Slide 1 FastFacts Feature Presentation July 1, 2008 We are using audio during this session, so...
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Slide 1 FastFacts Feature Presentation July 1, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500
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Transcript of Slide 1 FastFacts Feature Presentation July 1, 2008 We are using audio during this session, so...
Slide 1
FastFactsFeature Presentation
July 1, 2008
We are using audio during this session, so please dial in to our conference line…
Phone number: 877-322-9648 Participant code: 182500
Slide 2
Today’s Topic
We’ll be taking a look at…Using the Display Purchase Order (ME23N) screen in R/3
Slide 3
Today’s PresenterBob SicoliSAP Instructor for the Johns Hopkins Health System
Slide 4
Session Segments
PresentationBob will talk about how to access, configure, and interpret the display purchase order screenDuring the presentation, your phone will be muted.
Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. We will answer as many of your questions as time allows.
Slide 5
Contact Us
If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected] can also send us an instant message!
GoogleTalk – [email protected] Instant Messenger – HopkinsFastFactsMSN – [email protected]
Slide 6
Survey
SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.
Slide 7
When to Use the Display Purchase Order (ME23N) Screen
Slide 8
Agenda
Today, we’ll be taking a look at:Session assumptionsWhen to use the Display Purchase Order (ME23N) screenHow to access the screenConfiguring the screenHow to interpret the screenAccessing the invoice informationAccessing the accounting informationQuestions & answers
Slide 9
Assumptions
Participants have access to R/3 and the SMR Requisitioner or Purchasing Display roleParticipants are beginning or intermediate users of SAP R/3Participants need to look at more details about specific purchase orders
Special NOTE: This is a display transaction – you cannot modify or change data. Please feel free the click around in the screen. You may find information that is useful to you not presented in this session.
Slide 10
When to Use Display Purchase Order
When you need more information about:A purchase orderThe goods receipt(s) posted to a purchase orderThe invoice(s) posted to a purchase orderPayment information for the invoice posted to the purchase orderTo view the actual scanned invoice image if attached
An assumption is that you have a purchase order number obtained through:A Business Warehouse reportA packing slipThe check status screen in shopping cart
Slide 11
Accessing the Display Purchase Order (ME23N) Screen
Slide 12
Accessing the Display Purchase Order Screen
At your user menu, open the SRM Requisitioner or Purchasing Display folder, double click the “Display Purchase Order (ME23N)” transaction.
Slide 13
Accessing the Display Purchase Order Screen
Or, type in ME23N in the easy access field and press enter or the click the green check to the left.
Slide 14
Accessing the Display Purchase Order Screen
Slide 15
Configuring the Display Purchase Order Screen
Slide 16
Configuring the Display Purchase Order Screen
If you have never used this transaction before, your screen may need some adjustments to make it easier to read.
If the document overview to the left is on, press the “Document overview off” button.
Slide 17
Configuring the Display Purchase Order Screen
Next, collapse all of the information sections. Do this by clicking on the icons next to the section headings.
Slide 18
Configuring the Display Purchase Order Screen
Click here to expand the Item overview.
Slide 19
Configuring the Display Purchase Order Screen
Click here to expand Item detail.
Slide 20
Configuring the Display Purchase Order Screen
Now click on “Purchase order history” tab in Item detail. If there is no “Purchase order history” tab, then there has been no posting against this Purchase order.
Slide 21
The Display Purchase Order Screen
Slide 22
Changing the Displayed Purchase Order
Slide 23
Displaying a Purchase OrderThis view has a previous PO number, but we want to add our own.When you enter the screen, the previous purchase order viewed will be displayed. If
you want to view a different one, you have to change to another purchase order.
Slide 24
Displaying a Purchase OrderTo view another purchase order, click the “Other purch. order” button.
Slide 25
Displaying a Purchase Order
Enter the different PO number and then press enter or click on “Other document”.
A pop-up Select Document screen will appear.
Slide 26
Displaying a Purchase OrderThe desired purchase order will be displayed.
Slide 27
Interpreting the Display Purchase Order Screen
Slide 28
The top section displays information about the purchase order – vendor, date, items, item text, and quantity.
Interpreting the Display PO Screen
Slide 29
The Purchase Order History tab displays the documents posted to the purchase order – goods receipt(s) and/or invoice(s).
Interpreting the Display PO Screen
Slide 30
The Account assignment tab displays the budget and G/L account numbers charged.
You can also see the shopping cart number in the “Earmarked Funds” field.
Interpreting the Display PO Screen
Slide 31
The “Delivery address” tab displays the general delivery information. Click “Address details” to get more information.
