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Procurement Card Inbox

Your inbox contains the procurement card transactions sent to you for verification and posting. You can perform the following actions from the inbox:

Post charges.
Change the G/L account and/or cost object of the charge.
Drill down to the "Procurement Card Details" page to split the charges or change the transaction.
Print the transactions listed on the page.

Review Transactions

Use the tabs on the right to see all the transactions in your inbox, ten at a time. See Related Topics (below) for an explanation of the list tabs.

Sort Transactions

Click on the Sort by bar on the right.
Click on a field to sort on it.

The screen refreshes itself and then displays the transactions sorted by the selected field. When you sort by amount, the debit amounts will be in descending order.

Fields (left to right)	Description	Use
Selection Box: (untitled)	Used to select a transaction listed on the page.	Click in the box to select the transaction you want to post. You can also use the Select All and Deselect All buttons (top of column) to select/deselect the entire list of transactions.
Document Date:	Date the transaction occurred.	Display only.
Document Number:	Document number assigned to the credit card transaction.	Click the document number to see more details on the charge, or to split the charges.
Cardholder Name:	Name of the person whose procurement card was used for the transaction.	Display only.
Vendor:	Identifies the vendor who was paid by the procurement card.	Display only.
G/L Account:	G/L account assigned to the transaction.	You can change this field. To find the G/L account number, click the Search button to the right of the field. See Related Topics below for more information.
Cost Object:	Cost center, internal order, or WBS element the cost is charged to.	You can change the cost object.
Debit Amount:	Amount charged to the credit card.	Display only.
Credit Amount:	Amount credited to the credit card.	Display only.

Split Charges

Click once on the link to the document number to split the charges among cost objects, G/L accounts, or both. You go to the "Procurement Card Details" page.

Post Transactions

Click in the selection box on the left to select the transaction(s) you want to post.

Note: You can also use the Select All and Deselect All buttons (top of column) to select/deselect the entire list of transactions.
Click the Post Selected Items button. The transaction you just posted appears with a green check mark on the left.
Click the Refresh button to see your updated inbox.

Print the Page

Click the Print button (upper left) to print the contents of the page you are on.

JV/Credit Card Report

To run a report on the credit card transactions, go to the JV/Credit Card Report on the Accounting tab.

Related Topics:
Icons
Perform a Search
Using the List Tabs

Procurement Card Details

You can split the charge or change other fields on this page before posting the transaction.

Note: After a transaction has been posted, it cannot be changed.

Review/Change Transactions

You can change the G/L Account, Cost Object, Debit Amount, Credit Amount (for a reversed charge) and Transaction Notes. All other fields are display only.

Header text (display only)

Company Code:	Company code the transaction was assigned to.
Document Type:	Identifies the type of document created. SC = procurement card transaction
Document Date:	Date the transaction occurred.
Document Number:	Document number assigned to the credit card transaction.
Posting Date:	Date transaction was posted.
Posting Period:	Fiscal period in which the charge was created.
Reference:	Text referring to the cardholder who made the transaction.
Fiscal Year:	Fiscal year the credit card transaction was created.
Header Text:	Text that was entered when the credit card transaction was created.
Originator:	Person who created the transaction.

Line item text

# (display only)	Indicates the line item of the transaction.
G/L Account:	G/L account to which the cost is assigned. Note: To find a G/L account, click the Search (binoculars) button on the right of the field. See Related Topics below for performing a search.
Cost Object:	Cost center, internal order, or WBS element the cost is charged to.
Line item text: (display only)	Description about the charge.
Debit Amount:	Amount charged to the cost object. Note: If the Debit Amount field can be changed, then the Credit Amount field is display only.
Credit Amount:	Amount credited to the cost object. You can change this field only for a reversed charge. Note: If the Credit Amount field can be changed, then the Debit Amount field is display only.
Procurement Card Transaction Notes:	Reason you are changing the transaction.

Split a Charge

1. Enter these fields in the blank lines below the line item you want to split:

a) G/L account - Click the Search (binoculars) button on the right to find a G/L account number. See Related Topics below for performing a search.
b) Cost object
c) Debit amount
d) Credit amount (for reversed charges)

Important: Be sure the total debits and credits match.

