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Purchasingt: Print All Purchasing Help
Print All Purchasing Help
Important Business Rules
- To initiate a purchase with an ECAT vendor, begin at the ECAT vendor website,
not SAPweb.
- A dollar amount for each line item is required (even with Internal Provider
reqs).
- Requisitions may be sent for approval (release) within your department before
they are sent to Procurement or the MIT Internal Provider.
- No action can be taken by Procurement on a requisition until all items are
released. Once released, Procurement will receive the requisition and assign a
PO number.
- Once a requisition has been approved, any changes require change orders.
- To create blankets and subcontracts, indicate begin and end dates of contract
in Item Note field and reverse quantity and price.
Justifications
When purchasing from external vendors, justification for your choice of vendors
is required for requisitions that total over $5,000.
For requisitions over $10,000,you must send written quotations and other
related documentation to the Procurement Office. Be sure to include the SAP
requisition number.
Note: A justification is not needed for purchases from partner
vendors or internal providers.
For detailed information on justification rules, see Section 2.5 under the
Policies and Procedures link on the Procurement
Department's home page.
Partner Requisitions (ECAT)
An MIT partnership agreement with major suppliers for purchasing goods and/or
services. The Partner Vendors are Airgas, Apple Computer, Dell Computer, GovConnection, Minuteman
Press, Grainger, Office Depot, and VWR International.
With Partner requisitions, using the electronic catalogs adds an additional
initial layer of steps, but ultimately many timesaving advantages as well. The
vendors will ask you to fill out shipping information before you order.
You will then select items directly out of the online catalog creating an electronic
shopping basket full of your selected items.
- Access vendor's online catalog and fill out required information.
- Select items from catalog, or use existing lists to create new order.
- Submit order to SAP.
- Complete the SAPweb screen.
- Submit the SAPweb requisition.
- SAP requisition number is assigned.
- If required, requisition is routed to departmental approver for release.
- Requisition turned into PO electronically.
Partner Vendors (ECAT)
- Airgas: lab gases
- Apple Computer: computers and accessories from Apple
- Dell Computer: computers and accessories from Dell
- GovConnection: computer supplies
- Minuteman Press: MIT stationery and business cards
- Grainger: maintenance, repair, and operating (MRO)
products
- Office Depot: office supplies
- VWR International: lab/chemical supplies
Non-partner Requisitions
Non-partners or external vendors are non-MIT organizations that provide goods
or services to MIT. Examples are Hewlitt Packard and Acme Rug.
- Complete and submit the SAPweb online requisition form.
- SAP requisition number is assigned.
- Requisition is routed to departmental approver for release.
- Procurement creates a purchase order for the requisition; a PO number is
assigned.
Internal Provider Requisitions
Internal Providers are MIT organizations that provide goods or services to
other MIT departments for a fee. Twelve of the internal providers on campus
accept SAPweb requisitions including Facilities, MIT Catering, and Copy Tech.
- Complete and submit SAPweb online requisition form.
- SAP requisition number is assigned.
- Requisition is routed to the departmental approver for release.
- The internal provider receives the requisition, fulfills the order and de-commits
the requisition and bills the department.
Internal Providers
An internal provider is an organization within MIT that provides goods and services to other MIT departments for a fee.
You can see a list of internal providers on the MIT Procurement Department
Web site. Under “Short Cuts” (middle of page near bottom) select “Internal providers” from the drop down menu and click on the Go button.
Return to SAPweb to create a requisition.
What happens to my requisition after I complete it?
- Some requisitions may require departmental approvals depending on dollar
amount and your authorizations.
- Once at Procurement, some commodities require special review, such as equipment
purchased for sponsored research, food and beverage, etc.
- Post-approval, ECAT vendor requisitions automatically receive a PO number.
Internal provider requisitions never get PO numbers.
Shipping information required by vendor
- Use capital letters when entering MIT building and room numbers for shipping
address.
- Fill in shipping information at ECAT vendor website.
- NECX - requires loading dock address for UPS ground deliveries.
- Other vendors will deliver direct and require building and room information
at the time that you place the order.
Non-partner Requisition Entry Field Instructions
1. Enter the following fields. All fields are required unless otherwise noted.
The fields are listed in the order in which they appear on the requisition form.
