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Receivers and Requisitioners Course Number: V001 Welcome! Introductions Course Objectives Course Objectives • After successfully completing this course you will be able to: – Use increasingly complex criteria to create shopping carts in SRM – State four ways to search for products in SRM – Utilize SRM search functions to search for items – Successfully assign multiple cost centers to a single item in SRM – Successfully name and save a shopping cart in SRM 4 Course Objectives (continued) • After successfully completing this course you will be able to: – Procure an item using a P-Card – Check the status of a shopping cart – Successfully delete shopping carts – Successfully delete a specific item from a shopping cart while retaining other cart items – Successfully confirm receipt of an item in SRM – Successfully return delivery of a confirmation receipt 5 Today’s Agenda Today’s Agenda • Getting Started in SRM • Requisitioning • Purchase Orders / XML Purchase Orders • Understanding Contracts • Receiving Goods • Knowledge Check 7 Getting Started in SRM Getting Started in SRM What is SRM? • SRM is an abbreviation for Supplier Relationship Management • SRM is a fast, efficient, and dependable tool for order placement, order approval, confirmation of goods, contract management, and supplier collaboration 9 Getting Started in SRM Function SRM Navigation Simple navigation screen is used SRM has a user-friendly look and feel Suppliers per Cart Multiple suppliers can be added to a single cart Searching User-friendly searching is available Product details are shown Creating POs are automatically created for certain Purchase Orders products and suppliers 10 Getting Started in SRM Function SRM Account G/L codes need to be entered Assignment Potential account assignment defaults for user’s preferences Cost assignments can be distributed based on quantity, value, or percentage (value can’t be used since orders replicate to SAP and SAP doesn’t have the value option) Online account search is available 11 Getting Started in SRM Function SRM Workflow Approval process can be viewed in chart or narrative display Flexible approval workflow enables organizations to manage the requisitioning of goods Approver workflows are automatically in compliance with purchasing thresholds 12 Getting Started in SRM Function SRM Copying Line item copying is available and easy to use User can distribute costs, change shipping address, and edit individual line items Receiving Partial quantities can be returned or canceled A “deselect all” option is available so confirming certain items in a partial delivery is easier 13 Getting Started in SRM Logging On 1. Launch Internet Explorer 2. Type www.myworkplace.state.pa.us into the address bar and press the Go button 14 Getting Started in SRM Logging On To bookmark the address as a favorite, select the link as shown below 15 Getting Started in SRM Common Icons and Buttons Command buttons appear throughout SRM. • The buttons contain text that indicates what command will be performed Action Items icons appear in line items • One example is the DETAILS icon, which is used to review and/or add related data to a line item in a cart • Another example shown here is the DELETE icon is used to remove an item from the cart 16 Getting Started in SRM Common Icons and Buttons (continued) or Expand and Collapse buttons display or hide areas Command icons appear throughout SRM. • The icons are used to issue commands such as save or print • When icons are grayed-out (inactive), the user is not able to perform that function Search icon appears when data entry is required • Allowable entries are displayed • Asterisks (*) are allowed • Capitalization does not affect search returns 17 Getting Started in SRM Messages and Errors 18 Getting Started in SRM Select the SRM tab on the Portal Welcome screen Ensure that both the Navigation pane and Detailed Navigation are expanded 19 Getting Started in SRM Navigation Tips • You must use SRM’s navigation buttons • Using Internet Explorer’s navigation buttons exits SRM and causes loss of data Do not use Internet Explorer’s navigation buttons or icons 20 Getting Started in SRM SRM Home Page Do not select this back Each user’s home page is button as it will kick you customized based upon the out of the session you roles he or she has been are working on and all information will be lost. assigned 21 Getting Started in SRM Change Attributes 22 Getting Started in SRM Change Attributes (continued) The Position tab correctly displays the user’s HR office address and does not need to be changed. The email address located in the position tab differs from your Outlook email account and is used for workflow purposes. 23 Getting Started in SRM Change Attributes (cont’d) There are two mandatory attributes that a Requisitioner must set before creating their first shopping cart: • Plant • Delivery Address The attribute(s) being set is selected from the dropdown menu 24 Change Attributes IMPORTANT NOTE REGARDING MANDATORY ATTRIBUTES If the mandatory Plant attribute is not set, the Requisitioner’s shopping carts will not workflow properly: • The system-defaulted Plant for all Requisitioners is DGS Central ― When the plant attribute is not set, all shopping cart line items to be sourced will flow to DGS Central instead of the Agency 25 Change Attributes IMPORTANT NOTE REGARDING MANDATORY ATTRIBUTES If the mandatory Delivery Address attribute is not set, the Requisitioner’s shopping carts will not be delivered to them at all: • The system-defaulted Delivery Address for all Requisitioners is Department of Revenue, Bureau of Audits, 10th Floor Strawberry Square ― When the Delivery Address attribute is not set, all orders will be delivered to the Dept. of Revenue instead of the Agency 26 Getting Started in SRM Change Attributes (continued) When setting the Plant attribute, a list of Values will display for your agency Select the radio button next to your choice. Do not choose ADD NEW LINE Note: R3 Backend is always the selection “for System” 27 Getting Started in SRM Change Attributes (continued) Set the default Delivery address attribute by typing in the assigned delivery address number Addresses and corresponding numbers are available online at: http://www.portal.state.pa.us/portal/server.pt/community/agency_da shboard/1487/resource_toolbox/469679 28 Getting Started in SRM Change Attributes (continued) When setting the Cost Center attribute, select ADD NEW LINE Type in the Value (cost center) and select the Action icon 29 Requisitioning Requisitioning • Select Requisitioner • Select Shopping Cart Wizard 31 Requisitioning Watch the Wizard 32 Requisitioning In SRM, you can select products to requisition two ways: • Catalogs – Punch-out sites (supplier sites) – Warehouse (items available from the COPA warehouse) – Material/Service Contract Catalog (items from DGS statewide contracts which have been loaded into the catalog) – Internal Goods/Services (items with Product Numbers from DGS statewide contracts) • “Describe Requirement” – Used when an item cannot be found in a catalog 33 Requisitioning Select Goods from Punch-out Sites 34 Requisitioning Select Goods from Punch-out (Supplier) Catalog • Choosing a supplier with a punch-out catalog displays the catalog in a new window • Each site has its own look and feel, but each allows the ability to search and select items for the cart • Some sites refer to the cart as a cart, while others refer to it as a requisition or other term 35 Requisitioning Additional notes about “Punch-Out” Catalogs • Punch-out catalogs do not necessarily contain every item specified on the statewide contract, so additional line items may need to be added to the cart using “describe requirement” • Supplier sales representatives may not be familiar with the punch-out catalog, and their quotes may not match (in word or item reference) what is in the catalog 36 Requisitioning Select Goods from COPA Internal Ecatalog • Choosing this link allows you to select items from a warehouse 37 Requisitioning Using the COPA Internal Ecatalog • Selecting the catalog link opens this search window – Enter the search criteria in the “Keyword” field – Select Contract Number, Product ID, Short Description, etc. – Use the Advanced Search link to search by Category and Supplier 38 Requisitioning Using the COPA Internal Ecatalog (continued) • Note the Category, Supplier options and Total number of items in “Advanced Search” 39 Requisitioning Using the COPA Internal Ecatalog (continued) • Selecting the category allows you to filter on a specific type of item or service. There are 4 levels starting with a broad description and narrowing the detail. 