Los Angeles Mission College Procurement details Administrative Services Sr. Accountant Jerry Huang 2010

There are several ways to find your PO/CO # in SAP: 1. You can retrieve your commitment items report where you can locate your vendor name and your PO#. 2. You can retrieve a warrant paid report that shows all payments to your vendor. However, this report may not have recent purchasing history 3You can find your PO # by vendor name. 4If you know the PO #, you can retrieve your document by PO #. Or, 5You can look up all the PO/COs by your account numbers. However, this approach will show all documents dated back from first year until present day. Now, let’s try “purchase order by vendor, Double click on the option and you will see a screen like the one in next slide. Click for next slide

Type the vendor # here Type “M” if you only want the record from Mission College. The system will show all PO/CO this vendor has with all colleges if you leave this option blank. If you only want to records from fy 2010, you type 7/1/2009 to 6/30/2010 in “document date” After filling out all required fields, click on the execute clock. Click for next slide.

This screen shows the PO# and the line item that you purchased. If there is a color graph shown, it means the item has been received but it may not has been paid. Double click on this graph and a small window will pop- up. Click for next slide

This small window tells you if the item has been received and if the payment has been made. Remember this small window only represent one line item. “GR” means goods has been received and “IR-L” means we have made a payment for this line item. If this is a service order, there is no “GR” sown because there is no physical item. Note: there is a 30 days waiting before the actual check is issued to the vendor if we purchase any physical merchandises In this example, the payment has been made and you want to see the check number. Move your cursor over this document # and click once. It will bring you to the payment screen like the one shown in next slide.

This is a payment screen. Click on “Follow-on documents “ and double click on “Accounting document” and you will see a screen like the one in next slide

Move your cursor over the vendor # and double click. You will see a screen like the one in next slide.

This screen tells you the date we paid. For check # you click on “Environment” and choose “Check Information” Click for next slide

This screen shows the check #, $ and the bank We will explore more detail of the actual PO/CO. Click for next slide

This is a Purchase order screen and the screen lay out is the same for contract and STA. Your screen may look different from this demo because all three screen details ( Header, Item Overview and Item detail ) have been collapsed. We will discuss each detail separately in the following slides. First click on the graphic icon next to “Header”. You will see the header detail like the one in next slide.

There are many tabs in this Header detail. Some tabs carry useful information: Delivery/Invoice : How many waiting days before district issues a check. For service contract, the check will be issued within couple days Conditions : The total purchasing price, including taxes. Status : Shows how many items have been received and how many we are still waiting to receive. Release Strategy : This tab shows the approval of the administrator click on the graphic icon next to “Header” again to collapse this folder. And click on both icons next to “item overview” and “item detail”. You will see the detail screen like the one in next slide.

Item overview is the items you purchase as shown on your purchase request Under “item detail”, the “Account assignment” tab shows the account used to purchase each line item. We’ll explain more in See next slide

Finally, the “Purchase order history” tab shows if the related line item has been received ( GR ) and paid ( IR-L ) or not. There is no “purchase order history” tab shown if the line item has not been received. The price you see here in each line item is including tax. If you want to see next line item, click on this down arrow.

Los Angeles Mission College This concludes this session of training Administrative Services Sr. Accountant Jerry Huang 2010