General Information
| Requisitioner |
SAPweb fills the Requisitioner field
with the userid from the certificate of the person completing the form,
but you can change it when appropriate. Enter the name of the person for
whom the goods or services are being ordered, using the format of a first
initial followed by last name, e.g., G.Smith. The requisitioner is not necessarily
the person creating the requisition or the Goods Recipient. |
| Deliver
To |
SAPweb automatically fills this field
with the userid of the person completing the form, but you can change it
when appropriate. Enter the name of person who will sign for the goods when
delivered, also referred to as the Goods Recipient. Use
the format of a first initial followed by last name, e.g., G.Smith. |
| Delivery
Loc |
Enter the MIT address and phone number
where the goods will be delivered, using the following format: In the first
field, enter the MIT building and room number of the goods recipient, i.e.
the person who will be signing for the delivered goods. In the second field,
after the slash, enter the goods recipient's seven-digit phone number. For
example: E12-808/253-4565. |
Desired
Vendor |
For purchases from external vendors,
enter the six-digit vendor code. You may use the Search
option outlined below to locate the vendor number for your desired vendor.To
use the Search option, click the Name Search button and
enter part of the vendor's name in the field, e.g., hewlett
for Hewlett Packard.
If your search returns multiple vendor numbers for your vendor, always
pick the lowest vendor number if your desired vendor does not appear in
the list, enter the vendor name, address, fax number, and main phone number
in the Item Note field. The Procurement Office
will add the vendor to the vendor list. |
Requisition
Tracking Number |
This is an optional field. If you are
using SAPweb to enter a requisition from an MIT paper requisition form,
or other source document, enter the requisition number listed on the paper
form. |
| Item
Text |
If you intend to contact the vendor
to place the order yourself, click the checkbox. This will ensure that the
order is not placed twice. |
| Item
Note |
Enter any internal notes and/or vendor
justification, if required. If the requisition total is $10,000 or more,
remember to send vendor quotes to the Procurement
Office and indicate in the Item Note field that you are sending
this backup. Be sure to mark all supporting documentation with the SAP requisition
number. For purchases from internal providers, this field is optional. Vendor
justification is not required for internal provider requisitions. |
| Delivery
Text |
This field is optional. Enter specific
delivery instructions, if necessary. You can also enter any text you would
like to have printed on the purchase order. |
Detail Information
| Short
Text |
Enter a short description of the item
you are purchasing. Include SKU or part number, if applicable. If you need
more space, click the down arrow below the field. The "Add More Text. .
. " pop-up window will appear. Enter the text and click the Done
button at the bottom of the window. |
| Quantity |
Enter the quantity of the item you are
ordering. |
| Units |
Enter the unit of measure for this line
item. The field defaults to EA (each). Click the down arrow
on the right to find other units of measure. |
| Price
per Unit |
Enter the quoted or catalog price per
unit in this field. |
| Delivery
Date |
Enter the calendar date you want the
goods to be delivered (mm/dd/yyyy). For example: 04/08/2003. |
| Material
Group |
Material groups classify goods by commodity
or service type and are used for reporting purposes. For example, desks
belong to the material group: 1920 Furniture and Furnishings.
This field will be used by the Procurement Office for reporting. To select
a material group, click the down arrow. If you are not sure which to choose,
pick the material group that is the closest match. |
| Distribution |
You can distribute the cost of your
purchase across as many as three cost objects. The field defaults to 100
for charging the entire cost to one cost object. For each cost object, enter
the percentage of the cost to be charged to the cost object. Do not enter
the % (percent) sign. |
| Cost Obj
|
Enter the seven-digit cost object number. |
| G/L Acct |
Enter the G/L account number. To find
one, click the down arrow on the right. Enter part of the G/L account name
in the pop-up window and click Search. For example, to
find all equipment G/L accounts, enter: equip. |
Note: Use the Copy Previous button under
the line item number to repeat information from the previous line item. To clear
the line item fields, use the Clear Item button.
2. Click the Submit Requisition button to create a requisition
or the Clear Form button to cancel what you've entered.
Special Requisitions Entry Field Instructions
You can use SAPweb to create special requisitions: blanket
orders, subcontracts,
and change orders. Use the online
help for the SAPweb "Create Purchase Requisition" page as well
as the instructions on this page if you need to create a special requisition.
