SAP User Guide - University of Leicester
Contents
1. Delivery Invoice Conditions Address Communication Partners Additional Data Jrg Dat Purch Ora UNIV UNIV OF LEICESTER Purch Group SDC STAFF DEVELOPMENT Company Code UNIV University of Leicester Short Text PO Quantity O C Deliv Date Net Price Curr Per O Matl Group Pint Stor Location ROG itm A I Material GBP UNIVERSITY OF L STAFF DEVEL GBP UNIVERSITY OF L STAFF DEVEL GBP UNIVERSITY OF L STAFF DEVEL GBP UNIVERSITY OF L STAFF DEVEL m GBP UNIVERSITY OF L STAFF DEVEL a lga GBP UNIVERSITY OF L STAFF DEVEL v TIP Not all fields must be completed When entering the data press Enter after each field is entered This will give you a message if you have missed a field where data is required The following fields are mandatory 3 4 1 Field A This is for the type of account Use the drop down list to choose either Project Research Grant Order SIO Cost Centre lt RN Multi Object Division This is used if the order is to be split across more than one of the accounts above UNIVERSITY OF LEICESTER 6 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP 3 4 2 Short Text For most departments material master records do not exist Skip the field called Material and go straight to Short Text Enter a description of what you want to purchase If you are ordering a particular pack size put this at the front of the description 3 4 3 PO Quantity Enter how2. LEARNING INSTITUTE PARTNERSHIP 4 Optional Entries This section gives details about additional information that may optionally be added to the Purchase Order Item details e Remove the requirement for goods receipt e Extended text for an item e Vendor s catalogue number e Delivery schedule e Net discount for an item e Alternative delivery address e Split charging Header details e PO header text messages e Display PO vendor address details After setting any of the following options click on the Enter button to save the setting and to proceed 4 1 Remove the requirement for goods receipt This is useful to remove if you do not have a requirement to Goods Receipt the items i e the Purchase Order is for services In the Item details section on the Delivery tab remove the requirement for goods receipt by removing the ticks in the Goods receipt and GR non valuated fields Typically this should only be used for the ordering of services kml Item 10 20g Bag Sugar Material Data Quantities Weights V Delivery Schedule Origin Accept Deli Compl Pl Deliv Time Latest GR Date Rem Shelf Life D QA Control Key UNIVERSITY OF LEICESTER 10 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP 4 2 Extend text for an item From the Item details section select the Texts tab On this tab you can enter extended text messages to appear against the line item These texts will appear on the PO betwe
3. amp University of IT Services Leicester Leicester Learning Institute Partnership SAP User Guide Create Purchase Orders Document Purpose This guide explains how to create a Purchase Order on SAP This guide is not for staff in Chemistry or Estates who use an active store which is an inventory that is linked directly to the purchase order system If you are using an active store contact ithelp le ac uk Versions Version RO1 Version Author Date R01 IT Services amp LLI 7 Sept 2012 R02 LLI 20 December 2012 www le ac uk its UNIVERSITY OF LEICESTER 2 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP Contents E Prea eee ee a ee ee ee ee er 3 Ze Ahali is PUN AS SC res ee sce cts ot erste cso ses ee swe aaa esses ose a eae ies 3 3 How to create a Purchase OFer ccccssssccccccssesecccecseeseeceeeeeeseeceeeseeeeeeeesseeseeeeeeseuaseceeesaueeeeeesaeaaeeeeeeaanees 3 sds irs 0 VeN 0 E 8 c Aaa aAA EEEa ee EEA EA AEAT NE 3 gt SE 21910 0 e E Te eT ce E E E E O eet 4 SMe Pa AE e E A AE AN A AE A A A E A A A 4 24 em Overview WON II CONE ssysarkepakana karanana EEANN EENEN ANEKA RANE KANEA NAANA NERA EANAN TAA RASANEN RA PANEN RERAN 5 3 5 Enter information in the Item Details section nnsssssssseeersssssssserrresssssssserresssssssrereeesssssererressssseene 7 A ODON ENIO e A 9 Aa Remove the requirement Tor goods FECCIOL cs csssazegsscncessatanccenaesncagnasncsenat
4. many of the items you want to purchase 3 4 4 0Un Looks like O on screen This is the ordering unit Use the drop down menu to select the unit of measurement in which the item is sold 3 4 5 C Delivery date category This can be left as the default D Day format 3 4 6 Deliv date This will default to today s date when Enter is pressed Type the expected delivery date if this is known in the format dd mm yyyy 3 4 7 Net price This is the vendor s current price without VAT for a single item If you only have the gross price i e the price that includes VAT then you can calculate the net price as follows Net Gross 1 VAT rate as a decimal Example To find the net price of a gross price item at 30 when the VAT rate is 20 the calculation will be 30 1 0 20 25 3 4 8 Currency This will default to GBP You cannot presently create a purchase order in any other currency other than GBP UNIVERSITY OF LEICESTER 7 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP 3 4 9 Matl Group Use the drop down menu to find the correct group Only a limited number usually 500 of these will show If you need more select the down arrow button This opens up the selection criteria By deleting the maximum number of hits all entries will be displayed L Material Group 1 500 Entries found cd fi fed ied ES Mati Gr Material Group Desc 10 cashiers acc fee 1i cas