40 Requisitioning Using the COPA Internal Ecatalog (continued) • The search results are now filtered by the category chosen 41 Requisitioning Select Items via COPA Ecatalog or M/SCC Select the items by using the checkboxes and enter desired quantity Select the ADD TO SHOPPING CART button Note: The above steps alone will not bring the item into your shopping cart 42 Requisitioning Select Items via COPA Ecatalog or M/SCC (continued) Select the SHOPPING CART PREVIEW button Shopping Cart Preview select item(s) to return to SRM shopping cart Select Transfer Item(s) to bring item into SRM shopping cart 43 Requisitioning Using the Material/Service Contract Catalog (M/SCC) • Choosing this link allows you to select certain items from the DGS statewide contracts available in the system 44 Requisitioning Using the Material/Service Contract Catalog (M/SCC) • Selecting the catalog link opens this search window – Enter the search criteria in the “Keyword” field – Select Contract Number, Product ID, Short Description, etc. – Use the Advanced Search link to search by Category and Supplier 45 Requisitioning Using the Material/Service Contract Catalog (M/SCC) (continued) • Note the Category, Supplier options and Total number of items in “Advanced Search” 46 Requisitioning Using the Material/Service Contract Catalog (M/SCC) (continued) • In this example we will enter “*security*” in the Keyword field and select the Search button 47 Requisitioning Using the Material/Service Contract Catalog (M/SCC) (continued) • Review the search results for “*security*” • Adjust the number of rows per page, if desired, using the dropdown 48 Requisitioning Using the Material/Service Contract Catalog (M/SCC) (continued) • In this example, search by entering specific product information “*armed*” in the Keyword field and select the Search button 49 Requisitioning Select Items via COPA Ecatalog or M/SCC Select the items by using the checkboxes and enter desired quantity Select the ADD TO SHOPPING CART button Note: The above steps alone will not bring the item into your shopping cart 50 Requisitioning Select Items via COPA Ecatalog or M/SCC (continued) Select the SHOPPING CART PREVIEW button Shopping Cart Preview select item(s) to return to SRM shopping cart Select Transfer Item(s) to bring item into SRM shopping cart 51 Requisitioning Compare Two or More Items in COPA Ecatalog or M/SCC 1. Select the items by using the checkboxes 2. Select the COMPARE button 52 Requisitioning Compare Two or More Items in COPA Ecatalog or M/SCC 1. Review the side-by-side comparison of the selected items 2. Enter the quantity of the desired item 3. Select the shopping cart action icon *Note: The above steps alone will not bring the item into your shopping cart 53 Requisitioning Compare Two or More Items in COPA Ecatalog or M/SCC 1. Select Shopping Cart Preview 2. In Shopping Cart Preview select the item(s) you want to return to the SRM shopping cart. 3. Select Transfer Item(s) to bring item(s) into SRM shopping cart. 54 Requisitioning Or…return to the list of items without adding one to the cart • Select Back to search to return back to search screen 55 Requisitioning M/SCC Minimum Quantity Shopping Carts • The minimum order quantity and minimum order unit will now be shown as part of the M/SCC Catalog search results. The minimum order quantity will default to the Quantity field. 1. Select items needed from the search results. 2. The minimum order quantity is defaulted in the quantity column. 56 Requisitioning M/SCC Minimum Quantity Shopping Carts (continued) • If the default quantity is changed at this time to a lower amount, an error message will display and will stop the order. 3. Select Add to Shopping Cart 4. Select Shopping Cart Preview 57 Requisitioning M/SCC Minimum Quantity Shopping Carts (continued) • The error will still appear upon selecting Transfer Item(s) or Recalculate, once the items are in the Shopping Cart Preview and the quantities are changed to below the minimum order quantity. 58 Requisitioning M/SCC Minimum Quantity Shopping Carts (continued) • To eliminate this error message, follow these steps: 1. Change the quantity to at least the minimum order quantity 2. Select Recalculate 3. Select Transfer Item(s) Note: If you do not select Recalculate you will get a secondary error message. 59 Requisitioning M/SCC Auto-PO Policy Auto-generated POs: • A supplier enablement functionality • System faxes a PO directly to a supplier upon completion/release • Suppliers are set up for auto-PO based on established criteria 1. Creation of a M/SCC catalog New DGS policy: • All M/SCC catalog contracts will be set up as auto-PO • All new M/SCC will be auto-PO, effective Friday, August 6, 2010 60 Requisitioning Using the Internal Goods/Services Catalog • Choosing this link will also allow you to select items with Product Numbers from the DGS statewide contracts available in the system 61 Requisitioning Using the Internal Goods/Services Catalog • Selecting the catalog link opens this search window • Enter the Product ID number into the associated field and select START 62 Requisitioning Using the Internal Goods/Services Catalog (continued) • Select the item from the Search Result • Complete the remaining fields in the form and select ADD TO SHOPPING CART Reference separate end user procedure 63 for complete step-by-step instructions Requisitioning Select Goods by “Describe Requirement” Function 64 Requisitioning Select Goods by “Describe Requirement” Function • Reminder: Always X select Goods as the product type for your shopping cart items – never Services 65 Requisitioning • Complete the order form, as shown in this example • Product Type “Goods” is X always selected; text entry is used for the Description, Internal Note, Quantity, and Price • Unit of Measure and Category are selected from drop-down menus • Required on (delivery) date • Select the Add to Shopping Cart button defaults to +14 days 66 Requisitioning Items Added to the Cart • After choosing items via any method, the contents of the cart are displayed along with any related messages 67 Requisitioning Add Additional Items to the Cart Choose the Select Goods/Service link from the Wizard – The catalog list will display and you can start a new search with the current shopping cart 68 Requisitioning • Review the following items in SRM to ensure order accuracy and contract compliance: – Total cart value – Ship-to information – Items requested – Source of supply and contract – Cost assignment – Notes for approval • Use Action icons and screen-displayed information to review 69 Requisitioning Action Icons on Line Items Details Copy Delete or Remove 70 Requisitioning • Select the Details icon to display the “Basic Data” screen – “Basic Data” allows you to enter data or accept the default data for several fields – Price, material, and other information defaults into SRM and cannot be changed when items are selected from the Ecatalog or M/SCC – The user enters the information if the item is not a contract item 71 Requisitioning Basic Data Screen • Review the entries and change as necessary • Pay close attention to these fields: – “Order Quantity” – “Price” – “Required on” – “Proceed Using P-CARD?” 72 Requisitioning Access further details from the shopping cart screen by selecting an Expand icon 73 Requisitioning Cost Assignment 74 Requisitioning Cost Assignment (continued) • Select Cost Distribution dropdown menu for selection • Enter Cost Assignment information for each item in the cart • Select the item’s number from the “Line” column to add cost details • A cart cannot be ordered if the details for an item are absent or incorrect 75 Requisitioning Cost Assignment (continued) • This is the same screen shot as on the previous slide • Highlighted here is the “Assigned to…” field Required data fields for each “Assigned to…” choice are shown on the next two slides. 