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Navigating the SAP User Menu Screen Quick Reference – for
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1. e a IB CaA BAR anaa Internal Service Provider JV Creation and Req Reduction z Complete JV Invoice Header Document date 03 17 2001 Purchase requisition 10142651 __ Close Requisition Header text Billing Amount 0 00 Correspondence text This is a special mailing to an alumni group Requisition Information 10 copies orbrochure ooo sooo o kopies orcovertetter 3000 oo kopies or1aminatea bookmarks s000 2 B Delete Item Account Cost Cntr Order No WBS Elem Item No Seq No 0000420875 0001777900 500 00 10 1 COPIES OF BROCHURE 03 17 2001 0000420875 0001777900 o 125 00 125 00 20 T COPIES OF COVER LETTER 03 17 2001 0000420875 0001777900 o 1 250 00 1 250 00 COPIES OF LAMINATED BOOKMARK 03 17 2001 aalala Invoiced Amt Due on _ 420875 6000001 00 00 31 0010142651 03 17 2001 420875 6000001 125 00 31 0010142651 03 17 2001 aalala 7 Credit more than one line item optional SS a Click in the check box to the left of the v 18 GOO BHR anaa ji it ft lete it Internal Service Provider JV Creation and Req Reduction previous line item after you complete it AEn SN l b Click the Enter button Account 7e WBS Element Committed Amt Invoiced Amt Item No Seq No Text Due on C Click the Page down button wi to see the 0000420875 0001777900 o 500 00 500 00 new line below the one you just filled out j 2 Co a TEU for more
2. Processing Option Processing in Background Processing Immediately SF5 1 030 H pine OVR f IV Check the results of the upload 1 030 List Edit Goto System Help If you chose Processing in Background go to Step 17 Cee OMB anna o If you chose Processing Immediately Electronic Journal VOUCHOT 10 For Pre validation and Posting with no errors a Journal Document Number the Electronic Journal Voucher screen shows the journal document number on the left cama doc will be posted directly For Pre validation only with no errors redo the upload and choose Pre validation and ee Posting in Step 3 to post the JVs gt SF6 1 030 magnolia INS f7 For both options f errors are found correct them and 56 1 030 redo the upload lob Edit Goto System Help KA 10 C00 BAH anaal Simple Job Selection 13 Execute d Extended job selection F Informatie For Processing in Background Steps 11 19 11 A dialogue box displays the background job number Write down the job number Click the chine Enter button User name IRINAV 12 To see the results of your upload check the Job status background job directly after executing it L Aened M Mensen Follow the menu path System gt gt Services gt gt Jobs gt gt Job overview 13 Type in the job number from Step
3. _ Te 200 Bue anf aooo 2 Enter your plan version Do NOT use plan version 0 E Bane FEE Seen EIT rape U b ft the Institute budget af p g only ject per sp 3 Select the appropriate company code from the Matchcode list 4 Choose Pre validation Only if you want to check the file for errors but not post the transactions to SAP yet Venesia ak Select Post to SAP to check the file for errors first D Post to SAP and if error free post the transactions to SAP 5 Choose Processing in Background for files over 100 Processing in Background lines Run a background job in the SAP Production 3 Processing immediately or Production Batch environments Processing Immediately is for files 100 lines or less recommended option 6 Click the Execute button IV Check the results of the upload If you chose Processing Immediately f If you chose Processing in the Background 9 10 11 12 13 14 15 16 17 For Pre validation only redo the upload and choose Post to SAP in Step 4 If errors are found correct them in the spreadsheet and redo the upload The results of the upload appear immediately on your screen For Pre validation only there is a message that the update is NOT made For Post to SAP a message at the bottom of the screen reads Update is successful If errors are found correct them in the spreadsheet and redo the upload If no errors are found and you c
4. E ae eae E Ee ge EW AE Cost Object unknown type Term code Open 1 CEMIT EA FT Pi PS C1 090 ef birch OVE I Complete the Selection Criteria Screen II Complete the Options Screen REQUIRED FIELDS REQUIRED FIELDS 1 Enter department budget or keep 0 Institute budget 1 Click in the box to select the Part s or fiscal periods you 2 Enter beginning fiscal period and year want to report on 3 Enter ending fiscal period and year OPTIONAL FIELDS 4 Leave current month and year or change them 2 Type in a title for the report 5 Enter profit center dept preceded by a P project or cost 3 Check to exclude blanket POs from the Commitment object s WBS element internal order or cost center Listing 6 Enter cost element group CEMIT EA is the standard AMR 4 Check to print each cost object on a separate page if the report is sorted by cost object OPTIONAL FIELDS oa 5 Click in the radio button to sort the report by cost 7 Enter 12 1 6 for June only Use same closing period for all fiscal element or by cost object Pereas une 6 Click the Execute button to run the report 8 Check to report on all lower WBS s under the WBS you entered 9 To limit the WBS levels for the WBS element you entered type in the level nos 2 5 10 Enter the cost object if you don t know whether it is a cost object WBS or internal order and press the Enter Return key 11 Click to include cost objects by term c
5. HHH Int Provider Purchasing group UKN Ext Vendor IP Int Provider Document type Purchase requisition Material group Commodity description Source determination Use Matchcode search ere z Default data for items Requisitioner Name of person requesting goods MEG caaea Acct assignment cat Z Delivery date T 02705 2001 Plant GPL 2 Click the Enter button Storage location Purchasing group 3 Enter description quantity and unit Material group of measure Reg tracking number Complete line item 10 Re qUIsitiGner as Short text Short description of Supplying plant goods or services ordered Qty requested Number of units Un Unit of measure Use Matchcode search Purchase requisition Edit Goto Environment System Help 4 Click the line item selection box for line item 10 5 Click the Details button Ricketts 2500 Copier Material Short text requested Un F no Doc C 010209 REQ DP 3 00 Copyright 2001 Massachusetts Institute of Technology Page 1 6 Enter the price and vendor Val price Enter the price per item Use the Matchcode to find the vendor number Vendor not entered for internal providers Des vendor 7 Click the Account Assignments button If a dialog box appears that reads Not possible to determine a consumption account click OK 8 Enter the G L account cost object and delivery information G L account Us
6. for SAP reqs User menu gt Role ZISP gt Billing Create ISP JV Or use the transaction code nzip1 1 Enter the purchase requisition that you want to post a JV to or use the Matchcode button to search for it 2 Click the Enter button i 3 Complete text fields and display req line items Document date Date of requisition you want to reference Close requisition Check if your jv will close the optional balance on the req Header text Any info about the req optional Correspondence text Explanation for the jv Display all account Display all line items on the assignments second IP screen optional 4 Click the Enter button amp to display all line items or double click on one line item at a time 5 Debit requisitioner s account Invoiced amount Dollar amount to post to jv from requisitioner s account Text field Description of charge optional Due on Delivery date of goods services 6 Credit internal provider s account Account G L account that will be credited Cost Cntr Cost object to be credited Order No WBS Element Invoiced Amt Dollar amount of credit or enter asterisk to have SAP calculate it Text field Additional info about the req optional Due on Delivery date of goods services F System Help F6 1 030 B IE CaA BAR anaa g Purchase requisition SF6 1 030 magnolia OVR gt
7. Click on any field in the Transaction Detail and Commitment columns except totals to see the related SAP source document for that transaction Lets you resort the DTR transaction listing but not the Commitment section Allows you to change the order of columns on the DTR transaction listing but not the Commitment section Allows you to download the report to a spreadsheet Copyright 2001 Massachusetts Institute of Technology 24 Column Account Managers Report Quick Reference Navigating to the 24 Column Account Managers From the SAP Easy Access screen follow the navigation path Report entry screen User Menu Role ZMIT Reports Account Mgr Report Or use the transaction code nza24 PS1 1 030 amp PG 1 030 l aB eae DAH amaa Ol I CCE DNR anaaga iaaa 24 Column Account Managers Report 24 Col gt gt a H Selection criteria Options 5 mn Account Managers Report gt litle This is a test Part A Current month X Part B Reporting period to current month JUL 2001 To JUN 2002 CurrentocT 2001 A Part C Full reporting period 1 12 4 L Part D Day 1 to report end period gt _ Exclude Blanket Orders from COMMITMENT Page breaks when printing Cost Objects Profit Center By Cost Element E project gt By Cost Object WBS Element Include lower level WBS s WBS Level a rnal Order i ost Center Oo Iom