Note: If you need more than ten line items, use the list tabs on the right to display more lines. See Related Topics below for using the list tabs.

2. Type in an explanation for the charge(s) in the Procurement Card Transaction Notes box on the bottom left of the screen.

3. Click the Check button to verify your changes.

Post Transaction

1. If the check was successful, click the Complete button. The message that your document was posted appears on top of the page.

2. Click the Return to Inbox button.

You return to the "Procurement Card Inbox" page. A green check mark indicates your transaction was posted. Click Refresh and it will disappear from your inbox.

Return to Inbox

Click the Return to Inbox button at any time to return to the "Procurement Card Inbox" page without saving your changes.

Related Topics:
Icons
Perform a Search
Using the List Tabs

Requisition Approver Inbox

The requisition approval inbox shows the requisitions that need to be approved or rejected. You can perform the following actions from the inbox:

Approve the entire requisition without changing it.
Delete the entire requisition.
Drill down on the requisition number to change or reject entire requisitions; approve or delete selected line items.

Review Requisitions

Use the tabs on the right to scroll through the requisitions if there are more than ten. See Related Topics (below) for an explanation on using the list tabs.
Click the Display Entire List button to display all the requisitions in your inbox on a separate page. Note: You cannot drill down on a requisition when you are on this page.

Sort Requisitions

1. Click on the Sort by bar on the right.

2. Click on a field to sort on it.

The screen refreshes itself and then displays the requisitions sorted by the selected field.

Fields (left to right)	Description	Use
Selection Box: (untitled)	Used to select a requisition listed on the page.	Click in the box to select the one you want to approve, delete, or print. You can also use the Select All and Deselect All buttons (top of column) to select/deselect all of them.
Requisition Number:	Number assigned to the requisition.	Click the requisition number to change or reject the entire requisition; approve or delete selected line items.
Created By:	Person who created the requisition.	Display only.
Vendor Name:	Vendor that the goods or services were purchased from.	Display only.
Release Codes:	Level of requisition approval required for the approver's release strategy model.	Display only.
Plant:	GPLT for external reqs; appropriate plant code for internal provider reqs	Display only.
Creation Date:	Date requisition was created.	Display only.
Cost Object:	Cost center, internal order, or WBS element the cost is charged to.	Display only.
Requisition Value:	Amount of requisition.	Display only.

Approve or Delete the Entire Requisition

1. Click in the check box on the left to select the requisition(s).

Note: You can also use the Select All and Deselect All buttons (top of column) to select/deselect the whole list of requisitions.

2. Click Approve Selected or Delete Selected.

3. Click the Refresh button to see your updated inbox.

For deleted requisitions, a "D" appears in the ckeck box and the text is in red, strikethrough font. The requisition will be removed from your inbox, but not permanently deleted from the system. You can still view it using "Display Requisitions."

Print Requisitions

Important: If you are not set up with an SAP printer, you will not see the SAP Selected button.

1. Click in the check box on the left to select the requisition(s); then click the SAP Selected button to print the requisition to your designated SAP printer. You will print the requisition in requisition format.

Note: You can also use the Select All and Deselect All buttons (top of column) to select/deselect the whole list of requisitions.

2. Click Print This Page to print from the browser. You will receive a copy of what is displayed on the "Requisition Approver Inbox" page.

Note: To change your SAP default printer, see Changing Your Default Printer in SAP for MIT Documentation on the Web.

Change or Reject Entire Requisitions: Approve or Delete Selected Line Items

Click the requisition number. You go to the "Approve/Change Purchase Requisition" page where you can make these changes.

Related Topics:
Icons
Using the List Tabs

Requisition Approver Inbox Entire List

This page lists all the requisitions in your inbox. Scroll down to see the entire list. This information is for display only.

Click Print to print the list.

Click Return to Inbox to go back to your inbox.

Approve/Change Purchase Requisition

You can perform the following actions to the requisition:

Change the requisition before approving it.
Approve selected line items.
Delete selected line items.
Reject entire requisition.

