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Legend - The following icons are used often. We will use the bracketed
descriptions throughout the course. When you see the bracketed description
either click the icon or press the keystroke combination.
<Enter> or
- Press the Enter key on the keyboard or click the Green
check icon. (No keystroke function.)
<SaveCtrl+S>
<Other RequisitionShift+F5>
press Shift+F5.
<ExecuteF8>
<BackF3>
TABLE OF CONTENTS:
MATERIALS MANAGEMENT PROCESS -THE PURCHASE REQUISITION ......................... 1
CHAPTER 1 .......................................................................................................................................... 6
OVERVIEW .......................................................................................................................................... 6
MATERIALS MANAGEMENT PROCESS -THE PURCHASE REQUISITION ......................... 6
VENDOR INVOICE CLEAN-UP........................................................................................................ 6
HOW DOES AASIS OPERATE? ............................................................................................................ 7
HOW IS AASIS ORGANIZED? .............................................................................................................. 7
WHAT IS A BUSINESS PROCESS? ......................................................................................................... 8
WHAT IS THE PROCUREMENT CYCLE? ................................................................................................. 8
CHAPTER 2 ........................................................................................................................................ 10
MASTER DATA, GLOBAL SETTINGS, INTEGRATION AND INTERNAL CONTROLS .... 10
MATERIALS MANAGEMENT PROCESS -THE PURCHASE REQUISITION ....................... 10
VENDOR INVOICE CLEAN-UP...................................................................................................... 10
WHAT IS MASTER DATA? ................................................................................................................. 11
WHAT ARE GLOBAL SETTINGS? ........................................................................................................ 15
WHAT IS INTEGRATION? ................................................................................................................... 24
WHAT ARE INTERNAL CONTROLS? ................................................................................................... 24
INTERNAL CONTROLS ........................................................................................................................ 24
SECURITY ROLES............................................................................................................................... 24
SEGREGATION OF DUTIES .................................................................................................................. 25
CHAPTER 3 ........................................................................................................................................ 26
ACCOUNTING AND BUDGETING LOGISTIC TRANSACTIONS ........................................... 26
MATERIALS MANAGEMENT PROCESS -THE PURCHASE REQUISITION ....................... 26
VENDOR INVOICE CLEAN-UP...................................................................................................... 26
ACCOUNTING FOR LOGISTIC TRANSACTIONS .................................................................................... 27
WHAT HAPPENS WHEN GOODS ARE PURCHASED? ........................................................................... 27
WHAT HAPPENS WHEN GOODS ARE RECEIVED? .............................................................................. 27
WHAT HAPPENS WHEN THE INVOICE IS ENTERED? ........................................................................... 28
BUDGETING FOR LOGISTIC TRANSACTIONS ....................................................................................... 29
WHAT HAPPENS WHEN THE PURCHASE REQUISITION IS ENTERED? .................................................. 29
WHAT IS THE 3-WAY MATCH? .......................................................................................................... 30
CHAPTER 4 ........................................................................................................................................ 32
THE VENDOR MASTER AND MATERIAL MASTER RECORDS ........................................... 32
MATERIALS MANAGEMENT PROCESS -THE PURCHASE REQUISITION ....................... 32
VENDOR INVOICE CLEAN-UP...................................................................................................... 32
WHAT ARE VENDOR MASTER RECORDS? ......................................................................................... 33
TO DISPLAY THE VENDOR MASTER RECORD, USE TRANSACTION XK03. ............................................ 35
WHAT ARE MATERIAL MASTER RECORDS? ...................................................................................... 42
TO DISPLAY THE MATERIAL MASTER RECORD, USE TRANSACTION MM03. ........................................ 43
CHAPTER 5 ........................................................................................................................................ 51
TIMESAVING TIPS ........................................................................................................................... 51
Materials Management
Process -The Purchase
Requisition
Chapter 1
Overview
Inventory (INV)
Logistics Invoice Verification (LIV)
Purchasing (PUR)
Benefits
ESS
Organizational Management (OM)
Payroll (PAY)
Personnel Administration (PA)
Time
Training and Events (TE)
PR
PO
GR
IR
Payment
Purchase Requisition
The first step in the procurement cycle is determining a need for a good or
service. When a need has been identified, the person with the role of Agency
Procurement Technician will create a Purchase Requisition in AASIS. The
Department of Finance and Administration recommends using the purchase
requisition because it is the start of the procurement process in AASIS prior to
further processing.