8. account enter a WBS element if you are in a Purchasing dor department lab or center Only CAO can E ETE enter either a WBS or an internal order Click the Enter button e A dialog box tells you whether the JV will be posted directly or sent for review Click the Enter button Note Write down the document number that appears at the bottom of the Initial Screen Doc C 020719 JV DP 3 02 Copyright 2002 Massachusetts Institute of Technology SAP Journal Voucher Upload Quick Reference For SA and FY Journal Documents I Type your data into a spreadsheet file using the following format AT B c o E For FF 4777900 420050 Transfer travel expenses 05 01 2002 450 I A734567 800704 Fundu 057072002 5622 67809000 7670900 420050 Transfer travel expenses 05012002 0 x 2345678 800703 Funa uR 05072002 5622 6789000 End of document marker Cost object 7 digits G L account number 6 digits Description Transaction date mm dd yyyy Debits Credits Purchase Order number 10 characters External reference number 12 characters Underrecovery WBS or internal order 7 characters Note Do not type in the column headings They are shown for clarity only Type X to mark the last line of the journal document in your upload file No more than 800 lines per uploaded journal document The last line must contain an amount it cannot be 0 Enter the
9. 000 250 000 5 086 j 5 166 1 784 44 39 498 22 933 1 246 60 9 222 36 132 62 45 355 2 000 00 7 624 Header Fields and Drill Downs Cost object Principal for endowment internal orders Expenses for all cost objects Costing sheet Revenue for internal orders WBS elements and some cost centers Drill downs Settlement usually for internal orders and WBS elements this section is not displayed for the CEMIT 0O cost element group Default budget values or departmental plan Buttons Cost centers Office of Budget and Financial Planning for the current year Expand All Internal orders No budget except for Dept of Facilities WBS elements Authorized total specified by the sponsor Expand appears in cost element 400000 Current month s actual expenses Collapse All activity on a cost object by cost element for the fiscal Collapse All year to date Sum of cumulative expenses to date by cost element DTR Cost centers matches the fiscal year activity Download Internal orders and WBS elements from inception of cost object Difference between the Budget and Cumulative columns All open commitments as of the run date of the report against the cost object Current commitments are shown regardless of the month and year selected Difference between the Unexpended and Commitment columns Click to display Master Data about the cost object Used to calculate F amp A for
10. 12 or leave SF6 1 030 the asterisk to list all your jobs job Edit Goto Extras Settings System Help el Coe oue annaa lt 14 Click the Execute button to go to the Job Job Overview Overview screen Job overview from 01 17 2001 at to 01 17 2001 at 15 When the job is finished select the job name Selected job names Selected user names IRINAV Scheduled v Released v Ready V Active Finished v Canceled 16 Click the Spool button The Output Controller ar e A List of Spool Requests screen is displayed 17 Select the spool number C ee e ZEJV937 010117 IRINAV 075 16 56 10 18 Click the Display button The Graphical display of spool request screen is displayed 19 Scroll to the bottom of the screen to see your job results For Pre validation and Posting with no errors the journal document number is on the left For Pre validation only with no errors redo the upload and choose Pre validation and Posting in Step 3 to post the JVs A SM37 P T INS 7 For both options f errors are found correct them and redo the upload Copyright 2002 Massachusetts Institute of Technology Doc C 020719 DP JVUP 3 02 SAP Internal Provider Billing Quick Reference Navigating to Create a JV From the SAP User Menu screen follow the navigation path
11. 200 00 Reduction text Brochure printed actual amount less than quote mia _ ____ 7 ESS ee oo ees Completion indicator C Item blocked C Acct asst changeable C Redctn in LC only Overrun tolerance uege TIE 1 witt tli Copyright 2001 Massachusetts Institute of Technology Doc C 010202 MFR DP 2 00 SAP Departmental Financial Planning Quick Reference Navigating to Initial From the SAP User Menu screen follow the navigation path User Menu gt Role ZMIT gt Planning Screen Planning Budgeting gt Create Change Plan WBS Elements or Internal Orders or Cost Centers for the appropriate Or transaction code nejr2 WBS elements nkpf6 internal orders nkp06 cost centers cost object type 1 Plan layout and version Layout lf the layout name is not cre SS 56 1 030 Z DEPT PLANS Plandata Edit Goto Extras Settings System Help a Use the menu path Settings gt gt Set planner profile g 1A Cag EBAR anun b In the dialog box click the r macheade mahe Planer i Cost Elements Activity Inputs Change Init profile field c Double click ZDPTPLAN TEPERT d Click the Save user master record button a 1 e Click the Enter button in the i Training Instructor message box Sennen ta f Click the Enter button To period Version Plan version of school or area Fiscal year 2 Define range of dates WBS element 5000001 TRAINING amp DOC WBS ELE From period Beginning fiscal period to 3 To period Ending f
12. PER E AR RAISI EDS ENS O AEE EAA g Cost Object unknown type Term Code Open 1 2 3 a Supervisor MIT ID Other Options PO C Exclude Blanket Orders 5 Budget Version o Report Type Individual Consolidated Title for Consolidated Report By Project I Complete the Selection Criteria Screen REQUIRED FIELDS 1 Enter fiscal period and year 2 Enter cost element group CEMIT 0 is the standard Summary report 3 Select company code 4 Enter profit center group profit center dept preceded by a P project or cost object s WBS element internal order or cost center 5 Enter department budget or keep 0 Institute budget 6 Select either Individual lists each cost object separately by project rolls up info for all WBS elements within the project or consolidated combines all cost objects OPTIONAL FIELDS 7 Check to see all lower WBS s under the WBS you entered 8 To limit the WBS levels for the WBS element you entered type in the level nos 2 5 9 Enter the unknown cost object and press the Enter Return key 10 Click to include cost objects by term code deselect to omit them open open for charges 1 active but in the closing period 2 no longer in use 3 closed no charges allowed 11 Enter MIT ID of cost object s supervisor All cost objects for the supervisor for which you have authorization will be reported on 12 Check to exclude blanket orders from the Commitment
13. button C Only fully released reqs Print immediately 4 Review and Print Line Item Details D SF6 1 030 magnolia OVR IZ requisition to display line items al A pan 10 CA SHR anan 0 b A red X indicates the line item has not yet been Review Print Requisition approved A green checkmark means it has been O Print Req amp Detail Select All Deselect All amp Sort approved is0142490 PRACHAEL APPLE COMPUTER INC IPLT 01 06 2001 01 06 2001 17 600 00 9 oo Description Apple G4 with monitor amp Keyboard c Review the line item details of the requisition eng Eee including quantity price G L account cost object ee ere ee and justification if any 2 DLC Level 2 Cost Obj El Description d To review this report on paper click in the ace ee 47 600 00 line item selection box and then click the Print Req button to print the requisition 5 Approve Release Line Items a Go to the Workflow Inbox See Step 1 WG FETIy 7 b Double click the Execute icon next to the line 2 P item you want to approve Note Only line items that you are able to approve will 5b appear in your Workflow Inbox There may be other line items in the requisition that do not require your o ee approval Purchase requisition Edit oto Environment System Help c Use the Goto menu to move between the screens OE 18 o
14. column 13 Enter title for report if you checked consolidated report 14 Click the Print Options tab Summary Statement gt fab Ei amp Selection options About This Report Or use the transaction code nzstm Pg ae maa PPIPIPTITIPIIIDIFIDIDIDIFTIT IPD iH Kes ee pac oti IIIS PRS Selection Criteria Print Options Column Options RO a F AN NIE p SEEN NENTS EEEREN Duplex print both sides Printer default LESSER DTR Printing Options SEBS Landscape Portrait Simplex print 1 side i Duplex print both sides g Printer default A Print immediately on printer MRP4 Summary only Summary and DTR f Summary Printing Options f Landscape LO Portrait f Simplex print 1 side 4 EEL BS CRSCTLER TEASERS SRSA D ETA ZERSEREERSE IIASA AIRIA ASLIE IB STSEA TEASED SRTTAT ELISE SAA TAT SSESLES SESE SESE SEE SIES SELES LEE SSCS GES CIES SE Eee y i aie Selection Criteria Print options Column Options si Enter numbers 1 7 for column display order Budget Current Fiscal YTD w Unexpended Commitment Jij Ui amp W N Uncommitted II Complete the Print Options Screen 1 5 Hl Check this field only if you want your report printed immediately but not displayed on the screen first Enter the printer name on the right Print only the Summary Stateme
