MIRO Invoicing Party Lockdown Tutorial ME21N Create Purchase Order Initial Screen Select the Header “Partners” tab. Partner functions data is not visible until after the Vendor number and Purchasing Organization is entered. Enter ordering vendor number in the Vendor field and select the Header “Org. data” tab. Enter Purchasing Org. and Purch. Group. Press “Enter” or . The PI Partner will default if only one PI partner is maintained in the Vendor Master record. If it does not default, multiple PI partners are maintained and the “Choose Invoice Presented by” popup box appears with a list of PI vendor(s) maintained in the Vendor Master record for your agency. If a default PI vendor is maintained, it will be highlighted in yellow and listed first. If not, they will be listed in ascending numerical order. Select the first vendor number and click the “Address” icon to view the full address for the PI partner. The “Display Vendor: Address” screen appears. Verify the address and click the <Back> icon. Select the next PI vendor number and click the “Address” icon to verify its address. The “Display Vendor: Address” screen appears. Verify the address and click the <Back> icon. Choose the appropriate PI partner and <Green check> . In this example, 100125531 was chosen. NOTE: When the pop-up box appears and you select <Cancel> in the top right hand corner, instead of selecting a PI partner, an error message, shown below, will appear. <Green check> . A list of available PI partners will not appear; however, you can perform a look-up search by entering “PI” in the Funct field and clicking on the match code icon in the corresponding Number field. Enter appropriate data to restrict your search. <Green check> . The chosen PI partner defaults in the “Partners” tab in the PI row. If you do not want to perform a search, then you can delete “PI” from the Funct field and the ordering vendor number in the Vendor field. Press “Enter” or . Both the “PI” and the order vendor number disappears. Press “Enter” or . The VN partner will also disappear. Press “Enter” or . Re-enter the same ordering vendor number. Press “Enter” or . The pop up box will appear again for you to choose a PI partner. <Green check> . You can also save the document by putting it on Hold until you can identify the correct PI partner. Enter data in mandatory Header Section, “Communication” tab, Our Reference field. Press “Enter” or . Enter data in the mandatory Item Overview section of the screen. Enter mandatory data in the Item Detail section of the screen. Press “Enter” or . Save the document. In this example, PO 4500727821 was created. If the wrong PI partner is entered, or if the document is put on Hold with no PI partner chosen, you can enter the correct PI partner via transaction ME22N. Change the PI partner number. In this example, the number was changed from 100125531 to 100103281. Save the document. Transaction MIRO, Enter Incoming Invoice Enter data in mandatory “Basic Data” tab fields and the “Purchase Order” field. Press “Enter” or . The “Details” tab screen appears. Prior to the screen modification, the vendor number in the “Invoicing Party” field defaulted from the PI vendor in the purchase order but could be changed to any other purchasing vendor with a vendor master record for their agency. In this example, PI number 100125531 defaults in the MIRO “Inv. Party” field from the PO 4500727821. Vendor number 0100125531 defaults as the Vendor payee. If the agency Accounts Payable (A/P) staff person determines this is the incorrect Invoicing party, he/she could manually change it to 100103281 and Press “Enter” or . The payee vendor number changes to 0100103281. Effective immediately, as a result of the screen modification change, A/P staff can no longer change the “Invoicing party” field. It defaults as “Display only”. If the default vendor is incorrect, A/P staff must contact one of their Procurement Specialists and request that it be changed in the purchase order in accordance to the procedures outlined above. If the correct PI vendor is not maintained in the Vendor Master record, it must be updated by the Office of State Procurement (OSP) in accordance with their procedures. In order to avoid any unnecessary invoice processing issues, A/P staff should review their vendor partner master data and if updates are needed, submit the Vendor Maintenance Request Form OSPV100 to OSP via the following URL: https://www.ark.org/dfa/osp/aasis_forms/vendor_maintenance_form_f10021.html. Transaction MK03 Display Vendor Agency vendor partner master data may be viewed via transaction MK03, Display Vendor. Enter the purchasing vendor number and the 4-digit Purch. Organization code. Leave the “Address” and “Partner functions” fields checked as defaulted. Press “Enter” or . View the VN partner address. Click on the <Next screen> icon to view the Vendor: Partner functions. The Display Vendor: Partner functions screen appears. Since no PI vendor is designated as the default, the PI vendors are listed in ascending numerical order. If a PI vendor was designated as a default, it will be the first PI vendor listed and a check would be in the “DP” column for that vendor row. View the address for the VN and PI vendors by selecting the Number of the vendor and following the menu path: Goto>General data>Address. Since we have already viewed the address for the vendor 100103281, in this example, PI number 100125531 was selected and the menu path followed. View the address for the chosen PI number. Click on the <Next screen> icon. You will return to the Display Vendor: Partner functions screen. Click the <Back> icon to return to the initial screen.