76 Requisitioning Account Assignment 1. Add data to all required fields 2. Use the search function as necessary by selecting the binoculars icon 3. After entering data, select the CHECK button to review any resulting errors or messages 77 Requisitioning Account Assignment (continued) 4. If you are ready to finish the order, select the CONTINUE button 78 Requisitioning Brief Explanation of SRM Accounting Fields Percentage Allows an item to be distributed to multiple cost areas Defaults at 100% Assigned To Provides Account Assignment Category G/L Account General Ledger codes used to sort and summarize accounting transactions for financial statements and fiscal reports Most frequently used G/L codes are mapped to material groups G/L codes need to be entered Business Department/Agency Area Code is defaulted from the shopper’s organizational structure 79 Requisitioning Documents and Attachments 80 Requisitioning Documents and Attachments (continued) • “Documents and Attachments” screen allows you to enter supplier and internal notes – A supplier does not see the internal notes 81 Requisitioning Documents and Attachments (continued) • Attach necessary documents to the shopping cart in the Attachments area, located below the Texts area NOTE: Do not use a “wildcard” character in the title of your attachment. Also, keep the title of your file short. 82 Requisitioning Ship-to-Address/Performance Location 83 Requisitioning Ship-to Address • SRM defaults to the user’s address • Multiple ship-to addresses can be used in one cart 1. Select the Copy icon to create multiple line items of a product if you desire multiple addresses 2. Remember that copying a line item will copy the original quantity, so edit the quantity for each line to reflect the desired total amount 3. Assign different ship-to addresses to each line item by selecting the corresponding Detail icon 84 Requisitioning Searching Ship-to Addresses If you don’t want your delivery to go to your default ship-to address, use the binocular icon to search a list of additional ship-to addresses 85 Requisitioning Changing the Ship-to Address • The Search icon results in a screen that requires data entry into one or more text boxes • Selecting the START button after entering data into any field (such as “City”) will return possible addresses • Edit the number of hits displayed if desired 86 Requisitioning Changing the Ship-to Address (continued) Results display based on your search criteria. Sort data by selecting on a column heading, to help you find the desired location more easily 87 Requisitioning Changing the Ship-to Address (continued) Choose the correct ship-to address by selecting the name of the desired location 88 Requisitioning Changing the Ship-to Address (continued) The Name field cannot be overwritten by the Requisitioner A validation has been added preventing Requisitioners from overwriting the “Exec Branch” entry in the Name field 89 Requisitioning Sources of Supply 90 Requisitioning Source of Supply (continued) • Items selected from a catalog will have an assigned source of supply ― Review the source of supply for accuracy (vendor, contract number, price, UOM) 91 Requisitioning Source of Supply (continued) • Items selected via Describe Requirement will not have an assigned source of supply ― If you have a suggested vendor, enter it at this time (Reference separate end user procedure for complete step-by-step instructions to locate a vendor/vendor number in SRM) Note: That your Agency Purchaser retains the option to source the 92 item to a different vendor! Requisitioning Source of Supply (continued) Note: The existing template is unable to be changed to include fields to search by contract and line item in the Source of Supply area of the shopping cart. The Source and Supply portion of the shopping cart will function as it currently does. 93 Requisitioning Error Message: Shopping Cart Vendor is Marked For Deletion • In the event that an invalid supplier is referenced on a shopping cart, the following “hard-stop” error message will display. 94 Requisitioning Error Message (continued) Examples of invalid supplier records: • Archived suppliers • Centrally blocked records • Records not yet released After selecting the OK button, carefully review the detailed messages at the bottom of the screen. 95 Requisitioning Error Message (continued) To eliminate this error message, follow these steps: 1. Remove the existing supplier from the Source of Supply section. 2. Enter a valid vendor number if known, or leave the field blank. 3. Select REFRESH or CHECK 4. Continue processing the shopping cart order. Note: There is no need to delete the cart 96 Requisitioning Error Message (continued) If you feel that the error message should not have occurred – i.e., the vendor number is valid – contact the Vendor Data Management Unit at (717) 214-2868 (Harrisburg area) or 1-866-775-2868 (toll free) for additional information on the status of the vendor record. 97 Requisitioning Check the Order 1. After entering all the required data and selecting the CHECK button, messages pertaining to the data are displayed 2. Review any errors and correct them as necessary 98 Requisitioning 3. When no further errors appear after selecting the CHECK button, the data is complete 4. Select the CONTINUE button 99 Requisitioning Name and Order the Cart • Change the cart’s name by typing the text into this box • See next slide for SRM document naming conventions 100 Requisitioning Name and Order the Cart (continued) • There is a 40-character limit on the document type [Shopping Cart, Bid Invitation, Contract, or Purchase Order] name. • The total characters include letters, punctuation, and spaces. – 4-digit UNSPSC code (ref: http://www.unspsc.org) – Space – Noun that describes the item or Contract Title (no abbreviations) 101 Requisitioning Name and Order the Cart (continued) • Example: - 8311 Broadcast Satellite Services A minor exception to the naming convention outlined above was issued to Requisitioner’s in 2008, and addressed shopping carts which were designated as a Sole Source. This exception states that sole source shopping carts must be named beginning with “SS”. 