PURCHASING IN SAP STEP BY STEP GUIDE PLANNING CREATING AN ORDER AND SPECIFIC STEPS FOR DESCRIBE REQUIREMENT. for

Transcription

1 PURCHASING IN SAP STEP BY STEP GUIDE for PLANNING AND CREATING AN ORDER SPECIFIC STEPS FOR DESCRIBE REQUIREMENT

2 Steps for Purchasing through SAP Ver Page 2 of 10

3 Steps for Purchasing through SAP Ver Page 3 of 10

4 PLAN 1. Decide what you need to order 2. Get a written quote or use an old order for Vendor (supplier) details 3. Have details/codes required for SAP 3.1. Open SAP and find the Vendor Number Procure To Pay Vendor Management Display Vendor 3.2. (see SSC help guide) selfhelpguides/ptp-mdm-t01.htm 3.3. Know your Cost Centre, Fund and GL Code (allocation for purchase) Here s how to convert your existing codes For example if your section details were as follows... OLD Example New Term New Location Functional Unit (Section) 012 (St George College) 0045 (Information Technology) Cost Centre = 9 + location + functional unit Cost Centre Fund 001 (Recurrent 001 Fund Fund) Account 6161 consumable GL Account supplies consumable items Your ledger 012/0045/001/ /001/ code would look like For SAP your detail will look like this Cost Centre GL Account Fund 001 Once converted keep it where you can access it quickly You can also use the Code Block tool found on Sydnet to convert TIFS ledger codes to SAP cost assignment codes Steps for Purchasing through SAP Ver Page 4 of 10

5 CHOOSE THE TYPE OF ORDER SAP > Procure To Pay > Shop CHOOSE YOUR SHOPPING CART Catalogue Click SmartBuy and find your Vendor Contractor to purchase catalogue items Describe Requirement Use this one if your goods or services are not found in Catalogue Create Limit Item a request for a fixed amount of $$$ that an order can be receipted against. Example Local Supply Orders All Carts are similar in creation. The following EXAMPLE is for DESCRIBE REQUIREMENT For other Instructions on Limit Cart and ordering from a Catalogue go to the SSC link for Instructions /selfhelpguides/ptp-pur-t01.htm Steps for Purchasing through SAP Ver Page 5 of 10

6 1. Click on Describe Requirement 2. Enter required information Line Description of item/s to be purchased make this meaningful for future reference Amount Exclusive( minus GST) of GST. System will calculate GST Internal Note (optional) this displays above the Vendor Text box in Documents and Attachments area. It is an internal system note and does not display on the order You must choose a category, this then connects to GL Code. GL Code can be changed in Cost Assignment, on next page. NOTE to choose category drop the arrow down and select the three dots this gives you the search box where you can search for your category 3. Click Add to Shopping Cart 4. Errors messages will appear on the shopping cart however they will disappear as you fill in required information so do not worry about them at this stage Error messages will disappear when you have filled in all your information This shows the first line of your shopping cart. 5. Click on the description to open the line and change the detail. Steps for Purchasing through SAP Ver Page 6 of 10

7 NOTE: If you have multiple items, please complete all first line details i.e. Basic Data, Cost Assignment, Documents and Attachments and Sources of Supply/Agent Details (Vendor Details). Then click on the 2 (items in cart)at the top of the page, then click on page icon and add as many lines as needed. On all new lines the price, GST, vendor text and vendor product number need to be changed. Please ask key contact or SSC if not sure at this stage. There are 5 sections that must be checked and filled out where necessary Basic Data Information Most of this is default or what you filled in on the first page. Check and make sure it states what you want. School/Campus/Location must be entered from drop down These are Delivery Points for your Campus. If your Tax code is different for this line, change it here eg Fresh Food has no GST check with Finance at Ultimo or SSC if you are not sure what attracts GST. Steps for Purchasing through SAP Ver Page 7 of 10

8 Cost Assignment This section must be filled out with Cost Centre, GL Account and Fund. To put in Fund click on the magnifying glass, this will open a new section which will show a blank fund field. NOTE if you are purchasing computers, furniture or items over $ you MUST speak to your Institute Finance section , who will advise you on correct fund and GL Account numbers. Documents and Attachments If you need to give special instructions to the Vendor and/or attach a quote you do it through this section This area is for special instructions to the vendor. This text will print on the Order under the line item. Examples of special instructions Delivery instructions Product or part numbers for order Use Search and Add to upload your attachment. Note You will get some dialogue boxes that need to be accepted or you will not be able to search and upload your document. Click Run and Yes Steps for Purchasing through SAP Ver Page 8 of 10

9 Click down arrow in Look IN box and scroll up to find the drives that are on your computer. Select the drive you have scanned and saved your document in. Eg U$ (\\client) (T:) is my U Drive Find and select your document and click Open. Your file will be uploaded to the Shopping Cart Ship to Address/Performance Location This is directly tied to the Basic Data Screen, School/Campus/Location. If you have special instructions for the delivery put them is the Vendor Text box in Documents and Attachments Sources of Supply/Service Agents Put your Vendor Number in the Preferred Vendor Box and click the Check Button. The system will find your Vendor and put the name beside the number. Note You will have your Vendor number written on your source document (invoice or quotation) from your planning stage. Click continue to finish your Shopping Cart Steps for Purchasing through SAP Ver Page 9 of 10

10 Name of Shopping Cart - Make sure you put a meaningful name for the shopping Cart. This name shows on the Print out of the Shopping Cart and Purchase Order. E.g. Company name and quote/invoice number and date. Non PO Invoice This is checked if you do not want the system to send the order to the client.(i.e. if you have already the goods) The system will still create the Order after approval. Notes for Approval Any notes you want to tell the approver about the shopping cart go in here. Entry of, for example, a reference to a project or special class will save the Approver phoning for clarification of what the goods or services are for. Approval Preview - Check the Approver in the Approval Preview. You can change/replace and add an approver here. Make sure the correct Approver is showing. Any queries contact SSC or your local key contact. Note If you want to delete an approver you need to replace the approver you do not want. Click on the approver and click change. In the Search box type in the approver you require and click find then replace. This will replace the approver with the one you have selected. The Shopping Cart is now ready to be Ordered Click Check and see if you have any errors. If there are errors it will be because you have not filled in something. Click Back and check your entries. Clicking Order sends the shopping Cart to the approver. Clicking Hold keeps the order as a draft and you can access it in Check Status. (see notes on Check Status) Print your Shopping Cart to check everything is correct and keep it. When the Shopping Cart is approved you can write your Order Number on it. Steps for Purchasing through SAP Ver Page 10 of 10