1. Course Number: V001 SRM 7.0 Delta Purchase Order Rev. Sept 2013

2. Welcome !

3. Introductions

4. Course Objectives

5. 44 After successfully completing this course, you will be able to: –Identify major differences between SRM 5.0 and SRM 7.0 –Understand the navigational changes and new features of SRM 7.0 –Create a Purchase Order (PO) with reference to a Contract –Edit a PO and/or Delete a PO –Source a requirement and generate a PO –Source an Inventory Requirement and Generate a PO –Liquidate Commitments

6. 55 Agenda Identify major differences between SRM 5.0 to SRM 7.0 SRM 7.0: Introduction and Overview Create Stand-alone PO Create PO with Reference to a Contract Edit and Delete a PO Source a Requirement and Generate a PO Source an Inventory Requirement and Generate a PO Liquidate Commitments

7. 6 MAJOR DIFFERENCES SRM 5.0 vs. SRM 7.0 6

8. 7 Differences – SRM 5.0 vs. SRM 7.0 CategorySRM 5.0SRM 7.0 Basic Data and Partner Info Sub-tab which contains Basic Data and Partner is called Basic Data Sub-tab which contains Basic Data and Partner is called General Data Account AssignmentUnable to use Cost Distribution - ValueAble to use Cost Distribution - Value Text and AttachmentsSub-tab is called DocumentsSub-tab is called Notes and Attachments Workflow Used the Approval Agent Report to view the Workflow Able to view Workflow on the Approval tab in the PO Workflow history is not retainedWorkflow history is retained Liquidating Commitments Selection of the "No further Confirmation expected" and "No further Invoices expected" checkboxes were done under the Statistics sub-tab Selection of the "No Further Confirmations" and "No Further Invoices" radio buttons are done under the Related Documents sub-tab Invoicing PlanDone in SAP Coming to SRM – anticipated for late calendar year 2013 Validity PeriodDid not exist Exists in the Header tab - General Data, used for reporting purposes Inventory POsMay not be created in SRM May be created in SRM; known as Plan Driven Procurement (PDP) Deletion/CancellationPOs are deleted if not neededAbility to Cancel POs – Liquidate PO 7

9. 88 SRM 7.0: Introduction and Overview

10. 9 Introduction to SRM 7.0 Switching from SRM 5.0 to SRM 7.0 can feel very disorienting at first –Similar to walking into your kitchen at home and finding out that someone has rearranged the contents of your cabinets When using 7.0, do not try to make comparisons with 5.0 because just about everything has a new location This course will provide you with the necessary information and practice exercises to acquaint you with the new system

11. 10 Overview of SRM 7.0 SRM 7.0 incorporates all functionality from SRM 5.0 –Many of the currently unused buttons and fields have been removed in 7.0 as requested by end users SRM 7.0 contains an enhanced user interface and new features, such as: –Personal Object Worklist (POWL) –“Team” Shopping Cart –Plan Driven Procurement (PDP) –Use of Worksets

12. 11 Overview of SRM 7.0 Other new functionality and features of SRM 7.0 will be “transparent” to the end user –Validation of P-Card process data –Reduction of Material Group numbers –Technical changes to workflow functions

13. 12 Overview of SRM 7.0 The SAP/SRM Portal Desktop continues to be accessible through MyCommonwealth Workplace. Logging In

14. 13 Header Area Navigati on Area (Control Center) Content Area Top-Level Navigation (Work Centers) Overview of SRM 7.0 Portal Desktop Landscape

15. 14 Overview of SRM 7.0 Roles –Your user role(s) in 7.0 are identical to those assigned in 5.0 –Access to your role(s) remain within the Control Center (e.g., left navigation pane) Transactions –Upon selection of a specific role, the associated activities and transactions display as Worksets in 7.0 Navigating the User Interface

16. 15 Overview of SRM 7.0 Worksets –Groups of role-specific activities and/or transactions which display when the corresponding role is selected –Multiple levels of Worksets are permitted in SRM 7.0 Document Landscape –SRM 7.0 document landscapes have elements that you have seen in both SRM 5.0 and in SAP R/3  Examples will be shown throughout the course Navigating the User Interface

