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2/8/2013SAP Goods ReceivingMM REC 320SAP Goods ReceivingWhat is SAP Goods Receiving?SAP Goods Receiving is a confirmation showing physical receipt of goodsor services within a department or unit. The person conducting GoodsReceiving affirms that ordered items are correct, in good condition, and inaccordance with requirements of the purchase order.SAP Goods ReceivingMM REC 320 ‐ LSO V21

2/8/2013Who Should Receive SAP Goods Receiving Training?Any persons authorized to receive goods and services on behalf of the followingareas: UK HealthCare College of Medicine Facilities areas using Plant Maintenance (PM)Note: The academic campus sector has transitioned to Supplier RelationshipManagement (SRM) as its formal procurement system. SRM is an SAP productthat facilitates e‐procurement of goods and services via a web‐based platform.The above areas will transition to the SRM system during the forthcoming PhaseII of implementation.SAP Goods ReceivingSAP RolesLevelDepartmentSAP RoleRole DescriptionResponsible for creating a“Requisition” to purchase goodsRequisitionerand/or services from a particularsupplierApproves Requisitions for theirdepartment or areaCorrespondingSAP documenttypeRequisitionDepartment /College / Confirms physical receipt ofgoods/services in satisfactoryconditionGoods ReceiptAccounts Payable(or HospitalAccounting)‐‐Posts invoices against purchaseordersInvoice ReceiptResponsible for university‐widecontracting processes for variouscommodities‐‐Purchase OrderSAP Goods ReceivingMM REC 320 ‐ LSO V22

2/8/2013Role CombinationsIn order to maintain checks and balances there is a limit on the number and structure ofroles any one person may hold. The following matrix shows all permissible combinationsfor various procurement roles within myUK.The same person is not required to hold all roles within any one option. Thecombinations reflect the maximum roles within each option any one person may hold.SAP Goods ReceivingTraining Requirements for SAP Departmental RolesRoleRequisitionerTraining RequirementsRequisitioners are required to take and pass theMM REQ 300 SAP Requisitions course via the myUKTraining module.ApproverApprovers are required to take and pass theMM APP 300 Combined Approvers course via the myUKTraining module.Goods ReceiverGoods Receivers are required to take and pass theMM REC 320 SAP Goods Receiving course via the myUKTraining module.SAP Goods ReceivingMM REC 320 ‐ LSO V23

2/8/2013SAP General Process Flow (5 Steps)1. CreateRequisition(Dept)2. Approval (Dept/ Unit / College)3. Purchase OrderSent to Supplier(Purchasing)4. GoodsReceipt (Dept)5. Invoice Posting/ Check Payment(Accounts Payable/ HospitalAccounting) The department creates requisitions for items/services, with approval(s) to follow. Purchasing processes and places the purchase order with the supplier. Along with the purchase order, goods receipts and invoice postings complete the 3‐waymatch and payment releases. Encumbrances occur along the way and are expensed at the creation of the goodsreceipt.SAP Goods ReceivingUnderstanding Transaction CodesTasks within the SAP environment are executed via “Transaction Codes” a.k.a.,T‐codes. Each T‐code is alphanumeric and executes a unique task.The following T‐codes are used by those performing goods receiving: MIGO – Create Goods Receipt ME23N – Display Purchase OrderSAP Goods ReceivingMM REC 320 ‐ LSO V24

2/8/2013Goods Receiving OverviewCreation of the goods receipt: Confirms ownership of goods/services by the University Expenses purchase of the items against the appropriate cost object Releases check payment to the vendorFailure to create a goods receipt after items are delivered by the vendor willresult in a payment block. The vendor cannot receive a check payment until thegoods receipt is completed.Goods receiving should not be completed if items are damaged or incorrect inany way.If partial quantities of goods or services are received over time, partial goodsreceipts can be completed to allow vendor payments.Contact the Contracting Officer in Purchasing responsible for the purchase orderfor questions or guidance.SAP Goods ReceivingHow to Identify PO NumberThe purchase order number must be known prior to creating the goods receipt.It can be found from any of the sources below: Packing list accompanying the shipment Many goods receivers also hold the SAP requisition role and thereby canidentify the PO number from their requisition Status tab within the LineItem Details section. Requisition approvers also have access to purchase order records fromwithin their approval inbox.SAP Goods ReceivingMM REC 320 ‐ LSO V25

2/8/2013Begin Goods ReceivingSAP Goods ReceivingLogin to myUK1. Click Link Bluefrom the UKHome Page2. Click myUKfrom the LinkBlue site3. Login to myUKusing your AD andpasswordSAP Goods ReceivingMM REC 320 ‐ LSO V26

2/8/2013Launch Pad4. Click theLaunch Pad iconto enter SAPSAP Goods ReceivingSAP Easy Access5. The SAP Easy Accessmenu will appear.Enter T‐code MIGO toopen the GoodsReceiving screen.TIP: You can also createcustomized folders and listT‐code Favorites that youmay use repetitivelySAP Goods ReceivingMM REC 320 ‐ LSO V27

2/8/2013Goods Receipt Major SectionsHeader (Top)Item Overview(Middle)DocumentOverviewItem Details(Bottom)SAP Goods ReceivingGoods Receipt Layout – Header (Top)Contains header typeinformation includingdocument date, postingdate, PO vendor, etc.SAP Goods ReceivingMM REC 320 ‐ LSO V28

