from SAP for reporting?
• Answer: True
• 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
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
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)
2.) Go into the Default Values to set up your Source Determination settings
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
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***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
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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.
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.
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
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3.) In the Select Document box: enter the requisition #, select purchase requisition, Click Other Document
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
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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
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)
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
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)
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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
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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)
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)
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.
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.
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)
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• 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
3.) In the Select Document box: enter the requisition #, select purchase requisition, Click Other Document
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
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
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
12.) Select your desired location from the list of results (double-click)
13.) Once you press enter, the delivery address will be updated in the Delivery Address tab
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)
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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)
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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)
2.) Go into the Default Values to set up your Source Determination settings
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:
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.
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***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)
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)
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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.
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.
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
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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
3.) In the Select Document box: enter the requisition #, select purchase requisition, Click Other Document
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
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• 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*
12.) Once all changes have been made, review the requisition, check the messages again, and save the requisition
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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)
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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
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
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)
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3.) Enter the Purchase Order # that corresponds with the items you are receiving, then press Enter
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)
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”
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
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1.) In the SAP Home Screen type MB02 in the search box (or select from your favorites list), press Enter
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
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
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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
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
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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
5.) Under the Quantity tab enter the quantity being returned in the Qty in Unit of Entry
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
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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
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
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There are 2 ways to get search criteria for a report: 1.) Using a variant, and 2.) entering your own criteria
2.) Clear all fields, then select the green check. Double-click the appropriate variant from the list
4.) If applicable enter any additional information needed (i.e. vendor #, requisition #, purchasing group, etc.)
5.) Click Execute to run the report
a. If entering multiple criteria use the Multiple Selection icon to open the multiple selection box
2.) For ME5A you must select which requisitions you would like to see
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
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
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
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
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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
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.)
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
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
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Intentionally
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
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.
Teacher's Signature
Department/Grade Level Chairperson's Signature
Principal's (or designee's) Signature
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:
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:
Back to Presentation
(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)
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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
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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
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399 Other Purchased Services 733 Professional Dues & Fees (includes Tuition)
793 Indirect Cost
794 Miscellaneous Expense
Back to Presentation
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
Publix & Request for Copies of Invoices and checks Mary Harrison 754-321-2291
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