5. of VAT See the Finance website http www2 le ac uk offices finance staff tax how do i code purchases for the most current details Press the Enter button Q to proceed 3 5 2 Account assignment tab Item 10 20g Bag Sugar E aly Material Data Quantities Weights Delivery Schedule Delivery V Invoice Conditions gt Account Assignment T mY AccAssCat Cost center Distribution Sin g e account ass gri me Y CoCode Un versity a F oa Unloading Point Recipient G L Account i J CO Area Cost Center On the Account assignment tab the following fields are mandatory 3 5 2 1 G L Account Enter the appropriate General Ledger G L account The Finance website provides more details on General Ledger codes SAP Cost Element Codes at http www2 le ac uk offices finance staff financial systems 3 5 2 2 Cost Centre Enter the appropriate cost centre for the item to be charged to If your department has a separate code for each person ordering goods then the Individual code should also be completed To reach the Individual field click on the More button The following window is displayed Use the drop down list for the Individual field to find the name of the person for whom the item is being purchased LE Coding Block Cost Center Individual CO Area Click on the Enter button QA to proceed UNIVERSITY OF LEICESTER 9 IT SERVICES LEICESTER
6. AG Net 2 86 GBP Pricing Elements N Cn Ty Name Amount Croy oper U Condition value Cur Status Num OUn CCon Un RLO1 Vendor Discount 15 000 iz b s 0 GBP 0 0 Net incl disc 0 48 GEE 1BAG 2 86 GBP 1 BAG 1 BAG NAVS Non Deductible Tax 0 57 GBP 0 57 GBP o o Net incl tax 0 57 GBP 1 BAG 3 43 GBP 1 BAG 1 BAG ore oe Lora am d ee os a 4 6 Alternative delivery address From the Item details section select the Delivery Address tab The standard delivery address is used from your Personal Settings If you need to modify the defaulted address you can do so on this tab Item 10 209 Bag Sugar aly Material Data Quantities Weights Delivery Schedule Delivery Invoice Conditions Account Assignment Texts D i Title v el Address details Name University of Leicester Staff Development Centre Street House number Charles Wilson Building District Address Postal Code City LE1 7RH Leicester Customer Country GB United Kingdom Region Vendor UNIVERSITY OF LEICESTER 12 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP 4 7 Enter the account assignment for split charging If you entered Y in field A of the Item Overview screen i e the field where you decide whether to charge to a cost centre SIO WBS or split the charge then a blank version of the screen below will be presented when you save the Purchase Order a OF Item 10 20g Bag Sugar a Material Data Qua
7. Address button at the bottom of the window Click once to place the cursor somewhere on the line of the address you require to be printed on the Purchase Order and click on the Enter button iw UNIVERSITY OF LEICESTER 15 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP 6 10 11 Change or delete previously created purchase orders Use menu path Logistics gt Materials Management gt Purchasing gt Purchase order gt Change Transaction code ME22N Click on the More button this has now been replaced with the Menu button More Gg ri q Eh a amp Then choose Purchase Order gt Other Purchase Order from the menu or click on the Other Purchase Order button Enter the number of the purchase order you want to change in the PO box SAP will remember the last Purchase Order that you were working on Click on the Other Document button This will bring up the purchase order details Again click on the More button and choose Purchase Order gt Display Change to enable editing The fields that may be changed will have a white background Amend the incorrect information or add further items then save the purchase order PO 21600000 pPoO Purch Requisition Other Document 3 You cannot change the vendor details or the account assignments If you need to change the vendor details or account assignment then you will have to delete the items in the purchase order and create a new
