Creating Describe Requirement Shopping Carts in SAP (Non-district adopted textbooks)

Login to the “M-DCPS Employee Portal,”

• Click ERP tab, • Click PROCUREMENT tab, • Click SHOP tab, • Click SHOP (One Screen) on right menu.

Use this step only if the materials are shipped to another location, otherwise go to the next

step. Change the SHIP-TO-ADDRESS/PERFORMANCE LOCATION, click the DISPLAY DETAILS (blue link) –

• Click the BINOCULAR • Enter the work location number by the BUILDING CODE box, Example: *9629* (use

* before and after of the work location number). • Click START bottom (see below). • Click and select the work location result entry.

Change the COST ASSIGNMENT, Click the DISPLAY DETAILS (blue icon). Below the “Action,” click the MAGNIFYING GLASS (see the illustration below)

• Change the G/L ACCOUNT (known as the object) to 552000 (object + two zeros).

• Change the BUSINESS AREA to the school’s work location number, i.e: 9629 (school’s work location number – four digits).

• Change the COST CENTER to the school’s work location number, i.e: 1962900 (1 + school’s work location number + two zeros).

• Change the FUND (known as the fund) to 100000 (Fund + three zeros). • Change the FUND CENTER to the school’s work location number, i.e:

1962900 (1 + school’s work location number + two zeros). • Change the COMMITMENT ITEM (known as the object) and also as the

G/L Account to 552000 (object + two zeros). • Press Enter you have entered the COMMITMENT ITEM # • Change the FUNCTIONAL AREA (known as the program and function) to

8560XXXX-510100 (elementary and K-8 Center), or 8560XXXX-510200 (middle school), or 8560XXXX-510300 (high school) (program + four nines or zero + function + two zeros).

• Press ENTER again! After you have entered the FUNCTIONAL AREA information. (if you don’t press ENTER again, the functional area will erase)

Click the EXTENDED DETAILS to change the “storage location” Only if materials are shipped to another work location, otherwise go to the next step.

• Click the three dots (…) to find other work location numbers and click to add.

Click “Describe Requirement”

Inside the “Description” box, enter the item number or ISBN, (see illustration below). ISBN: 9780312647360, “Rules for Writers.”

Inside the “Internal Notes” box, enter the vendor name, and vendor #, (see the illustration below).

Inside the “Quantity/unit” box, enter the quantity to order and use the “Activity Unit” code as the unit of measurement. Note that if you need to change the “Unit of Measurement,” drag down the arrow and select the three “…” dots. (see the illustration below).

Inside the “Price/Currency” box, enter the price for each textbook item (s) being ordered, (see

the illustration below).

To change the product “Category,” drag down the arrow and select the three “…” dots, (see the

illustration on the next page).

Type Asterisk (*) sign and the “Category Description,” (see the illustration below). Press “start”

Select the product “Category Description,” (see the illustration below).

Click “Add to Shopping Cart.”

Name the shopping cart, “school location number_school name and date,” (see the illustration

below).

Add the quote and sole source letter to the section titled, “Items in Shopping Cart” (see the illustration below).

Click the magnifying glass

Click and open “Documents and Attachments.” (see the illustration below).

Next to “Path,” click “browse” (see the illustration below).

Select the documents to be attached: 1) the “Quote” and 2) the “Sole Source letter.” Click “Open” (see the illustration below).

Click the “Add.” Please note that the document has been added to the “Path,” (see the illustration below).

Repeat the previous step to add the “Sole source letter.”

To add the “Vendor number,” click the “Sources of Supply/Service Agents.” arrow. Type the vendor number inside the “Preferred Vendor,” box (see illustration below).

If you don’t have a “Vendor number,” you can obtain that number by clicking the binoculars

Type the “Vendor’s Name” inside the “Name 1/Last name” box, add an asterisk (*) sign and click the “Start” button, (see the illustration below).

(see the illustration on the next page).

See the results!

Click “Check” to verify the order before you click the “Order” button and send the shopping cart for approval.

Press “order” button to create a shopping cart! Please ask your school administrator to approve the shopping cart. Note: To view the “Approval Status” of shopping cart, go back to “Procurement Tab,” click

“Shop” and click “Shopping cart status and change.” (see the illustration below).