SAP User Guide - University of Leicester
Contents
1. University of IT Services Leicester Leicester Learning Institute Partnership SAP User Guide Print and Reprint Purchase Orders Document Purpose This guide explains how to print or reprint a purchase order from SAP once it has been created Versions Version RO1 Version Author Date R02 IT Services amp LLI 16 April 2015 www le ac uk its UNIVERSITY OF LEICESTER 2 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP Contents 1 Why print out the Purchase Orders cccccsssccccssececseceeeseceeenececenececeueceseueceseueceseuecesseecessuscessucesseneetsees 3 2 WOW TO UNG yeaa ass g ene nrrg cana eesti an aan pa ne nena ang tena naa ne a aehan A 3 2 1 Select The purchasing documents to PFI NU icsssscscissciesssescissviesiiesesssceestaeberascbestieiissthe tie Wisatiortaetasations 3 2 2 Display or print the purchasing COCUMENMGS cccccccssecccssecccsececesececeececeeceseueceseueceseencetseneetseeeeees 4 3 Why would you need to reprint the purchase orders cccccssscccessceceesceceesceceeeceeeenceceeseeeseneeeseneeeseeeees 4 4 How to SEPP ceccceccssccseceseceecceecceeceeeeseeseeeeeesseeeeeeseeeeeeseeeeeesaeeseeeeeeeaeeeeeeeeeseeetaeeeecaecseeeeesaeeseeeeseeaeenees 5 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 LEICEST2. ER LEARNING INSTITUTE PARTNERSHIP 1 Why print out the Purchase Orders After a purchase order has been created or periodically after several have been created say towards the end of the day paper copies of the purchase orders may be required to send to the vendors SAP generates these print outs via the Print Program The Print Program permits you to view on screen Display Message button test print Trial Printout button or final print Output Message button purchase orders and also to select which ones are to be printed TIP Once a purchase order has been printed it cannot be re printed via this method 2 How to print Use the menu path Logistics gt Materials Management gt Purchasing gt Purchase Order gt Messages gt Print Transmit Transaction code ME9F 2 1 Select the purchasing documents to print 1 On the Message Output screen the following is defaulted More Gg 1E G amp G gt Fa D fl ik H 2 gi Be E a m Purch Doc Data Document Number to Vendor to LS Purchasing Organization UNIV to gt Purchasing Group socio to t Document Type to Lm Document Date to Cd Message Data Application EF Message Type to Transmission Time Spot gt Processing Status i Creation Date Time Created 00 00 00 2 Narrow the selection by adding your own details such as Purchasing Group or document number if known If you wish to print all POs since the last print run simply enter your P
3. ge the purchase order follow the menu path Logistics gt Materials management gt Purchasing gt Purchase order gt Change Transaction code ME22N 2 Click on the Other Purchase Order button E Select Document f 7S PO 2i6oo000 O PO Purch Requisition eee 3 Enter the purchase order number required in the PO box and click the Other Document button 4 The details of the purchase order you wish to change will appear 5 To proceed to the Change Pur Order Output screen select the Messages button More amp 0 2 ee Document Overview On bY g Gl Print Preview 7 STAFF DEVELOPMENT 21600000 Created by Michelle Jones gt em BTAFR DEVELOPMENT 21600000 Vendor 3978 FISHER SCIENTIFIC UK LTD Doc date 15 08 2012 The line entries at the top of the table show the printing that has already completed indicated by the green traffic light entry under the Stat Status column To enable a new printout you need to create new lines with amber traffic light status 6 Select the original print outs data by clicking in the selection boxes to the far left hand side of the entry 7 Click on the Repeat Output button to create new line items for reprinting with the status of the new lines as Amber More v a S Communication metho Processing log Further data Repeat output g 4E Cee ETBA hod ff her d Change Pur Order Output Pur Order 21600000 Descri
4. ght of the buttons next to Display Message This function will test print the selected documents This is mainly intended for checking the alignment of paper in the printer if older impact printers are used This function should not be used to generate the final copy for sending to the vendor since it does not update the documents status to signify it has been printed Final copies of PO s should be generated using the output message button shown above so that the document status is updated By updating the document status this acts as a security feature preventing the same PO being printed again and posted thus duplicating orders with vendors 3 Why would you need to reprint the purchase orders If the vendor has not received the purchase order or there was an error with printing you may need a duplicate purchase order If a print run has already been sent to the printer then the status of a purchase order would have been updated despite the print out never arriving There is an inbuilt security mechanism in SAP to avoid duplicate orders accidentally being printed and sent to vendors So after identifying the purchase orders for which a duplicate print out is required it is necessary to view those purchase orders in change mode and activate a duplicate copy by setting this in the Messages area of the document UNIVERSITY OF LEICESTER 5 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP 4 How to reprint 1 To access the screen to chan
5. ption Medium Purchase ord Exte OCOS ZINT Purchase ord Ex YVN 3978 EN J COMZVAT VAT Certifica YVN 3978 EN J uy UNIVERSITY OF LEICESTER 6 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP In this case below you can see we have chosen not to reprint the VAT certificate More g 4 H G amp E i HB Communication method ff Processing log Further data Repeat output Change Pur Order Output Pur Order 21600000 Output St Outp Description Medium QAO ZERT o rchase ord External send OMZEXT Purchase ord External send OSO ZINT Purchase ord External send OOS ZINT Purchase ord External send COP ZVAT VAT Certifica External send 8 Click on the Save button Elto save the new line items with their status Next time you choose to print the purchase order section 2 it will pick up these newly adjusted amber purchase orders for printing
6. urchasing Group code 3 Click on the Execute button G UNIVERSITY OF LEICESTER 4 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP 2 2 Display or print the purchasing documents More amp lt q fe Mq dob gt Hht amp amp SP amp H output Message Display Message ad Message Output Msg Lng Partner Role Created on Time Time N User name Output Device Name Fax number 21600000 3978 FISHER SCIENTIFIC UK LID SDC 15 08 2012 ZEXT EN 3978 LF 15 08 2012 15 09 16 1 X MJ41 ZINT EN 3978 LF Toc pE 02 15 0239 1 X MJ41 ZVAT EN 3978 LF 15 08 2012 15 09 16 1 X MJ41 To select the purchase order outputs place a tick in the selection box to the left ZEXT External version ZINT Prints 2 copies of the internal version for your records ZVAT Select the ZVAT box for a VAT certificate This is only available for print for purchases that are zero rated VAT e g ZW ZX ZY ZZ Output Message Print This button will send the selected documents to the printer and will update their status s to 1 to stop them from unintentionally being printed twice If an error with the printer should occur and the print run is lost then you can amend the PO to create a duplicate printout see section 3 Reprinting Display Message Print Preview This button will display each of the selected documents on the screen Always check this first before you print 2 2 1 Trial Printout To run a trial printout click on the double arrow on the ri
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