Once the purchase requisition has been created, an end user with the
Agency/State Procurement Management role must approve it.
Documents Processed from the Purchase Requisition
Upon approval, the purchase requisition may be processed into a Request for
Quotation (RFQ) which is an invitation extended to a vendor by a purchasing
organization to submit a quotation (bid) for the supply of materials or
performance of services. The purchase requisition may also be processed
directly into a Purchase Order (PO) or Outline Agreement (OA).
Materials Management
Process -The Purchase
Requisition
Chapter 2
Master Data, Global
Settings, Integration and
Internal Controls
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11
For
Funds are owned by the FM sub-module and are part of the budget quad in
AASIS. Agency budgets are created to limit how much an agency can spend
based on legal authorizations. AASIS uses four pieces of master data to make
up the budget quad: fund, funds center, functional area and commitment item,
all owned by the FM sub-module.
Functional Area is a three- or four-character alpha code that represents the
high-level Comprehensive Annual Financial Report (CAFR) classifications.
Functional areas correspond to the general purpose of the agency (Health and
Human Services, Public Safety, Education, Constitutional Office, etc.). Each
agency has only one functional area. The functional area is master data.
Funds Center is a four-or-five-character alpha-numeric code that represents the
agencys appropriation, or the legal authority to spend certified income, according
to the agencys Appropriation Bill passed by the State Legislature in the most
recent regular session. The funds center is master data.
General Ledger Account is a 10 digit numeric code used to classify and
categorize financial activity within AASIS and represents the line item detail for all
financial transactions. The general ledger account is master data. General
Ledger accounts (GL accounts) are grouped by category in the AASIS statewide
Chart of Accounts. Department of Finance & Administration-Office of Accounting
(DFA-OA) adds General Ledger accounts to the Chart of Accounts when the
need arises. General ledger accounts are owned by the GL sub-module but
are used throughout the FI and MM modules. GL Accounts are generic to all
state agencies.
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Account Category
Assets
Liabilities
Fund Balance
Revenues
Expenses
Other Sources and
Uses
Account
Type
Balance
Sheet
Balance
Sheet
Balance
Sheet
Number Range
1000000000 1999999999
2000000000 2999999999
3000000000 3999999999
4000000000 Profit & Loss 4999999999
5000000000 Profit & Loss 5999999999
6000000000 Profit & Loss 6999999999
NOTE: There is an account category called Assets, but we also have what we
call Fixed Assets in AASIS.
Assets is a category of GL accounts representing items that increase the
financial value or improve the financial position of the State. Examples include
cash balances, cash owed to the state, fixed assets (items of value, also referred
to as capital equipment), investments, etc.
Fixed asset accounts are used for recording and tracking individual pieces of
equipment, buildings, land, artwork, and other items purchased or constructed
by, or donated to, the state. Individual fixed assets are maintained in the Asset
Management sub-module, but their balances are summarized and reported in the
General Ledger in the 1990000000 1999999999 account range in the Assets
section.
In MM, you will mostly be working with Assets, Expenses and Liabilities.
Individual expense accounts are used to classify how your agency spends its
money. These accounts, combined with other pieces of master data, allow you
to produce reports detailing how much has been spent on cleaning supplies,
office supplies, uniforms, services, etc.
Liabilities represent obligations how much your agency owes, and a general
idea of what created the obligation. Examples include payroll liabilities, vendor
liabilities, bond payment liabilities, etc. One of three liability reconciliation
accounts will be assigned to each individual vendor master record.
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Usage
NB
Req. to PO
NV
Req. to OA
PB
PV
NC
NQ
NR
Document
Type
WE
Description
Goods Receipt
Usage
Recognize the receipt of goods
ordered via the AASIS procurement
process
Document
Type
RE
Description
Vendor Invoice
Usage
Logistics Invoice
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ZP
ZR
Description
Usage
Bank Clearing
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Vendor is an authorized entity from whom the state can purchase goods or
services and is identified by a unique Vendor Account number. The Vendor
Master Record contains such information as vendor name and address, tax
identification number, bank account information, and the reconciliation General
Ledger account used for financial reporting. Vendor Master Records are
categorized by account groups, and each account group has a unique numeric or
alpha-numeric range of two to nine characters, depending on the type of vendor.