Change the Requisition

1. Change any of the following fields.

(for the entire requisition)
Goods recipient	Person receiving the goods or services.
Unloading point	Location where the goods or services will be delivered.
Rejection text, items notes, and delivery text	Click the Edit Text button to enter, edit, or review rejection text, item notes, or delivery instructions. You go to the "Change Purchase Requisition: Item Notes & Delivery Text" page. Note: A ". . . " after a text field indicates that additional text follows. Click the Edit Text button to see more.
Use this Cost Object for all items	Enter the cost object to change the cost object for all line items. Click Apply.
Use this G/L account for all items	Enter the G/L account to change the G/L account for all line items. Click Apply.
(for each line item) - Item Summary Section -
Edit Short Text	Type in a brief description of the item ordered. Include SKU, part, or model number, if known. Click the Edit Long Text button to enter the item text. You go to the "Change Purchase Requisition: Edit Long Text" page. Note: If the line item has been approved or deleted, the Display Short Text button and the Display Long Text button appear instead.
Quantity	Number of items ordered.
Unit	Unit of measure for the item. Click the Search (binoculars) button to display a list of measurements. See Related Topics for performing a search.
Price	Cost of each item ordered.
Material Group	Classification of goods or services purchased. Click the Search (binoculars) button to display a list of material groups. See Related Topics for performing a search.
Tracking Number	Requisition number from a paper requisition or other source document.
Delivery Date	Date items will be delivered (mmddyy).
Distrib	Percent of the total charge that will be assigned to a cost object.
Cost Object	Cost object the cost is assigned to. Note: To use the same cost object for all line items, enter that cost object in the Use this Cost Object for all items: field and click Apply (below the Delivery Text).
G/L account	G/L account number the cost is assigned to. Use the Search (binoculars) button to find one. See Related Topics below for performing a search. Note: To use the same G/L account for all line items, enter that G/L account in the Use this G/L Account for all items: field and click Apply (below the Delivery Text).

2. Click Save Changes to save your changes, or click Return to Inbox to cancel your changes. You return to "Requisition Approver Inbox" in either case.

Approve Selected Line Items:

You can change the requisition or line item before approving it.

1. Click in the blank selection box to the left of the item number(s).

Note: You can use the Select and Deselect All buttons (top left column) to select or deselect all the line items.

2. Click the Approve Selected button (top of Item Summary section). A check mark in a green circle appears before the line item number.

Delete Selected Line Items:

1. Click in the blank selection box to the left of the item number(s).

Note: You can use the Select and Deselect All buttons (top left column) to select or deselect all line items.

2. Click the Delete Selected button (top of Item Summary section). A red "D" appears before the line item number and the text is in red, strikethrough font.

Reject Entire Requisition:

Important: You can only reject requisitions that have line items that have not been previously approved or deleted line items. You cannot reject a requisition with approved line items.

1. Enter the reason you are rejecting the requisition using the Edit Text button. You go to the "Change Purchase Requisition: Item Notes & Delivery Text" page.

2. Click the Reject button back on the "Approve/Change Purchase Requisition" page.

A check mark in a red circle appears before all open line items, indicating they are rejected.

Print the Requisition

Important: If you are not set up with an SAP printer, you will not see the SAP button.

1. Click in the check box to select the requisition; then click the SAP button to print the requisition to your designated SAP printer. You will print the requisition in requisition format. Note: You can also use the Select All and Deselect All buttons (top of column) to select/deselect the whole list of requisitions.

2. Click Print This Page to print from the browser. You will print what is displayed on the "Approve/Change Purchase Requisition" page.

Note: To change your SAP default printer, see Changing Your Default Printer in SAP for MIT Documentation on the Web.

Related Topics:
Icons
Perform a Search

Change Purchase Requisition: Item Notes & Delivery Text

This page is displayed when you clicked on the Edit Text button on the "Approve/Change Purchase Requisition" page.

1. Enter/edit the rejection text, item notes, and delivery text for the requisition in the appropriate boxes below. Note: Only approvers can fill out the rejection text.

Rejection Text: (approvers only)	Reason you are rejecting this requisition.
Item Notes:	Type in any internal notes and/or vendor justification, if required. If the requisition total is $10,000 or more, send vendor quotes to the Procurement Office and indicate if you are sending backup material. Enter information about your vendor here, if the vendor used was not on the Vendor Matchcode list when you created the requisition.
Delivery Text: (optional)	Enter specific delivery instructions, if needed.