15. cost center internal order or WBS element to be credited or debited Enter the G L account number identifying the expense or revenue A short description of the line item text of the JV charge up to 40 characters Date the activity occurred Must be within begin and end dates of cost object To format a 4 digit year see http web mit edu sapr3 docs webdocs finop jv foJVUPprepch html The amount to be debited Format as follows No plus signs no minus signs no dollar signs Commas and decimal points are optional Enter one debit per line in the file Amount to be credited Same rules as for debits Total debits and credits must balance Only enter if the G L account number is 421818 Equipment not MTDC Only enter if the G L account number is 421818 Equipment not MTDC and there is no PO number This may be a purchase requisition number Only used for underrecovery If you are a dept lab or center enter a WBS for each line item with an underrecovery G L account Only CAO can enter either a WBS or an internal order Special fields See the above Rules for when to use ll Save your file as type Text Tab delimited lll Upload your file in SAP From SAP User Menu screen use the transaction code nzjva or follow the navigation path User Menu gt Role ZMIT gt Journal Vouchers gt Spreadsheet Uploads gt SA FY JV Documents 1 Select the company code from the Matchcode list m 2 Ifyou know the fi
16. elements less than 5000000 Due date Enter date of original transaction otherwise leave blank If cost object has closed since the transaction occurred you can backdate the expense Amount Amount of debit or credit Text Description of transaction Note Be sure debits amp credits balance to zero 4 Follow the menu path Extras gt gt Texts DO SS Texts in Accounting Document SS FB 5 Enter Explanatory Text Proposed language EN English a Inthe Text in Accounting Document dialog box double click on Correspondence J Description Ist line forrespondence b Type an explanation in the Text Screen and Note click the Back button Payment advice information J Originator automatic text J ORIGINATOR AUTOMATIC TEXT c You are returned to the Text in Accounting Document dialog box Click the Enter button 6 Add Change or Delete line items a To add line items click the Fast entry button and enter line items as described above SF6 1 030 Document Edit Goto Extras Settings Environment System Help b To change a line item click the Fast entry 1H Gae SHB annna Park DOCHMENE Overview button and make changes on the Fast Entry screen Then follow the menu path Extras gt gt Texts to make text changes Display currency Fast entry Tax amount
17. preceded by a Portrait prints the report vertically 8 1 2 x 11 P project or cost object s WBS element internal order or cost center 3 Print Mode OPTIONAL FIELDS Simplex prints the report single sided Duplex prints the report double sided only on duplex 6 Enter individual cost elements If left blank all cost elements included in CEMIT O are included printers Printer default prints the report single or double sided 7 Check to see all lower WBS s under the WBS you entered according to the default 8 To limit the WBS levels for the WBS element you entered type in 4 Click the Sort Options tab the level nos 2 5 9 Enter the cost object if you don t know whether it is a cost object WBS or internal order and press the Enter Return key HT Complete the Sort Options Screen 10 Click to include cost objects by term code deselect to omit them open open for charges 1 Click the Matchcode button Ra PC 3 to the right of 1 active but in the closing period the field to select from a list of fields to sort on You 2 no longer in use can sort up to three fields 3 closed no charges allowed 11 Enter the MIT ID of the supervisor to see all cost objects for the 2 Click the radio button to the left of either ascending or supervisor for which you have authorization descending 12 Check to omit the Commitment Listing from the DTR 3 Click the box to the left of Subtotal to have a subtotal on 13 Ch
18. than two line items l 20 1 COPIES OF COVER LETTER 03 17 2001 0000420875 0001777900 o 1 250 00 1 250 00 d Repeat steps 5 6 for any other items you wish to post to your account COPIES OF LAMINATED BROCHURE 03 17 2001 e Click on the Back button or on the Overview button amp Accoyft Cost Cntr Order No WBS Element Seq No Text 6000001 2 0010142731 8 Post the journal voucher 3 0010142731 a The second IP Billing screen appears The billing amount changes from 0 to the amount you billed for b Click on the Complete JV button Result if there are no errors The first IP Billing screen appears with the req and the new JV document number at the bottom of the screen Document date f Purchase requisition 10142731 Bee g Close Requisitio Note Write down the JV number for future Header text BilingAmount 1 575 00 reference Correspondence text Result if there are errors o SF6 1 030 They appear on the bottom of the second screen fonda 10 CaO BHR anaa e Click the Enter button amp IP JV Upload e Fix the errors on the third screen debits and credits Purchase requisition flo142651 w e Use the Page down button 1 to see all line items e Repeat steps 7e 8 Copyright 2001 Massachusetts Institute of Technology Doc C 010322 IPB KH 1 00 SAP JV Upload Quick Reference for Internal Providers For SI Journal Documents I Type yo
19. you are distributing the plan automatically go to Step 11 8 Select the cost element 9 Click the Period button 10 Distribute across periods a Enter amount for each period in the Planned Costs field b Click the Enter button to calculate the total c Use the Next and Previous buttons to enter plan amounts for other cost elements Repeat Step 10 for each cost element 11 Save the plan Click the Save button on the toolbar SF6 1 030 pH gH COME Planning Cost Elements Activity Inputs Change Ove ERI k 0 BA gt Line items Change values a a 420258 Position o o SFO magnolia INS f7 ot U1 Gg BGG a Planning Cost Elements Activity Inputs Change Pe Zaw Ak Y BA E4 E Line items Change values pogga 1 2001 400490 SF6 1 030 SSS AE Planned Costs rs pe f 5 000 00 E oe Ldi ai Ld O ET E SF6 1 030 magnolia INS 7 Copyright 2001 Massachusetts Institute of Technology Doc C 010310 DFP DP 2 00 Departmental Financial Planning Spreadsheet Upload Quick Reference I Type your data into a spreadsheet file using the following format Cost Object FY 1 FY 2 Note Do not type in the column letters or row numbers They are lt m Start Dates shown for clarity only lt End Dates E a e e O CA 2 06302002 06730 2003 3 400025 250 2575 a 400770 1000 1030 5 soo10s gt p tose7 11
20. 1 Scroll up and down in the navigation bar on the right to find the month and year They are listed on the left side of the box 2 Double click on the number in the middle to select a day 3 ews number to 500 _ K Purchasing Documents per Cost Center L Purchasing fh 670800 Controlling area Purch doc category Purch organization Purchasing document Item slslololslalo Seq no acct assat _ No restriction Calendar Mi TU WITH FR 5A 5L 1 2 3 7 amp 9 10 20 21 22 23 24 8 27 26 29 30 WN Moe TRE WWE THO ER SAL Sub la 25 35 cag 2E 4 j Eta Era 45 A Era m of ae 4 DEC 2000 Now2o00 logt 2000 56 rREBE Create your own Personal Matchcode List on the Hit List Matchcode screen Insert in Personal List values as you want in the list Display Personal List Add a value to your list Click on a value then on the button Repeat for as many Displayed after you select a personal value Click on this button after you select your values to view the entire list This list then becomes the default whenever you click on the Matchcode button for that field Delete from Personal List Same button as the Insert button but on the Personal Value List screen Click on a value then on the button to delete the value from the personal list Doc C 010108 MAT KH 1 00 Display all values Used on the Personal Value List screen Click to display t
21. 250 6 490200 2445 2518 lt Plan Amounts 400350 N 4000 4500 G L Account Col Rows Description Rules A 1 Cost object 7 digits Enter the cost center internal order or WBS element Note You can enter only one cost object per spreadsheet Leave blank 3 7 GIL account 6 digits Type in the G L account cost element eosin date Enter the beginning fiscal month day and year Must be within the begin and mm dd yyyy end dates of the cost object You can use a two digit year such as 00 o date Enter the fiscal month day and year Same rules as for Start date ee im Enter the plan amount for each G L account Format as follows No plus signs minus signs or dollar signs Commas and decimal points are optional e Each amount must line up with the G L account listed in Col A Next fiscal year Enter plans for the next fiscal year if desired Use the same format as in Col B optional You can enter additional years in Cols D and E ll Save your file as type DIF Data Interchange Format lll Upload your file in SAP From the SAP User Menu screen follow the navigation path or use the transaction code below Navigation path User Menu gt Role ZMIT gt Planning Budgeting gt Create Change Plan gt Spreadsheet Upload Transaction code nzpup 1 Type in your file name or use the Matchcode button SF5 1 030 PC 8 to find it dit Goto System Hel SSH