8. anseenannnsensaneuneansnousennaeoesnaaee 9 A ETA a a E AA A 10 A3 Vendor sCatalogue NUMmDEr Geena eee Reenter nn ee ee nee 10 AA DEVEN C A OUE eee en ee ees eee ee ee en em me A AE E 10 4 5 Enter the net discount foran ITEM ccccccccccsseessseeeccccccuaeessseececccssauauseecceeesssueasseeeceeesesauaueeeeseess 11 4 0 VK gaye R A oe el Nic ec 2 a1S og en ee eS ee eaaa nen ne ne EESE 11 4 7 Enter the account assignment for Split charging ccccccsssccccesseccceesececeeecceseeeceeeeeseceseugeceesenaesss 12 4a oc 41g 12 0 GR 4 8 ic s 4 2c eee ee ree eee 12 4 9 Display PO vendor address GOLAN S cascsctessscnsesastesascnaesaatessscbarasatasasaverssarovesntesasacesasnneossauouennesoasiousensers 13 S aV 6 0 Pirena 96 ganna ne ne a ee Pe 14 5 1 Vendor has a Head Office and a Purchase Ordering ACCreSS cccccssscccccssececeeeseceeeeeeceeseeecesseees 14 6 Change or delete previously Created purchase OFC rs ccccccseccceececeeccceececuceeucecuceeeceeeuceeeceeeuseneuss 15 6 1 Delete an item from a Purchase OFder cccccccccccssssssseeccccccsaeessseeccccesssaeesseeecceeessauaaseeeeeeeeesaaaessees 15 Fe SUM TOT COI CC a N 16 Contact If after reading this document you still have questions regarding the use of SAP contact the IT Service Desk on 0116 252 2253 or email ithelp le ac uk UNIVERSITY OF LEICESTER 3 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP 1 P
9. en each line item Select Item texts and type in the required text message in the blank area BS Item 10 20g Bag Sugar ow Material Data Quantities Weights Delivery Schedule v Delivery Invoice Conditions Account Assignment Text Delivery Item Texts A This is where you enter the text elements to appear on the PO between 2 Item text Info record PO text 2 Material PO text Delivery text Info record note 2 Test Entry each line item This text is associated with the first line item 10 4 4 amp Continuous tex 4 3 Vendor s catalogue number In the Item details section on the Material data tab use the Vendor mat no field to enter the vendor s catalogue number This can save time entering the full details of the item Lm Item 10 20g Bag Sugar lhd _ Material Data Quantities Weights Delivery Schedule Delivery Invoice Conditions Account Assignment Material group CE lr i Vendor mat no Vendor s catalogue number goes her FAN UPC InfoUpdate 4 4 Delivery schedule If you know the delivery is going to be split it is possible to record this In the Item details section on the Delivery Schedule tab enter in the required delivery quantities per row in the Delivery Schedule table The example shows a split delivery one week apart Item 10 20g Bag Sugar x av Mat erial Data Quantit
10. es accordingly From here there are a number of options see section below or you can add additional items to the same order 4 8 PO header text messages Use this tab to add a text message that will appear at the bottom of the printed version of the Purchase Order UNIVERSITY OF LEICESTER 13 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP From the Header section select the Texts tab Select Header text and type in the required message in the blank field STAFF DEVELOPMENT Vendor 3978 FISHER SCIENTIFIC UK LTD Doc date E 08 2012 s Delvery Invoice Conditions 4 Texts i nn Texts nit Enter Header text elements here to print at the foot of the Purchase cr Order kala note Pricing types Deadlines pog dq F Continuous tex w T Item Overview Item Detail 4 9 Display PO vendor address details To view the vendor address from the Header section select the Address tab and the address will be displayed F STAFF DEVELOPMENT Vendor 3978 FISHER SCIENTIFIC UK LTD Doc date 15 08 2012 Delivery Invoice Conditions Texts M SSS SEE Communication Partners Additional Data Org Data Status Street House number LOUGHBOROUGH Postal Code City LE11 5RG weer Country cB United Kingdom Telephone 01509 231166 Extension LA Fax Extension C JEES a ss Item Overview hal Item Detail For further addr
11. ess details click the Address details button If the button Wl nas a green bar across it as shown then additional telephone information is available Press the button to reveal the telephone numbers window co Maintain telephone numbers C CO a Extension 5 5M5 D Comments ID ca q as O O 001 Oo a gt Preferred Telephone UNIVERSITY OF LEICESTER 14 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP 5 Save your Purchase Order When finished SAVE the Purchase Order using the SAVE button H If no further information is required the PO number will appear in the message bar at the bottom of the screen STAFF DEVELOPMENT created under the number 21600000 Keep a record of the purchase order number It is not too late to make changes see Section 6 5 1 Vendor has a Head Office and a Purchase Ordering Address Where you have selected a vendor that has a Head Office and a Purchase Ordering Address code 300 the following Choose Ordering Address window will appear when you save your completed Purchase Order LE Choose Ordering Address Ordering Address Name Loc p J B978 d FISHER SCIENTIFIC UK LID LEICESTERSHIRE 300266 FISHER SCIENTIFIC UK LID LEICESTERSHIRE I Address 36 Decide which address you wish to use If you need to check the address details place the cursor somewhere on the line of the address and click the
