.....................................................................
Issue 5
October 1998
Table of Contents
1. Comparing EREQ "Internal Providers" and SAP Internal Providers
2. Caution: Please don't fax SAP requisitions to Internal Providers
3. How to Buy from MIT "Preferred Partners"
4. Attention Data Warehouse Users: "Chart of Accounts" Data now Available through the Warehouse
5. SAP User Documentation Now Available through Copy Technology Center
6. JV Upload Demonstration, October 29
7. New SAP Summary Statement and DTR Documentation
8. Update on SAP Financial Reports
1. |
Comparing EREQ "Internal Providers" and SAP Internal Providers |
If you are familiar with requisitioning internal providers in EREQ, you will find that internal provider requisitioning in SAP is slightly different.
Key differences are:
- EREQ and SAP have different lists of internal
providers.
(See table below.) Most importantly, BOC Gases, the Computer Connection (now NECX ), Office Depot, Sterling Olsten, and VWR Scientific are not internal providers in SAP. They are Preferred Partners, i.e., outside vendors.At the present time, you can use an SAP requisition for NECX, including equipment, for any dollar amount. However, you cannot use an SAP requisition for Office Depot or VWR except for equipment costing $500 or more. Finally, you cannot use SAP requisitions for BOC Gases or Sterling Olsten. ECAT1 is the electronic ordering method of choice for Office Depot, VWR Scientific, and BOC Gases. See "How to Buy from MIT Preferred Partners" below for more information.
- In SAP, a price is required for an internal
provider requisition.
In EREQ, it was not. This is a significant change if you have been accustomed to requisitioning internal providers without specifying a price.Some internal providers publish fairly comprehensive pricelists on the Web. Others, whose services are more customized, will need to be contacted for a quote. Suggestion: Click to go to the SAPweb Internal Provider page at http://web.mit.edu/sapweb/intprov.html and put a bookmark there for quick access to the internal provider pricelists currently available.
If you cannot find the exact price, just enter your best estimate. If you have no way of estimating the price, you can enter $1.00 as a placeholder in order to submit the requisition. The internal provider will adjust the price as necessary when you are billed.
- SAP creates commitments for internal provider
requisitions.
EREQ did not. Therefore, whatever price you enter on the SAP internal provider requisition will show up on your Detail Transaction Report (DTR) as a commitment. This gives you more information than you had before about pending expenses from internal providers. If you wish to take full advantage of SAP's commitment feature, estimating the prices as accurately as possible is important. Commitments from internal provider requisitions are removed when the provider bills you via a journal voucher.The table below compares EREQ's and SAP's lists of internal providers:
Internal Providers in EREQ and SAP
|
|
|
|
|
|
1 |
Audio Visual |
Yes |
|
|
2 |
BOC Gases |
No, Preferred Partner* |
|
|
3 |
Copy Center Bldg. 11 |
Yes |
|
|
4 |
Copy Center Bldg. E52 |
Yes |
|
|
5 |
MIT Catering |
Yes |
|
|
6 |
Cryogenic Engineering Lab |
Yes |
|
|
7 |
Graphic Arts (Printing) |
No, see note below** |
|
|
8 |
The Computer Connection |
No, Preferred Partner (NECX)* |
|
|
9 |
Network Services |
Yes |
|
|
10 |
Office Depot |
No, Preferred Partner* |
|
|
11 |
Computer / PC Services |
Yes |
|
|
12 |
Facilities (formerly known as Physical Plant) |
Yes |
|
|
13 |
Sterling Olsten |
No, Preferred Partner* |
|
|
14 |
IS Training Services |
Yes |
|
|
15 |
Telecommunications |
No |
|
|
16 |
VWR Scientific |
No, Preferred Partner* |
|
|
-- |
Reactor Operating Expenses |
Yes, new in SAP |
|
|
-- |
MIT Central Machine Shop |
Yes, new in SAP |
5930 |
|
-- |
LNS Engineering Facility |
Yes, new in SAP |
5940 |
Notes to Table:
|
* |
See "How to Purchase from MIT Preferred Partners," below. |
|
** |
Replaced by the Publishing Services Bureau, which negotiates printing services with outside vendors. For more information, see their Web pages http://web.mit.edu/afs/athena.mit.edu/org/p/psb/ or send email to psb@mit.edu. |
2. |
Caution: Please don't fax SAP requisitions to Internal Providers |
Some requisitioners have followed up on their SAP Internal Provider requisitions by faxing a printout of the requisition from SAPweb to the Internal Provider.