22. Navigating the SAP User Menu Screen Quick Reference for Mac Users PC Users other side Follow the menu path Extras gt gt Settings to change user eanimane tcl settings on the SAP User Menu screen System name session and client Menu bar Menu Edit Favorites Extras System Help zd ier Paar boror amp f bi amp i 2 H 4 i i SAP Easy Access User menu for SAP User Menu screen athe el Geile ali lela button List of favorites you can yFavorites Oe ee create frequently used sil sah ana tse fli eau SAP water graphic to transactions and URLs Ta ll daca dle ude i remove it follow the gt User menu for Karlyne A Hutchings AA ss el a f menu path Click on an arrow lt lt CPX Role MIT Teen pe Extras gt gt Settings to open and close b Mailbox ic S Select Do not display folders Purchasing x sia oe va a picture Requisitions ETE iii Double click to start a i transaction Ko MES2 Change a Requisitior G2 MES3 Display Requisition G ZBPO Review Print req gReg Search Displays Navigation area PO Displays gt 7PO Reporting 7 PO Master Data Journal Vouchers Planning Budgeting Status Bar Navigation Area Working area on the SAP User Menu screen where the menu and Favorites folders are located Open the folders until you see a transaction name such as Create a Requisition Double click on it to start a trans
23. O amp BDH 2000 to review details Se Ze ease Purchase Requisition item Overview cH Release Release saveg Release options E d Follow the menu path Goto gt gt Item Overview Purchase requisition 10142490 e Click the line item selection box to the left of the ee ne line item n Material Shorttext Qty Un Deliv date PGr Mat group Pi sP 1 f Click the Release Save button A message appears confirming that the requisition has been changed Your Workflow Inbox is displayed 5e g Click on the Update button to refresh your Inbox screen gt SF6 1 030 magnolia OYR 7 6 Change Line Items optional a Go to the Workflow Inbox See Step 1 Double click the Execute icon b next to the line item you want to change or delete c Follow the menu path Goto gt gt Item Overview d Click the line item selection box to the left of the line item you wish to change e Use the Goto menu to move between the screens Make changes to any field that appears in white You may not change fields that are gray f Return to the Item Overview screen Click the Save button Ei to save or the Release Save button to save and approve the requisition when you have finished your changes 7 Delete Line Items optional a Copy the requisition number from your Workflow Inbox b Access the Change Requisition tra
24. action Navigation Path Refers to the folders and transactions you need to access on the SAP User Menu screen to start a transaction For example the navigation path for Create a Requisition is User Menu Role ZMIT Purchasing Requisitions Create a Requisition Menu Bar Allows you to perform some system and display functions through a dropdown menu Command Field Another way of starting a transaction from any SAP screen instead of using the folders on the SAP User Menu screen Type in a transaction code such as nmed1 and press Enter to bring up the transaction User Menu button Click on the SAP User Menu screen button to access the Roles menu folders for which you have authorization SAP Menu button Click on the SAPMenu button to access the SAP menu folder the equivalent of the SAP R 3 menu Create a Favorite Open the folders and click on the transaction you want to add to the Favorites folder Follow the menu path Favorites gt gt Add or click ae To use the favorite double click on it Status Bar Shows the same system information that is on top of the screen User Settings The following settings can be turned on and off display water graphic display transaction code to the left of each transaction item put Favorites folders on the bottom of the screen display Role ZMIT folder display only Favorites folder but not menu ones Navigating the SAP User Menu Screen Quick Reference for PC Users Click the arrow to open the C
25. d Released Job start condition Fr Q 02 09 2001 To ff 02 09 2001 SF6 1 030 cae DHE 200i Job Overview GAR 02 09 2001 09 26 15 GAP 02 09 2001 09 28 32 Gael 02 09 2001 09 31 15 GAR 02 09 2001 09 39 04 g CE ool E SF6 1 030 magnolia INS WZ 56 1 08 MEE el t8e6 E 16 anaDa Output Controller List of Spool Requests CESR M 8 SE Binh PMABAPRARVSEXA FE fo270s 200i 0s 26 2 upload Departmental Budget x gt Zj SF6 1 030 gt magnolia INS IZ Copyright 2001 Massachusetts Institute of Technology Doc C 011120 DP DFPUP 2 01 Summary Statement Quick Reference Navigating to the Summary Statement entry screen From the SAP Easy Access screen follow the navigation path User Menu Role ZMIT Reports Summary Statement o PS1 1 030 Program Edit Goto System Help IB CGO SHR anaa ee SR oe Selection Criteria Print Options Column Options Heenan Fiscal period 2 2002 Month ending 08 31 2001 Cost Element Group CEMIT 0 MIT Summary Statement gt Company Code CUR y Profit Center Group j Profit Center to F Project to L WBS Element to Include lower level WBS s _ WBS Level amp Internal Order to Cost Center to K E AA TERENS ANALA DPIC ILE PAI ES LIZINA LTD AIEEE EY ISENS S IURA ASSAN GUNA ES NG aE DS SIOA A ANANO
26. document G Appointment calendar amp Distribution lists e Click the Workplace button EE 2 3 Workplace DANIEL POPE Ps Helge alee e Or from the SAP Easy Access screen follow the Zraci AOL WSS Aaa Bi gt navigation path User Menu gt Role ZMIT oo gt Mailbox gt SAP Office Inbox 1b gt M workflow 2 e Or use the transaction code nso01 Dh Overdue entries 0 Req 0010142480 Costobj 0001777900 X 01 04 2001 F Deadline messages 0 F Incorrect entries 0 b Click the Workflow item in the Inbox folder nase gt lt Resubmissions gt c Private folders gt Shared folders 2 Review Requisition Line Items b S e There are two ways to review line items G Object history e Use the Review Print Requisition report See Step 3 e Review via the Inbox See Step 5 3 Display the Review Print Requisition a Copy the requisition number from your Workflow Inbox SSS 5 F6 0 03 SS SS Fe Program Edit Goto System Help b Use the navigation path or transaction code e 1B COG RHN anaa e From the SAP Easy Access screen eviews Print Requisition User Menu gt Role ZMIT gt Purchasing gt B gt Requisitions gt Review Print req Purchase Requisition e Transaction code nzbp0 3d Plant int Service Provider Creation Date c Enter the requisition number in the Purchase ieee date Requisition field Ban Profit Center Fund Center n d Click the Execute
27. e Copier Model X00459 Item note Justification Lowest bidder Other bids from Xerox and Canon Doc C 010209 REQ DP 3 00 Copyright 2001 Massachusetts Institute of Technology Page 3 19 Complete Long Text screen S888 5F6 1 030 Enter long text as needed for each of the three text fields iil item text 00 lO Language EN 20 Return to the Overview screen Bk Insert Line Format Page m a gt E Click the back button E F Nightengale W92 888 Click the Back button Eh again from the Text E ile patches Overview screen Extra memory Less Rebate of 500 21 Complete next line item lf needed create the second line item by repeating steps 3 20 22 Save the requisition Click the Save button E Chande item text 00010 Language EN a qs xan H E Formats A Character formats E a2iee Fe Ea Si Note Write down the requisition number that appears at the bottom of the Initial Screen lin el AP a F Night ngale W92 688 Ricketts 2500 Deluxe Copier Model x00459 Extra memory Less Rebate of 500 a 86 61 030 tl magnolia OR 7 Page 4 Copyright 2001 Massachusetts Institute of Technology Doc C 010209 REQ DP 3 00 SAP Manual Funds Reservation Quick Reference Navigating to From the SAP User Menu screen follow the navigation path Create a Manual User menu gt Role ZMIT gt Planning Budgeting gt Manual Reservations gt Create a Man Res Funds Reservation Or use
28. e Matchcode Enter only one cost object Cost Center Order WBS element Unloading point Bldg room phone Goods recipient Person to receive goods 9 Choose one option To split the cost Click the between multiple Change Display cost objects button Go to step 10 OR To charge the cost only to one cost object Click the Repeat acc ass on button Skip to step 14 Page 2 Create gt Ol SF6 1 030 Purchase Requisition Item 00010 fe lp E Acct assots E Lo 1030 Quantity MEP data Requisnr TrackingNo 1 Deliv date D 02 14 2001 P Curie Purch grp VUEN Red date 02 05 2001 Resubmis Release dt 02 05 2001 GRprtime Valuation control Val price C GR IR C GRnon val 3149 89 USD Procurement options Agreement Fixed vend Info rec Des vendor Purchasing org 104395 Vendor mat no 5 Account Assignment for Item 00010 421818 1777900 W92 999 253 0000 e y Change display Repeat acc ass on k LN Copyright 2001 Massachusetts Institute of Technology Doc C 010209 REQ DP 3 00 10 Choose how to split the cost between cost objects Distribution 1 split by quantity 2 split by percentage 11 Enter the distribution information Quantity Percent Enter quantity or percent of the purchase charged to the cost object All other fields Complete the remaining fields in lines 1 2 etc as needed following the