2. Click Save Changes to save your changes, or click Return to Requisition to cancel your changes. In either case, you return to the requisition you were working on.

JV Inbox

Your JV inbox contains journal vouchers that have been rejected and returned to you for correction. You can correct them and route them back to CAO for approval.

Review Journal Vouchers

Use the tabs on the right to see the list of journal vouchers in your inbox, ten at a time. See Related Topics below for using the list tabs.

Change Journal Vouchers

Click once on the link to the JV or the Execute Workitem button to change the journal voucher. The "Change a Journal Voucher" page is displayed.
After you complete the journal voucher, a green check mark appears in the Execute Workitem column. When you park a JV, the icon stays the same.
Click Refresh to update your inbox. Your completed JV is sent through the workflow.

Print the List of Journal Vouchers in Your Inbox

Click the Print button at the top left.

Related Topics:
Change a Journal Voucher
Using the List Tabs

Change a Journal Voucher

Make changes to a parked journal voucher and then park or complete it.

Review Line Items of a Journal Voucher

Use the tabs on the right to scroll through ten line items at a time. See Related Topics for an explanation of the tabs.

Change the Journal Voucher

You can change all the fields on this page except:

Company Code
Document Type
Document Number
Posting Period
Fiscal Year
Originator
Status
Object Type

Enter the fields the same as you would on the "Create a JV" page. See Related Topics below for links to more information.

Note: When you delete an item, the amount is erased but the rest of the information remains on the journal voucher.

Delete Line Items

Click in the selection box on the left to select the line item(s) you want to delete.

Note: You can also use the Select All and Deselect All buttons (top of column) to select/deselect the whole list of requisitions.
Click the Delete Selected Items button.

The line item will be removed from your inbox, but not permanently deleted from the system.

Repeat Search

Click the New Search button to return to the "Search for a Journal Voucher" page.

Related Topics:
Create a JV

Requisition Creator Inbox

Your inbox contains the requisitions that you submitted for approval and were rejected. You can perform the following actions from your inbox:

See all your requisition that were rejected.
Drill down on the requisition number to change the requisition.
Delete the entire requisition from your inbox.

Browse Requisitions

Use the tabs on the right to scroll through all the requisitions in your inbox if you have more than ten. See Related Topics for using the list tabs.
Click the Display Entire List button to display a list of all your requisitions on a separate page. You cannot drill down on a requisition on this page.

Sort Requisitions

1. Click on the Sort by bar on the right.

2. Click on a field to sort on it.

The screen refreshes itself and then displays the requisitions sorted by the selected field.

Fields (left to right)	Description	Use
Selection Box: (untitled)	Used to select a requisition listed on the page.	Click in the box to select the one you want to delete or print. You can also use the Select All and Deselect All buttons (top of column) to select/deselect all of them.
Requisition Number:	Number assigned to the requisition.	Click the requisition number to change the requisition.
Vendor Name:	The vendor that the goods or services were purchased from.	Display only.
Plant:	GPLT for external reqs; appropriate plant code for internal provider reqs	Display only.
Creation Date:	Date requisition was created.	Display only.
Cost Object:	Cost center, internal order, or WBS element the cost is charged to.	Display only.
Requisition Value:	Amount of requisition.	Display only.

Change Requisitions

1. Click the requisition number. You go to the "Change Purchase Requisition" page.

After saving your changes, you return to the inbox.

2. Click Refresh to see your updated inbox.

Delete Requisitions

1. Click in the check box on the left to select the requisition(s) you want to delete.

Note: You can also use the Select All and Deselect All buttons (top of column) to select/deselect the whole list of requisitions.

2. Click the Delete Selected button.

3. Click the Refresh button to see your updated inbox.

The requisition will be removed from your inbox, but not permanently deleted from the system. You can still view it using "Display Requisitions" on the Purchasing tab.

Print Requisitions

Important: If you are not set up with an SAP printer, you will not see the SAP Selected button.

Note: You can also use the Select All and Deselect All buttons (top of column) to select/deselect the whole list of requisitions.