102 Requisitioning Hold a Cart • A named cart can be placed on hold ─ A shopping cart on hold is not processed further until the cart is retrieved, reviewed, completed, and ordered • Retrieve the cart via Check Status link on the user’s role menu 103 Requisitioning Hold a Cart (continued) • Selecting the HOLD button returns a screen with an overview of cart items 104 Requisitioning Hold a Cart (continued) • Complete the cart by selecting the Check Status link • Begin a new cart by selecting the Create New Shopping Cart link • Print the cart only when absolutely necessary – The cart is saved in the system and can be retrieved any time so please save paper whenever possible by not printing a cart 105 Requisitioning Procurement Card (P-card) • A P-card is a credit card assigned to users who are authorized to utilize the card as a method of payment • SRM automatically enters the card number when an authorized user elects to shop with the P-card using the P-card Requisitioner role – The card number is masked; only part of the account number is visible on the screen • The P-card threshold is $5,000; however, individual agencies have the discretion to maintain lower limits – Dependent on the agency’s procurement policies, P-card purchases may or may not need approval 106 Requisitioning Procurement Card (P-card) (continued) • The P-card can only be used for catalog items where the supplier accepts the P-card for payment – Suppliers who accept P-cards are loaded into SRM – P-card items and non P-card items cannot be mixed in the same cart order • If errors occur when using the P-card, delete the cart and resolve problems accordingly – Create new cart using Standard Cart that creates PO, if necessary 107 Requisitioning P-card Shopping Cart Enhancement An enhancement was developed for Requisitioner’s to manage their P-card shopping carts so that the P-card data entered on the first line item would be adopted by any additional line items. The [formerly] existing process required that P-card data be entered repeatedly for each line item. The new functionality can be considered a “shortcut”, and came at the request of Agency Requisitioner’s who create carts with many line items. Note: that use of this shortcut is not mandatory, and you still retain the ability to enter P-card data on a line-by-line basis, if that is your preference. 108 Requisitioning P-card Shopping Cart Enhancement (continued) To utilize the “shortcut”, you must perform the following steps: 1. Open the P-card Requisitioner role 2. Using the Shopping Cart Wizard, select a catalog to purchase from 3. Choose all of the required catalog items for purchase and add them to the SRM shopping cart order 109 Requisitioning P-card Shopping Cart Enhancement (continued) 4. Select the magnifying glass on the first line item of the cart 110 Requisitioning P-card Shopping Cart Enhancement (continued) 5. Place a check mark in the “Proceed using P-CARD” box. 6. Select the Refresh button. 7. Choose the masked Procurement Card number from the drop down menu. 8. If more than one card number is available, select the one you want to use. 111 Requisitioning P-card Shopping Cart Enhancement (continued) 9. Select the Continue button. 10. Rename the shopping cart and place it on “Hold”. 112 Requisitioning P-card Shopping Cart Enhancement (continued) 11. Using the Shopping Cart Status, select the magnifying glass to open the shopping cart. 12. Select “Change” and review the Basic Data for each line item. 113 Requisitioning P-card Shopping Cart Enhancement (continued) The PCARD information will auto-populate on each line item of the shopping cart. 114 Requisitioning P-card Shopping Cart Enhancement (continued) 13. After reviewing each line item, these messages will acknowledge that the PCARD information was updated. 14. Continue with the shopping cart process, complete additional shopping cart information as necessary. 15. Order the shopping cart 115 Requisitioning Review the Workflow for the Cart • Add notes for the approver by selecting the Notes for Approval text box and typing comments into the box • Review the approval workflow and/or add additional (ad hoc) approvers by selecting the Approval Preview link 116 Requisitioning Approval Preview The Approval Preview graphic view displays the approval workflow You can view or add an approver in the Graphic mode or the Table Mode. To switch to the Table mode, select the “Display as Table” link at the bottom of the Approval Preview screen. 117 Requisitioning Approval Preview (continued) • Select the ADD APPROVER button to add one or more ad hoc approvers • Note: the ADD REVIEWER button is not used in COPA 118 Requisitioning Adding an Approver • After selecting the ADD APPROVER button, new approval locations are displayed • Select an Add Here link to add an approver before or after the assigned approver 119 Requisitioning Adding an Approver (continued) 1. Enter the approver’s name using the wildcard (* symbol) 2. Select the FIND button to view approvers meeting the search criteria 120 Requisitioning Adding an Approver (continued) • If wildcards (*) were used in the search, a list of approvers meeting the criteria is returned • Selecting the approver’s name displays details and inserts the name in the Approver textbox • After locating the correct approver, select the TRANSFER button 121 Requisitioning Adding an Approver (continued) • In this example, the Ad Hoc approver is placed ahead of the standard workflow approver 122 Requisitioning Approval Overview • Ad hoc, or additional, approvers can be added any time the defined strategy does not meet the approval needs of the cart • Ad hoc approvers cannot be added to a special category cart after the cart reaches the final approver 123 Requisitioning Approval Overview (continued) • Special Category carts may require additional workflow, as pre-defined by Commonwealth policies – Computer hardware requisitions must be approved by the IT Director – Training requisitions must be approved by the Training Officer – Computer hardware and computer training joint requisitions must be approved by the IT Director and the Training Officer • Cart approval is not complete until all approvals have occurred; therefore, do not mix standard cart items with special category items 124 Requisitioning Approval Overview (continued) If an Approver changes the cart’s value, the cart is returned to the Requisitioner for resubmission. If an Approver makes any other changes, the cart is returned through the Agency approval workflow. 1. Access the cart via the Inbox 2. Review the cart 3. Make the necessary edits 4. Resubmit the cart for approval 125 Requisitioning Notices of Approved or Rejected Carts • Access work items and/or messages in the Universal Worklist on the ESS tab – All action items for both SRM and ESS are immediately visible upon logging into Portal • Please note that while access to work items and/or messages is also available through the Enterprise Inbox/Approval on the SRM tab, use of the Universal Worklist is recommended 126 Requisitioning The Universal Worklist displays directly upon the user’s logon to Portal 127 Requisitioning The Enterprise Inbox/Approval is available by navigating in the SRM tab 128 Requisitioning Approved or Rejected Carts (continued) The inbox contains notices and items that require attention • Notification of approved or rejected shopping carts • Alerts requiring action to finalize shopping carts 129 Requisitioning Approved or Rejected Carts (continued) • Each item includes a Status, Priority, and Sent • View details of the items that require attention by selecting (highlighting) the item • Access the shopping cart by selecting the item description 130 Requisitioning Approved or Rejected Carts (continued) • A dialog box opens to display a summary of the selected cart • Additional task options are available within the cart summary 131 Requisitioning Approved or Rejected Carts (continued) • The summary contains links to display the cart details, attachments, and history • Use the command buttons to OPEN, RESUBMIT, FORWARD, or ASSIGN TO ME (Purchasing Agent) 132 Requisitioning Approved or Rejected Carts (continued) This work item, which was rejected, is launched upon selection and displays in the Check Shopping Cart screen 133 Requisitioning Approved or Rejected Carts (continued) Select the CHANGE button to make any necessary changes 134 Requisitioning Approved or Rejected Carts (continued) • Check the Notes for Approval field to see if the Approver noted the reason for rejection • Select the Details