12. here in the name e g if you are uncertain how to spell it A list of potential matched suppliers is displayed and you can select the correct vendor Where a vendor has both a Head Office and a Purchase Ordering Address code 300xxxx select the Head Office Address The Doc Date field will default to the current date Click the Enter button to proceed 3 3 Org data tab Open the Header section by selecting the Expand Section button pia Create Purchase Order STAFF DEVELOPMENT OH Header The data in the Org data Header tab is specified from your Personal Settings Check this is correct UNIVERSITY OF LEICESTER 5 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP STAFF DEVELOPMENT Vendor 3078 FISHER SCIENTIFIC UK LTD Doc date 15 08 2012 t Delivery Invoice Conditions Texts v Address Communication Partners Additional Data lt Org Data Purch Org UNIV UNIV OF LEICESTER Purch Group SDC STAFF DEVELOPMENT Company Code UNIV University of Leicester N EW Item 7 gt 4 3 4 Item Overview information Enter the detail of the items you want to order in the Item Overview section If the Item Overview section is not visible press the Expand Section button located to the left of Item Overview The Item Overview section is now expanded as below Create Purchase Order BE STAFF DEVELOPMENT Vendor 3978 FISHER SCIENTIFIC UK LTD Doc date 15 08 2012
13. hiers surch hal 20 cashiers res income u 30 cashiers osr income 31 cashiers ssc income 40 cashiers misc income 3 4 10 Pint Leave the default as UNIVERSITY OF LEICESTER The following example shown below is for 6 bags each weighing 20g of sugar that cost 56p each The material group CE has been chosen to represent Groceries Create Purchase Order mv STAFF DEVELOPMENT v Vendor 3978 FISHER SCIENTIFIC UK LTD Doc date 15 08 2012 Ei S Itm A I Material Short Text PO Quantity O C Deliv Date Net Price Curr Per O Matl Group Pint Stor Location RE fwjio x 20g Bag Sugar 6BAG D 15 08 2012 0 56GBP 1 BAG groceries UNIVERSITY OF L STAFF DEVEL 7 7 GBP p IVERSITY OF L STAFF DEVEL a GBP UNIVERSITY OF L STAFF DEVEL v Once the required data is entered click on the Enter button QA at the top left of the screen to proceed with a basic order Default entries will be populated into the fields headed PER and O The column marked S at the left has Red status This is because additional information has yet to be entered in Item details section below 3 5 Enter information in the Item Details section 3 5 1 Invoice tab On the Invoice tab enter a valid tax code in the Tax Code field Account Assignment ie iv Inv Receipt Final Invoice GR Bsd IV UNIVERSITY OF LEICESTER 8 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP The valid codes change depending on the current rate
14. ies Weights d Dalware Schade Delivery Invoice Conditions V Account Assignment 5 C Delvery D Sched Qty Stat Del GR Oty Purchase Reg Open Quantity St p 15 08 2012 35 08 2012 31 Jp 22 08 2012 3 22 08 2012 O 32 E 0 0 qd k REC A m k UNIVERSITY OF LEICESTER 11 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP 4 5 Enter the net discount for an item There are a number of different discount possibilities available From the Item details section select the Conditions tab Three conditions PBXX NAVS SKTO are automatically presented do not change these item 10 20g Bag Sugar Material Data Quantities Weights y Delivery Schedule Account Assignment Texts Deliver Qty E T Net 3 36 IlGBP Pricing Elements N CnTy Name Amount Croy per U Condition value Cur Status Num OUn CCon Un Conc n Net incl disc 0 56 GBP 1 BAG 3 36 GBP 1 BAG 1 BAG NAVS Non Deductible Tax 0 67 GBP 0 67 GBP i i Net incl tax 0 67 GBP 1 BAG 4 03 GBP 1 BAG 1BAG SETO Cash Discount 0 000 3 0 00 GBP 0 0 m Actual Price 0 67 GBP 1 BAG 4 03 GBP 1 BAG 1 BAG R P 4 Add your new condition from the drop down box On the screen it is shown in yellow The example shown below is the result of a selecting the Vendor discount condition type and adding a 15 discount BS Item 10 20g Bag Sugar i o o k Account Assignment V Texts V De Oty 6 B
15. ing department vendor and document date The next sections are the Header the Item Overview and the Item Detail You can expand anyone of these by Expand Section button The purchase order input screen looks like this and notice the Header and Item Overview sections are Search For In v Log Off w Z Wie Z Z Office User Guide Logistics Accounting Pharos Print Account Tra Leicester Finance Reports Human resources Tools sal Project System Sales and Distribution Materials Managem Logist controlling More Gg vi lt q B B amp Document Overview On B mf Hold amp Print Preview Messages Personal Setting O hi ie HHO g A K Create Purchase Order STAFF DEVELOPMENT Vendor Doc date 15 02 2012 ia Header ka Item Overview gt 4 R Item New Item v UNIVERSITY OF LEICESTER 4 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP 3 2 Select vendor L On the Create Purchase Order screen in the basic fields next to the shopping trolley add Vendor number from the drop down menu _ This is the standard button for a drop down menu and only appears when cursor is placed in the Vendors by Country Company Code Vendors by C G Search term Postal Code City Name E Fish Vendor Maximum No of Hits 500 v amp gt Ea In the Name field type in the name or part of the name followed by an asterix The asterix is a wild card character and can be used anyw