17. 16 Overview of SRM 7.0 Multiple menus were expanded in order to access a specific transaction –The transaction was then selected from the displayed list Control Center in SRM 5.0

18. 17 Overview of SRM 7.0 Control Center in SRM 7.0 When a role is selected, Worksets assigned to the user are displayed –If applicable, an additional Workset is displayed below the initial result as shown in this screen capture

19. 18 Overview of SRM 7.0 Personal Object Worklist (POWL) The POWL is located in the content area of the portal desktop

20. 19 Overview of SRM 7.0 Personal Object Worklist (POWL) –It is a query-driven worklist containing procurement documents (business objects) from your work area  The Active Queries displayed will vary depending upon the selected Workset

21. 20 Overview of SRM 7.0 Personal Object Worklist (POWL) Results of the selected query are displayed in a table format “One-Step” buttons are available at the top of each query

22. 21 Overview of SRM 7.0 Personal Object Worklist (POWL) –To make additional One-Step options available, choose a document to work with

23. 22 Overview of SRM 7.0 Personal Object Worklist (POWL) –You may display additional fields for your query fields by selecting the SEARCH CRITERIA button

24. 23 Overview of SRM 7.0 Personal Object Worklist (POWL) The default query in the POWL is “All” –To run a more precise query, populate any of the Criteria fields

25. 24 Overview of SRM 7.0 Sample Document Landscape (PO)

26. 25 Overview of SRM 7.0 Title and Header Area Tab Pages Sub Tabs Sample Document Landscape (PO)

27. 26 Overview of SRM 7.0 Sample Document Landscape (PO) Application Area

28. 27 Overview of SRM 7.0 Changes to the Search Feature You will notice a slight change in the Search feature’s appearance –Select the match code icon to open a dialog box to input the search criteria

29. 28 Overview of SRM 7.0 Enter the applicable criteria and select the START SEARCH button Changes to the Search Feature

30. 29 Overview of SRM 7.0 Changes to the Search Feature The Results List displays Highlight the desired item and select OK

31. 30 Overview of SRM 7.0 Changes to the Search Feature The chosen value is transferred into the applicable field

32. Purchase Orders

33. 32 Creating Purchase Orders Reference a Contract w/o a Requirement Select Purchasing Left navigation pane under – Create Documents Select Create Purchase Order

34. 33 Creating Purchase Orders Reference a Contract w/o a Requirement Select the Purchase Order Type by selecting the gray block Select the CONTINUE button

35. 34 Creating Purchase Orders Reference a Contract w/o a Requirement Create Purchase Order will open in the Overview tab. 34

36. 35 Creating Purchase Orders Reference a Contract w/o a Requirement In the General Header Data, select the PO Name field and name the PO Complete all required fields such as: Supplier, Requester, Recipient, Location, and Ship-To Address If the Vendor Number is not known, a search can be performed –Select the Supplier Name to view the details 35 Overview tab

37. 36 There is a 40-character limit on the document’s name – Characters include letters, punctuation, and spaces The name must include: – 4-digit UNSPSC code (ref: www.unspsc.org)www.unspsc.org – Space or Dash – Noun that describes the item or Contract Title (no abbreviations) Example: –2517 Radial Tires Naming Your Document Creating Purchase Orders Reference a Contract w/o a Requirement

38. 37 Creating Purchase Orders Reference a Contract w/o a Requirement In the Item Overview, continue with data entry in the applicable fields –Enter as much of the information listed on the Item Overview as possible Access line item details by selecting the Item Number or the DETAILS button 37 Overview tab

39. 38 Creating Purchase Orders Reference a Contract w/o a Requirement In the Items tab – General Data sub-tab, enter the item’s basic information: Quantity, Unit of Measure, and Price/Per (always allow the default “Material” to remain) –This can be done either from the Item Overview area, or the line item’s General Data sub-tab Enter the Contract number and line item number –Select the match code to search for the contract and line item if the information is not known Items tab

40. 39 In the Prices and Conditions sub-tab, data should default from the Item Overview 39 Items tab Creating Purchase Orders Reference a Contract w/o a Requirement