icon, as usual, to display additional available data fields 135 Requisitioning Approved or Rejected Carts (continued) Use the Expand icons to review the details in each section 136 Requisitioning Approved or Rejected Carts (continued) • Select the CHECK button after making the changes • After addressing any resulting messages or errors, select the CONTINUE button 137 Requisitioning Approved or Rejected Carts (continued) Now perform one of the following actions: • Delete the cart by selecting the DELETE SHOPPING CART button • Resubmit the cart by selecting the ORDER AGAIN button 138 Requisitioning Check Status • Select the Shopping Cart Status link to check the status of any cart 139 Requisitioning Check Status (continued) • This screen then displays all the carts in your name • Use the usual search options to limit the number of carts in the list • Select the cart name or the Details icon to access the cart 140 Requisitioning Check Status (continued) • If the cart is on hold, select the CHANGE button – Review all the data for accuracy and make changes as necessary – Select the CHECK button, address any errors or messages, and then select the CONTINUE button – Continue processing the cart as usual 141 Requisitioning Create a New Cart using an Approved Cart • SRM offers a very easy way to create a new shopping cart by opening an old, approved cart and then copying the line items into the new cart 142 Requisitioning Create a New Cart using an Approved Cart (cont’d) • Search criteria is entered and results returned • Line items from the returned results are selected and added to the newly created shopping cart 143 Reference separate end user procedure for complete step-by-step instructions Requisitioning Purchase Orders A purchase order is generated via one of these methods: • System creates and transmits PO to supplier via fax or electronically (XML) • Request is transmitted to a purchasing agent to process into a PO 144 Requisitioning Purchase Orders (continued) • A PO can be system-generated only if ALL THREE of the following criteria are met: – The cart’s value is less than $10,000 – AND all items in the cart are from specified catalog suppliers – AND AFTER the cart has received final approval • A requisition is transmitted to a purchasing agent to process into a PO if ANY ONE of the following criteria is met: – The cart was created via “Describe Requirement” – OR the cart’s value is more than $10,000 – OR the cart contains any item(s) not from an approved catalog supplier 145 Requisitioning Purchase Orders (continued) After a cart has received final approval: • The Purchase Order, if system-generated, is sent directly to the supplier via fax or XML • The requirements which need further processing will be automatically routed to an agency Purchaser or to DGS - Material requirements totaling $20,000 will workflow automatically routed to DGS for solicitation processing ($250,000 for service requirements) - Requirements from a statewide contracts will workflow to the agency Purchaser 146 XML Purchase Orders Guidelines for Cancelling an XML PO • Cancelling a PO prior to order being shipped – Purchaser contacts supplier to have the order cancelled in their system, then deletes PO line items – Requisitioner cancels order in SRM No cancellation message is distributed from SRM when the order is cancelled 147 XML Purchase Orders Guidelines for Changing an XML PO • Changing a PO prior to order being shipped – Purchaser contacts supplier to have the order cancelled in their system, then deletes PO line items – Requisitioner cancels order in SRM – Requisitioner creates a new order for the item(s) which contains the updated/changed information Existing orders submitted via XML may not be changed and therefore must be cancelled 148 XML Purchase Orders Further Guidelines for XML POs • Cancelling or Changing a PO after the order has been shipped – The Purchasing Agent should return the order by following the normal return process – If applicable, the Requisitioner creates a new order for the item(s) which contains the updated/changed information 149 XML Purchase Orders Further Guidelines for XML POs (continued) • Technical failure at PO XML transmission – IES monitors all XML transmissions and are aware of any transmission failures; resolution will occur within IES – IES will notify the Requisitioner only if the failure cannot be resolved • Technical failure of XML transmission of invoices – All issues related to XML transmission of invoices will be resolved by the Comptroller and/or Treasury 150 XML Purchase Orders Further Guidelines for XML POs (continued) • Purchase Orders for inventory items (Grainger and WESCO) are created in R/3, not SRM – No Dell Purchase Orders are created in R/3 • SRM Purchase Orders (non-inventory) for Grainger, WESCO, and Dell) should be started using the shopping cart process • All XML Purchase Orders, both inventory and non-inventory, must contain a ship-to address and vendor product numbers 151 Requisitioning Locating “Follow-on” Documents After a cart is approved, view the approval workflow and follow-on documents by selecting a line item and accessing the Approval and Follow-on Documents links 152 Requisitioning Follow-on Documents (continued) • Information about Follow-on Documents related to the line item is displayed (notice the “ /1” after each document number above) • If available, select the link to the follow-on document to see a 153 basic data summary Requisitioning Follow-on Documents (continued) • The PO number is shown and basic data displayed • Select the Back to History link to return to the previous screen 154 Requisitioning Order as Direct Material • The ORDER AS DIRECT MATERIAL button is used in SRM procurement in conjunction with agency warehouse Inventory functions ─ Use this button only when directed to do so by your agency! 155 Requisitioning Order as Direct Material (continued) • The ORDER AS DIRECT MATERIAL button is not used in SRM procurement in conjunction with Material Requirements Planning (MRP) ─ MRP orders are only processed in SAP R/3 156 Requisitioning Order as Direct Materials (continued) • This button will display next to the Product ID number in the Basic Data area • When button is selected there will be no entries available in the Account Assignment area • Defaults to Inventory Fund 157 Display Purchase Order Display Purchase Order Once you have located your follow-on document (Purchase Order) as discussed in prior slides, you can display the purchase order as the purchaser sees it. • Select Display SRM Documents • Select Purchase Orders • Select Display Purchase Orders 159 Display Purchase Order • Enter your purchase order number in the Purchase Order Number field • Select the Start button to search for the Purchase Order. • Once the Purchase Order appears, select the Details icon to display. 160 Display Purchase Order • The purchase order will display in the Header Data, Basic Data Tab. • You can move into any of the tabs to view information. 161 Display Purchase Order Print a copy of purchase order • Select the Output Preview button to display copy of the purchase order. 162 Display Purchase Order • The purchase order will display in a PDF format. You can either “Save a Copy” electronically, or print out a copy of the purchase order for your records. • To save a copy, select the disc icon at the top of the page. • To print a copy, select the printer icon at the top of the page. 163 Approval Agent Report Approval Agent Report Workflow: A term used to refer to the movement of work from one responsible party to another. SRM’s workflow automatically routes requirements to responsible parties based on established guidelines and approval thresholds. 