29. eck to exclude blanket Pos from the Commitment Listing the sorted field 14 Click the Print Options tab 4 Click the Execute button gt to run the report Reading the Detail Transaction Report PS1 1 030 16 CAA BAR ANAA Barry Ffor the inco Scroll down to see the Commitment 861 00 E Listing 1 102 19 114 60 Transaction Detail Columns 07 13 2001 420226 De nae process Commitments 07 27 200 1 42 1000 Lunch for 20 Pizza and beverages Transaction Detail Columns top of report 1 Type of SAP document 2 SAP posting document number such as an SAP invoice number or a journal document number 3 Document date 4 Number identifying the transaction and a description of the charge 5 Amount of the transaction 6 Check used to pay the transaction Commitment Columns bottom of report The Commitment section lists all line items of a purchase order both open and closed as of the run date of the report Indicates total amount of blanket orders if selected on the entry screen and what remains on the purchase order 7 Total amount of all line items originally ordered Header Fields and Drill Downs Cost object Drill downs Buttons Change Sort Order Change Layout Download 8 Total amount invoiced including shipping charges and discounts 9 Amount remaining on the purchase order Doc C 011206 DTR KH 4 01 Click to display Master Data about the cost object
30. ect it from the list that appears 9 Double click again to copy it into the entry field B Restrict Value Range category search Ona Mac 1 Click on the Tab List button and select from the list The name of the tab may be wrong for the men pete eenerals category you selected but the screen is correct Searchterm 2 Type in your search term You can enter more than one field City Name Vendor TIP Type part of the word followed by an asterisk Such as sera if you don t know the full name Restrict number to iai No restriction 3 Type in a number in the Restrict display to field to limit your search or click No restrictions 4 Click the Enter button 5 Double click on the value to select it Ona PC 1 Click on the arrows to scroll through the tabs then click on one or use the Tab List button and select from the list like the Mac 2 Type in your search term You can enter more than one field TIP Type part of the word followed by an asterisk Such as sera if you don t know the full name 3 Type in a number in the Restrict number to field to limit your search or click No restriction 4 Click the Enter button 5 Double click on the value to select it C Calendar Search for month day and year On a Mac 1 Click on the month and year on top of the screen Select from the dropdown list 2 Double click on the number in the middle to select a day Ona PC
31. hcode list Display gt Change Switches from display to change mode Description Display details Show release strategy for PO Display delivery address Display the delivery schedule for a PO line item Services for object Display JVs Reqs Description Paste text into field after you copy or cut it Position the cursor and click the button Select Click in a line item then on the button Copy text JV item text Search and replace words in the JV text screen Copyright 2001 Massachusetts Institute of Technology Doc C 010301 BUT KH 4 00 Frequently Used G L Accounts External Revenue G L Account Description 800018 External Sales Service 801035 External Sales 801063 Conference amp Events Revenue 800303 Other Receipts 800600 Sponsored Billings Internal Revenue G L Account Description 801046 Internal Billings Service 801062 Internal Billings Sales 800325 Transfers In 800326 Transfers Out 800705 Draft Transfers In 800706 Draft Transfers Out Salary and EB Expenses G L Account 400005 400999 490100 490103 600100 600111 600200 600299 490200 490300 Description Salary Related Expenses Salary Corrections amp Adjustments Allocated Salaries EB Employee Benefits EB Employee Benefits Corrections amp Adjustments Overhead Expenses G L Account 600300 600399 F amp A Facilities amp Administrative 490300 490325 F amp A Facilities amp Administrative Correctio
32. he IP Upload 5 Choose Processing in Background for files over 100 O Processing in Background 5 lines Processing Immediately is for files 100 lines Processing Immediately or less recommended option 2 S51 030 pine OR 7 6 Click the Execute button ee m 7 A dialogue box appears asking if you want to SO continue Click Yes IV Check the results of the upload If you chose Processing in the Background skip to Step 9 If you chose Processing Immediately If the job runs with no errors 8 For Pre validation and Posting the JV for Internal Providers Billing screen shows the journal pformation document number on the left For Pre validation Only redo the upload and choose the Pre validation and Posting option in Step 3 For both options f errors are found correct them and redo the upload SF6 1 030 For Processing in Background Steps 9 16 9 If you selected Processing in Background a Job Selection dialogue box displays the background job number N Execute pd Extended job selection H Infors Write down the job number Click the Enter button 10 To see the results of your upload check the background job after executing it Follow the menu path System gt gt Services gt gt Jobs gt gt Job overview or use the navigation code nsm37 _ Sched Released Ready Active Finished Canceled l 11 In the Job Name field enter the job number from Step Fr 03 09 2001 T
33. he original Matchcode list Copyright 2001 Massachusetts Institute of Technology SAP Create Journal Voucher Quick Reference Navigating to From the SAP Easy Access Screen follow the navigation path Create Journal Voucher User Menu gt Journal Vouchers gt Parked JVs gt Create a Parked JV Or use the transaction code nf 65 1 Complete Initial Screen SSS 6 1 030 Document date today s date or the recept CSS Ban aaae o document For FY documents Park Document Document Header enter 06 30 yy yy fiscal year Fast entry Act assgnmt model that just ended Doc type SA for periods 1 12 sting di A 4 urrency r FY for period 13 ament no T ar Company code Select correct company code Posting date Today s date or the receipt date from the source document For FY documents Central W enter 06 30 yy yy fiscal year Only transfer amnts in document currite 2 that just ended ao Currency rate USD Header text Short description of the Optional transaction for your reference only First line item PostKey 40 Account p G L Trans type 2 Click the Fast entry button 3 Enter Debits and Credits F652 magnolia OVE 7 Complete the following fields for each line item PK Posting Key 40 for debit 50 for credit Park Document G L Account Items Account G L account 2 Act arcam medei Cost ctr Enter only one cost object Order WBS element For FY documents use WBS
34. hose Pre validation only redo the upload and choose Post to SAP in Step 4 If errors are found correct them in the spreadsheet and redo the upload The Information dialogue box displays the background job number Write down the job number Click the Enter button e To see the results of your upload check the background job after executing it Follow the menu path System gt gt Services gt gt Jobs gt gt Job overview The Simple Job Selection screen appears Type the job number from Step 9 in the Job name field or leave the asterisk to list all your jobs Make sure the date range in the Job start condition area includes the date of your job Click the Execute button The Job Overview screen appears When the job is finished click the selection box next to the job name Click the Spool List button amp 52 The Output controller screen is displayed Click the selection box next to the spool number Click the Display button The Spool Requests screen displays your job results Scroll down to see all of the job results D SSS S60 03 AE Graphical display of spool request 22808 in system SF6 Deas 8 2 a gt Settings amp Graphical p Raw amp p Hex E no SF6 1 030 magnolia INS JZ O N 6 1 030 SSS aes Simple Job Selection gt gt Execute pq Extended job selection Ij Information Ready Active Finished Canceled Sche
