1 / 63

Purchasing Super User Training

Purchasing Super User Training. Welcome and Ground Rules. Have fun and enjoy the opportunities we have to contribute to SBBC’s future success! Please turn off or silence cell phones and pagers Please do not read or send email messages during class time

marsden-case
Download Presentation

Purchasing Super User Training

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. PurchasingSuper User Training

  2. Welcome and Ground Rules • Have fun and enjoy the opportunities we have to contribute to SBBC’s future success! • Please turn off or silence cell phones and pagers • Please do not read or send email messages during class time • Respect those speaking and asking questions by keeping side discussions to a minimum • Please do not interrupt the person speaking • We will start, break, and end on time • All unanswered questions will be placed in the “Parking Lot” and answers will be distributed later

  3. Logistics Before we get started ...

  4. SAP Master Data

  5. SAP Master Data • Master Data Records contain information that rarely changes • Using Master Data Records in purchasing documents reduces data entry, errors, and redundancy • Material Master Records include information such as unit of measure, description, and purchasing data • Vendor Master Records include information such as address, contact information, and payment terms

  6. Material Request Form • A material request form will be completed and submitted to the Data Strategy Group whenever a new Material Master Record needs to be created

  7. Demonstration and Exercise Scenario: Display a Material Master Record Transaction Code: MM03

  8. Vendor Profile Form • The Vendor Profile Form must be completed and submitted to the Data Strategy Group whenever a new Vendor Master Record needs to be created

  9. Demonstration and Exercise Scenario: Display a Vendor Master Record Transaction Code: MK03

  10. Purchase Requisitions

  11. Types of Purchase Requisitions There are three types of Purchase Requisitions that will be discussed in this course:

  12. Material Order Form • Requestors will provide details about the materials they wish to order by completing a material order form and forwarding it to the appropriate requisitioner

  13. Account Assignment Categories Each line item on a Requisition must have an Account Assignment Category. The following five account assignment categories will be covered in this course: • <Blank> - Inventory (Warehouse, PPO, Cafeteria Groceries) • Z – Asset (Use in Phase 1) • A – Asset (Use in Phase 2) • K - Cost Center • P - Project • Y - Grant

  14. Item Categories Each line item on a purchase requisition will have an Item Category: • Standard – Used for material line items for which there is a specific quantity/unit price and a goods receipt requirement. The Item Category is left blank. (Ex: items on contract or invoicing plans.) • Limit – Used for line items for which there is a funding limit but not a specific quantity/unit price and no goods receipt requirement The Item Category is B for Limits. (Ex: Attached lists, landscaping, fuel.)

  15. Material Groups • The Material Group is a code used to group together materials with the same attributes (e.g., office supplies) • The Material Group will be the three-character National Institute of Governmental Purchasing (NIGP) code (e.g., 615 for “Office Supplies, General” • The Material Group will default for those items that have a Material Master Record • For those items that do not have a Material Master Record, the Material Group must be entered on the requisition

  16. Organization Structure

  17. Accounting Data Legacy Line of Coding SAP Accounting String

  18. Demonstration and Exercise Scenario: Display a List of Purchase Requisitions (By Purchasing Group) Transaction Code: ME5A

  19. Purchase Requisition Approval Process • All requisitions are subject to principal / dept head approval • Standard requisitions with items for specific material groups (ex: chemicals) are subject to approval by Curriculum Specialist, Technology, Textbook, or FNS after approval by principal / dept head • All requisitions are subject to final level of approval by area superintendent during a budget freeze

  20. Vendor Solicitations

  21. Vendor Solicitations The following types of Solicitations will be discussed in this course:

  22. Demonstration and Exercise Scenario: Create RFQ to Three Vendors Referencing a Standard Requisition Transaction Code: ME41