2. Click Print This Page to print from the browser. You will receive a copy of what is displayed on the "Requisition Creator Inbox" page.

Note: To change your SAP default printer, see Changing Your Default Printer in SAP for MIT Documentation on the Web.

Related Topics:
Icons
Using the List Tabs

Requisition Creator Inbox Entire List

This page lists all the requisitions in your inbox. Scroll down to see the entire list. This information is for display only.

Click Print to print the list.

Click Return to Inbox to go back to your inbox.

Change Purchase Requisition

You can correct the requisition that was rejected and send it back to the approver.

Change the Requisition

1. Change any of the following fields.

(for the requisition)
Goods recipient	Person receiving the goods or services.
Unloading point	Location where the goods or services will be delivered.
Item notes and delivery text	Click the Edit Text button to enter, edit, or review the rejection text, item notes, or delivery text. A "..." indicates that more text follows. Click the Edit Text button to see more. You go to the "Change Purchase Requisition: Item Notes & Delivery Text" page. The rejection text can only be entered by the approver.
Use this Cost Object for all items:	Enter a cost object to change the cost object for all line items. Click Apply.
Use this G/L account for all items:	Enter a G/L account to change the G/L account for all line items. Click Apply.
(for each line item) - Item Summary Section -
Edit Short Text	Type in a brief description of the item ordered. Include SKU, part, or model number, if known. Click the Edit Long Text button to enter item text. Note: If the item was approved or deleted, the Display Short Text field and the Display Long Text button appear instead.
Quantity	Number of items ordered.
Unit	Unit of measure for the line item. Click the Search (binoculars) button to display a list of measures. See Related Topics below for performing a search.
Price	Cost of each item ordered.
Material Group	Classification of goods or services purchased. Click the Search (binoculars) button to display a list of material groups. See Related Topics below for performing a search.
Tracking Number	Requisition number from a paper requisition or other source document.
Delivery Date	Date items will be delivered (mmddyy).
Distrib	Percent of the total charge that will be assigned to a cost object and G/L account.
Cost Object	Cost object the cost is assigned to. Note: To use the same cost object for all line items, enter that cost object in the Use this Cost Object for all items: field and click Apply (above Delete Selected button).
G/L account	G/L account number the cost is assigned to. Use the Search (binoculars) button to find one. See Related Topics below for performing a search. Note: To use the same G/L account for all line items, enter that G/L account in the Use this G/L Account for all items: field and click Apply (above Delete Selected button).

2. Click Save Changes to save and send the requisition back to the approver, or click Return to Inbox to cancel your changes. You return to the "Requisition Creator Inbox" page in either case.

Delete Selected Line Items

1. Click in the blank selection box to the left of the item number.

2. Click Delete Selected button (top of Item Summary section). A "D" appears before the item number and the text in the fields appears in red, strikethrough font.

Printing

Important: If you are not set up with an SAP printer, you will not see the Print Selected button. To print the page, use your browser's print function. You will receive a hard copy of what is on the page, but not in requisition form.

Click in the selection box on the left to select the requisition(s) you want to print.

Note: You can also use the Select All and Deselect All buttons (top of column) to select/deselect the whole list of requisitions.
Click the Print Selected button.

The entire requisition will be printed to your default SAP printer. A message identifying your printer appears below the page title. To change your SAP default printer, see Changing Your Default Printer in SAP for MIT Documentation on the Web.

Related Topics:
Icons
Perform a Search

Change Purchase Requisition: Item Notes & Delivery Text

1. Enter or edit the item notes and delivery text for the requisition in the appropriate boxes below. Note: Only approvers can change the rejection text.

Rejection Text:	Approvers only.
Item Notes:	Type in any internal notes and/or vendor justification, if required. If the requisition total is $10,000 or more, send vendor quotes to the Procurement Office and indicate if you are sending backup material. Enter information about your vendor here, if the vendor used was not on the Vendor Matchcode list when you created the requisition.
Delivery Text: (optional)	Enter specific delivery instructions, if needed.

2. Click Save Changes to save your changes, or click Return to Requisition to cancel them. In either case, you return to the requisition you were working on.