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General SAP Training

Course Learning Objectives

• Display organizational structure for your school/department

• Display personnel information

• Describe the budget transfer process

• Create/change/display requisitions

• Display/print materials to procure from SAP

• Review reports to support procurement process

• Process goods movements (storeroom orders and goods receipts)

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Agenda

• SAP Navigation

• Human Resource Functions

• Finance Functions

• Budget

• Purchasing

• Purchase Requisitions, Purchase Orders, Goods Receipts

• Logistics Functions

• Reports and Forms

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First Steps in SAP Production• Login with the ID and password provided by the Help Desk.• Change the initial password to a new one that you choose.• At the SAP Easy Access Screen add transactions to your

Favorites Menu (Use your cheat sheet of transaction codes for the specific codes).

• Go to the PPOSE (Organization for School and Department) transaction and follow the Help/DCPS View Organizational Structure for a School or Department work instruction to expand all the columns and view your school or department.

• Go to the PPOSE print screen and follow the steps on your tri-fold brochure to add the “print immediately” function.

• Go to the MIGO_GI (Create Goods Issue) transaction and use the Help/ DCPS Change User Settings to Allow Goods Issuework instruction to set-up the defaults before doing your first Storeroom order.

• Go to the ME51N (Create Purchase Requisition) transaction and use the Help/DCPS Set Default Values for Purchase Requisitions work instruction to set-up the defaults before doing your first purchase requisition.

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How To’s• Add Transactions to Your Favorites Menu

• 1. Click Favorites on the dark blue menu bar at the top of your SAP Easy Access Menu Screen.

• 2. Select Insert transaction.• 3. Type the transaction code (not case sensitive).• 4. Click

• Set the Printing Option in SAP• 1. Click • 2. Type LOCL in the output device field.• 3. Click the button.• 4. Double-click • 5. Select

from the drop-down list.• 6. Check• 7. Click • 8. Print Immediately option will now appear on the first print

screen.

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Resources• The DCPS Help site has been created to assist you at your desk.

You can access the Help site at any point during your daily business processes.

• DCPS Help can be accessed one of two ways; 1) access DCPS Help while on the SAP screen that you are currently in; 2) access DCPS Help by typing the following URL address into your browser: http://dcpsweb/training/saphelp/nav/index.htm

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SAP Icons

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SAP Key Terms• Transaction Type: (User Specific) classifies the business

transaction and controls various system activities when business transactions are posted.

• SAP Processes: Characterizes a series of progressive and interdependent steps by which an end is attained.

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Human Resource Functions

Human Resources Learning Objectives

• Understand new organizational structure in SAP

• Display organizational structure in SAP

• Display personnel information in SAP

• Understand how positions are maintained

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Display Organization Structure (PPOSE)• This transaction is used to search for organization units,

positions, and cost centers

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Display HR Master Data (PA20)

• Transaction PA20displays an overview of an employee’s HR Master Data

• Display a single infotype record or an overview of several records D

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Display Employee HR Master Data (PA20)• This transaction is used to display specific infotypes (records)

for an employee.

• Personnel Information

• Multiple Assignment

• Basic Pay Rate

• Certification/Recertification Dates

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Display Individual Professional Development Points ( Y_SED_95000193 )

• PA20

• Personnel number

• Infotype 9511 (Certification/Recertification) to locate current validity period

• Y_SED_95000193

• Look up Professional Development points

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Additional Reports for Schools

• Y_SED_95000163• Teacher Certification data by Organizational Unit

• Y_SED_95000253• Professional Development Points by Organizational Unit

• Y_SED_95000256• ESOL Workshops by Organizational Unit

• Y_SED_95000371• Reading Report by Organizational Unit

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Maintenance of Positions

• Requests can be submitted through a Position Change Form (PCFs)

• Positions can be added or delimited from your organizational unit

• PCFs must be accompanied by a budget transfer

• Budget transfers for PCFs should include benefits

• PCFs should not include benefits

• Job codes for use in PCFs are listed in the Budget Guidelines Booklet provided to principals each year

• Status of PCF processing can be tracked from PCF form

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Maintain Positions

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Project Manager

Process Electronic Position Change Form (ZHRPCFC)

• This transaction is used to submit an electronic Position Change Form via SAP workflow.