Blanket Orders
A blanket order is a large, standing purchase order for common or repetitive
purchases from a vendor. A typical blanket order has:
- a total allowable amount (e.g., not to exceed $1000)
- a period of performance (e.g., a fiscal year)
- a description of goods to be ordered (e.g., electrical components)
Requisitioners can purchase against the order until the amount of the blanket
order is depleted.
To create a blanket order, follow the instructions for creating a standard
requisition with the following exceptions.
- Use the Short Text field to indicate that it is a blanket order by
typing "Blanket Order" before the normal short text; for example, "Blanket
Order / Electrical Components."
- Below the Short Text field, click the Add more text to line
item down arrow. Type the beginning and ending dates of the blanket
order and the names of users authorized to place orders on this blanket order.
- In the Quantity field, type the total dollar amount of the blanket
order.
- Type "EA" in the Units field.
- Enter "1" in the Price per Unit field.
- In the Delivery date field, type the date the blanket order will
go into effect.
- Submit the blanket order by clicking the Create Requisition in SAP
button at the bottom of the requisition form.
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Subcontracts
A subcontract is an award for research and development work that references
a sponsored contract or grant. To create a subcontract, follow the instructions
for creating a standard
requisition with the exceptions described below.
Note: You may want to review the link for the Office of Sponsored
Programs in the Other Resources section below.
- Use the Short Text field to indicate that this is a subcontract and
what kind of contract it is; for example, "Subcontract for a research and
development project."
- Below the Short Text field, click the Add more text to line
item down arrow and enter the period of performance dates.
- In the Quantity field, type the total dollar amount of the contract.
- Type "EA" into the Units field.
- Enter "1" into the Price per Unit field.
- In the Delivery date field, type the date the subcontract will go
into effect. (This must be a date in the future.)
- Submit the subcontract by clicking the Create Requisition in SAP
button at the bottom of the form.
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Change Orders
You can request changes to a purchase order using a change order requisition.
A change order requisition is essentially a message to the Procurement Office
detailing the changes to be made to a purchase order. The Procurement Office
edits the purchase order according to the instructions in the change order requisition.
If the amount of the change order requisition is under the dollar limit requiring
approval, the change order will not be routed for approval. This is true even
if the original requisition did require approval. Procurement will contact the
requisitioner or approver with questions about the change order.
Note: Change orders are for changes to purchase orders only.
Do not create a change order if your original requisition has not yet been made
into a purchase order. To request changes to a requisition, contact your requisition
approver.
Before you begin:
Use the SAPweb Display
Purchase Order function to find and print the purchase order so that you
will have the information you need for the change order requisition. The procedures
for creating a change order depends on the type of changes you wish to make.
The instructions are listed below.
Add New Line Items to PO
Change Existing Information on PO
Change Existing PO and Add New Line Items
Add New Line Items to PO
- Click Create a Requisition from the drop-down menu
on the Purchasing tab.
- On the Purchasing home page, select External Vendor and
choose the appropriate number of line items.
- Click the Generate Req Form button.
- Complete all General Information fields with the
same information as the original purchase order, but leave the Item Note
and Delivery Text fields blank unless you need to provide a vendor
justification in the Item Note field.
- Line Item 10:
- In the Short Text field, type "C/O to xxxxxxxxxx" (xxxxxxxxxx
is the PO number for the purchase order).
- Click the down arrow to Add more text to line item.
In the text box that appears, type "Add new line item(s)" and enter the
description for the first line item you are adding to the purchase order.
- Complete the remaining fields for the first line item as for a standard
requisition.
- Complete other line items on the form to add any more line items.
- Submit the requisition.
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Change Existing Information on PO
You will create only one line item for this type of change order.
- Click Create a Requisition from the drop-down menu
on the Purchasing tab.
- On the Purchasing home page, select External Vendor and
choose the appropriate number of line items.
- Click the Generate Req Form button.
- Complete all General Information fields with the
same information as the original purchase order, but leave the Item Note
and Delivery Text fields blank unless you need to provide a vendor
justification in the Item Note field.
- In the Short Text field of line item 10, type "C/O to xxxxxxxxxx"
(xxxxxxxxxx is the PO number for the purchase order). For example:
| Short Text: |
C/O to 4512345678 |
- Click the down arrow to Add more text to line item. In
the text box that appears, enter a detailed description of all changes to
the PO, line item by line item. It is not sufficient to say "add $100 to my
total order." Procurement needs to know the changes to make to each line item.