16. ntities Weights lt Delivery Schedule Delivery Invoice Conditions T E AccAssCat Multi Object Distribution Distrib on quantity basis CoCode University of Partial Inv Distribute Proportionaly E S S Quantity Perce Cost Ctr G L Acct Order WEBS Element Unloading Point B 3 000 50 0 W23032 54000 L al liaij2 3 000 0 0 W23032 54000 W23RE01 m BPI Enter the data as follows 4 7 1 Distribution Choose between distribution on a quantity or percentage basis Depending on the option chosen the fields Quantity or Perce become greyed out and unavailable 4 7 2 Partial Inv The option chosen in this field determines what will happen if the entire quantity is not delivered The options are Distribute Proportionally and Distribute in sequence Use the F1 Help key to give you more information if you are uncertain which option to choose 4 7 3 Quantity Perce Use to split between the quantity or percentage In the example shown above the Distribute on Quantity Basis option has been chosen so the Quantity field has been split 3 and 3 and the percentage has been calculated automatically 4 7 4 G L Account The General Ledger G L Account must be entered The Finance website provides more details on General Ledger codes SAP Cost Element Codes at http www2 le ac uk offices finance staff financial systems 4 7 5 Cost elements Decide between a cost centre SIO or WBS for each line and make the entri
17. purchase order 6 1 Delete an item from a Purchase Order To delete an item from a purchase order 1 2 3 Select the line item you wish to delete by clicking on the far left square of each line Click on the Delete bin button at the bottom of the Item Overview section of the screen Click on the Save button The purchase order itself cannot be deleted only the items within it UNIVERSITY OF LEICESTER 16 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP 7 Quick reference Logistics gt Materials Management gt Purchasing gt Purchase order gt Create gt Vendor Supplying Plant Known Transaction code ME21N After setting any of the following options click on the Enter button in the top left to save the setting and to proceed o OND In the fields next to the shopping trolley check the correct department has been specified in the Purchasing Document type field Vendor field select the required vendor Header section under Org Data check the correct Purchasing Group has been specified Item Overview section enter the Account assignment category the short text PO quantity Order Unit Net price and Material Group Item Detail section Account assignment tab enter the G L account and either the Cost Centre SIO or WBS code If you wish to enter the Individual click on the More button and select the individual Invoice tab enter the Tax code Enter any further optional information for the line item Enter an
18. rerequisite e Before you create your first purchase order you will need to check that your default settings in SAP are correct Please see the document entitled Personal Setup for Purchase Orders for instructions e Itis also essential that you have read and understood the University Financial Regulations particularly section 4 on Purchasing Policy These can be found at http www2 le ac uk offices finance staff regulations 2 What is a Purchase Order A purchase order is a legal document used to record an individual purchase negotiated terms conditions and pricing with a vendor or to arrange for a delivery based on prior agreement It also provides the vendor with a reference document to link to shipping goods receipt and invoicing invoice verification processes The purchase order is a commitment to a vendor for a given material in a specified quantity at a predetermined price and delivery date The purchase order can be printed out see the SAP user guide Printing Purchase Orders and posted or faxed to the vendor 3 How to create a Purchase Order Use the menu path Logistics gt Materials Management gt Purchasing gt Purchase order gt Create gt Vendor Supplying Plant Known Transaction code ME21N 3 1 Layout of the screen The Purchase Order input screen is laid out in 4 sections The top section holds the basic information and is always visible It shows a shopping trolley icon on the left then the fields for order
19. y further line items Click Save B You will not be able to save the final purchase order until all mandatory fields are complete
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