165 Approval Agent Report Viewing Approval Workflow • The Approval section in your shopping cart does not show the special approvers, therefore, to view a complete list of approvers, use the Approval Agent Report. You can also use this report to view the purchase order associated with your cart. – COPA utilizes SRM custom workflow – Run Approval Agent Report to view complete approval workflow and the status of each level 166 Approval Agent Report 1. Select My Settings 2. Select the Approval Agent Report option 167 Approval Agent Report The Display Approval List – PO/BI/CT screen opens: 3. Select the OBJECT TYPE button to display list of possible entries 168 Approval Agent Report 4. Select the desired entry from the results list (such as Purchase Contract in this example) 5. Select the CHECKMARK icon to accept 169 Approval Agent Report The Display Approval List – PO/BI/CT screen redisplays with the report number populating the object type field: 6. Enter the Cart Number in the OBJECT ID field 7. Select the EXECUTE button 170 Approval Agent Report The list of approvers for the document displays. As you can see, the cart has been approved by the Level 1 Approver, and is waiting to be approved by a Level 2 Approver. The Level 3 approval will follow. 171 Approval Agent Report – Purchase Orders • To display the approval process of a purchase order, follow the same instructions as the shopping cart, only select the purchase order Object Type instead of the shopping cart as shown below. 172 Approval Agent Report – Purchase Orders The Display Approval List – PO/BI/CT screen redisplays with the report number populating the object type field: 6. Enter the Purchase Order Number in the OBJECT ID field 7. Select the EXECUTE button 173 Approval Agent Report – Purchase Orders The list of approvers for the document displays. As you can see, the PO has been approved by the Level 1 Approver, and is waiting to be approved by a Level 2 Approver. The Level 3 approval will follow and so on. 174 Requisitioning Monitor Shopping Cart • Select Display SRM Documents • Select Shopping Carts • Select Monitor Shopping Cart 175 Requisitioning • Insert the shopping cart number you wish to search for, or any other criteria you wish to search by. • Select the Start button 176 Requisitioning Select the Details icon (magnifying glass). Select the magnifying glass in the Action Column. 177 Requisitioning Select Follow on Documents to see your purchase order number. 178 Purchase Order and Shopping Cart Business Partner Update Business Partner Update • If the Commonwealth business partner associated with the purchase order or shopping cart has retired or has been separated from the organization, end users receive a “No Address Found” hard stop. 180 Business Partner Update • The following slides will provide instructions for executing a new transaction that provides purchasing agents with the ability to change the retired business partner to another active partner within the organization. The updates should be made to the purchase order and, where applicable, to the associated shopping cart. The business partner update transaction has been added to the SRM Purchase Role. • Important Note: If the purchase order is in a “Held” status, it must be returned to an “Ordered” status before updating the business partner. If the business partner will not update properly. 181 Business Partner Update • Log onto SRM • Select the “PO and SC Business Partner Update” link located in the SRM Agency Purchaser Role. • The update program requires a document number, the current business partner, and the new business partner. 182 Business Partner Update • Enter the Document Number – a purchase order or shopping cart number. • Enter the Current Business Partner Number – located within the Partner Overview section of the PO. 183 Business Partner Update • Enter the New Business Partner Number (different from the employee number) – if unknown, this can be found by using the search functionality. 184 Business Partner Update • Select the “Test Run” box at the bottom and then “Execute” 185 Business Partner Update • Receive message that document can be updated with new business partner: • Select “Back” 186 Business Partner Update • Deselect the “Test Run” box and then Execute. 187 Business Partner Update • Business partner successfully updated: 188 Business Partner Update • If the document is unable to be updated, the message may look something like this: • Select “Back” and enter the correct business partner number. • If the document is awaiting approval, you will need to make a small text change and “order” to retrigger the zero-step workflow. Note: If that fails, please submit an online remedy ticket through the DGS website at www.dgs.state.pa.us. Use the left side menu; select Log In\Procurement\Agency Dashboard\Resource Toolbox\Agency SRM Help. 189 Understanding Contracts What is a DGS Statewide Contract? • A contract which is entered into by DGS. • Includes the annual, semi-annual, or quarterly contract requirements for the specified items to meet the requirements of all Commonwealth agencies. • Agencies order needed materials or services directly from the contractor. • When a statewide requirements contract is established by DGS, Agencies are required to order their requirements for the specified items from the contractor(s) who hold(s) the contract. 191 Understanding Contracts (eMarketPlace) Open Internet Explorer. In the Address line, enter the following address: www.emarketplace.state.pa.us. 192 Understanding Contracts (eMarketPlace) The eMarketPlace website will display. To search for contracts, select the Search Contracts section as shown below. 193 Understanding Contracts (eMarketPlace) This will open the contracts search screen as shown below. 194 Understanding Contracts (eMarketPlace) Select the “Search by” dropdown to select how you want to search for a contract. You can search open or archived contracts, or you can search both. You can also view a list of Contracts by selecting the link at the top of the page. 195 Understanding Contracts (eMarketPlace) If you choose Description from the dropdown, another space will open for you to enter a keyword/description to search by. In the example below, were entered the word “catering” and selected the search button. This brought up all the contracts that include catering. 196 Understanding Contracts (eMarketPlace) The contract search screen shows the Contract Number, Description, Overview Change-Notice, Reason for Change, Category, Ending Date, Supplier, COSTARS, Commodity Specialist, Agency, and Parent No. Note: due to a change to the grid, it is no longer required to scroll across to view all items on the screen. 197 Understanding Contracts (eMarketPlace) To see the additional information, you will need to select the Contract No. link. A new screen will appear to include all items previously shown on the main search screen. A Contract Details screen appears. A new feature of this screen includes contracts that contain Green Products. Please be aware that these logos may not apply to all line items, only overall contract specific. To view the Overview, you would select the piece of paper shown in the View Overview area, same with the change notice. 