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Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 1 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
Select Database and Input given User ID and Password. If asked to change password for the first
time, Input the given password as ‘Old Password’ and Input your desired password as ‘New
Password’ twice.
When logged on, your user name and the company you are working on is displayed on the upper
right. The modules are listed in the main menu
Document Type Document
Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 2 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
Click on ‘View’ > ‘User Defined Fields’ to display additional fields on the right.
Input ‘Posting Date’, ‘Document Date’ and ‘Required Date’ in the in the header area.
Select the checkbox ‘Send E-mail if PO or GRPO (JCC) is Added’
Select your department from the ‘User Dept’ dropdown in the Additional Fields on the right. ***
Select Document type ‘Item/Service’
Document Type Document
Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 4 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
Double click on the header of the column ‘BP Name’ to make it the active search column, then Input
name of vendor in the ‘Find’ field.
Document Type Document
Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 5 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
Double click on the header of the column ‘Account Name’ to make it the active search column, then Input
Budget Code in the ‘Find’ field.
Input Budget Code in the ‘Find’ field and select relevant activity matching description in the ‘Project
Name’ column.
Document Type Document
Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 6 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
Select appropriate Cost Center Input for ‘Budget Division’, ‘Department’, ‘Location’ and ‘Well’.
Input estimated amount in the field ‘Total LC’ e.g. USD 50,000 or NGN 2,000,000
Document Type Document
Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 7 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
Input remarks in the footer section and ensure the ‘User Dept’ option in the additional fields
section has been selected.
Click on the ‘Add’ and input comments in the dialogue box for approval. Select OK.
Document Type Document
Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 8 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
Input remarks in the footer section and ensure the ‘User Dept’ option in the additional fields
section has been selected.
Click on the ‘Add’ and input comments in the dialogue box for approval. Select OK.
Document Type Document
Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 10 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
Enable hidden fields in the report through ‘Forms Settings’ icon as shown below. The ‘Status’, ‘Authorizer’
and ‘Answer’ columns shows the current status of the request. The ‘Relief’ Authorizer should be ignored
except in a situation where the Authorizer has handed over to the ‘Relief’ Authorizer due to unavailability.
Document Type Document
Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 11 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
On your next log on to the system. You will be asked if you want to disable the setting, select ‘No’
Document Type Document
Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 12 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
Click on the ‘Messages & Alerts Box’ icon. Click on the ‘Request for Approving Document Generation’ in the
inbox tab. Click on the ‘Yellow Arrow’ in the lower section of the inbox to display the Approval dialogue
box. Click on the ‘Yellow Arrow’ next to the ‘Document Draft No’ to review the document sent by the
originator for approval. If the document reviewed is okay, change the decision in the Answer section from
‘Pending’ to ‘Approved’. If the document reviewed is not okay, change the decision in the Answer section
from ‘Pending’ to ‘Rejected’ with appropriate comments in the Remarks field. Click on Ok.
Document Type Document
Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 13 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
Click on the ‘Document Generation Approved’ message in the inbox tab. Click on the ‘Yellow Arrow’ in the lower
section of the inbox to display the Approved document. The approved document should show ‘Approved’ on the
header.
Click on ‘Add’ on the lower section of the document to complete the process.
Document Type Document
Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 14 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
Go to Purchasing A/P > Purchasing Reports > Open Items List. This is a work-list that shows successfully generated
documents on the system, ready for the next process. Change the dropdown on the ‘Open Documents’ section to
‘Purchase Request’. Click on the ‘Yellow Arrow’ next to the ‘Doc. No.’
Click on the button ‘Copy To’ the lower section of the document displayed. And select ‘Pur. Order’
The content of the purchase request is copied to a new Purchase Order document. Select appropriate vendor
from the list. Select ‘No’ in the dialogue box asking to blank out row details of the Purchase Order.
Document Type Document
Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 15 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
Update the appropriate document date, Document Amount, Tax Code and Click ‘Add’
The document should go for the necessary approvals, before being returned in the ‘Messages & Alert Box’ as
‘Approved’ or ‘Rejected’.
If ‘Approved’ click on the ‘Add’ button on the approved document to create the Purchase Order. If successfully
created the document becomes available for printing or sending by email as an attachment.
Document Type Document
Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 16 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
If successfully created the PO becomes available in the ‘Open Items List’ report.
Go to Purchasing A/P > Purchasing Reports > Open Items List. This is a work-list that shows successfully generated
documents on the system, ready for the next process. Change the dropdown on the ‘Open Documents’ section to
‘Purchase Order’. Click on the ‘Yellow Arrow’ next to the ‘Doc. No.’
Right Click and Copy the Vendor Code and note the document type whether ‘Item’ or ‘Service’.
Go to Purchasing A/P > Job Completion Cert. Paste the copied Vendor Code in the vendor field and select the
returned result. Change the ‘Item/Service Type’ dropdown to the appropriate document type. Click on ‘Copy
From’ in the lower section of the document. Select ‘Purchase Orders’ as shown below.
Document Type Document
Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 17 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
Select the appropriate purchase order from the list and click ‘Choose’.
Document Type Document
Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 18 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
Select ‘Finish’ in the next dialogue box. The content of the purchase order is then copied to the JCC document.
Document Type Document
Process: Page
Company: Project: SAP Business Version
PURCHASE ACCOUNT
Energia Ltd One Implementation Business Process
PAYABLES (A/P) 1.0 19 of 19
Training Manual
Document Name: PURCHASE A/P TRAINING MANUAL
Update the document date. Update the document row details to reflect the appropriate amount or quantity if
necessary. Click on ‘Add’
The document should go for the necessary approvals, before being returned in the ‘Messages & Alert Box’ as
‘Approved’ or ‘Rejected’.
If ‘Approved’ click on the ‘Add’ button on the approved document to create the JCC document. If successfully
created the document becomes available for printing or sending by email as an attachment or conversion to an
AP Invoice by the finance department.