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Procurement Division

Creating Purchase Orders (ME21N)

Standard Operating Procedure

Procurement Division Creating Purchase Orders (ME21N)


Procurement Division Operating Procedure Appendix D2 of 33

Table of Contents Create a Purchase Order .............................................................................................................................. 3

PO Header Section .................................................................................................................................... 3

PO Item Detail Section .............................................................................................................................. 8

PO Item Section ...................................................................................................................................... 15

Adding an attachment to a Purchase Order .............................................................................................. 20

Checking Completed Purchase Orders ...................................................................................................... 23

Create a Purchase Order Using Material Numbers ................................................................................... 26

Create a Framework Purchase Order ........................................................................................................ 28

Create a Purchase Order incorporating a Work Order ............................................................................. 30

Change a Purchase Order ........................................................................................................................... 32




Create a Purchase Order

PO Header Section

Begin by selecting a Vendor, if vendor

number is known enter it in the vendor

line and press enter, if the vendor

number is not known click the search

button to the right to open the search

box.

While on the ‘NSSB Standard (excluding blocked

vendors’ tab begin typing the vendor name, SAP

requires the information to be exact. If you are

unsure of the exact vendor name ‘*’ will open the

search criteria for example to find Officemax Grand

& Toy you could search with *Grand* or Office* etc.

Be sure to enter the company code 0055 (this will

only search vendors for AVRSB)

Click or press enter




Note: If you are unable to find your vendor after searching and changing search criteria, a new vendor

may need to be set up. This is handled at Regional Office and typically does not take more than one day.

To set up a new vendor you must send the complete vendor address along with fax and phone number

(if you have them) to The Procurement Division. Be sure to keep a copy of the address for yourself.

Some searches result in a number or

possible vendors, double click to select

the desired vendor.

Be sure to choose carefully, this field

cannot be changed once the PO is

saved.




Vendor name and number will now

display in the Vendor Field

On the Customer Data tab is the

Alternative Procurement selection.

This information will be set by default

to ‘Best Value’ and in most cases you

will not be required to make any

changes




In the event that a change is required

there are 69 possible entries, consult

directly with the Procurement Division

to ensure the proper selection is made.

On the Texts tab, additional information can be typed.

If the Header Text is selected the information typed will appear at

the top of the body of the PO (above all line items).

Information such as Attention for the Vendor or a quote number

can be typed here




If the Shipping instructions is selected the information typed will

appear at the bottom of the body of the PO (below all line items, by

the price).

Information such as ‘Must be invoiced and received before March 31’

at year end

If the Header Note is selected the information typed will NOT appear

on the PO, it is for internal communication only.

Header Note should be used when a PO is over $1,000 to provide

reasons or information to the approver.

For example: “Three quotes were obtained this vendor offered

best value, supporting documents to follow.”




PO Item Detail Section

Acct. Assignment Cat.

Will most often be ‘K – Cost Center’ as

set up in defaults to allow for a ‘Goods

Receipt (MIGO)’, however can also be:

Z – 2‐way Cost Ctr. Match

Y – 2‐way Order Match

F ‐ order

Enter the Short Text, a brief description

of the item to be ordered.

This field is limited to 40 characters and

further details can be included elsewhere.

Tab to the next field




Enter the PO Quantity

The number of items as described in

the short text you want to order

Enter the OUn ‘Order unit’ this is the unit

of measure of what you are ordering i.e.

pkg, or ea.

Your can enter the abbreviation directly

or search

There are many to choose from, the

most common are listed below.

Be sure to choose carefully as this

tells the vendor what you are

intending to order, a package of

paper is much different than a box

of paper.




Activity Unit AU

Box BOX

Bottle BT

Each EA

Feet FT

Years YR

Liter L

Ounce OZ

Pair PAA

Pad PAD

Package PKG

Roll ROL

Set SET

Deliv. Date, the date you want the

ordered items to arrive.

If you set this field up in your

Default Values this will be

populated. If not then you may type

the date (mm/dd/yyy) or to open

the calendar and select a date.




Enter the Net Price, excluding taxes, and not extended (the

cost of one item not multiplied by the number ordered).

Check the currency is correct

You will notice the currency field is “grayed‐in” and cannot

be changed the currency is based on the selected vendor.

Enter the Matl Group, if you set this field

up in your Default Values this will be

populated. If you need to change it click

to search.




There are many to choose from, the most common are:

5000 Supplies and Materials Pens, Erasers, Binders, etc.

5120 Printer Supplies

Cartridges, Toner, etc.

5020 Photocopier Supplies Paper, Staples (for copier), etc.

5370 Equipment – Miscellaneous

Stereos, Adding Machines, etc.

Enter the Plant (your location), if you set

this field up in your Default Values this

will be populated. If you need to change

it click to search.




Choose your Plant (location) from the list

and double click or highlight and click .

You can ‘check’ a PO for errors at any

time by clicking or by pressing

enter.




Indicates an error on the line,

PO’s cannot be saved with errors

The error is detailed at the bottom, some errors

include:

Vendor wasn’t entered

Purchasing Group wasn’t entered

Short Text wasn’t entered

PO quantity wasn’t entered

OUn (order unit) wasn’t entered

Net Price is not greater than $0

Material Group wasn’t entered

Plant wasn’t entered

Cost Center wasn’t entered




PO Item Section Account information

The new account number structure effective April 1, 2015 is:

1. G/L Account ‐ The G/L Account will be populated by the information provided above in the Matl.

Group. This number can change depending on the account. 786400 is supplies and materials, a few

other G/L Accounts include:

711400 Equipment 711500 Furniture 711300 Computer Hardware/Maintenance 631100 Travel – in Province

2. Cost Centre – Each school will have (only) one cost centre

The first two digits will always be “65”. The middle three digits are different for each school,

they are the three‐digit school number. The last three numbers will always be 610.

