Welcome to the Facilities Contract Processes

1. Welcome to theFacilities Contract Processes

2. Introduction • Welcome and Introductions • Instructors • Logistics • Ground Rules • Course Objectives • Course Content

3. Benefits of New Processes • Real-time processing • Easily track documents • Point-click functionality • Purchase Order’s automatically created • Zero Work Flow Shopping Cart

4. Course Objectives • By the end of this class, you will be able to: • What’s New • Search a Master Vendor • Create a Facilities Contract • Describe Three way Matching • Goods Receipt Process

5. Course Chapters

6. Procurement Process Overview Approve Shopping Cart Create Shopping Cart Purchase Order Confirmation/ Goods Receipt Vendor Payment

7. Shopping Cart Process Flow Add Items to Shopping Cart Submit Shopping Cart Approve Shopping Cart

8. 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

9. Document Information General Data Item Overview

10. Account String Crosswalk • Accounting String: Bryson Elementary Fund 001 Area BRY Org 2589 Program 4170 Object 4310 IFS Fund 010- Resource 0000 Cost Center 1258901 Functional Area Commitment Item / GL Account 430010 SAP Goal 1110- Function 1000- Program 14170

12. Account String Wizard

13. Account String Wizard

14. Course Chapters

15. Master Vendor

16. Master Vendor

17. Master Vendor

18. Master Vendor

19. Master Vendor

20. Master Vendor

23. Course Chapters

24. Definitions and Process Overview Chapter Objectives • By the end of this Chapter, you will be able to: • Create a Master Contract

25. Create a Master Contract - Process Flow Create a Master Contract Release Contract Approve Contract

26. Demonstration 1: Create a Master Contract: Create a Contract with Axis for $100,000. This is a demonstrationonly. Watch as the instructor shows you how to complete the task in SAP.

27. Demo 1 Step 1: Click “Procurement/Contracts” Tab Step 2: Click “Manage Contracts” Link Step 3: Click “Create Contract” Link

28. 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

29. Step 1: Change the Item Category Normal  Product Category Step 2: Type the Product Category  96700 Step 3: Type the Value  100,000

30. Step 4: Set the Retention Rate to  5% Step 1: Click on the Header Tab Step 2: Click on the Payment Link Step 5: Click the Release Button Step 3: Change the Retention to Applicable (Header)

31. Exercise 1: Create a Master Contract Contract with Axis for $100,000. To complete this exercise follow the instructions listed here.

32. Course Chapters

33. Course Chapters

34. 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.

35. Goods Receipt Process Flow Verify Delivery of Goods Access Goods Receipt Transaction Enter PO # and Quantity Received Post Goods Receipt

36. Goods Receipt: Key Concepts • Missing Goods Receipt E-mailAn Automatic e-mail reminder is sent when an invoice is processed and a Goods Receipt is missing.

37. Goods Receipt link

38. input PO number

39. PO Line Items Update quantity received for line item Check box to receive line item

40. Click Post to process

41. 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

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

43. You have just completed the Course