41. 40 Creating Purchase Orders Reference a Contract w/o a Requirement Items tab Special Note on the Prices and Conditions sub-tab: The Contract pricing information has defaulted into the Prices and Conditions sub-tab, and may be overridden and edited if necessary

42. 41 The Account Assignment Category should default from the Item Overview –Cost Distribution can be: Percentage, Quantity, or Value –System allows for copying, pasting and adding line(s) of account assignments 41 Items tab Creating Purchase Orders Reference a Contract w/o a Requirement

43. 42 Enter your Account Assignment –i.e. Cost Center, Fund, General Ledger (G/L) All other fields will default based on the information entered 42 Items tab Creating Purchase Orders Reference a Contract w/o a Requirement

44. 43 Select the Notes and Attachments sub-tab to enter text and attach documents – Note: Do not use “wildcard” characters in the title of your attachment (i.e.: %, #, etc.) 43 Items tab Creating Purchase Orders Reference a Contract w/o a Requirement

45. 44 Editing Purchase Orders Do not use the Versioning option in the Attachment section –If edits to an attachment are required, delete the current version and replace it with the revised version 44 Do Not Use

46. 45 Select the Approval Preview sub-tab to review the release strategy 45 Items tab Creating Purchase Orders Reference a Contract w/o a Requirement

47. 46 The Related Documents sub-tab houses the statistical information used when liquidating commitments –i.e.: No Further Confirmations; No Further Invoices History section contains all documents linked to the PO –i.e.: Shopping Cart, Contract, Goods Receipt, Invoice 46 Items tab Creating Purchase Orders Reference a Contract w/o a Requirement

48. 47 Select the Extended PO History sub-tab to view the PO’s Goods Receipt and Invoice information 47 Items tab Creating Purchase Orders Reference a Contract w/o a Requirement

49. 48 This is where the functionality of the Invoicing Plan should reside –Anticipate to have this functionality in place by the end of the calendar year 2013 48 Items tab Creating Purchase Orders Reference a Contract w/o a Requirement

50. 49 General Data sub-tab Complete any applicable fields Note: check the “Non-Standard Terms & Conditions” checkbox when using Non-Standard Terms & Conditions Header tab Creating Purchase Orders Reference a Contract w/o a Requirement

51. 50 Header tab Notes and Attachments sub-tab Enter applicable text in the fields by selecting the appropriate text field link Add attachments by selecting the ADD ATTACHMENT button in the Attachments section Creating Purchase Orders Reference a Contract w/o a Requirement

52. 51 Output sub-tab Only XML and Auto-POs are output automatically Purchasers must manually trigger the output of all other PO documents Header tab Creating Purchase Orders Reference a Contract w/o a Requirement

53. 52 Header tab Output sub-tab (cont’d) Use the Output sub-tab to print Select the match code icon to search for the printer –Enter the two-digit agency identifier followed by an asterisk (*) –Select the START SEARCH button Once the printer is located, select the gray box to the left and select the OK button Creating Purchase Orders Reference a Contract w/o a Requirement

54. 53 Header tab Output sub-tab (cont’d) If approvals are needed, the document cannot be output until all approvals are completed Creating Purchase Orders Reference a Contract w/o a Requirement

55. 54 Edit text fields or add additional attachments 54 Notes and Attachments tab Creating Purchase Orders Reference a Contract w/o a Requirement

56. 55 The Approval tab is functional in SRM 7.0 The Approval Agent Report will no longer be used Approval tab Creating Purchase Orders Reference a Contract w/o a Requirement

57. 56 Contains version information, history (follow-on documents), change documents, and status information 56 Tracking tab Creating Purchase Orders Reference a Contract w/o a Requirement

58. 57 After all data entry in the PO has been completed, select the CHECK button to review and resolve any errors Select the ORDER button to submit the PO for approval and ordering Creating Purchase Orders Reference a Contract w/o a Requirement

59. 58 Editing Purchase Orders 58

60. 59 Editing Purchase Orders 59 Select Purchasing, which will open the Personal Object Worklist (POWL)

