1. SAP PR Process Last Updated 4/19/2012 Theresa Kinney

2. 2 Agenda  SAP –PR TOOL  Material Groups on the SEWP contracts  PR Process  Misc. Information  Lessons Learned  12 PR Incorrect Reasons to Reject a PR  PR Checklist for Simplified Acquisitions

3. 3 http://itptool.gsfc.nasa.gov/

4. 4

5. 5 SAP – Create PR SEWP Contract Information Title of PR

6. 6 SEWP Contract Material Groups & Item Category The Material Group that you use on the line item must match up with the line item that is used with the Agreement or SEWP Contracts The SEWP Material Groups can be found by going to ME33K screen in SAP and type in the SEWP PO# (example NNG07DAXXB)

7. 7 EXAMPLE The two Material code must match up Material Group SAMPLES: 5805, D301, R67, W1, V1

8. 8 ME33K Transaction Code SEWP Contract Line Item Category # Material Group to match Column 3 on PR

9. 9 PR Process Item Category must be a “D” (Service) or “Z” (Supply) for any orders that use the SEWP Contracts Unit must have “EA” if the Item Category is a “Z” Unit must have “JOB” if the Item Category is a “D” Plant: Will be the Center (example GSFC) Storage Location: Will be the Center (example GSFC) Purchase Organization: Will be NASA Purchasing Group: Will be the Procurement POC

10. 10 PR Process Continued EA JOB

11. 11 PR Process Continued ITEM D or Z SEWP Contract # and Line item # from ME33K Agreement number (SEWP IV) contract number and Item is the matching line number to the material group

12. 12 PR Process Continued NASA Center info SEWP Contract Authority Your Center Procurement POC When you use the SEWP IV contract number in the Agreement box you must Fill in the Purch Org with NASA.

13. 13 MISC. Information TEXT:This should have the justification for the fair opportunity Delivery:Should be changed if you have a special instruction for the delivery RFQ’s: These should be attached to the PR with a note as to which RFQ (Contract Holder) you want the PR made out to Surcharge Fees: On some of the RFQ’s the SEWP surcharge fee will be built into the price of the item (example Dell). It depends on the agency if the fees need to be on a separate line on the PR or not. GSFC: As of 1/28/2010 the RFO will reject any PR if the “Delivery Address tab does not contain the following information: Name (First Initial and Last Name), Building, Rm#, and Extension. The “Delivery Address” tab should look like:

14. 14 Lessons Learned  Pay attention to the small details and make sure that everything matches up (Material Group numbers)  Finance will not approve PR if: The PR is missing the PR Tool # in the short text The PR address is not update to show your code information -See next slides (15, 16, and 17) for 12 reasons why Finance will reject a PR  If you need to trash a line to make a correction: Make sure you enter the correction line before trashing the line you are correcting  Wait a couple of days after submitting the PR to check the status of the PR  Always follow up on the PR with your Procurement folks

15. 15 12 PR Reasons why Finance will reject a PR 12 PR incorrect reasons at the FN level For further assistance, please go to IEMP Support Center website or you may contact the IEMP Support Center at 301-286- 4436, option 2. 1. PR 4200XXXXXX Rejected. Inactive Material Group The Material Group selected in this PR is inactive. Delete the Procurement line Item (PLI) and enter a new PLI using the correct Material Group. 2. PR 4200XXXXXX Rejected. If the Item Category D indicates this is a Service PR. The Material Group selected is designated for a Supply PR. Delete the Procurement Line Item (PLI) and enter a new PLI using the appropriate Material Group, as the Item Category and Material Group should always match. 3. PR 4200XXXXXX Rejected. If the Item Category Z indicates this is a Supply PR. The Material Group selected is designated for a Service PR. Delete the Procurement Line Item (PLI) and enter a new PLI using the appropriate Material Group, as the Item Category and Material Group should always match. 4. PR 4200XXXXXX Rejected. Multiple Account Assignments There are multiple Account Assignments Line Items (ALI) contained in this Service PR. There should only be one ALI for each Service Line Item (SLI). Please correct the Account Assignment tab, as this type of error will be rejected by the PRISM interface.