2/8/2013Goods Receipt Layout – Item Overview (Middle)Data includesdescription, quantityremaining to receive,unit of measure, costcenter, etc.Item Overview section showsordered items in line item format.The line item data draws directlyfrom the purchase order record.SAP Goods ReceivingGoods Receipt Layout – Item Details (Bottom)Item Details (bottom)section contains tabsand informationrelevant to each lineitemInformation can includequantity to receive,unloading point, directlink to purchase order,etc.Move between lineitems using the buttonsSAP Goods ReceivingMM REC 320 ‐ LSO V29

2/8/2013Goods Receipt Layout – Document OverviewTurning DocumentOverview off willcollapse it for morescreen spaceDocument Overview ison the left side of thescreen. It displays arecord of goodsreceipts as you createthem.SAP Goods ReceivingCreate Goods ReceiptSAP Goods ReceivingMM REC 320 ‐ LSO V210

2/8/2013Create Goods Receipt ‐ Begin1. Select GoodsReceipt from dropdown menu2. Enterpurchase ordernumber3. Clickexecute iconSAP Goods ReceivingCreate Goods ReceiptDocument and postingdates populateautomatically4. Optional: Receivermay place headerdelivery note and/or Billof Lading numberLine items flow infrom purchase orderwith quantity andunit of measureSAP Goods ReceivingMM REC 320 ‐ LSO V211

2/8/2013Create Goods Receipt5. Click on the Where tab withinthe Item Details section. Enternotes regarding unloading pointor other relevant text notes.SAP Goods ReceivingCreate Goods Receipt – Confirm Line Item6. Confirm quantitybeing received iscorrect7. Check ItemOKRemember: If you are receivingan order with multiple lines, clickthe buttons to move betweenline items.SAP Goods ReceivingMM REC 320 ‐ LSO V212

2/8/2013Create Goods Receipt ‐ Finish8. Click Checkfor errors9. Click Saveto finishMaterial documentnumber shows inbottom left cornerSAP Goods ReceivingDisplay Goods ReceiptDocument overview section keeps a record of all goods receipts you create.TIP: You can also entera Goods Receiptnumber in this cell andclick execute1. SelectDisplay fromdropdown2. Locate anddouble‐click thegoods receiptnumber3. Goods Receiptdisplays onscreenSAP Goods ReceivingMM REC 320 ‐ LSO V213

2/8/2013Partial Goods Receipts – BeginA Goods receivers can create partial receipts. The user can receive on select lines orpartial quantities within a line.1. Begin goodsreceipt as normalSAP Goods ReceivingReceive Partial Quantities by Line Item2. A total of 20 each wereordered. Goods receiver canmodify Qty in Unit of entry tothe actual number received (15).3. Click ItemOKSAP Goods ReceivingMM REC 320 ‐ LSO V214

2/8/2013Receive Partial Order – Finish4. Click Check forerrors and Save tofinishGoods receipt showspartial quantities receivedin Item Overview sectionPartial goodsreceipt completedsuccessfullySAP Goods ReceivingReceive Partial Order – PO UpdateAAfter a partial goods receipt is created, the purchase order updates quantitiesreceived. When additional goods receipts are created, the new document(s) willreflect only the remaining balance yet to receive.Subsequent goodsreceipts against thepurchase order show onlyremaining items andquantitiesSAP Goods ReceivingMM REC 320 ‐ LSO V215

2/8/2013Cancel Goods Receipt – OverviewOccasionally it may be necessary to cancel a goods receipt. Reasons forcancellation could be: Damaged goods discovered after unpacking Incorrect quantity was entered Goods receipt created against incorrect PO numberGoods receivers may cancel: All items on a goods receipt Only specific lines on a goods receiptThe quantity received for a given line item cannot be canceled. If a specific lineitem quantity is incorrect, the entire line must be canceled.Canceled line items return to the purchase order record.SAP Goods ReceivingCancel Goods Receipt1. SelectCancellation fromdropdown menu2. Double click onGoods Receiptnumber from withinDocument OverviewSAP Goods ReceivingMM REC 320 ‐ LSO V216

2/8/2013Cancel Goods ReceiptCancellation initiallyshows all items on theoriginal goods receipt3. Within the Detailssection, click Item OK forlines to cancel. Click the buttons if moving betweenmultiple lines.SAP Goods ReceivingCancel Goods Receipt – Finish4. Cancellation shows lineitem 2 only is canceled.Click Check for errors.Click Save to finish.Cancellation is assigned aunique document number.Document is accessiblewithin document overviewif needed.SAP Goods ReceivingMM REC 320 ‐ LSO V217

2/8/2013Supplementary TasksSAP Goods ReceivingDisplay Purchase Order from Goods ReceiptIf needed, goods receivers can access and display the purchase order from within theGoods Receipt screenDouble‐click thePurchase Order numberon Purchase Order Datatab within DetailssectionCorrespondingpurchase orderwill displaySAP Goods ReceivingMM REC 320 ‐ LSO V218

2/8/2013How to Determine Assigned PO Purchasing BuyerIf needed for assistance, the buyer responsible for the purchase order can be found atthe top of the screen.The assigned buyercan be found on thepurchase order in theheader sectionSAP Goods ReceivingNumbering Conventions for Purchase OrdersPurchase orders follow numbering conventions that correlate with thecampus sector in which the requisition originated.PO Number FormatArea43XXXXXXXXFacilities using Plant Maintenance (PM) system45XXXXXXXXCampus and Hospital NB Requisitions47XXXXXXXXHospital ZB RequisitionsSAP Goods ReceivingMM REC 320 ‐ LSO V219