61. 60 Editing Purchase Orders Locate the applicable PO through the proper search method –Select the applicable criteria –Select the APPLY button

62. 61 Editing Purchase Orders Select the document number to open the document for editing 61

63. 62 Editing Purchase Orders PO will open in “Display” mode Select the EDIT button to begin making edits to the PO 62

64. 63 Editing Purchase Orders PO changes that trigger a new approval workflow : –Changing from Standard to Non-Standard Terms and Conditions –Deleting a Contract reference –Increasing the total value of the PO If the increase in value meets the guidelines for a new approval workflow, the PO must be approved by the approvers identified with the new workflow –Changing the Product Category A change from service to material initiates the material workflow A change from material to service initiates the service workflow Documents containing both follow the service workflow *Note: Any edits made prior to the PO being fully approved will start the approval process over.

65. 64 Editing Purchase Orders PO changes that trigger a re-release of the PO and approval by the Comptroller : –Changing the Account Assignment category –Changing the 1 st two digits of the G/L (which changes the account) –Changing the fund account (except 6 th and 7 th digits, which signify the fiscal year) commitment –Increasing the total value of the PO If the increase in value falls within the current approval workflow, the PO must be approved by the Comptroller

66. 65 Deleting Purchase Orders 65

67. 66 Deleting Purchase Orders Deleting an SRM PO which was never “Ordered” The PO was created in SRM and “Saved” (i.e., never “Ordered”) −PO replication to R/3 did not occur, and deletion at the header level can be executed in SRM

68. 67 Deleting Purchase Orders Select the EDIT button to activate the “Edit” mode. Once this is done, the DELETE button will be available at the Overview level. 67 Verify that the PO does not exist in R/3

69. 68 Deleting Purchase Orders Delete the SRM PO at the Overview level Select the ORDER button to replicate the changes to R/3

70. 69 Deleting Purchase Orders Deleting SRM PO after it was “Ordered” The PO was created in SRM and replicated to R/3 when it was “Ordered” Deletion of the PO will occur at the line item level

71. 70 Deleting Purchase Orders Select the EDIT button to activate the “Edit” mode –Select the line item(s) and select the DELETE button 70 −Select the ORDER button to replicate the changes to R/3

72. 71 Deleting Purchase Orders −The line items deleted in SRM are replicated to R/3 and identified with TRASH CAN icons −The committed funds are unencumbered

73. 72 Source a Requirement and Generate a PO 72

74. 73 Source a Requirement – Generate PO Select Purchasing Left navigation pane under – Create Documents Select Carry Out Sourcing

75. 74 Source a Requirement – Generate PO The Sourcing screen displays all open assignments Search for requirements using various criteria Select the SEARCH button

76. 75 Source a Requirement – Generate PO Select the items to be sourced –Select the NEXT button

77. 76 Source a Requirement – Generate PO Select the CREATE DRAFT button to select the type of procurement document you wish to create Once you select your document type you will move to the next step in the wizard

78. 77 Source a Requirement – Generate PO Select your Draft Select the Transaction Type and a dropdown menu will appear, select your PO type from the dropdown menu Select the EDIT SELECTED DRAFTS button

79. 78 Source a Requirement – Generate PO The Change Purchase Order screen displays. If necessary, enter any additional data into the applicable subordinate tabs on the Overview, Header, and Items tabs. 78

80. 79 Source a Requirement – Generate PO When data entry is complete, select the CHECK button to view and resolve any errors. Then select ORDER button to send the PO through approval workflow. 79

81. 80 Source an Inventory Requirement and Generate a PO 80

82. 81 Source an Inventory Requirement and Generate a PO Select Purchasing Left navigation pane under – Create Documents Select Carry Out Sourcing

83. 82 Source an Inventory Requirement and Generate a PO Select the Shopping Cart number link to display the Shopping Cart 82

84. 83 Source an Inventory Requirement and Generate a PO Display the Shopping Cart and review for accuracy Select CLOSE button when done 83

85. 84 Select the gray box next to the Shopping Cart number Select NEXT button 84 Source an Inventory Requirement and Generate a PO