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DFA-OSP creates and maintains the Vendor Master Record and the
Material Master Record
Dividing the process between different agencies, and between different people
within an agency, means that one person cannot do the entire process without
any kind of review. Review is critical, not only for fraud prevention but for data
accuracy.
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Materials Management
Process -The Purchase
Requisition
Chapter 3
Accounting and
Budgeting Logistic
Transactions
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GR/IR
_______________________
Credit
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50
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GR/IR
50
MIGO
50
Vendor AP
50
MIRO
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The commitment remains the same after the goods receipt (MIGO) transaction is
created.
When the invoice is received, an entry will be made in the logistic invoice
verification (MIRO) transaction. That will relieve the commitment in the purchase
order and commit budget at the invoice level. It will remain a commitment even
after the payment program runs. The commitment will become an expense once
the follow-up program (FMF0) runs.
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Materials Management
Process -The Purchase
Requisition
Chapter 4
The Vendor Master and
Material Master Records
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ADDR
AGEN
EMPL
VEND
One-Time
Address Vendor
State Agency
Vendors
Employee
Vendors
Vendors
General
Number Range
Usage
W000000
W999999
A000000
A999999
C000000
C999999
9999999
2999999
9990000
2000000
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<Next screen>
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1. Highlight the tabs you wish to view. To view all the tabs click the Select
all icon.
2. Click the Organizational levels icon.
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4. On the Basic data 1 tab you can view the base unit of measure for the
material selected. In the sample below; EA is the unit of measure.
5. The material group number is also displayed. Remember, this number
groups together goods and services by similar characteristics or attributes.
6. Continue to the Basic data 2 tab.
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Again, you can view the material number, description and plant.
Continue to the Plant stock tab.
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To exit the report green arrow back twice. This will take you back to the Main
Menu screen.
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Materials Management
Process -The Purchase
Requisition
Chapter 5
Timesaving Tips
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to select additional
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Materials Management
Process -The Purchase
Requisition
Chapter 6
Creating a Purchase
Requisition
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You may enter instructions or specifications in the Header note text field.
2. Open the Item overview section.
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Either of these methods will restrict the hit list to those materials that have been
set up for purchasing use.
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Use the singular form of nouns; however, if the noun changes form when it
becomes plural, use only the portion of the noun that applies to both the
singular and plural.
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15. Enter the purchasing organization (your business area). This will limit the
search to the vendors that can be used by your agency.
16. Using the wildcards as in the material search, type in a portion of the
vendor name surrounded by (*). Example, the vendor is Interoffice
Supply. Type *Inter* in the Name field.
<Enter>
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21. Go to the Country, region, sort field, name, City, Street tab.
22. Type the purchasing organization in the Search Term 1 field.
<Enter>
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The delivery address will populate on the delivery address tab for the selected
line item on the purchase requisition.
<Enter>
The delivery address number will populate on the delivery address tab for the
selected line item on the purchase requisition.
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The Source of supply tab is another option for choosing a vendor. This option is
most often used when the agency has a specific contract with the vendor. You
may enter the agreement (contract) number or select assign source of supply to
obtain the vendor.
Click on the Text Tab.
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26. Data entered on the requisition can be checked by clicking on the check
icon.
This checks to see if any required information has been omitted. If the purchase
requisition has no errors, a message is displayed at the bottom of the screen
No messages issued during check.
<Save>
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If you attach the document during the creation of the purchase requisition you will
continue to create the requisition and receive a purchase requisition number.
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Materials Management
Process -The Purchase
Requisition
Chapter 7
Viewing the Purchase
Requisition
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HEADER
ITEM
OVERVIEW
ITEM DETAILS
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You will not see the Release strategy tab until the requisition has been saved.
Once the document has been approved, you can review the Release group,
Release strategy and the Release indicator. The checkmark in the Stat.
(status) column means the purchase requisition has been approved and is ready
for further processing... Releasing the purchase requisition will be discussed in
detail in a later chapter.
