SAP User Guide Personal Setup for Purchase Orders

Transcription

1 IT Services Leicester Learning Institute Partnership SAP User Guide Personal Setup for Purchase Orders Document Purpose This guide explains how to specify your personal settings in SAP. Before you can create purchase orders on SAP, you need to specify your personal settings. Versions Version: R01 Version Author Date R01 IT Services & LLI 7 Sept

2 UNIVERSITY OF LEICESTER 2 IT SERVICES LEICESTER LEARNING INSITUTE PARTNERSHIP Contents 1. What are Personal Settings for? How to specify your personal settings Document Type Purchasing Organisation Purchasing Group Company Code Our Reference Storage Location (Delivery Address) Save your settings... 6 Contact If, after reading this document, you still have questions regarding the use of SAP, contact the IT Service Desk on or ithelp@le.ac.uk

3 UNIVERSITY OF LEICESTER 3 IT SERVICES LEICESTER LEARNING INSITUTE PARTNERSHIP 1. What are Personal Settings for? The personal settings allow default entries to be automatically entered into a purchase order for you so that you do not have to re-type the entries each time you create a new purchase order. These default entries include Deliver To address and Invoice address, your name and contact details 2. How to specify your personal settings 1. Use the menu path: Logistics > Materials Management > Purchasing > Purchase order > Create > Vendor/Supplying Plant Known [Transaction code ME21N] 2. Click on the Personal Setting button. 3. Select the Default values tab. 4. Select the PO Header tab:

4 UNIVERSITY OF LEICESTER 4 IT SERVICES LEICESTER LEARNING INSITUTE PARTNERSHIP 2.1. Document Type In the Document type field, select your department from the drop down list. A list of the current document types (departments) is available as a separate guide at (login required) 2.2. Purchasing Organisation The Purchasing Org. field should be set to UNIV OF LEICESTER as shown Purchasing Group 1. In the Purch. Group. field, select the purchasing group for your department from the drop down list. 2. A list of the current Purchasing groups is available as a separate guide at (login required) 3. The Invoice to addresses will be derived from the address associated with the Purchasing Group. This can be viewed in the Purchase Order Header in the Org.Data tab. Within any given Purchasing Group there will be a single invoice to address. For departments with multiple invoice receipt points it will be necessary to setup separate Purchasing Groups. If you need to do this or if you cannot find your departmental purchasing group, please contact ithelp@le.ac.uk 2.4. Company Code The Company Code field should be set to University of Leicester as shown 2.5. Our Reference The Our Reference field brings your name, department and contact number through from your personal settings. Within a Purchasing Group it is possible to have multiple contacts, for example one for each user responsible for raising purchase orders, or a single contact for the whole group. 1. To ensure the correct contact details automatically print out on your Purchase Orders, it is possible to set this up as a default although it is hidden in the standard layout. To access this field, select the More Fields button. 2. The Change Layout window appears:

5 UNIVERSITY OF LEICESTER 5 IT SERVICES LEICESTER LEARNING INSITUTE PARTNERSHIP 3. Select the Our reference field on the right. This field is Master Data which has to be set up before you use it. 4. In the event that you have (or are) a new Purchase Order contact you will need to request a new Our Reference code. ithelp@le.ac.uk with the subject title of your as SAP MM Create new contact reference. Provide your name, department and contact number. A new reference will be created for you which you can then add to this field. 5. Move this across to the left hand side, by pressing the single left arrow. Then press 6. Now you can fill in your reference details by entering your code The Our Reference code is structured like this XXXYY where XXX is the Purchasing Group and YY are the initials. In the example shown SDCMJ is Michelle Pond in the Staff Development Centre.

6 UNIVERSITY OF LEICESTER 6 IT SERVICES LEICESTER LEARNING INSITUTE PARTNERSHIP 2.6. Storage Location (Delivery Address) 1. On the Purchase Order Item tab you can specify the delivery address that will be automatically used for each of your Purchase Orders. It is possible to override this address if you need to for a particular purchase order (this is explained in the Create a Purchase Order guide). 2. In the field named Storage Location use the drop down list to find your department. If you don t know which entry to select from the drop down list, or for more details please see (login required) If you cannot find an entry in the storage locations list then you can have one created for you. ithelp@le.ac.uk with the subject title of your as SAP MM New Storage Location and provide your department and full delivery address. It is possible to have multiple delivery addresses for each Purchasing Group Save your settings Make sure you save your personal settings by clicking the Save button located in the bottom right.