Interpreting the Display PO Screen
Slide 32
More specific delivery information will be displayed.
Interpreting the Display PO Screen
Slide 33
Back in the “Purchase order history” tab, the goods receipt(s) displays document number, the date it was done, and the quantity received.
Interpreting the Display PO Screen
Slide 34
The Invoice(s) displays the Invoice number, the date it was done, the quantity, and the amount billed.
Interpreting the Display PO Screen
Slide 35
Displaying a Multi-Item Purchase Order
Slide 36
Displaying a Multi-Item Purchase Order
Notice there are several items on this purchase order. Now you are viewing the purchase order history for only the first item. You can use the arrows to look at the purchase order history for each item.
Slide 37
Displaying a Multi-Item Purchase Order
Now you are looking at the purchase order history for the next item. Each item on a purchase order will have its own goods receipt and invoice documents.
Slide 38
Displaying a Purchase Order History When there are Multiple Goods
Receipts and Invoices
Slide 39
Displaying a PO with Multiple Goods Receipts and Invoices
Notice there are several goods receipts and invoices on this purchase order. You must scroll using the bar to the right of the bottom section.
Slide 40
Displaying a PO with Multiple Goods Receipts and Invoices
Now you can view all the invoices on this purchase order and totals for the goods receipts and invoices.
Slide 41
Displaying an Invoice
Slide 42
Displaying an Invoice
To see the SAP invoice document and possibly the actual invoice image, begin by clicking on the number here.
Slide 43
Displaying an Invoice
This is the SAP Invoice posted to the entered by Accounts Payable Shared Services. It shows the dates, invoice number, payment terms, and amount. The bottom of the screen shows that it is posted to the purchase order.
Slide 44
Displaying an Invoice
The Invoice Document screen also has the “Services for Objects” icon and “Follow-on documents” (Accounting Documents) button.
Slide 45
Displaying the Scanned Invoice Image
Slide 46
Displaying the Scanned Invoice Image
To see if there is a scanned invoice image, click on the services for object icon and you’ll see this menu; if the “Attachment list” is grayed out, the invoice is not available here. If the image is not here …
Slide 47
Displaying the Scanned Invoice Image
Click on the “Follow-on documents” button; then double click the “Accounting document.”
Slide 48
Displaying the Scanned Invoice Image
Click on the “Services for Object” Icon paper in the accounting document.
Slide 49
Displaying the Scanned Invoice Image
Click on “Attachment list”
Slide 50
Displaying the Scanned Invoice Image
Double Click here to access the invoice document.
Slide 51
Displaying an Invoice Accounting Document
Slide 52
Displaying an Invoice Accounting Document
Click on the “Follow-on documents” button, then double click the Accounting document.
Slide 53
Displaying an Invoice Accounting Document
Double click on the vendor name to access the payment information.
Slide 54
Displaying an Invoice Accounting Document
Click in the “Pmt method” field then open the search screen to view how the vendor was paid.
Slide 55
Displaying an Invoice Accounting Document
In this case, the payment was a check for JHU, so you can close the pop-up and go to the check information.
Slide 56
Displaying an Invoice Accounting Document
If the payment was not a check, you only have the “Clearing” information as a reference for payment.
Slide 57
Displaying an Invoice Accounting Document
In this example, since the payment method was a check, you can click Environment – Check Information to view the check information.
Slide 58
Displaying an Invoice Accounting Document
“Check Information” appears in the middle section of the screen.
Slide 59
Displaying an Invoice Accounting Document
Use the back arrow to return to the previous screen.
Slide 60
Displaying an Invoice Accounting Document
Use the back arrow to return to the previous screen.
Slide 61
Displaying an Invoice Accounting Document
Use the back arrow to return to the previous screen.
Slide 62
Displaying an Invoice Accounting Document
Close the documents in accounting to return to the invoice.
Slide 63
Use the back arrow to return to the “Display Purchase” order screen.
Displaying an Invoice Accounting Document
Slide 64
Displaying an Invoice Accounting Document
Slide 65
In Summary
Today’s presentation discussed and gave examples of:
Why to use the display purchase order (ME23N) screenHow to access the screenConfiguring the screenHow to interpret the screenAccessing the invoice information and possibly the invoice imageAccessing the accounting information
Slide 66
Q&A
We’re going to open the phone lines now!There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.
Slide 67
Thank You!
Thank you for participating!We would love to hear from you.
Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: [email protected]
Slide 68
Survey
Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey http://connect.johnshopkins.edu/fastfactssurvey/
Thanks again!