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Material In the material field you will enter the number assigned to the good
or service to be procured. There are search options that we will go through in a
later chapter. The material number will derive the short text, unit of measure and
the material group from the material master record.
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Unit of Measure Any established amount or quantity (such as box, ream, case,
each, etc.) adopted as a standard measurement for other amounts or quantities
of the same kind. The unit of measure is derived from the material master
record. You must verify that this unit of measure is correct before saving the
requisition.
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Requisitioner The value entered into this field is used for internal tracking to
verify who requested the goods or service. Entry in this field can be anything
designated by the agencys policy. This field accepts alpha, numeric or alphanumeric characters.
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Desired Vendor - The number of the vendor you would like included in the bid
process. This is not a required field on the requisition. If the vendor number is
unknown, you may perform a vendor search from this field. Account groups with
unique numeric ranges categorize vendor master records. ASC recommends
you search for the vendor by the Vendor Purchasing criterion so only vendors
that can be entered in the purchase order will be available for selection.
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Quantities/dates tab:
You can view the quantity, quantity ordered, open quantity, delivery date, req.
date and release date.
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Assign source of supply button, the Fixed vendor field and the Info
record field:
An info. Record number is created in the system once an agency buys a
material or service from a particular vendor. You can click on the Assign source
of supply to select a vendor.
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Status tab:
This tab will show you the history of the requisition. In the example below a
purchase order was created using this purchase requisition. The goods receipt
and the invoice receipt were created referencing the purchase order. You can
drill down to the purchase order by double clicking on the purchase order
number. Once you are in the purchase order you can drill down to the goods
receipt and the invoice receipt.
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Texts tab:
The Material Master Text will default from the material master record. You can
change, add or delete information from this defaulted text. The information will
be changed only on the purchase order for that line. Changing information will
not change the material master record.
The Notes To Buyer is for additional information to be told to the person creating
the purchase order needs to know regarding the order. This text will not print on
the purchase order.
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We can view the postings from the requisition we entered and see how they
affect the various modules of AASIS.
How Do I View the Follow-On Requisition Documents?
You can drill down to view the postings in transaction ME53N.
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<Back>
How Do I View the Controlling Document?
Double-click the Controlling Document to continue:
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Materials Management
Process -The Purchase
Requisition
Chapter 8
Selecting Approvers
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You will receive the pop-up box below requesting that you select approvers for
your purchase requisition.
1. Click the Inbox icon.
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4
6. The system will display the approvers that you selected. When you click
DONE the purchase requisition will be sent to the approvers inbox.
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2. Click on Inbox.
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Materials Management
Process -The Purchase
Requisition
Chapter 9
Deleting and Closing
Purchase Requisitions
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What Does the Line Items By Document Number Screen Show You?
Looking at the Value Type Text field will show you what type of documents
are consuming budget. You can view the original amount of the document
and any reduction that has taken place. If the original amount and the
reduction amount match, there is not an open commitment. When you see
that the reduction amount is less than the original amount further research
should take place. The difference between the reduction and the original
amount is the amount still committing budget.
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The requisition was referenced into the purchase order that is listed on the
Status tab. This purchase order has now picked up the commitment from the
requisition.
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<Execute>
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The Status tab shows the PO that was created and released, and the quantity
ordered. You can drill down further to the purchase order by double clicking
on the Purchase Order number.
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When you scroll over you can view your account assignment information. You
can view the Asset, SNo. (asset sub-number), Order (order number) if applicable.
Also displayed are the G/L acct (g/l account), BA (business area), cost ctr (cost
center), WBS element (if on the requisition) and the budget quad, which consists
of commitment itm (commitment item), funds ctr (funds center), Fund and FA
(functional area).
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NOTE: If you delete a purchase requisition by mistake you can undelete it. Go
back into ME52N and bring in the document you wish to restore.
1. Highlight the line you wish to restore.
2. Click to the right of the trashcan icon
<Save>
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icon.
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5
6
REMEMBER:
You have determined which purchase requisitions are still committing budget.
While some of the purchase requisitions are in the process of being completed,
some you may need to delete or close. You can delete a purchase requisition
line(s) if there is no follow-on document attached to it. You must close the PR
line(s) if a follow-on document is attached.
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