198 Understanding Contracts (eMarketPlace) Contract Overview 199 Understanding Contracts (eMarketPlace) Contract Change Order 200 Understanding Contracts (eMarketPlace) To view the Contract, you would select the View Contract File link. 201 Understanding Contracts (eMarketPlace) Copy of Fully Executed Contract 202 Understanding Contracts (SRM) In order to “shop” effectively from the M/SCC, you should understand the layout and contents of the contract you are ordering against 1. Select Display SRM Documents 2. Select Contract Management 3. Select Display Contracts 203 Understanding Contracts (SRM) • Search for the desired Contract using common search methods, then DISPLAY the document from the Search Result 204 Understanding Contracts (SRM) • Review all information on the subordinate tabs under the Header Data tab – The Basic Data sub- tab, for example, contains the contract Validity Dates and Under/Over Delivery Tolerance 205 Understanding Contracts (SRM) • Scroll down to the bottom of the Basic Data sub-tab to find the Partner Overview – The Partner Overview shows information on the Vendor, the DGS Commodity Specialist responsible for the contract, and which Purchasing Organizations are permitted to issue POs against the Contract 206 Understanding Contracts (SRM) • Pay special attention to the Documents sub-tab – The Text Overview area contains all texts, and the Attachments area (at the bottom of the tab) contains all attachments, for the contract 207 Understanding Contracts (SRM) • Continue reviewing all information the Item Data tab – The Item Overview area contains basic information regarding each line item in the contract – Note that there may be additional line items on subsequent pages 208 Understanding Contracts (SRM) • Select the DISPLAY icon on a line item to review all subordinate tabs for that specific line item 209 Understanding Contracts (SRM) • Note the two Item Category types: Normal and Product Category – “Normal” items contain a Product number while “Product Category” items do not 210 Receiving Receiving Requirements • Maintenance of purchase order (PO) balances in the enterprise-wide SAP/SRM system requires timely, accurate and complete entry of receipts; processing of invoices; and reconciliation of PO line item goods receipts (GR) quantities to invoice receipts (IR) quantities. • Per Management Directive 310.31, Purchase Order Receiving, Invoice Processing and Invoice Reconciliation Processes, “Goods Receipts/Confirmations shall be entered into SAP/SRM within 48 hours of physical receipt of materials or completion of services rendered.” 212 Receiving Requirements • Responsibilities – Receivers Shall: • Verify receipt of all materials ordered and delivered and services ordered and rendered. • Enter GR/Confirmation into the SAP/SRM system within 48 hours of receipt of materials and/or services. If entry is not posted within 48 hours and if posting is delayed until the following month, receivers shall enter the actual receipt date by overwriting, with the actual receipt date, the system default date in the document date field. Goods receipts/confirmations shall not be entered in advance of actual receipt. • Respond to requests from Agency PO Line Item Reconcilers and from Invoice Reconcilers, and assist in the reconciliation of GR/Confirmations to IRs. *Note: See attached Management Directive for further information. 213 Confirm Goods Received • No goods receipt confirmation (or “GR”) is necessary in SRM if a product is ordered with a P-card – However, a physical receipt is required for reconciliation and auditing purposes • If the product is ordered from the warehouse, no receipt is required • In all other instances, after the product or service is delivered, a confirmation must be performed – This includes XML orders 214 Confirm Goods Received Why confirm receipt of goods/services? • Because the “GR” is one of the three components of the 3-way match required for vendor invoice payments to post 215 Confirm Goods Received = 3-way If the invoice price is less match If the invoice than or equal quantity is less to the PO than or equal to price, the the GR quantity, invoice is free the invoice is free for payment for payment 216 Confirm Goods Received • When the invoice is posted in R/3 and the 3-way match is achieved, payment processing will be available for the next payment run – If the invoice price is greater than the PO price, the invoice will be blocked for payment with a price block – If the invoice quantity is greater than the GR quantity, the invoice will be blocked for payment with a quantity block When an invoice is blocked due to quantity, your organization’s Invoice Reconciler will contact you about the GR to reconcile (unblock) the payment 217 Create Confirmation Select this link to begin the confirmation process 218 Create Confirmation • Be sure that Confirm Goods Receipt/Services Performed option is shown • Then, locate the applicable PO through any of the available search methods 219 Create Confirmation (Not used) • The search result for the desired Purchase Order is displayed ― To view PO line items, select the Expand icon 220 Create Confirmation • The PO details are expanded to display all line items ― Order quantity and value for each line item is shown, along with current confirmation quantity and value, and invoice value ― Reviewing open quantities vs confirmed quantities per line item will reduce entry errors and duplicate confirmations 221 Create Confirmation • Selecting the Display History icon will open the PO line item history, as shown below 222 Create Confirmation • Select the Create Confirmation icon to enter a new goods receipt confirmation • Note that confirmations for services are also performed by selecting the Create Confirmation icon – not the Enter Times icon, which is grayed out 223 Create Confirmation • The confirmation is created and contains all line items with open quantities • The Confirmation Number is auto-generated, and the Purchase Order Number defaults 224 Create Confirmation • Enter the Confirmation Name and Reference Document in the respective fields ─ Name the confirmation in a way that will help you locate it later ─ Examples of reference documents can be a packing slip number or a notation relating to work performed (field is alpha/numeric) • Enter or edit the Delivery/Performance Date to reflect accurately when delivery was received or work performed 225 Create Confirmation • Note that the Confirmation document contains both Header Data and Item Data tabs • Select the Details icon to see additional information on these tabs 226 Create Confirmation • On the Header Data tab, choose any of the subordinate tabs to display further information 227 Create Confirmation • Use the Documents sub-tab to note detailed remarks about the confirmation • Upload attachments such as contractor timesheets, if applicable 228 Create Confirmation • All line items with open quantities will be listed by default in the item overview • Only the line items you are receiving against should be check-marked ─ Select the Deselect All Items link to uncheck all items, or ─ Deselect (uncheck) any single items which are not to be received • If the entire quantity is being received, place a checkmark in the Last Delivery column 229 Create Confirmation • The open quantity (for each line item) defaults ─ Edit the amount, if necessary, to reflect the correct amount to be received • Select the CONFIRM button to confirm receipt of the amount(s) ─ A message will be returned stating that the confirmation has been created 230 Create Confirmation • If you are not ready to confirm, select the HOLD button ─ Confirm the goods later by searching for and locating the PO from the search screen 231 Change Confirmation • To complete processing of a confirmation that has been placed on hold, you must first select the CHANGE button • If you no longer wish to complete processing of the “held” confirmation, select the DELETE button 232 Delete Confirmation • Select the Confirm Goods/Services link to within the Receiver role • Be sure that Display/Process Confirmation option is shown ─ If necessary, use the dropdown menu to select this option 233 Delete Confirmation • Enter the Confirmation Number, if known, in the respective field and select the START button • Or, use the Purchase Order Number field to locate the applicable Confirmation document 234 Delete Confirmation • In the search results, select the Number link or the Display icon to view the Confirmation details 235 Delete Confirmation • Review