This can cause confusion for the Internal Provider and the possibility of duplicated orders. The good news is that this is not necessary because once the requisition is in SAP, the Internal Provider receives it very quickly. There is no need to follow up with a fax.
The number of SAP requisitions to Internal Providers such as the Copy Technology Centers, MIT Catering, Audio Visual, etc. is ramping up, and the Providers are becoming familiar with processing requisitions from SAP.
We recognize that it will take a while for everyone to get used to the new system. If you have any questions about SAP requisitions to Internal Providers, please contact either the Internal Provider or the Business Liaison Team at business-help@mit.edu.
3. |
How to Buy from MIT "Preferred Partners" |
- What is a Preferred Partner? A Preferred
Partner is an external vendor with whom MIT has
negotiated MIT-specific pricing. There are 6 of them,
shown in the table below.
- How can I buy from a Preferred Partner? The
methods for buying from Preferred Partners have been
changing, and there will be more changes when ECAT2 is
available.
To reduce confusion during the transition period, the Procurement Office has developed a table (below) that shows all current buying methods and which methods are preferred. Preferred buying methods are indicated by shading (preferred). These methods will change -- ultimately becoming simpler -- when the Preferred Partners implement ECAT2.
- Tip: Use ECAT1 for Office Depot, VWR, and BOC Gases: ECAT1 is the best way to purchase from these vendors until ECAT2 is available. For an ECAT1 application form go to http://web.mit.edu/ecat/procardinfo.html.
- Questions? If you have questions, please call the Procurement Office at 3-7241 or the vendor at the number listed. They will work with you to ensure you can place your order.
Buying from Preferred Partners
|
Vendor |
|
|
|
|
Phone Number |
|
Office Depot |
ECAT 1 <$2500* |
Yes, <$2500* |
Only for equipment >$500 |
Requisition or laundry list - mail to 56-022 or fax to: 252-1500 |
253-4760 |
|
VWR |
ECAT 1 <$2500* |
Future: <$2500* |
Only for equipment >$500 |
Requisition - mail to 56-070 or fax to 253-8374 |
253-1881 |
|
BOC |
ECAT 1 <$2500 |
No |
No |
Requisition or laundry list - mail to 56-022 |
253-4761 |
|
MCC/ NECX |
Future: ECAT 2 |
Not recommended, sales tax will be charged |
Yes, for any item in NECX catalog, including equipment |
Requisition - mail to W20-021 or E18-360 (preferred) |
253-7686 (MCC) |
|
DHL |
No |
No |
No |
Air bill with cost center, wbs element or internal order specified |
1-800-CALLDHL |
|
Olsten |
No |
No |
No |
Fax requirements to 617-577-9494 |
(617) 577-9393 |
|
Shading |
=Preferred buying methods as of October 13, 1998. |
|
*Note: |
No equipment -- either capital (>$3000) or minor (between $500 and $2999) -- may be purchased through ECAT1 or the VIP Card. |
4. |
Attention Data Warehouse Users: "Chart of Accounts" Data now Available through the Warehouse |
SAP users can run a considerable variety of financial reports within SAP. Additional financial reports are available from the Data Warehouse. The Data Warehouse is a read-only database that integrates data from various MIT administrative systems, including SAP, and stores it in one location. Financial data from SAP is extracted and stored in the Data Warehouse.
One of the most used Summit reports is the chart of accounts query. This report is now available from the Data Warehouse. It is called "Cost Collectors by Profit Center," and can be downloaded from the Data Warehouse home page.
Note that before you can use the Data Warehouse, you must be granted access, and download BrioQuery, the program used for accessing warehouse data. There is extensive information on the Data Warehouse Web pages at http://web.mit.edu/warehouse.
If you need assistance using the Data Warehouse, send email to Data Warehouse at warehouse@mit.edu.
5. |
SAP User Documentation Now Available through Copy Technology Center |
All SAP user documentation is accessible online from the SAP Documentation page and may be viewed and printed from the Web, per instructions on the documentation pages.