35. ied total direct cost Consultants Contract Services Books amp Publications Printing Publications Subscriptions Postage Mailing and Shipping Meetings Food amp Beverages Meetings Materials amp Supplies Alcoholic Beverages Membership and Dues Non IS Telephone and Network Charges Equip Furniture Major not MTDC modified total direct cost Equip Furniture Minor Equipment Rental not MTDC modified total direct cost Computer Supplies amp Peripherals Software Educational Plant Copyright 2002 Massachusetts Institute of Technology SAP Matchcode Quick Reference Display Matchcode List or Search Click in the field and then on the Matchcode buiton to the right of the field Note Not all fields have Matchcodes Mac ca PC Types of Matchcodes A Hit List for a short list of values 1 Scroll down to see all the values 2 Double click on a value such as 1040 to select it Search the Hit List optional 3 Click the Find button 4 When the Find box appears type in a search GE Copier Equipment term such as computer Telecom Equipment li 050 adical Equipment 5 Clear the check boxes for Starting at current line 105 AV Equipment and or Only on current page unless you want to limit your search accordingly 6 Type in a number to limit or expand your search results in Cancel search after hits 7 Click the Find button at the bottom of the screen 8 Double click on the value to sel
36. instructions in step 8 Note Scroll to the right to see all the fields 12 Follow the menu path Edit gt gt Repeat Acc Ass gt gt Switch on 13 Click the Text Overview button If you charged only one cost object follow steps 14 15 Otherwise skip to step 16 14 Click the line item selection box for line item 10 15 Click the Text overview button 16 Complete Text Overview screen Item text Enter information to be printed on PO Additional lines are used for extra descriptive text of the item Item note Justification information Delivery text Special delivery instructions Optional To add more text than fits on this screen 17 Click on the line item selection box to the left of the text type you want Item text Item note or Delivery text 18 Click the Long Text button Purchase requisition Edit Goto Environment System Help Distribution GRnon val Partial invoice a 30 1777900 421818 se ooo TO pes progo aA TT AT a E e an LL F 1 030 FF magndia INS p DNS SSS Acct assgts A Purchase requisition Edit Goto Environment System Help I1G 66 BAR 200010 Create Purchase Requisition Texts Item 00010 Long text jj Delete text gt 10 Item category Plant Material group 1030 Stor loc Ricketts 2500 Copier Item texts Txtlype Text More text Status 4 Item text F Nightengale W92 888 Ricketts 2500 Delux
37. ion Button Description Button Shortcut Description Enter key Enter Continue Ctrl P Print Ay Page Down Next page l Ctrl S Save to Ctrl F Find Ctrl Page Down Last page E database ca Eh F3 Back Ctrl G Continue E F1 Help Search eai g Shift F3 Exit system ZH Ctrl Page Up First page ES None Create new task Be PC only session F12 Cancel l Page Up Previous page l Alt 12 Customize el lk Ta local layout P PC only Keyboard Shortcut Keyboard Shortcut Shift F2 Keyboard Shortcut Shift F5 Description Button Description Button Description Execute Delete Get variant Shift F6 Selection screen help Update Refresh Overview None Keyboard Description Shortcut Keyboard Description Button Shortcut Shortcut Enter Continue F8 Scroll left Ctrl Shift F1 Move Favorites Copy Up Shift F1 Ctrl Shift F2 Keyboard Description Enter key F12 Cancel Scroll right Move Favorites Ctrl F10 Shift F7 Ctrl F11 Ctrl F8 Next Item SAP menu Ctrl F12 Down Business Workplace Menu Next layout F6 Display Period screen Keyboard Shortcut Keyboard Description Button Shortcut Description Display Matchcode list F6 Insert in personal list Click on an item then on the button F4 Display Matchcode list Shift F6 Display personal list After you create the personal list click to end the list Shift F6 Restores the original Shift F4 Matchcode list Hold list displayed
38. ions Not Used J Item Number Enter the line item number such as 10 20 Include a requisition number for each line item K Complete Flag Type X to indicate that the line item has been fully charged This closes the line item and liquidates all commitments against it Type A to close all line items on the requisition This closes the requisition and liquidates all commitments against it Save your file as type Text Tab delimited Upload your file in SAP in the Production Batch environment only A From the SAP User Menu screen use the transaction code nzip1 or follow the navigation path User Menu gt Role ZISP gt Billing gt Create ISP JV B Click on the IP JV Upload button on the top 1 Select the company code from the Matchcode list ra NNN T SSSR 2 If you know the file name and path type it in here Otherwise use the Matchcode button to find it A ES l EES JV for Internal Providers Billing 3 Choose a pre validation option ee 1 ZN e Pre validation Only checks the upload file for errors but does not post the transactions to SAP 6 7 2 CUR Massachusetts Institute of Technology e Pre validation and Posting checks the upload repre or rm file for errors and if error free posts the transactions to SAP Pre Validation Only a i O Pre Validation and Posting 4 Enter the name of the billing organization plus a short description of the file Tofest t
39. iscal period or group Fiscal year Fiscal year four digits Cost element to 3 Enter cost object s or group WBS element Single cost object or the Internal order Cost center to optional or group optional 4 Enter cost element s Cost element first one in a range Form based Last cost object in a range This option is not recommended Single cost element or first one in arange to Last cost element in a range optional or group Cost element group Note Although the fields function the same as the fields on the WBS optional Elements Initial Screen the names for some fields are slightly different on the Internal Orders and Cost Centers Initial Screens 5 Select option to enter cost WBS Elements screen Internal Orders and elements Cost Centers screen From period First Period Free Enter cost elements yourself To period Second Period Recommended or group Order group Cost center group Formebasedl SAP will load all the cost Cost element or group Cost element group elements in a group for you 6 Click the Overview button 7 Enter the following Cost Element Cost elements if you selected Free entry Amount for each cost element if distributing the amounts automatically Planned Costs Leave blank if distributing manually Dist Key Automatic distribution key Enter 1 to automatically distribute the amount equally across fiscal periods Enter 0 for manual distribution If
40. le name and path type it in here Otherwise use the Matchcode button to select it 3 Choose Pre validation Only to check the file for errors but not post the transactions Select Pre validation and Posting to check the file for errors first and if error free post the transactions to SAP Enter an explanation for all line items 72 spaces 5 Enter Y if you will be sending backup documents to CAO enter N if you won t 6 Fornormal charges choose SA and skip to Step 8 For SF5 1 030 ale System Help ra cce Gamay q Jo K Journal Voucher a B Company Code File Name Pre Validation Pre Validation Only Pre Validation and Posting Explanation Corr Text Is there backup supporting Program Edit Goto athusetts Institute of Technology test jv upload file Document Type SAfor Period 1 12 F for Period 13 16 6 charges in closing period 13 choose FY For FY charges ONLY enter the last day of the fiscal year for the posting date e g 06 30 2001 even though the screen says SA FY SX documents Enter 13 for the period CAO uses 14 16 Otherwise leave the default date Choose Processing in Background for files over 100 lines Processing Immediately is for files 100 lines or less Click the Execute button Posting Date amp Period for SA FY SX document Posting Date 05 10 2001 es _ _ ___ 11 Period
41. merly overhead and employee benefits Click on amounts under Current Fiscal YTD Cumulative and Commitment columns to see individual transactions that make up the total Displays the most detailed view of the cost element group showing a breakdown of transaction by cost elements Shows incrementally the more detailed levels of the cost element hierarchy Shows incrementally the less detailed view of the cost element hierarchy Shows the most compressed view of the report with the least amount of detail Displays the Detail Transaction Report Allows you to download the report to a spreadsheet The Fiscal YTD column shows amounts up to the current fiscal period vs the Commitment column which shows amounts as of the run date of the report Doc C 011206 SS KH 4 01 Copyright 2001 Massachusetts Institute of Technology Detail Transaction Report DTR Quick Reference Navigating to the Detail Transaction Report entry screen From the SAP Easy Access screen follow the navigation path User Menu Role ZMIT Reports Detail Trans Report Or use the transaction code nzdtr Oo PS1 1 030 tilted elle ert aden tet i Selection Criteria P Print options Sort Options OK 1B CGO BHN anaa icf oS 7 R Detail Transaction Report Pri
