PURCHASING - PURCHASE ORDER - GRPO-AP INVOICE - OUTGOING PAYMENTS

STEP 1.Log-in to your SAP account first.

To do this, kindly click the CHANGE
COMPANY button, then after clicking, a
different screen will appear as shown
below.

STEP 1.1. In here, supply the necessary

information like your user ID and
password; also, dont forget to select the
company where you are assigned. Then,
click OK.

STEP 2. A screen will appear as

shown on the left side, after you
have logged in to your account.
To create a purchase, click the
Purchasing-A/P Module.

STEP 2.1. Under the

purchasing module, click the
Purchase Order button to
create a purchase order
document.

STEP 2.2. Upon clicking the Purchase Order button, a P.O. document will appear.
Next, click the round button located at the end portion of the box beside the vendor
in the PO document to see the list of vendors. From the list, choose the vendor
whom the company purchases goods or any, and then click the Choose button.

STEP 2.3. Next, choose the item/s the

company authorizes to purchase. To see the
list of items, click the round button like on
the previous step under the Item No.
portion. Then, select the item and after, click
the Choose button.

2.4. After selecting the item, supply

the Quantity and Unit Price portion,
then click the Add button located at
the lower left portion to completely
create the Purchase Order Document..

STEP 3.0. To prepare a Goods Receipt PO document for the items received
in relation to the previous purchase, click Goods receipt PO still under on
the same module. After, a GRPO document will appear. On this document,
place the same information as in the purchase order document previously
created. Then, on the lower right portion, click Copy From button in
order to place same information as to the item, quantity and price and
also, to link the GRPO document to the PO document previously created.

After clicking Copy From and selecting

Purchase Order, the GRPO document will
be now linked to PO document previously
created. Then click Add.

STEP 3.1. After clicking Add, a dialogue box will appear saying that
you could not change the document after you have added it. Click
Yes if you are sure of the information being input.

STEP 3.2 After clicking

Yes, another system
notification will pop up
letting you set-up a serial
number for the items
received. After supplying
the serial numbers, click
Ok to continue and click
Add to completely
create the document.

STEP 4. After the receipt of the goods, an A/P invoice will be generated. To
create this, under the same module, select A /P Invoice and choose the same
vendor on the invoice.

STEP 4.1.After the above-mentioned

step, click Copy From to place the
same information as to the GRPO
document previously created. Then,
the A/P Invoice will be linked to the
previous documents created. Then,
click Add to create the invoice.

STEP 5. Upon the arrival of the due date of the goods purchased, the company will now pay the
goods. So, on the Modules Section, click Banking, then Outgoing Payments

STEP 5.1. Click the round button to see the list of the vendors, then select the same vendor
whom the company will pay in relation on the goods previously purchased then, click Choose.

STEP 5.2 After selecting the vendor, right click on your mouse, then a list will appear.
On the list, click Payment Means to choose the mode in paying the vendor. Then, a
table will appear where modes of payment are given. Choose the mode of payment,
in here we chose cash as the mode. Then, click the round button to see the list of
accounts of the company click Choose after selecting a particular account.

STEP 5.3. Click the small box beside the Total then you will see a list, then select
Copy Balance Due to place the total payable. Then click Ok then click Add and
the transaction is now closed.

STEP 6. To prove that the transaction is closed, go back to the creation of Purchase
order then click the icon for last data record to reveal the last record then right click
on the mouse and you will see a list, then select Relationship Map. Then if you are
not permitted to see the relationship map, click Authorized by another user button
and log-in as a manager with 1234 as the password.

STEP 6.1. After logging in as a manager, you will now see the Relationship Map.