Training Training Welcome to the Facilities Contract Processes

Training Training Welcome to the Facilities Contract Processes

Training Training Welcome to the Facilities Contract Processes Monday, 2/10/20 February 04, 2013 11 Training Introduction

Welcome and Introductions Instructors Logistics Ground Rules Course Objectives Course Content Monday, 2/10/20 February 04, 2013 22 Training

Benefits of New Processes Real-time processing Easily track documents Point-click functionality Purchase Orders automatically created Zero Work Flow Shopping Cart Monday, 2/10/20 February 04, 2013 33

Training Course Objectives By the end of this class, you will be able to: Whats New Search a Master Vendor Create a Facilities Contract Describe Three way Matching Goods Receipt Process Monday, 2/10/20 February 04, 2013

44 Training Course Chapters Chapter Description 1 Whats New 2 Master Vendor 3 Create a Facilities Contract

4 Create a Facilities PO (see BPP) 5 Goods Receipt Process Monday, 2/10/20 February 04, 2013 55 Training Procurement Process Overview Create Shopping Cart

Approve Shopping Cart Vendor Payment Monday, 2/10/20 February 04, 2013 Purchase Order Confirmation/ Goods Receipt 66 Training

Shopping Cart Process Flow Add Items to Shopping Cart Monday, 2/10/20 February 04, 2013 Submit Shopping Cart Approve Shopping Cart 77

Training Shopping Cart: Key Concepts Shopping Cart Used to request the purchase of goods and services from General Stores Distribution Center and suppliers. Shopping Carts can be created: Blank Shopping Cart Copy an existing Shopping Cart Monday, 2/10/20 February 04, 2013 88 Training Document Information

General Data Item Overview Monday, 2/10/20 February 04, 2013 99 Training Account String Crosswalk Accounting String: Bryson Elementary Fund 001 IFS

Area BRY Org 2589 Program 4170 Object 4310 Functional Area SAP Fund 010-

Resource 0000 Cost Center 1258901 Goal 1110- Function 1000- Program 14170 Commitment Item /

GL Account 430010 IFS SAP Changes Fund Fund SACS (Standardized Account Code Structure) Fund - Resource Area / Org Cost Center

Program Object Functional Area Commitment Item / GL Account Monday, 2/10/20 February 04, 2013 A digit is added at the beginning and two digits at the end identifies the cost center location, primary location is identified by 01 or 02 secondary location (i.e., magnet school) SACS (Standardized Account Code Structure) Goal-Function-Program Went from a four digit code to a 6 digit code.

10 Training Monday, 2/10/20 February 04, 2013 11 Training Account String Wizard Monday, 2/10/20 February 04, 2013 12 Training

Account String Wizard Monday, 2/10/20 February 04, 2013 13 Training Course Chapters Chapter Description 1 Whats New 2 Master Vendor

3 Create a Facilities Contract 4 Create a Facilities PO (see BPP) 5 Goods Receipt Process Monday, 2/10/20 February 04, 2013 14 Training

Master Vendor Monday, 2/10/20 February 04, 2013 15 Training Master Vendor Monday, 2/10/20 February 04, 2013 16 Training Master Vendor

Monday, 2/10/20 February 04, 2013 17 Training Master Vendor Monday, 2/10/20 February 04, 2013 18 Training Master Vendor Monday, 2/10/20 February 04, 2013

19 Training Master Vendor Monday, 2/10/20 February 04, 2013 20 Training Monday, 2/10/20 February 04, 2013 21

Training Monday, 2/10/20 February 04, 2013 22 Training Course Chapters Chapter Description 1 Whats New 2 Master Vendor

3 Create a Facilities Contract 4 Create a Facilities PO (see BPP) 5 Goods Receipt Process Monday, 2/10/20 February 04, 2013 23 Training

Definitions and Process Overview Chapter Objectives By the end of this Chapter, you will be able to: Create a Master Contract Monday, 2/10/20 February 04, 2013 24 Training Create a Master Contract - Process Flow Create a Master Contract

Monday, 2/10/20 February 04, 2013 Release Contract Approve Contract 25 Training Demonstration 1: Create a Master Contract: Create a Contract with Axis for $100,000.

This is a demonstration only. Watch as the instructor shows you how to complete the task in SAP. Monday, 2/10/20 February 04, 2013 26 Training Demo 1 Step 1: Click Procurement/Contracts Tab

Step 2: Click Manage Contracts Link Step 3: Click Create Contract Link Monday, 2/10/20 February 04, 2013 27 Training Step 1: Name Your Contract Step 4: Select the group

Step 2: Type or Search for Supplier Step 5: Set the Value Step 3: Select the dates Monday, 2/10/20 February 04, 2013 28 Training

Step 1: Change the Item Category Normal Product Category Step 2: Type the Product Category 96700 Step 3: Type the Value 100,000 Monday, 2/10/20 February 04, 2013 29 Training Step 1: Click on the Header Tab

Step 4: Set the Retention Rate to 5% Step 2: Click on the Payment Link Step 5: Click the Release Button Step 3: Change the Retention to Applicable (Header) Monday, 2/10/20 February 04, 2013 30

Training Exercise 1: Create a Master Contract Contract with Axis for $100,000. To complete this exercise follow the instructions listed here. Monday, 2/10/20 February 04, 2013 31

Training Course Chapters Chapter Description 1 Whats New 2 Master Vendor 3 Create a Facilities Contract 4 Create a Facilities PO (see BPP)

5 Goods Receipt Process Monday, 2/10/20 February 04, 2013 32 Training Course Chapters Chapter Description 1 Whats New 2

Master Vendor 3 Create a Facilities Contract 4 Create a Facilities PO (see BPP) 5 Goods Receipt Process Monday, 2/10/20 February 04, 2013

33 Training Goods Receipt: Key Concepts Goods Receipt A Goods Receipt acknowledges the receipt of goods from outside vendors. Part of 3-way match (Purchase Order, Goods Receipt, Invoice) Accounts Payable will not pay an invoice until the Goods Receipt has been completed. Monday,

2/10/20 February 04, 2013 34 Training Goods Receipt Process Flow Verify Delivery of Goods Monday, 2/10/20 February 04, 2013 Access Goods Receipt Transaction

Enter PO # and Quantity Received Post Goods Receipt 35 Training Goods Receipt: Key Concepts Missing Goods Receipt E-mail An Automatic e-mail reminder is sent when an invoice is processed and a Goods Receipt is missing. Monday, 2/10/20 February 04, 2013

36 Training Goods Receipt link Monday, 2/10/20 February 04, 2013 37 Training input PO number Monday, 2/10/20 February 04, 2013

38 Training PO Line Items Update quantity received for line item Check box to receive line item Monday, 2/10/20 February 04, 2013 39 Training Click Post to process

Monday, 2/10/20 February 04, 2013 40 Training Goods Receipt Material Document The System will generate a Material Document number after a Goods Receipt is posted Material document number will be displayed on the bottom of the screen Use the Material Document Number to: Cancel a Goods Receipt Monday, 2/10/20 February 04, 2013

41 Training Goods Receipt Module Summary You should now be able to: Post a Confirmation/Goods Receipt What have you learned so far? Do you have any questions?

Monday, 2/10/20 February 04, 2013 42 Training You have just completed the Course Monday, 2/10/20 February 04, 2013 43

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