FastFacts Feature Presentation

1. We are using audio during this session, so please dial in to our conference line… • Phone number: 877-322-9648 • Participant code: 182500 FastFactsFeature Presentation July 1, 2008

2. Today’s Topic • We’ll be taking a look at… • Using the Display Purchase Order (ME23N) screen in R/3

3. Today’s Presenter • Bob SicoliSAP Instructor for the Johns Hopkins Health System

4. Session Segments • Presentation • Bob will talk about how to access, configure, and interpret the display purchase order screen • During the presentation, your phone will be muted. • Q&A • After the presentation, we’ll hold a Q&A session. • We’ll open up the phone lines, and you’ll be able to ask questions. • We will answer as many of your questions as time allows.

5. Contact Us • If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.edu • You can also send us an instant message! • GoogleTalk – HopkinsFastFacts@gmail.com • AOL Instant Messenger – HopkinsFastFacts • MSN – FastFacts@jhu.edu

6. Survey • Survey • At the end of this FastFacts session, we’ll ask you to complete a short survey. • Your honest comments will help us to enhance and improve future FastFacts sessions.

7. When to Use the Display Purchase Order (ME23N) Screen

8. Agenda Today, we’ll be taking a look at: • Session assumptions • When to use the Display Purchase Order (ME23N) screen • How to access the screen • Configuring the screen • How to interpret the screen • Accessing the invoice information • Accessing the accounting information • Questions & answers

9. Assumptions • Participants have access to R/3 and the SMR Requisitioner or Purchasing Display role • Participants are beginning or intermediate users of SAP R/3 • Participants need to look at more details about specific purchase orders • Special NOTE: This is a display transaction – you cannot modify or change data. Please feel free the click around in the screen. You may find information that is useful to you not presented in this session.

10. When to Use Display Purchase Order When you need more information about: A purchase order The goods receipt(s) posted to a purchase order The invoice(s) posted to a purchase order Payment information for the invoice posted to the purchase order To view the actual scanned invoice image if attached An assumption is that you have a purchase order number obtained through: A Business Warehouse report A packing slip The check status screen in shopping cart

11. Accessing the Display Purchase Order (ME23N) Screen

12. Accessing the Display Purchase Order Screen At your user menu, open the SRM Requisitioner or Purchasing Display folder, double click the “Display Purchase Order (ME23N)” transaction.

13. Accessing the Display Purchase Order Screen Or, type in ME23N in the easy access field and press enter or the click the green check to the left.

14. Accessing the Display Purchase Order Screen

15. Configuring the Display Purchase Order Screen

16. Configuring the Display Purchase Order Screen If you have never used this transaction before, your screen may need some adjustments to make it easier to read. If the document overview to the left is on, press the “Document overview off” button.

17. Configuring the Display Purchase Order Screen Next, collapse all of the information sections. Do this by clicking on the icons next to the section headings.

18. Configuring the Display Purchase Order Screen Click here to expand the Item overview.

19. Configuring the Display Purchase Order Screen Click here to expand Item detail.

20. Configuring the Display Purchase Order Screen Now click on “Purchase order history” tab in Item detail. If there is no “Purchase order history” tab, then there has been no posting against this Purchase order.

21. The Display Purchase Order Screen

22. Changing the Displayed Purchase Order

23. Displaying a Purchase Order When you enter the screen, the previous purchase order viewed will be displayed. If you want to view a different one, you have to change to another purchase order. This view has a previous PO number, but we want to add our own.

24. Displaying a Purchase Order To view another purchase order, click the “Other purch. order” button.

25. Displaying a Purchase Order A pop-up Select Document screen will appear. Enter the different PO number and then press enter or click on “Other document”.

26. Displaying a Purchase Order The desired purchase order will be displayed.

27. Interpreting the Display Purchase Order Screen

28. Interpreting the Display PO Screen The top section displays information about the purchase order – vendor, date, items, item text, and quantity.

29. Interpreting the Display PO Screen The Purchase Order History tab displays the documents posted to the purchase order – goods receipt(s) and/or invoice(s).

30. Interpreting the Display PO Screen The Account assignment tab displays the budget and G/L account numbers charged. You can also see the shopping cart number in the “Earmarked Funds” field.

31. Interpreting the Display PO Screen The “Delivery address” tab displays the general delivery information. Click “Address details” to get more information.

32. Interpreting the Display PO Screen More specific delivery information will be displayed.

33. Interpreting the Display PO Screen Back in the “Purchase order history” tab, the goods receipt(s) displays document number, the date it was done, and the quantity received.

34. Interpreting the Display PO Screen The Invoice(s) displays the Invoice number, the date it was done, the quantity, and the amount billed.

35. Displaying a Multi-Item Purchase Order

36. Displaying a Multi-Item Purchase Order Notice there are several items on this purchase order. Now you are viewing the purchase order history for only the first item. You can use the arrows to look at the purchase order history for each item.

37. Displaying a Multi-Item Purchase Order Now you are looking at the purchase order history for the next item. Each item on a purchase order will have its own goods receipt and invoice documents.

38. Displaying a Purchase Order History When there are Multiple Goods Receipts and Invoices

39. Displaying a PO with Multiple Goods Receipts and Invoices Notice there are several goods receipts and invoices on this purchase order. You must scroll using the bar to the right of the bottom section.

40. Displaying a PO with Multiple Goods Receipts and Invoices Now you can view all the invoices on this purchase order and totals for the goods receipts and invoices.

41. Displaying an Invoice

42. Displaying an Invoice To see the SAP invoice document and possibly the actual invoice image, begin by clicking on the number here.

43. Displaying an Invoice This is the SAP Invoice posted to the entered by Accounts Payable Shared Services. It shows the dates, invoice number, payment terms, and amount. The bottom of the screen shows that it is posted to the purchase order.

44. Displaying an Invoice The Invoice Document screen also has the “Services for Objects” icon and “Follow-on documents”(Accounting Documents) button.

45. Displaying the Scanned Invoice Image

46. Displaying the Scanned Invoice Image To see if there is a scanned invoice image, click on the services for object icon and you’ll see this menu; if the “Attachment list” is grayed out, the invoice is not available here. If the image is not here …

47. Displaying the Scanned Invoice Image Click on the “Follow-on documents” button; then double click the “Accounting document.”

48. Displaying the Scanned Invoice Image Click on the “Services for Object” Icon paper in the accounting document.

49. Displaying the Scanned Invoice Image Click on “Attachment list”

50. Displaying the Scanned Invoice Image Double Click here to access the invoice document.