86. 85 Select Propose Source of Supply and a drop down menu will appear, from the drop down menu select Contract and Info Record to see if a Contract exists 85 Source an Inventory Requirement and Generate a PO

87. 86 A dialog box will display either a list of Suppliers or Contracts or the text “No sources of supply found” Select CLOSE button 86 Source an Inventory Requirement and Generate a PO

88. 87 If no sources of supply exist, enter a Supplier Number in the Supplier Number field 87 Source an Inventory Requirement and Generate a PO

89. 88 Select the CREATE DRAFT and a dropdown menu will appear, from the dropdown menu select the appropriate document type (i.e. PO) 88 Source an Inventory Requirement and Generate a PO

90. 89 Select the Transaction Type and a dropdown menu will appear – select the appropriate PO type from the dropdown menu Select the EDIT SELECTED DRAFTS button 89 Source an Inventory Requirement and Generate a PO At this point, the PO will open in the “Edit” mode for further processing

91. Liquidating Commitments & Completing Shopping Carts

92. 91 A Shopping Cart was created, and a follow-on PO created for an equal quantity. After the partial receipt, it is decided that there is no longer a requirement of deliveries and/or services from the supplier. NOTE: Marking only the GR as final does not liquidate the R3 commitment Liquidating Commitments & Completing Shopping Carts In Edit Purchase Order, on the Items tab, Related Documents sub-tab, select the radio buttons to mark the PO for final receipt and final invoice to liquidate the open items and open commitment

93. 92 In the General Data sub-tab, reduce the line item’s quantity to what was actually received 92 Liquidating Commitments & Completing Shopping Carts Select the ORDER button

94. 93 Liquidating Commitments & Completing Shopping Carts There are two methods to complete Shopping Carts: – Shopping Cart Complete link in the Purchasing Workset –Carry Out Sourcing using the REJECT ITEMS button These methods are illustrated in the following slides 93

95. 94 Liquidating Commitments & Completing Shopping Carts Select Purchasing Left navigation pane under – Create Documents Select Shopping Cart Complete 94

96. 95 Liquidating Commitments & Completing Shopping Carts Completing Shopping Cart –Enter the Shopping Cart Number(s) –Enter the Shopping Cart Item Number(s) –Select the Complete Shopping Cart radio button –Select the EXECUTE button 95

97. 96 Liquidating Commitments & Completing Shopping Carts Record updated message will display Select BACK button to complete additional Shopping Carts or EXIT button to leave the program 96

98. 97 Liquidating Commitments & Completing Shopping Carts Verification of completion can be done in the PO Items tab under Related Documents sub-tab 97

99. 98 Liquidating Commitments & Completing Shopping Carts Carry Out Sourcing Process –After liquidating the PO, go to Carry Out Sourcing –Locate the Shopping Cart through normal criteria 98

100. 99 Liquidating Commitments & Completing Shopping Carts Select the Shopping Cart Select the REJECT ITEM button 99

101. 100 Liquidating Commitments & Completing Shopping Carts A dialog box will display asking if you want to “Reject Selected Items?” –You will need to select the YES button to complete the Shopping Cart 100

102. 101 Liquidating Commitments & Completing Shopping Carts The Shopping Cart will no longer appear in the Carry Out Sourcing 101

103. 102 Summary This completes your lesson, you should now be able to: Identify the major differences between SRM 5.0 and SRM 7.0 Understand the navigational changes and new features of SRM 7.0 Create a PO with reference to a Contract Edit a PO and/or Delete a PO Source a requirement and generate a PO Source an Inventory Requirement and Generate a PO Liquidate commitments 102

104. 103 Knowledge Check 1.Where would you find the Partner Info? a.Basic Data sub-tab b.Approval sub-tab c.General Data sub-tab 103

105. 104 Knowledge Check 2.Is the ability to split Cost Distribution by Value now valid? a.Yes b.No 104

106. 105 Knowledge Check 3.Where would you find the Text fields? a.Documents and Attachments b.Notes and Attachments c.Documents d.Document Builder 105

107. 106 Knowledge Check 4.A PO that was ordered must be deleted at the line item level. a.True b.False 106

108. Thank you! SRM 7.0 Delta Purchase Orders