  23. Demonstration and Exercise Scenario: Change an RFQ Transaction Code: ME42

  24. Demonstration and Exercise Scenario: Message Output - RFQ Transaction Code: ME9A

  25. Demonstration and Exercise Scenario: Create RFQ Referencing a Framework Requisition with an Attached List Transaction Code: ME41

  26. Demonstration and Exercise Scenario: Create ITB Transaction Code: ME41

  27. Demonstration and Exercise Scenario: Display RFQ/RFQ/ITB Transaction Code: ME43

  28. Demonstration and Exercise Scenario: Display RFQ’s by Material Group Transaction Code: ME4C • Display by Material Group from last exercise • Display by Purchasing Group to view RFQ’sfor a given buyer

  29. Maintaining Quotations • Captures vendor responses to RFQ’s, RFP’s, and ITB’s • Includes each vendor’s pricing, delivery, and contract terms • Facilitates faster PO/Contract creation by referencing Vendor quotations • Quotations will be maintained for RFP’s and ITB’s from successful bidders

  30. Demonstration and Exercise Scenario: Maintain a Vendor Quotation Transaction Code: ME47

  31. Demonstration and Exercise Scenario: Display a Quotation Transaction Code: ME48

  32. Contracts

  33. Contracts • The Our Reference field will be the bid number advertised in Demand Star • Can be limited by Plant (Schools & Departments, Food & Nutrition, Warehouses) • Will replace Open PO’s where funds do not need to be encumbered up-front • Can have multiple PO’s issued as releases against them when materials or services are required • Can be for specific items/services or for just a total value (Ex: catalog bids)

  34. Demonstration and Exercise Scenario: Create a Contract Referencing an ITB • With Line Items • Without Line Item (Value Contract) Transaction Code: ME31K

  35. Demonstration and Exercise Scenario: Change a Contract Transaction Code: ME32K

  36. Demonstration and Exercise Scenario: Display a Contract Transaction Code: ME33K

  37. Demonstration and Exercise Scenario: Display a List of Contracts Transaction Code: ME3N

  38. Purchase Orders

  39. Purchase Order Text & Notes • Purchase Order text and internal notes can be entered, pasted, or updated on the Texts tabs in either the PO header or the line item details sections.

  40. Delivery Addresses • The initial delivery address defaults from the storage location, but it can be overridden by either the requisitioner or the buyer by typing an alternate address or selecting a different standard address code on the Delivery Address tab in the line item details section.

  41. Tolerances The following tolerances apply to purchasing and material documents: • Purchase Order line items can be created for the lesser of 10% or $100 over the value of the Requisition line item • Goods Receipt tolerances are set in the Purchase Order • Invoice line items can be paid for the lesser of 1% or $10 over the unit price of the item

  42. Types of Purchase Orders The following Purchase Order types will be discussed in this course: • Standard • Framework • Emergency • Conversion • Student Assessment

  43. Standard Purchase Orders • Standard PO’s are created referencing standard purchase requisitions • Standard purchase order creation can be accomplished through: • Manual creation by a purchasing agent • Auto PO created by SAP • All items are accepted through a goods receipt • Information brought in from requisitions includes: • Item details • Account assignment category • Delivery addresses • Vendor if specified • Texts

  44. Demonstration and Exercise Scenario: Create a Standard Purchase Order Transaction Code: ME21N

  45. Printing Purchase Orders • Using transaction code ME9F, you can select purchase orders (by PO number, Vendor number, Purchasing Group, etc) that you want to print.

  46. Demonstration and Exercise Scenario: Message Output – Purchase Orders Transaction Code: ME9F

  47. Purchase Orders Maintenance • Purchase Order change requirements will be communicated to Purchasing via a Purchase Order Maintenance form submitted through CAB

  48. Purchase Order Versions • PO Versions are tracked on the Versions tab in the Header section of the PO. • In order for a version to be printable, you must select the Version Completed checkbox or the Complete Version flag.

  49. Demonstration and Exercise Scenario: Change a Standard Purchase Order Transaction Code: ME22N

More Related