the confirmation details and Item Overview data • Note that all fields are grayed-out and no edits can be made • Select the DELETE button to delete the Confirmation document 236 Return Delivery on a Confirmation • To perform a partial reversal of the Confirmation document, select the RETURN DELIVERY button 237 Return Delivery on a Confirmation • The Return Deliveries screen displays ─ Notice that data from the original confirmation has defaulted into the Returns document and is editable • The Returns Number is assigned automatically 238 Return Delivery on a Confirmation • The Quantity field defaults to reflect the total amount of confirmations to date ─ Update the quantity to reflect the unit amount that you are reversing (returning) 239 Return Delivery on a Confirmation • Open the Documents sub-tab on the Item Data tab • Select the Reason for return delivery link in the Text Overview area ─ Choose a reason for the return delivery from the dropdown menu 240 Return Delivery on a Confirmation • Complete additional corrections as needed • Select the HOLD button Notice that the Quantity has been to complete adjusted to the correct Return amount the return process at a later time • Select the CONFIRM button to confirm the return delivery ─ A message will display stating that the Return Delivery has been created 241 Return Delivery on a Confirmation • The Return Delivery document is associated with the Purchase Order and original Confirmation, as in the above example • Note that the Return Delivery document can be deleted if necessary 242 Display Confirmation in SAP R/3 • View the Goods Receipt Confirmation document using transaction ME23N – Display Purchase Order 243 Display Confirmation in SAP R/3 • Select the Item Detail section, Purchase Order History tab ─ Select the link on the document number to open the GR document 244 Business Intelligence (BI) What is Business Intelligence (BI)? • Formerly known as Business Warehouse (BW). • BI is a separate system from the SAP R/3 transaction processing system; i.e., BI runs on its own server to produce reports. • BI’s primary purposes are to provide the ability to produce reports quickly and to reduce the processing load on the R/3 system • BI data is not “Real-Time” – BI is updated daily • Training on BI is available to requisitioners. 246 Finding a Product Category Finding a Product Category Another tool to use in finding a product category is the United Nations Standard Product and Service Codes (UNSPSC) Website – www.unspsc.org 248 DGS Training Website DGS Training Website • Go to the DGS Procurement website – www.dgs.state.pa.us/procurement 250 DGS Training Website • In the left navigation pane, select Training 251 DGS Training Website This will open our Training Community website. On the left hand menu, view ELMS, view our Training Calendar, and view information in our Resource Toolbox. 252 DGS Training Website Resource Toolbox • Select the Resource Toolbox • Document Builder contains User Guides • EUP’s show End-User Procedures for various SRM/SAP Processes • Courses contains electronic versions of courses • Sims contains Simulations for various SRM/SAP processes 253 Questions and Answers Knowledge Checks Knowledge Check Match the description to the correct process: 1. Create a shopping cart a. Select Products 2. Use catalogs or describe b. Shop requirements 3. Request approval/confirm goods c. Order & Receive receipt 256 Knowledge Check True or False: POs are automatically created for all products and suppliers a. True b. False 257 Knowledge Check True or False: Separate carts are needed in SRM for each supplier a. True b. False 258 Knowledge Check SRM does not include which of the following catalogs? a. Warehouse b. Punch-out sites c. Master Services catalog d. Material/Service Contract 259 Knowledge Check The document date on a Confirmation should reflect: a. The date that the confirmation is being entered b. The date that the goods/services were received c. The date that the shopping cart was approved 260 Knowledge Check True or False: A Confirmation placed on hold cannot be changed (edited) a. True b. False 261 Knowledge Check True or False: A completed Confirmation cannot be changed (edited), it can only be deleted. a. True b. False 262 Knowledge Check What would you do if you realized that you had processed a Confirmation twice (i.e. duplicate)? a. Delete the Confirmation b. Process a Return Delivery of the Confirmation c. Either of the above 263 Knowledge Check How would you correct a Confirmation that was processed with an incorrect quantity? a. Delete the Confirmation b. Process a Return Delivery of the Confirmation c. Either of the above 264 Reference Material General Ledger Accounting Commonwealth G/L Types 1 – Asset Accounts 2 – Liability Accounts 61 – Personnel Services 3 – Reserves, Unreserved, Equity 62 – Inventory Consumption Accounts 63 – Operational Expense 4 – Revenue Accounts 64 – Fixed Assets 5 – Costs of Goods Sold 66 – Grants 6 – Expense Accounts 67 – Bad Debt Expenses 68 - Depreciation 7 – GAAP only accounts 8 – Reserved for CO CO secondary postings Such as 200 transfers 266 Costs Centers Controlling Cost Centers Example: 1810100123 18 = Agency (same as Business Area number) 1 = Secretary or Deputy Secretary 0100 = Organization 123 = Agency Defined 267 Internal Orders ― Internal Orders will be used for: • Maintain cost collection • Costs with pre-determined life i.e., dockets, claim cases, missions • Federal Grants ― Non-Grant Internal Order numbers will be system generated, with some exceptions for unique business process ― Field Length: 12 characters 268 Internal Orders Controlling Federal Grant Internal Orders Example: G21100100001 G = Agency Indicator 21100 = Grant Number 1000 = Program Measure 01 = Class The Grant Number (characters 2-6) is the 5-digit grant number that was used in ICS. The Program Measure (characters 7-10) is the modified version of the 5-digit program measure that was used in ICS. The Class (characters (11-12) is the new numbers used to group Internal Orders to make up individual line items for Federal reporting purposes, if necessary. 269 General Ledger/Commitment Items Relationship G/L Accounts Commitment Item Accounts 6311010 Travel-Lodging 6311020 Travel-Subsistence 6311030 Travel-Mileage 6311000 Travel 6311040 Travel-Transportation 6311999 Travel-Other 270 Funds Management (FM) SAP Fund Example: 1012301333 10 = Ledger 123 = Appropriation-all new appropriation numbers 01 = Fiscal year 333 = Agency Defined-Lower level fund, PennDOT Program 271 Funds Management (FM) ― Funds Center and Funds Center Hierarchy • Fund Centers represent the organizational areas of responsibility for budgetary monitoring and reporting. Funds Centers are in a standard hierarchy which is used in drill- down reporting. For reporting purposes Funds Centers can be organized in alternative hierarchies. • CO objects, cost centers, internal orders, WBS elements can be assigned or linked to funds centers. • Field Length: 10 characters 272 Funds Management (FM) Example: 1811020000 18 = Agency (same as Business Areas Number 1 = Optional Secretary or Deputy Secretary 1020 = Organization 000 = Always 0 273 Functional Area ― Functional Area is a responsible program dimension of a governmental organization. Functional area is not hierarchical. Functional Area is available in FM, CO/PS, and FI. ― Field Length: 4 Example: 1340 1 = Program-Budget and CAFR (7) 3 = Category 4 = Subcategory 0 = Not Defined 274 Reference Material • The following documents are provided in your handout materials. – Management Directive 215.9, Contractor Responsibility Program – Management Directive 310.31, Purchase Order Receiving, Invoice Processing and Invoice Reconciliation Processing 275 Receivers and Requisitioners Thank you!
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