• PCF will be routed to appropriate departments for processing

• Review status of PCF processing

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Steps to a Position Change Form

1. Begin by entering the PCF as a draft. You will get a PCF# that needs to be remembered for future use.

2. Initiate a Budget Transfer to fund the position. In the Budget Transfer, be sure to put in the salary and benefits. Pre-post the transfer, which will give a Budget Transfer #.

3. Take the Budget Transfer # and put the number into the PCF and submit.

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Finance Functions

Learning Objectives

• View the budget available for your department

• Understand the budget transfer process

• Successfully perform budget transfer tasks

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Key Terms

• Fund: key identifying a set of accounts for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions, or limitations. Examples: 10000, 648698, 100004

• Funds Center: a four digit number identifying an organization unit within a Financial Management area to which budget can be assigned. Example: 3008, 1311

• Functional Area: a four digit number that represents a function, which is the purpose of the expenditure. Example: 5100

• Commitment Item: a three digit number that represents the functional structure of an organization in Funds Management.

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Key Terms

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Budget Transfer Process

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Budget Transfer Process

• Movement of money for operational needs• Rules and guidelines exist for transfer of funds from one

account to another• Certain transfers will post immediately• Transfer of some funds require Budget Office approval and a pre-post status

• Transfer from or to a salary account• Transfer from or to 510/5100

• Can only transfer funds at your school/department (Fund Center)

• Can transfer between functional areas and commitment items within a single fund

• Cannot transfer from one fund to different fund

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Special Capabilities of Budget Transfer

• Many transfers can be created in the same SAP document• Example: Salary and benefits can be keyed on same document

• Ability to hold information before posting or pre-posting

• Preposted, Posted and Undone all have same # (Document number only changes when “Create By Reference is used to correct the Undone document).

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Print Funds Management Report (Y_SED_05000006)

• View/Print formatted version of Funds Management Report

• Pink – Fund

• Yellow – Functional Area

• Blue – Commitment Item

• Budget Column – budget drops, budget transfers

• Commitment Column – purchase requisitions/budget holds

• Encumbrances Column – purchase orders

• Expenditures Column – goods receipted/invoiced items

• Unexpended Column – remaining funds Du

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Budget Key Terms• FM Area: an organization unit, which plans, controls and monitors

funds and commitment budgets. 0016 = DCPS

• Fiscal Year: the fiscal period for which this transaction is relevant. This will default to current year.

• Fund: five digit number; leave the Fund area blank to view all your funds.

• Fund Center: four digit number that represents a school or department.

• Functional Area: four digit number that denotes the overall purpose of the expense.

• Commitment Item: three digit number that denotes the type of expense. D

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Budget Transfer (ZFMBB)

• This transaction is used to transfer money from one functional area and commitment item to another.

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Review Status of Budget Transfer (ZFMBB_PPL)• This transaction is used to review status of preposted

documents

• Posted documents will not appear on this list

• Documents awaiting budget approval will appear with a status of ‘preposted’

• Documents rejected by budget will appear with a status of ‘preposted undone’

• Note: You will need to use the ZFMBB transaction to correct the Undone documents using the “Create By Reference” process

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Correct Undone Documents (ZFMBB)

• This transaction is used to correct documents that were undone by Budget

• Will create new document by reference to the undone document and make corrections as needed

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Logistics Functions

Learning Objectives

• Display vendor master records

• Outline the process to search for materials: • Bid Book materials

• Textbook materials

• Warehouse (Storeroom) materials

• List and utilize the customer functions in support of the purchasing process

• Display material master records

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Display a Vendor Master Record (XK03)• This transaction is used to display a vendor master record

