1. MM Year End Purchase Requisition Cleanup Process Cate Antisdel Rachel Beane Mahn Saechao Phil Marchbanks 04/18/2016

2. Getting Started Introductions Presenters Participants Presentation Materials A link to the documents will be sent out after the presentation Did you sign in (to ensure you receive credit)? Presentation Tips Take Notes Ask Questions

3. Agenda Getting Started / Agenda / Learning Objectives / MM & AP Resources – Phil - 10 min. Procurement Year-End Closing Schedule – Rachel – 10 min. Contest – Who knows dates of interest? Win a prize. Review Fiscal Year-End Procurement Document Cleanup work instruction – Phil, Cate & Mahn – 15 min. Examples – Y_DRP_63000033 Condition 1-6 reports – Phil, Mahn, & Cate – 45 min. Q&A – Cate, Mahn, Rachel, & Phil – 40 min.

4. Learning Objectives Upon completion, you should be able to: §2 Identify year-end dates of interest Identify MM & AP resources Explain the year end purchase requisition clean up process Run purchase requisition listing report – Conditions 1 - 6

5. MM & AP Resources SAP Learning Center: Go to MM – Materials Management  Procurement and either Year- End Documents, Requisitioner, or Bureau Buyer sections. Link – http://www.portlandoregon.gov/cao/62663http://www.portlandoregon.gov/cao/62663

6. MM & AP Resources Job Aids and Work Instructions: Year End MM Document Cleanup Guide Closing versus Cancelling a Requisition Line MM Year End Y_DRP_63000033 Condition 2 Error MM Year End Y_DRP_63000033 Condition 4 Error ME54N Who Has Approved and Who Still Needs To Approve Closing a Purchase Order that has been Partially Received or Partially Invoiced How to Find a Purchase Order Associated with a Requisition Canceling a Purchase Order

7. Year End Closing Schedule Time for a pop quiz - §1 There will be prizes!

8. Year End Closing Schedule Question – Last day to convert PR for PTE Services to a PO along with PTE contract requirements for FY15/16? §1 Answer – Friday, June 3, 2016

9. Year End Closing Schedule Question – Last day a PR will be accepted for a PO in FY15/16? §1 Answer – Friday, June 10, 2016

10. Year End Closing Schedule Question – Last day to create, approve, and adopt a DPR to a DPO for FY15/16? §1 Answer – Wednesday, June 29, 2016

11. Year End Closing Schedule Question – Last day to cancel or close a PR, DPR, PO or DPO for FY15/16? §1 Answer – Wednesday, June 29, 2016

12. Year End Closing Schedule Question – When will Procurement Services start closing requisitions for FY15/16? §1 Answer – The evening of Wednesday, June 29, 2016

13. Year End Closing Schedule Question – Last day to enter goods receipts for FY15/16? §1 Answer – Thursday, June 30, 2016 Note: Do not manually set Delivery Complete Indicator when entering a June 30 th goods receipt.

14. Year End Closing Schedule Bonus Question – It’s June 30 th, you are handed an AP invoice but there is no purchase order. What do you do? §1 Answer – Wait until July 1 st to do requisition. Have financial staff do AP accrual.

15. Year End Closing Schedule 5/9/16 – Support session – MM Fiscal Year End PO Clean Up Process 6/29/16 – Last day to cancel/close, or create, approve, & adopt requisitions to purchase orders. Last day to cancel/close purchase orders. Evening of, Procurement Services starts mass closure of requisitions. 6/30/16 – Procurement Services mass closes requisitions. Contacts bureaus to fix errors. Last day to do goods receipt. §1

16. Procurement Process Impact on Budget §1 Good Receipt Moves funds to actuals spent Approval process Purchase Requisition Pre-encumbers funds Invoice Paid by ACH or check – vendor receives funds Purchase Order Releases pre- encumbrance. Encumbers funds

17. Procurement Process Impact on Budget Purchase order using multi-account assignment §1 Is automatically set to GR non-valuated. Good receipt records quantity of goods or services received. Does not move funds to actuals spent. Invoice moves funds to actuals spent and creates the payable. To close purchase order and release any remaining encumbrance – check Delivery Complete Indicator, change Latest GR Date to prior date, and, check the Final Invoice Indicator on the Invoice tab

18. Fiscal Year-End Requisition Clean Up Process Requisitions must be closed before open purchase orders can be carried forward to new fiscal year Six conditions can cause problems with mass closure, with commitments and budgets in new year Purchase requisition listing report (Y_DRP_63000033) Use Condition1 – Condition6 layouts to identify different problems §1

19. Run Reports 1.Click Get Variant Icon 2.Clear all fields and click Execute icon 3.Scroll down to select a PR CONDITION 4.Select your Funds Center(s) 5.Click Execute icon §1 Run the SAP code Y_DRP_63000033 report

20. Condition 1 - 3 §1

21. Condition 4 - 6 §1

22. Examples - Conditions 1 – 6 (Y_DRP_63000033) Condition 1 – Fund Center = WARP*, PLSB*, ESEN* Condition 2 – Fund Center = TRMN*, MFOP*, WAMC* Condition 3 – Fund Center = MFHR*, FREO*, TRMN* Condition 4 – Fund Center = TRMN*, PKSB* Condition 5 – Fund Center = TRED* Condition 6 – Fund Center = WAMC*, PLOP* §1

23. Reports and Schedule Reports will be run and sent out: 4/19 – 5/30, every two weeks, 6/2 – 6/13, every week, 6/24 – 6/29, daily Friday 6/2 LAST DAY to convert PTE PRs to POs Friday 6/10 LAST DAY to enter PRs for this fiscal year Wednesday 6/29 LAST DAY to create, approve and adopt a DPR for this fiscal year! LAST DAY to cancel/close PRs, DPRs, POs or DPOs for this fiscal year! In the evening, Procurement Services will CLOSE ALL REMAINING REQUISITIONS for this fiscal year Thursday 6/30 LAST DAY to enter goods receipts for this fiscal year DO NOT manually set Delivery Complete indicator §1

24. Q & A §1 Comments? Questions?

25. City of Portland EBS Training & Development In Assoc. with Bureau SMEs