42. ns amp Adjustments 600400 600449 Fund Fee 490326 490350 Fund Fee Corrections amp Adjustments Description Authorized Total G L Account Description 400000 Authorized Total Doc C 021106 GL KH 1 00 Copyright 2002 Massachusetts Institute of Technology Non Salary Expenses Doc C 021106 GL KH 1 00 G L Account 420050 420060 420070 420080 420081 420106 420140 420166 420184 420220 420226 420254 420258 420260 420262 420274 420286 420298 420310 420314 420318 420338 420344 420392 420600 420610 420620 420710 420720 420800 420840 420875 420890 420920 421000 421010 421205 421586 421753 421818 421827 421833 421900 421925 422325 Description Travel Expenses Travel Not MTDC modified total direct cost Travel Foreign Expenses Travel Unallowable Cost Travel Professional Development Audio Visual Expense Conference Expenses employees attending Entertainment Graphics amp Signage Maint amp Repairs amp Reconditioning Materials and Services Non Reimbursable Expenses Office Supplies Outside Purchases Temporary Help Parking Expense Facilities Plant Expense not MTDC modified total direct cost Professional Services Consulting Raw Materials Record Project Overrun not MTDC modified total direct cost Recreation Related Expenses Service Contracts Seminar Workshop Conference Costs Copying Expense Subrecipient Agreement Subcontracts Subrecipient Agreement not MTDC modif
43. nsaction Follow the navigation path User Menu gt Role ZMIT gt Purchasing gt Requisitions gt Change a Requisition Or use the transaction code nme52 a l e c Enter the requisition number and click the Overview button The Change Purchase Requisition Item Overview screen is displayed d Click the line item selection box to the left of each line item you wish to delete To delete an entire requisition select all its line items e Follow the menu path Edit gt gt Delete Click Yes in the Delete items dialog box You are returned to the Change Purchase Requisition Item Overview screen All deleted line items are grayed out and have a checkmark in the D column f Click the Save button El Return to your Inbox to check that the deleted item is gone Copyright 2001 Massachusetts Institute of Technology Doc C 010125 APRQ DP 3 02 SAP Create Requisition Quick Reference Navigating to From the SAP User Menu screen follow the navigation path Create Requisition User Menu gt Role ZMIT gt Purchasing gt Requisitions gt Create a Requisition Or use the transaction code nme51 1 Complete Initial Screen SSS 56 1 030 Document type NB External Vendor Purchase requisition Edit Goto Environment System Help IP Internal Provider amp 1D Cag BHH anaai Acct assign cat X Create P base Reguisition initial Screen Delivery date Expected delivery date Plant GPLT Ext Vendor
44. nt immediately on printer MRP3 E z il Sas Selection Le Ele About This menon Page Orientation sz ee nee ma S q Landscape 13 2 gt e Portrait 1L gt Fiscal Period from 5 2002 Month Starting 11 01 2001 Print Mode 2 F 5 2002 Month Ending 11 30 2001 O Simplex print one side 3 3 Cost Element Group CEMIT 0 MIT Summary Statemen 3 Duplex print both sides a Cost El Leave blafk for ALL to Printer default 5 4 gt Company Code CUR gt Qg sae E Profit Center Group A 7 a Profit Center to D Project to M _wBs Element to 5 Include lower level WBS m P5112020 WBS Leve Order to a Cost Center to ee 4 Q Cost Object unknown type to 3 Term Cod viOpen i M2 9 2 Supervisor MIT ID a 1 Other Options ee V Subtotal C Exclude commitment lt then by PETE 6 r O V Subtotal a thenby Document type Asc O Subtotal _ Exclude Blanket Orders EITI ae eee ene ee eee ET ee ay I Complete the Selection Criteria Screen II Complete the Print Options Screen REQUIRED FIELDS 1 Check this field only if you want your report printed 1 Enter beginning fiscal period and year immediately but not displayed on the screen first Enter 2 Enter ending fiscal period and year the printer name on the right 3 Enter cost element group CEMIT 0 is the standard DTR 2 Page Orientation 4 Select company code Landscape prints the report horizontally 11 x 8 1 2 5 Enter profit center group profit center dept
45. nt or the Summary Statement and the DTR at the same time Summary Printing Options a Landscape prints the report horizontally 11 x 8 1 2 Portrait prints the report vertically 8 1 2 x 11 b Simplex prints the report single sided Duplex prints the report double sided only on duplex printers Printer Default prints the report single or double sided according to what the default is DTR Printing Options Same as for the Summary Statement 3a amp b Click the Column Options tab Complete the Column Options Screen Enter the number in the order you want the columns to appear on the report For Portrait if you select fewer than five columns all the columns will be printed on one page If you select five or more columns the columns will be spread across on two pages Click the Execute button E to run the report Reading the Summary Statement Costing Sheet Cost Object PS1 1 030 ary Statement E rana All g Expand g Collapse faz Collapse All DTR 23 Download Audio Visual Expense Maint amp Repairs Materials and Services 112 189 00 Microfilm Non Reimbursable Expe 420258 Office Supplies 32 500 00 2 275 99 32 448 73 Ng 448 73 oa 4 684 87 4 633 co SF m FA ee ae J p 030 E OR Columns 1 List of cost elements for the cost object activity Month End May 31 200 Carryforwards Budge 250 000 00 42 5 086 23 E 5 250
46. o 03 09 2001 9 or leave the asterisk to list all your jobs 12 Click the Execute button The Job Overview EEO screen is displayed 18 6 DAR anong 13 When the job is finished click the box to the Job alcelas left of the job name E 14 Click the Spool button The Output Controller a List of Spool Requests screen is displayed 15 Click the box to the left of the spool number 16 Click the Display Results button The Graphical a greru ES a display of spool request screen is displayed a go f k 17 Scroll to the bottom to see the results O EETTAE For Pre validation and Posting with no errors the E journal document number is on the left For Pre validation Only with no errors redo the upload and choose the Pre validation and Posting option in Step 3 For both options f errors are found correct them a E Tg and redo the upload SF6 1 030 gt magnolia OVR 7 Copyright Massachusetts Institute of Technology Doc C 010521 KH IPUP 2 01 SAP Approving Requisitions Quick Reference lf there are items to be approved in your Workflow Inbox SAP displays a message when you log on Oo z 02 eo 28 1 Go to the Workflow Inbox Workplace Edit Folder Environment Settings System Help KA 19 68 BHR anaa a Do ONE of the following Business Workplace of DANIEL POPE Ca TF New message H Find folder H Find
47. ode deselect to omit them open open for charges 1 active but in the closing period 2 no longer in use 3 closed no charges allowed 12 Enter individual cost elements from the cost element group you entered to report on only those cost elements Otherwise all cost elements in the group will be shown 13 Click the Options tab Reading the 24 Column Account Managers Report OT ES e 6 Bi Coe DAR ANANA 24 Column Account Managers Report RA Download 44 pp Gi Change Layout amp Refresh amp Cost Object 4 Report Columns PRESIN E EE HOS la MUSOU ES OST MOSH NNO TOI PES cB Ae TNs EN MPa EHO Parts or Report Buttons Report periods 1670800 Training Cost Ctr 0l 790 708 33 357 897 49 432 810 84 716 050 18 1 073 947 67 283 239 34 otal Operating Expenses 790 708 _ 357 897 49 432 810 84 6 050 18 1 Q33 947 67 283 239 34 otal AMR peapea 790 708 33 oe 746 050 18 1 073 947 67 283 239 34 Report Total 790 708 33 357 897 49 432 810 89 716 250 18 1 073 947 67 Columns Buttons Click on an amount under Col 2 to see the budget listing Click on an Download Allows you to download the report to a amount under Cols 3 5 and 6 to see detailed transaction information spreadsheet 1 Lists the cost elements for each cost object run Moves left 6 columns to the previous part D A 2 Amounts for the budget version you selected Moves right 6 columns to the next part A D 3 Actual Re
48. ommand field Menu bar SAP Standard Menu screen button SAP User Menu screen button List of favorites you can create frequently used transactions and urls Click on an arrow to open and close a folder Double click to start a transaction Navigation Area Navigation Path Menu Bar Command Field User Menu button SAP Menu button Create a Favorite Status Bar User Settings Follow the menu path Extras gt gt Settings to change user Windows buttons Place cursor over them to highlight them settings on the SAP User Menu screen me SecMee end ener SAP water graphic to remove it follow the menu path Extras gt gt Settings Select Do not display picture Pen H Poeta ILE RE Te DE J Purchasing i Requisitions lt G2 ME5 Change a Requisiti G2 ME53 Display Requisitior G2 ZEPO Review Print req _ Reg Search Displays _ FO Displays PO Reporting PO Master Data Journal Youchers FlanningBudgeting _ Master Data Reports CTC Navigation area Click the arrow to open the Status Bar Working area on the SAP User Menu screen where the menu and Favorites folders are located Open the folders until you see a transaction name such as Create a Requisition Double click on it to start a transaction Refers to the folders and transactions you need to access on the SAP User Menu screen to start a transaction For example
