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SAPweb Requisition Entry Field Instructions
SAPweb Requisition Preferred Partner Entry Field Instructions
External Vendor Requisitions
Internal Provider Requisitions
MIT Internal Providers
Preferred Partner Requisitions (ECAT)
Preferred Partners
Justification
Important Business Rules
What happens to my requisition after I complete it?
Shipping Information required by Vendor
Tracking SAPweb Purchases

Entry Field Instructions

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 7-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. f 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 Matchcode down arrow below the field. The "Add More Text" 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). For a drop-down list of units of measure, click the Matchcode down arrow next to the field.
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. Use the format: MM/DD/YYYY. For example: 01/08/2002
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 To access a list of material groups, click the Matchcode down arrow. This field will be used by the Procurement Office for reporting. If you are not sure which to choose, pick the material group that most fits.
Distribution	You can distribute the cost of your purchase across as many as three cost objects (MIT accounts). 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 (MIT account) number.
G/L Acct	Enter the G/L account number. G/L account numbers are a six-digit numbers in SAP that correspond to the old MIT object codes. To find G/L Account numbers by G/L account name, click the Matchcode down arrow. Search by part of the name, for example, to find all equipment G/L accounts, enter: equip To find G/L Accounts corresponding to classic MIT Object Codes, see: SAP G/L Accounts and Classic System Object Codes

Preferred Partner Entry Field Instructions

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 Matchcode down arrow. This field will be used by the Procurement Office for reporting. If you are not sure which to choose, pick the material group that most fits.
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 (MIT accounts). 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 (MIT account) number.
G/L Acct	Enter the G/L account number. G/L account numbers are a six-digit numbers in SAP that correspond to the old MIT object codes. To find G/L Account numbers by G/L account name, click the Matchcode down arrow. Search by part of the name, for example, to find all equipment G/L accounts, enter: equip To find G/L Accounts corresponding to classic MIT Object Codes, see: SAP G/L Accounts and Classic System Object Codes

External Vendor Requisitions

External Vendors are non-MIT organizations that provide goods or services to MIT. Examples of external vendors are Hewlitt Packard and Acme Rug.

Complete and submit SAPweb online requisition form;
SAP requisition number is assigned;
Requisition is routed to departmental approver for release;
Procurement creates an SAP Purchase Order for the requisition, an SAP PO number is assigned.

Internal Provider Requisitions

Internal Providers are MIT organizations that provide goods or services to other MIT departments for a fee. 12 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 departmental approver for release;
The Internal Provider receives the requisition, fulfills the order and de-commits the requisition and bills the department.

MIT Internal Providers

Audio/Visual Services
Copy Center / Bldg 11
Copy Center / Bldg E52
MIT Catering
Cryogenic Laboratory Operation
Network Services
Mail Service

Computer Services / PC Services
Facilities
IS Training
Reactor Operating Services
MIT Central Machine Shop
LNS Engineering Facility
Endicott House

Preferred Partner Requisitions (ECAT)

An MIT partnership agreement with major suppliers for purchasing goods and/or services. Four of the preferred partners have online catalogs that now interface with SAPweb, including Office Depot and NECX.

With Preferred Partner requisitions, using the electronic catalogs adds an additional initial layer of steps, but ultimately many timesaving advantages as well. If it is your first time using NECX, you will need to provide the vendor with some basic information. Other 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.

Preferred Partners

NECX (ECAT)
BOC Gases (ECAT)
Office Depot (ECAT)
VWR Scientific (ECAT)

DHL
Adecco
Total Clerical

Justification

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.

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.

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.

Tracking SAPweb Purchases

To find out the status of a requisition when you know the requisition number use the Display a Requisition link on the SAPweb home page.
To research purchases by creators, date, vendor, cost object or G/L account, use the Find a Requisition link on the SAPweb page.