For example:
| Additional Text: |
Line item 30: Increase quantity of rivets by 25. New total quantity
= 125 rivets.
Line item 70: Increase per unit price for ratchets by $10. New price
= $47 each.
Please charge all line items to cost object 1410000 instead of 9080000. |
- Complete the rest of the fields in line item 10 as follows:
| Quantity: |
1 |
Units: |
EA |
Price per unit: |
Total dollar amount of increase to the PO, or if there is
no change or a reduction in amount, enter $1. |
Delivery Date: |
Same as original PO, or if the original date has already
passed, enter a date in the future. |
Material Group: |
Same as original PO, or if you do not know the original
material group, enter an appropriate one. |
Account Assignments: |
Same as original PO, or if you are changing account assignments
for all line items, enter the new assignments. If you are not sure what
to enter, contact the purchasing agent who created the PO. The agent's
Kerberos ID appears on the SAPweb Display
Purchase Order page. |
- Submit the requisition.
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Change Existing PO and Add New Line Items
- Follow the instructions for Change Existing Information
on PO.
Note: Be sure to choose the appropriate number of line items
for the SAPweb requisition form.
- Mention in the description of changes that you also wish to add line items
to the PO.
- Starting with line item 20, complete the line items on the form to add
new line items.
- Submit the change order requisition.
Other Resources
Research
Subawards Office Policy and Procedure Manual
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Partner Requisition Entry Field Instructions
This page describes the fields for the Partner (ECAT) requisition. The fields
are listed in the order in which they appear on the form.
General Information
| Requisitioner |
SAPweb fills the requisitioner field with the userid
from the certificate of the person completing the form. |
| Deliver To |
SAPweb fills this field with the userid of the person
completing the form. However, the vendor will deliver the goods to the person
appearing in the Ship To information on the vendor's order
form. |
| Delivery Loc |
SAPweb enters the first address line of the Ship
To appearing on the order form. This information can be changed
by editing the profile information with the vendor. |
| Delivery Phone |
Enter the telephone number of the person to whom
the goods will be delivered. |
| Desired Vendor |
SAPweb enters the appropriate six-digit partner vendor
code and displays the vendor name. |
Vendor Order
Number |
SAPweb enters the vendor's order confirmation number. |
| Internal Notes |
Enter any internal notes. This field is optional.
This information will appear on the SAP requisition but will not appear
on the purchase order. |
Detail Information
| Short
Text |
SAPweb enters a short description of
the item you are purchasing. |
| Quantity |
SAPweb enters the quantity of the item
specified in the order form. |
| Units |
SAPweb enters the unit of measure for
this line item as specified in the order form. |
| Price
per Unit |
SAPweb enters the catalog price per
unit in this field from the order form. |
| Material
Group |
Material groups classify goods by commodity
or service type and are used for reporting purposes. For example, computers
belong to the material group: 1000 Computer Equipment.To
access a list of material groups, click the down arrow on the right. This
field will be used by the Procurement Office for reporting. |
SKU/Vendor
Part Number |
SAPweb enters the vendor's part number
for this item. |
| Distribution |
You can distribute the cost of your
purchase across as many as three cost objects. The field defaults to "100"
for charging the entire cost to one cost object. For each cost object, enter
the percentage of the cost to be charged to the cost object. Do not enter
the % (percent) sign. |
| Cost Obj
|
Enter the seven-digit cost object number. |
| G/L Acct |
Enter the G/L account number. To find
a G/L account number, click the down arrow on the right. Search by part
of the name; for example, to find all equipment G/L accounts, enter: equip. |
Search for Requisitions
How the Search Process Works
1. Search for the requisition on the "Search for Requisitions" page.
You go to the "Search Results" page.
2. Click the requisition number to see the requisition. The
"Display Purchase Requisition" page is displayed.
3. Click the item number to see line item information. The
"Display Purchase Requisition: Display Line Item Detail" page appears.
Find Requisitions
1. Enter as many fields as you need to search for your requisitions. You can
enter single values or ranges for some of the fields.