16. 16 12 PR Rejections Continued 5. PR 4200XXXXXX Rejected. PR type must be ITPR The PR type must be ITPR for any IT purchase. Please cancel this PR and create a new PR, using the correct PR type. Also, please visit the IT PR Tool website (http://itprtool.gsfc.nasa.gov) to obtain thehttp://itprtool.gsfc.nasa.gov correct code to use in the “short text” field of your PR. 6. PR 4200XXXXXX Rejected. Invalid Function Code The Function Code selected in the PR is inactive. Delete the Procurement Line Item (PLI) and enter a new PLI using the correct Function Code (FC000000), unless this PR is for aircraft. 7. PR 4200XXXXXX Rejected. ITPR description too vague The description after the ITPR code in the short text field must explain exactly what is to be purchased. Please re-enter the description with more detail and RESET you PR for approval. NOTE: For ITPR, It is required to have ITPR code in the short text field for all IT line items before explanation of exactly what is to be purchased. 8. PR 4200XXXXXX Rejected. PR Line items are out of sequence The Procurement Line Items (PLI) and Service Line Items (SLI) must be in sequence (1,2,3,…) and may not have any missing numbers (1,2,4,6) for correct processing of the PR in PRISM. Please delete the PLI and re-enter the PLI and SLI in sequential order, making sure that the SLIs are not missing line item numbers. 9. PR 4200XXXXXXRejected. G/L Account does not match material group The G/L Account derived does not match the material group. Please delete the Accounting Line Item (ALI) and re-enter with the appropriate material group.

17. 17 12 PR Rejections Continued 10. PR 4200XXXXXX Rejected. Incorrect material group selected The Material Group Selected does not match the description in the short text. 11. PR 4200XXXXXX Rejected. Incorrect PR type selected The PR Type selected does not match material group.. Please cancel this PR or ITPR and create a new PR/ITPR, making sure the material group matches the PR type selected. Also, if you are creating a ITPR, please go to the ITPR Tool website (http://itprtool.gsfc.nasa.gov) to obtain the correct code tohttp://itprtool.gsfc.nasa.gov use in the “short text” field of your ITPR. 12. PR 4200XXXXXX Rejected. Delivery Tab Information The Delivery Tab needs to be filled out properly without missing vital information for any Supply PR line item. Please enter a Person’s name, Address, Building, and a Room number in the “Delivery Address” tab. Again: For further assistance, please go to IEMP Support Center website or you may contact the IEMP Support Center at 301-286-4436, option 2.

18. 18 PR Checklist for Simplified Acquisitions REQUIRED FOR ALL PURCHASES 1.Initiator's checklist (GSFC Form 23-59) 2.NASA Form (NF) 1707, Special Approvals and affirmations of requisitions A.PROVIDE SUGGESTED SOURCES (Small Business required) **For PRs above $3K, provide market research findings (including all suggested sources in the header of the PR. **If you have quotes, please provide them as a separate attachment. **PRs under $3K please provide the suggested source and an explanation as to why a credit card is not being used for the purchase. REQUIRED FOR SOLE SOURCE ($3k-$150k) Justification for Sole Sour (Simplified Acquisitions under $150K) REQUIRED FOR PURCHASES OF HARDWARE, SOFTWARE, SUPPLIES, AND EQUIPMENT 1. SPECIFICATOINS OR ITEM NUMBERS 2. NF 1739, Alternate future use questionnaire – NASA Projects ** Required for the purchase of capital equipment valued at $100K or more REQUIRED FOR PURCHASES OF SERVICE STATEMENT OF WORK IS REQUIRED REQUIRED FOR PURCHASES OF TRAINING OHCM Training Request Form or SF-182 Request for External Training is Required

19. 19 Point of Contacts Theresa Kinney – 301-614-7138 Finance@sewp.nasa.gov Philip Poole – 301-286-1733 Finance@sewp.nasa.gov