The cost centre will be 65XXX610

3. Functional Area & Fund – There are three possible Functional Areas and the associated

Funds, they are:

Functional Area Fund

Instructional 3050050000 1000

Discretionary 3050050000 3007

Library 3150050000 1000

*This information must be entered for each requisition to ensure all costs are captured

correctly*

1. G/L Account

2. Cost Center

3. Functional Area & Fund




If there are multiple line items for this PO you may

save the account number so that you do not have

to enter it for every line.

On the first line, after you have entered the cost

centre, click ‘Repeat on’ button (white stick with a

red top and yellow all around the top). This will

save the cost centre for all the line items for the

PO you are working on.

If more detail, that would not fit

in Short Text, is necessary, it can

be typed here in the Texts tab.

Information entered here will

appear below the short text on

the PO

When working in the Item Section

(lower portion) of the PO be sure to

check here to ensure you are on the

correct line




The steps detailed above are repeated for each line item on the purchase order.

Adding a Shipping Line: The steps above should then be repeated to include a shipping line.

Shipping line should be entered: Short text – Shipping PO Quantity – 1 OUn – AU (Activity Unit) Net Price – enter price if known, if unknown put an estimate (it can be changed at time of payment).




Additional information regarding delivery instructions can be included in the ‘Delivery Address’ tab, such as an attention line. Click ‘Address Details’ to open the ‘Delivery Address’ window

Select more

fields to expand

the Street

Address section




Additional delivery

instructions can be included

here, such as an attention

line c/o or floor.

Be sure to save at the

bottom, click




Adding an attachment to a Purchase Order

Attachments can be added to your purchase

order by selecting the ‘Services for Object’

button at the top.

Any/all attachments to a purchase order should

be kept small and simple, things like

corresponding quote, list of items, or proof.

Large documents and/or pictures should not be

attached

Click , then select create,

create attachment.




This will open a box to browse for

the document that you wish to

attach, find it and select ‘open’

You will be notified that ‘The attachment was

successfully created’




Attached documents can be

viewed by clicking the same black

arrow, then ‘Attachment list’

The ‘Service: Attachment list’ box will display a

list of the attachments with details as to who and

when the attachment was created

To view an attachment double click the line or

select the glasses at the top.

You may also create additional attachments from

this window or delete attachments.




Checking Completed Purchase Orders

Like the Errors (outlined

above) there are also

Warnings, warnings are for

information only and will not

stop the PO from processing

or saving.

Another Warning example




All Warnings and Errors can

be checked by clicking the

‘Check’ button. This will open

the messages box, listing

any/all errors and warnings.

You can check your

Purchase Order anytime by

clicking Print Preview




Print Preview will show your

Purchase Order as it will print

(or be sent).

Review the PO for any errors.

Click back to return to the

create PO screen.

When you are satisfied that the PO is

complete and correct click save

Record the Purchase Order Number that is

created and displayed at the bottom of the

screen




Create a Purchase Order Using Material Numbers A SAP Material Number is a number assigned to products that have been tendered. The Material

Number stores all associated information regarding the product such as short text description, price,

material group, etc. Using Material Numbers eliminates manually keying information on to the PO.

Creating a PO using a Material Number has

many of the same steps as noted above. You

will still be required to select a vendor.

Then in the body of the PO in the Material

column enter the material number




You may now enter the next Material

Number or text line item of the PO, or if

the PO is complete review and save (as

detailed above.

Type the material number and press

enter.

The Short Text, OUm, Net Price, Matl

Group, and Text (at bottom) will

populate automatically.

You will be prompted to enter the

Plant, PO Quantity, and account

information.




Create a Framework Purchase Order A framework purchase order allows for a total amount to be entered and that amount to be spent over

a number of purchases. For example, a framework purchase order can be done for $200.00 for groceries

at a local grocery store, end users may make several trips over a period of time to the grocery store and

payment can be issued for each invoice (trip) until the maximum amount has been reached ($200.00)

Select Framework order from the top left section.

Enter the Vendor and line items as you would with a

standard PO.




You will be prompted to enter the Validity

Start and Validity End, these are the date

range that the PO will be available for use.

These dates cannot be spread over two fiscal

years.

Choose the date range i.e. 01 Sept to 31 Dec.

Continue with the PO as detailed

above




Create a Purchase Order incorporating a Work Order A purchase order incorporating a work order number link the SAP Plant Maintenance module with SAP

Materials Management allowing for purchase costs to be captured on a Work Order.

To allow a Work Order number to be used the

Account Assignment Category must be:

‘F Order’ (for use of a goods receipt) or a

‘Y 2‐way Order Match.




Complete the Purchase Order as detailed

above and instead of entering a

corresponding Cost Center, enter an Order

number.

Review and save the PO.




Change a Purchase Order

To make a change to an existing

Purchase Order, click Other

Purchase Order

Enter the purchase order number and

select




This will open the selected purchase

order, however all fields are grey,

this is display mode, to make any

changes you have to be in change,

click display/change

You may now make changes and or

additions to the PO (follow the same

steps as creating a PO)

Review and save when all changes

have been made

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