• Purchasing data in the vendor master records contain information relevant to procurement from the vendor, including:• Vendor address

• Contact phone number

• Fax number

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Customer Functions

• Various reports, forms, and data displays to support the purchasing process

• Tools to assist in completing the correct information on a purchase requisition

• Customized reports to display information for bid book, textbooks and warehouse materials

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Customized Forms & Reports

• Forms

• Print Requisition (Y_SED_95000014)

• Print PO Receiving report (Y_SED_95000033)

• Reports

• Display/print bid books and general storeroom items catalog (Y_SED_95000006)

• Master Data

• School Addresses (Y_SED_95000019)

• Material Groups & Buyers (Y_SED_95000021) Du

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Display Current DCPS Bids (Y_SED_95000020)• Purchasing creates bids for materials that cannot be obtained

from the warehouse

• This transaction is used to display Bids that are currently available

• Items on a bid are assigned Material Numbers and a master record of all information for that item is created in SAP

• The Material Number for a bid item is needed on the purchase requisition

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View/Print Bid Book Catalog (Y_SED_95000006)

• This transaction is used to look up items on a bid or to print out the entire bid catalog

• Display and print a specific bid book catalog

• List all materials available from a particular bid

• Use “binocular” search to find specific bid items

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Display Bid Book PO Text (MM03)

• This transaction is used to display Bid Book information available

• View long text description for a bid item

• Material Group: depends on bid (i.e. C095 for computers)

• Material Type: nlag

• Material: description of item using wild card search(*xxxx*)

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Review and Print General Warehouse Catalog (Y_SED_95000006)

• This transaction is used to view or print the General Storeroom/Warehouse Catalog

• “Binocular” search is used to find specific items

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Display Warehouse Material (MM03)• This transaction is used to display the material master for a

warehouse item

• Material Group: leave blank

• Material Type: gens

• Material: description of item using wild card search (*pencil*) or leave blank to view all items

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Material Master Display for Text Book Items (MM03)

• This transaction is used to locate Material Numbers for textbook and display PO text information

• View long text description for a textbook material

• Material Group: t030

• Material Type: book

• Material: description of item using wild card search (*xxxx*)

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Warehouse/Storeroom Materials

• Items to be obtained from the DCPS warehouse • Paper towels

• Crayons

• School forms

• Requires MIGO_GI transaction

• Transactions are immediately goods receipted and invoiced.

• 01 release is not required

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Warehouse

Ships materials

to school/dept.

Perform

Goods Issue

MIGO_GI

Review and Print

General Storeroom

Catalog

Y_SED_95000006

Change Defaults to Allow Goods Issue/Storeroom Order (MIGO_GI)

• This transaction is used to change user setting to allow goods issue to be performed

• This must be performed only one time, prior to doing the first Goods Issue

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Create Goods Issue (MIGO_GI)

• This transaction is used to create a Goods Issue/ Storeroom Order

• Storeroom orders do not need to be 01 released or goods receipted

• Storeroom orders are immediately invoiced and deducted from your budget

• Changes to storeroom orders are made by calling the warehouse

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Purchasing Functions

Learning Objectives

• Understand the three purchasing sources used in SAP

• Understand the Purchase to Pay process

• Describe the significance of the three-way match

• Describe the release strategies

• Understand account assignment terms

• Create and print purchase requisitions for different account assignments

• Track purchase requisitions and purchase orders throughout the purchasing process

• Create Goods Receipts

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Purchasing Key Terms• Purch. Group: Buyer responsible for purchasing commodities

requested. There is only one purchaser group per requisition.

• Acct. Assign. Cat: Code that identifies type of purchase. Always enter account assignment K (Cost Center K).

• Delivery Date: Date on which goods are to be delivered or services performed. Delivery date requested by the requisitioner.

