secretarial training · 2015. 7. 31. · cost 7. click to go to the account assignment screen 8....

Secretarial Training Purchasing 31 July 2015

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Purchasing Overview

The Purchasing Department is responsible for:

Creating Purchase Orders from the requisitions

submitted through SAP

Work with vendors to ensure our schools are

receiving the best price, highest quality and excellent

service.

Competitive Bidding/Request for Proposal (RFP)

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Purchasing Directory

Rick Schaeffer, Procurement Analyst Phone: 345-2298

RFP/Bids

Contracts

Board Resolutions

Purchase Orders Greater than $5000

Constance Byrd, Buyer II Phone: 345-2255

School Supply Orders

Purchases Less than $5000

New Vendor Set up (SAP)

Metro Bus Passes

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Purchasing Directory

Terrance Bullock Phone: 345-2390

RFP/Bids

Contracts

Board Resolutions

Purchase Orders Greater than $5000

Agency Partnership Agreements

Service Agreements

Ketra Montgomery, Phone: 345-2495

Contract Compliance Specialist

Purchase Orders Less than $5000

Contracts

Board Resolutions

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SLPS.ORG Purchasing

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SLPS.ORG

Purchasing

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Procurement Process

School identifies a need for goods or services

A Purchase Requisition within SAP is the required

procedure to begin the purchasing process.

The Purchase Requisition goes through a workflow

approval process

The process splits according to:

Non- Contractual Purchases (School supplies)

Contractual Purchases (Services)

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Non-Contractual

School Supply Purchases (NB)

For non-contractual requisitions a Purchase Order is

created and sent to the vendor

Once the goods are received by the school, the

requestor enters a Goods Receipt, signs the invoice

and sends it to Accounts Payable

In order to process a vendor payment, the Accounts

Payable department must receive a signed invoice

and a Goods Receipt entry

The Accounts Payable department generates a

vendor check upon the signed invoice

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Contractual Purchases (FO)

School generates a contract using one of the contract

templates

Contracts must be signed by the vendor, sent to the

purchasing department, and signed by the superintendent

prior to services being rendered

A Purchase Order is issued and sent to the Vendor and

Principal

Services can then be rendered by the vendor

Vendor submits invoice for services to Principals for

signature

Principal submits the signed invoice to Accounts Payable

Check is issued to the vendor

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Dollar Value Thresholds

There are three types of Dollar Value thresholds:

Purchases of less than $500 (obtain two

quotes)

Purchases of less than $5,000 (strongly

encouraged to obtain three vendor quotes)

Purchases of $5,000 or greater (must go

through the RFP/Competitive bidding

process)

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Preferred Vendors

School Supplies

The District has negotiated fixed pricing for school supplies. The

list includes:

Office Essentials (600010887)

School Specialty (600001131)

The Saunders Company (600016276)

• Copy Paper ($26.20/ctn))

Refer to the following link for details of School Supplies:

http://www.slps.org/domain/4613

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Preferred Vendors

Technology

Computers

Dell

Promethean Boards

Haddock

Smart Boards

TSI

Ipads and Accessories

Apple

Refer to the following link for details of technology vendors:


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Purchase Requisition

Transactions

The following SAP Transactions have been

impacted by the SAP Enhancement Project

ME51 - Create NB Purchase Requisition

ME51 – Create FO Purchase Requisition

MIGO – Goods Receipt

Instructions on how to complete these

transactions are on the following slides

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Create NB


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1. Enter transaction code ME51

2. Enter the Document Type NB

3. Complete the required fields in

the Detailed Data for Items

section of the screen

4. Hit Enter Key or Green Check

Create NB


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4. Enter the Purchase Requisition

Items


will take you to the next page.

1. Fill in all required entry fields


Create NB


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1. Fill in all required entry fields

2. If you have additional items to

order, click on the “Repeat

Acc. Ass. On” button.

3. It will take you back to the

screen to enter additional items.

1. If you have completed all items on

your requisition, Click to save.

The Purchase Requisition Number

will display at the bottom of the page.

Create FO


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1. Enter transaction code ME51

2. Enter the Document Type FO

3. Complete the required fields in the

Detailed Data for Items section of

the screen (Note: Always enter a B in the Item

Category for the FO requisition)

4. Enter “100” in the Material Group Please Note: The Material Group can vary and is tied to the G/L account. Please

review the selections and choose wisely. Material Group 100 is associated with

Contracts.

5. Click enter when done

Create FO


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6. Complete the required fields Note: In Short Text: Enter: A contract /or purchase with Vendor

Overall Limit and Expected Value fields must match. : Enter

Cost

7. Click to go to the Account

Assignment screen

8. Fill in all required entry fields Note: The G/L Account populates from the Material Group. It

can be changed in this screen only.

The Cost Center is 8 characters: Ex: 40401-90, 80800-00

The Fund is 3 characters: ex: 110, 230, 290

9. Click enter when done

10. Press Enter (keyboard) to

go to the next screen

11. Click the Back Arrow key to

go back to the long text screen

Create FO


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12. Left click on the row to select.

13. Click in the blue area to the right of

Item 10 to select the record/line item

14. Click (Items Details) to enter

Vendor

15. Enter Vendor Number in Des.

Vendor Field (Yellow highlighted area.)

Note: If you don’t know vendor number, click

to search for vendor by name.

Create FO


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16.Click on Text icon to begin Text

entry.

17. Begin Typing text in the Item Text

Field.

18. Click on Long Text Screen to

complete Text: (See screen below for sample text).

19. Click on the back arrow.

20. Click to save. The Purchase Requisition Number

will display at the bottom of the page.

.

Create Goods Receipt Applicable to NB Requisitions Only

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1. Enter transaction code MIGO

2. Enter your selections

in the Goods

Receipt, Purchase

Order and Purchase

Order number

3. Click to display

the purchase order

Create Goods Receipt

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4. Left click the

check box

5. Left click the

6. Left click

secretarial training · 2015. 7. 31. · cost 7. click to go to the account assignment screen 8....

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