Note: If your search results in only one requisition, you
will go directly to the "Display Purchase Requisition" page, bypassing
the "Search Results" page.
| Purchase Requisition |
Purchase requisition number or range of purchase requisition numbers. |
| Creator |
Userid of the person who entered the requisition. Defaults to your userid. |
| Creation Date |
Date or range of dates the requisition was entered. Use the format: mmddyy.
(No slashes are required.) The first date defaults to 30 days minus the
current date, and second date defaults to the current date. |
| Vendor Number |
Number of the vendor from whom the goods or services were purchased.
To find a vendor, click the Search (binoculars) button
on the right. See Related Topics below to find out how to perform
a search. |
| Plant/Int. Service Provider |
Code of the internal provider or organization supplying the goods or services.
For purchases from external vendors, use GPLT. You can
also select a range of organizations or internal providers. Click the Search
(binoculars) button for a list of internal providers. |
| Cost Object |
Cost center, internal order, or WBS element to which the requisition was
charged. |
| G/L Account |
G/L account number to which the requisition was assigned. To find one,
click the Search button on the right. See Related Topics
below to find out how to perform a search. |
| Profit Center |
Profit center to which the requisition was charged. |
| Fund Center |
Fund center to which the requisition was charged. |
| Only released req |
Check the box to search for released requisitions only. Released reqs
refer to requisitions that have all line items approved, but are not necessarily
posted. |
2. (optional) Click the Clear Form button to erase all the
entries in the fields and enter new ones.
3. Click the Search button.
Related Topics:
Icons
Perform a Search
Display Requisitions: Search Results
This page displays the requisitions that met the selection criteria you entered
on the "Search for Requisitions" page. You can drill down on the requisition
number to display details.
Review List of Requisitions
- Use the tabs on the right to scroll through ten requisitions at a time.
See Related Topics below for an explanation of the list tabs.
- Click Display Entire List to see all your requisitions listed on
a separate page. You cannot drill down 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.
Display Requisition Details
Click the requisition number. You go to the "Display Purchase Requisition"
page.
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 to select the requisition, then click SAP
Selected 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 "Search Results" page, but not the
entire requisition.
Note: To change your SAP default printer, see Changing
Your Default Printer in SAP for MIT Documentation on the Web.
Repeat Search
Click New Search to return to the "Search for Requisitions"
page.
Related Topics:
Icons
Using the List Tabs
Display Requisitions: Search Results Print List
This page lists all the requisitions that met your search criteria. Scroll
down to see the entire list. This information is for display only.
Click Print to print the entire list.
Click Return to Search Results to go back to the "Search
Results" page where you can drill down on a requisition for more detail.
Display Purchase Requisition
See header information on the requisition and drill down to line item details.
Find Line Items for the Requisition
Use the list tabs (right of the Item Information section) to scroll through
the line items if you have more than ten. See Related Topics
below for how to use the list tabs.
See Line Item Information
The icons beside the Item Number show the status of the line item. Check the
legend on the bottom of the page.
1. Click the Item Number to see more details.
2. If the line item has gone through workflow and has not been approved, click
the See Inbox button (page with a wrench) to see a list of
inboxes where it resides. You go to the "Display Purchase Requisition:
Current Inbox Status" page.
Print the Requisition
Important: If you are not set up with an SAP printer,
you will not see the SAP button.
1. Click the SAP button to print the requisition to your
designated SAP printer. You will print the requisition in requisition format.
2. Click Print this Page to print from the browser. You will
print what is displayed on the "Display Purchase Requisition" page.
Note: To change your SAP default printer, see Changing
Your Default Printer in SAP for MIT Documentation on the Web.
Display Another Requisition
Click Return to Search Results to go back to the "Display
Requisitions: Search Results" page.
Repeat Search
Click New Search to go back to the "Search for Requisitions"
page.
Related Topics:
Icons
Perform a Search
Using the List
Tabs
Display Purchase Requisition: Display Line Item Detail
This page shows information on a line item of a requisition. This page
is for display only.
Click on the Return to Requisition button or the requisition
number (on top) to go back to the requisition screen.
Display Purchase Requisition: Current Inbox Status
See who received the line item in their inbox for further action (approve,
reject, or change).
Approval Status (awaiting codes) indicates the level of requisition
approval required for the approver's release strategy model.
Print the Page
Use the browser's printer to obtain a hard copy of the inbox page.
Return to Requisition
Click Return to Requisition or the requisition number to go
back to the "Display Purchase Requisition" page.
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