49. s Act assgnmt model Todel li icktheli Document date 12 29 2000 company code CUR c 9 en a paren nas the line once Posting date 12 29 2000 Period Currency USD to ect it an ollow the menu pat Document numb Translation dte 12 29 2000 Edit gt gt Delete Reference cA Doc headertext SAMPLE J 7 Park the Journal Voucher PE GL t GL tE coent Ord WES To save the JV and work on it later E S E RA 1 40 420226 Hateriala 1777900 move expense t Follow the menu path 2 50 420226 Materials 2541900 move expense t Document gt gt Park document Note Write down the document number that appears at the bottom of the Initial Screen 8 Complete the Journal Voucher To submit the JV for review and posting D 100 00 C 100 00 a Follow the menu path Document gt gt Complete gt F 65 le magnolia OVR 7 b The Backup Notification dialog box asks if you are sending backup to CAO Click Yes or No accordingly Do NOT click Cancel Backup notification Are you sending supporting backup to CAO Note Include the document number with all backup Your JV will not be posted until the backup is received Backup indicator stored in header and matched with the JV field Reference doc last 2 chars c For each line item with a property G L account enter a PO number or an external reference number and click the Enter button x Cancer d For each line item with an underrecovery G L
50. the navigation path for Create a Requisition is User Menu Role ZMIT Purchasing Requisitions Create a Requisition Allows you to perform some system and display functions through a dropdown menu Another way of starting a transaction from any SAP screen instead of using the folders on the SAP User Menu screen Type in a transaction code such as nme51 and press Enter to bring up the transaction Click on the SAP User Menu button to access the Roles menu folders for which you have authorization Click on the SAP Menu button to access the SAP menu folder the equivalent of the SAP R 3 menu Open the folders and click on the transaction you want to add to the Favorites folder Follow the menu path Favorites gt gt Add or click Lo To use the favorite double click on it When open shows system name session and client on the left The following settings can be turned on and off display water graphic display transaction code to the left of each transaction item put Favorites folders on the bottom of the screen display Role ZMIT folder display only Favorites folder but not menu ones Doc C 010327 UMS KH 1 00 Copyright 2001 Massachusetts Institute of Technology SAP Frequently Used Buttons Quick Reference Note Keyboard shortcuts for the same buttons may be different depending on the SAP screen you are using Standard Toolbar Buttons Keyboard Keyboard Shortcut Keyboard Button Shortcut Descript
51. the transaction code nfmz1 1 Enter the following Document type 01 standard reservation N1 negative reservation Document date current date Posting date current date Company code CUR Currency rate USD 2 Click the Enter button amp 3 Enter header text Doc text header text for reservation 4 Complete the line item Overall amount dollar amount to be reserved enter negative amount for document type N1 G L account G L account Cost center enter only one cost Order or object WBS element Due on the date by which funds are expected to be used 5 Click the line item selection box for the first line item ee r I l i l 6 Click the Details button amp 7 Enter Line Item Text Text enter a description of this reservation line item possess Repeat steps 5 8 for additional line items 9 Click the Save button E NOTE Write down the SAP document number that appears in the Status Bar at the bottom of your screen SF6 1 030 Ge 181660 BHH anaa h Create Funu 2 02 02 2001 ONSET 1 2 uso oo J st Reference document Create Funds Corinnt FAA at BO B entry 02 02 2001 E O Doc Overall am GZL acc Costc Order WBS element Dueon 2 500 00 420840 4777900 ee C Completion indicator _ Item blocked _ Acct asst changeable _ Redctn in LC only Overrun tolerance _ Exceed without limit Naviga
52. ting to From the SAP User Menu screen follow the navigation path Reduce Funds User menu Role ZMIT gt Planning Budgeting gt Manual Reservations gt Reduce Individually Reservation Or use the transaction code nfmz6 SF6 1 030 1 Enter the following Document number enter the document number of G IB Ge the reservation you want to Reduce Funds Comat Manually reduce Document item leave blank Doc date reduct today s date eS ht 2 2 Click the Enter button vil S 3 Click the line item selection box to the left e QB CaA Reduce Funds Commt Manually m Tj mal 4 Click the Details button amp sins E Gane 2000001065 02 02 2001 5 Enter the following ae Reduction amt dollar amount by which to MIT reduce the reservation MIT Expected printing expense Reduction text reason for reduction Completion indicator check if you want no funds to remain reserved no check if you want a portion of funds to remain reserved l i l l ar Sa 2soo o0 420eg0 1777900 03722 2001 ke 500 00 420840 6000001 03 22 2004 possess DN Repeat steps 3 6 for any other items you wish to Zi e reduce jb O S61 030 gt magnolia INS f7 a 7 Click the Save button a 6 1 030 ol 109 SG6e Reduce Funds Conunt Marially A 2 Entry Consumption Reduce Printing department brochure 6 Reduction information USD Reduction amt 2
53. ur data into a spreadsheet file using the following format B E H J 1670800 420226 LCD projector 03 14 2001 208 a 10142690 X 1670900 420226 03 14 2001 50 10142690 2730001 420226 Wireless microphone 03 14 2001 40 10142690 30 x 20000 soros orse foer Re Note Do not type in the column headings They are shown for clarity only A End of document marker Type X to mark the last line of the journal document in your upload file There must be an amount on the last line it cannot be zero No more than 800 lines per uploaded journal document B Cost object 7 digits Enter the cost center internal order or WBS element to be credited or debited C G L account number 6 digits Enter the G L account number identifying the expense or revenue type D Description A short description of the JV charge up to 40 characters E Transaction date Date must be within begin and end dates of cost object To format a 4 digit year see mm dd yyyy http web mit edu sapr3 docs webdocs finop jv foJVUPprepch html F Debits The amount to be debited Format as follows 1 No plus signs no minus signs no dollar signs 2 Commas and decimal points are optional 3 Enter one debit per line in the file G Credits Amount to be credited Same rules as for debits Total amounts for debits and credits must balance H Requisition Number 8 digits Requisition number This will liquidate the commitment for SAP requisit
54. venue or Expenses any item posted to the cost object in the selected report period Change layout Rearranges the report columns 4 Net amount of Budget minus Actuals Refresh Reruns the report for up to date data 5 All open commitments for the report period based on the delivery Cost Object Sorts by cost object or by cost element date 6 Actuals Commitments 7 Budget minus Actuals Commitments Parts or Report Periods Use the D gt buttons to move to as many parts or report periods as you selected on the entry screen Each period is six columns and appears in this order if all are selected Part A Current month or the o one gt you selected ACTIVITY FUNCTION ee ee ee ee Fy Pee Fae ae He Part B Beginning month of eee period to ie eR Eo pen FUNCTION Part C Full report period ae to ending monte ACTIVITY FUNCTION Part D Beginning of the cost objecti to se e ending n moni F the e repor m not re e ded forc cost ee Doc C 011029 AMR KH 3 00 Copyright 2001 Massachusetts Institute of Technology
55. while you make a selection Click on the button then double click to select a value Working with Data Button PC only a Keyboard Shortcut Ctrl F1 Ctrl F3 FS F7 Shift F4 Keyboard Shortcut F6 F2 Shift F6 F7 Shift F5 Ctrl F12 Keyboard Shortcut Shift F2 Ctrl F10 Shift F6 Ctrl Shift F1 Description Button Select all items Start end of block Select first item click button Select last item click button Change sort order to descending or ascending Display all possible values Dynamic Selections Allows you to select additional fields for search criteria Selection Options Choose values lt gt etc Replace item back into workflow in Workflow Inbox Description Button Display header details Display line item details Display conditions for a PO line item Display the vendor address for a PO General Statistics Reqs PO History Description Delete selection line Item text POs Detailed text JVs Cut text JV item text PC only Create text JVs ay ooo Mac only Keyboard Shortcut Ctrl F2 Ctrl F6 F8 Shift F5 F5 Mac Keyboard Shortcut F2 Ctrl Shift F6 Ctrl F11 Shift F5 None Keyboard Shortcut F9 Ctrl Shift F2 Shift F4 Description Deselect all Display results Multiple Selection Include or exclude single values or ranges Collapse All Restrict values on Matc
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