• Plant: Select P001, P002 (Textbooks) or P003 (District Printing).

• Storage Location: The physical location where the material is stored.

• Material Group: Description of Material Group. The material group is the code that corresponds with the commodity being purchased.

• Requisitioner: Full name of the person who will be responsible for answering any questions about the requisition.

• Tracking Number: Number/Code to enable requisitioner to track the purchase. This number will be anything that the requisitionerchooses to use. It should be used to keep track of all requisitions entered by that user.

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Three Purchasing Sources in SAP

• District Warehouse (storeroom)

• District Bids

• Outside Vendors

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• MIGO_GI

• ME51N

• ME51N

Purchase to Pay Process

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Vendor sends Invoice to AP

Approver(s)RequisitionerProcurement Department

Vendor

Vendor delivers goods or provides services to DCPS

Accounts Payable

PO sent to Vendor

Vendor sends Invoice to AP

Requisitioner

•Receive Goods or services

•Performs Goods Receipt

Requisitioner

Converts P. Req to PO

Print PO Receiving Report

Reset

Email sent to Requisitioner

Purchase

Requisition

Three-Way Match

• Purchase order, goods receipt and invoice must match to pay vendor

• Match compares• Content

• Quantity

• Price

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3-Way Match

GoodsReceipt

PurchaseOrder

Invoice

3-Way Match

GoodsReceipt

PurchaseOrder

Invoice

Release Strategies

• 01 – Principal/Dept Head

• 02 – Budget

• 03 – Vocational Money (Function 5300)

• 04 – Project Manager

• 05 – Material Group

• 06 – Assets

• 07 – Minority Business Enterprise (MBE)

• 08 – Safety (Material Group)

• 10 – Textbook Funds

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Account Assignment Categories

• Account assignment categories determine:

• Type of account assignment (for example, cost center, project, asset)

• Which accounts are to be charged when the incoming invoice or goods receipt is posted

• Which account assignment data must be provided

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Account Assignment Categories

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Account Assignment Terms

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General Ledger Expense Account Structure

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Constructing the General Ledger Number

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Created from the Commitment Item (CI) #:

The last three digits are the CI# and the second digit equals the first number

of the CI.

STEPS TO FOLLOW• Determine the commitment item

number

• Always place a zero in front of the commitment item

• Place the first digit of the commitment item in front of the zero

• Place the digit 6 in front of the 6

Your GL # is complete!

EXAMPLE GL #

642

0642

60642

660642

GL Account #

660642

Purchase Requisitions

• Internal document to request goods or services

• Purchase Requisitions must be released at the 01 level by the school principal or department supervisor

• Purchasing department reviews requisition for accuracy, competitive bidding and/or pricing confirmation before converting to a Purchase Order and sending to vendor

• Purchase Requisitions and Purchase Orders can be tracked using the following transactions:• Purchase Requisitions – ME53N

• Purchase Orders – ME23N

• Purchase Requisitions can be changed prior to 01 release using the following transaction:• ME52N

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Set Default Values for Purchase Requisitions (ME51N)

• This transaction is used to set your initial defaults for creating purchase requisitions

• This must be performed prior to doing the first purchase requisition

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Purchasing Groups

Purchasing Group Purchase

LMOutsourced Services

DBAudio Visual, Communications, Computer Hardware & Software, Copiers & Printers, Furniture (all types), Medical, Playground, Printing, TV Production Studios, Fuel

JRBuilding Materials, Chemicals, Field Trip Busses, Fencing, Paint, Portables, Repairs, Roofing, Science, Temporary Employment

CPAdvertising, Alarms, Apparel, Appliances,Athletics/PE, Books, Conferences/Travel, Consultants, Electrical, Field Trips/Pre-Pay, Flooring, Landscaping, Mailing, Music, Photography, Uniforms, Vehicles, HVAC, Safety, Solid Waste

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Material Groups• Once a Material Group is chosen, that will cover the

item(s) purchased, the Purchasing Group will populate field. Next, using XK03 look for the selected vendor you want to use.