Now there is an additional way of obtaining SAP documentation. The following documents are available from the Copy Technology Centers (at no charge to MIT departments, labs, and centers):
|
User Guides |
|
|
Quick Guides |
|
|
Self Studies |
|
Send email to Copy Technology Center at ctc-sapdocs@mit.edu, or call 3-2806.
Include the following information in your order:
- The title of the document you wish to order
- Number of copies
- Delivery location (MIT building and room)
- Name and phone number of person who will receive the delivery
- Name and phone number of person to contact with questions (if different from delivery recipient)
6. |
JV Upload Demonstration, October 29 |
Did you know that you can import JVs into SAP from a spreadsheet, instead of keying them in line by line? This JV upload feature became available during the summer (see SAP Newsletter, August 1, 1998.)
If you do lengthy, recurring journal vouchers, you may be interested in a demonstration of the JV upload to be held at the October SAP User Group meeting.
The meeting will be held from 2 - 3 pm, Thursday, October 29, in Room E25-111.
7. |
New SAP Summary Statement and DTR Documentation |
In October, account supervisors and addressees received two sets of September monthly statements: the first printed from the "classic" system and, about a week later, a second set printed directly from SAP. The two versions were provided so that users can review and compare the "classic" to the SAP statements. Comments, suggestions for improvement, error reports, etc. are requested and should be sent via email to reporting@mit.edu.
The following documentation is available on the new centrally printed versions of the SAP Summary Statement and DTR reports:
On-line Web Documentation: CAO has developed the following overview documents, which can be viewed from the Web:
Copies may be printed from Netscape by pressing the Print button, or you may request a copy from CAO or your School or Area Coordinator.
Summary Statement and Detail Transaction Report User Guide: This is a new user guide that contains more detailed information. Copies may be printed from Netscape using Adobe Acrobat Reader or you may request a copy from the Copy Technology Centers. (See article 5 above.)
8. |
Update on SAP Financial Reports |
Significant improvements and bug fixes continue to be made to SAP financial reports, as a quick scan of prior months' newsletters reveals. Many of these changes are based on feedback, suggestions, and problem reports received from the user community. This feedback is invaluable. As always, if you note any problems with the content or functionality of SAP reports, or if you have comments about how they could be made more useful, please let us know by sending email to reporting@mit.edu.
Here's what's new this month: As of October 7, the changes described in the table below were made to the Summary Statement and Detail Transaction Report.
Summary Statement /Detailed Transaction Report (DTR)
|
New Feature or Problem Description |
Status |
|
Purchasing Transactions Now Rolled up to
Header Level: |
New Feature effective 10/7/98. |
|
Proper Grouping of "undefined" Cost
Elements: |
Problem fix effective 10/7/98. |
|
Proper grouping of new Vacation Accrual Cost
Element: |
Problem fix effective 10/7/98. |
|
Manual Reservations Text: |
Problem Fix effective 10/7/98. |
|
Ability to Exclude Cost Objects by Term Code: There are new checkboxes on the Summary Statement selection screen that let you exclude cost objects by Term Code, e.g., to omit Term Code 3s (expired MIT accounts). |
New Feature effective 10/7/98. |
|
Ability to Group Cost Objects of Different Types to Produce a Consolidated Summary Statement: You can now consolidate any grouping of cost objects, not just projects (WBS elements). You are now given the option of viewing the report as a single consolidated report or as individual reports on each cost object. |
New Feature effective 10/7/98. |
|
Clean up of Old Purchase Requisitions: People comparing SAP statements to "classic" system statements have noticed some old open purchase requisitions on their SAP statements that don’t appear on the classic statements. Unlike the old system, SAP shows requisitions not yet turned into POs as commitments on the DTR. User feedback to date has been that this is a good thing. However, some of the requisitions showing up are very old, and appear to be in the system in error. Responding to this feedback, the Procurement Department, CAO, IS, and MR have been working to close out these old reqs. Cleanup should be completed during October, at which time, we will move on to investigating old Purchase Orders still showing as commitments in SAP. The goal is to make purchasing commitments data in SAP as accurate as possible. |
In Process |
|
Removal of "Posting Date" Column: The "Posting Date" column on the DTR has been removed, because users have indicated that this information is not useful, especially since the transaction date is also provided. |
Removed as of 10/7/98. |