• Example: A computer needs to be purchased, but the cost is over $750.00.• Using Transaction Code Y_SED_9500021, then scan down the list and

find C095. When populated in the PR, Donna Blizzard (DB) will also populate simultaneously. At that point, use Transaction Code XK03 to find a vendor.

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Review Status of Purchase Requisition (ME53N)

• This transaction is used to review the status of a purchase requisition.

• Use the Release Strategy Tab to view release level

• Green Check : released at that level

• Gold Triangle: awaiting release

• Use the Status Tab to determine:

• PO Number (Begins with a 4………..)

• Date of conversion to PO• Goods receipt and invoice information(if completed)

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Customer Functions: View/Print Purchase Requisition Y_SED_95000014

• Use this transaction to print one or more purchase requisitions

• Provide copy of purchase requisition to principal or supervisor for approval and 01 release

• Print several requisitions at the same time use the

icon and list the PR’s as shown

• Click

• The arrow will become green

• Click to print each PR on a separate page

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Purchase Order

• Purchasing reviews all requisitions and validates accuracy before converting to a PO• Competitive pricing and other procedures may have to occur before a purchase

requisition can be converted to a PO

• Requisitioner can review status of requisitions to identify if they have been converted to a PO

• Requisitioner is now able to Print Receiving report; able to identify:• What goods will be delivered

• Which Vendor the PO has been issued toNote: Vendor on PO may differ from what was originally entered on the requisition

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Display a Purchase Order (ME23N)

• This transaction is used to display a purchase order

• Verify vendor – vendor listed in purchase order may be different than on the purchase requisition

• Verify items ordered

• Check PO issue date

• Use the Purchase Order History Tab for information on:

• Goods Receipts

• Invoicing

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Print Purchase Order Receiving Report (Y_SED_95000033)

• This transaction is used to print a PO Receiving Report identifying all goods and services to be delivered

• Vendor name and phone number will appear on Receiving report

• Review vendor name as it may be different than the desired vendor entered on the purchase requisition

• If a partial Goods Receipt is done, the PO Receiving Report can be printed again to show the remaining items

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Perform Goods Receipt (MIGO_GR)

• This transaction is used to acknowledge receipt of goods or services from a vendor.

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Steps in the SAP Purchase Requisition Process

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Task Transaction Person

Check your budget Y_SED_05000006 You

Do a budget transfer, if necessary ZFMBB You

Gather information for PR (vendor #, material group,

fund, functional area, buyer, price

See below for transactions You

Do the purchase requisition ME51N You

Print the purchase requisition Y_SED_95000014 You

Have purchase requisition approved by principal or

department head

N/A You

01 Release ZME55 Principal or

Dept. Head

Creation of purchase order N/A Purchasing

Print PO Receiving Report Y_SED_95000033 You

Do Goods Receipt MIGO_GR You (usually)

Perform Goods Issue (MIGO_GI)

• Bookkeepers and Secretaries perform this procedure when materials are needed from the warehouse.

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P-Card Entry ZZ_CRK2

• P-card is a purchasing card used to make purchases without the need to create an SAP requisition

• This transaction is used to enter/verify individual transactions in SAP

• Still required to review and sign monthly statements of P-card purchases

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Enters/verifies individual transactions in SAP

5

Helpful Hints• When searching- If you get a limited search result, change the

maximum number of hits from 500 to 9999.

• To change the font size:• Once you have logged in go to the top of your screen and click .

• Then select options.

• Open the Visual Design folder and then click on Font Settings.

• In the Font Dialog Area-click in the box to the left of the Select proportional font.

• In the Proportional Font Settings area select the font by clicking on Select. Click on Apply at the bottom of the screen and Ok. Log out and log back in for the changes to take effect. You can change this as often as you like.

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