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Procurement Learning at UK

Procurement Services provides learning and training resource support materials for all areas and departments at the University. Within our Quick Reference Cards (QRCs) and other support materials below, our hope is that departmental staff and faculty will be able to easily locate and utilize the help resources needed to carry out procurement transactions in an efficient manner. If you do not see the resource to fulfill your question or need, you may contact us at eprocurement@uky.edu for questions of a technical nature or UKPurchasing@uky.edu for inquiries more general.

FAST Procurement Courses in myUK Learning

In conjunction with the FAST (Finance and Administration Specialized Training) Program, several basic and introductory procurement courses are available in myUK Learning. Any University employee can locate, book, and take the courses to learn more information on procurement basics and how to conduct purchase transactions on behalf of their area(s). Each course is approximately 30 minutes in length and is accompanied by interactive quizzes. Courses are designed to assist employees new to purchasing for their area(s) or any person who would like to strengthen their understanding of University procurement processes.

FAST Procurement Basics
FAST How-To-Buy Part 1
FAST How-To-Buy Part 2
FAST Goods Receipts
FAST Amazon Business
FAST Surplus Property
FAST SAP Vendor Master Data and Onboarding (paired with an accompanying course entitled: SAP Vendor Master Data and Onboarding - Technical)

In addition, Procurement Services maintains a basic How-to-Buy information page on our website for departments to reference.

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E-Procurement Assistance

ACCESS E-PROCUREMENT FORM

Remember to be logged in at the top of the screen using your LinkBlue ID to use any web forms on our site.

SAP S/4

SAP S/4 Procurement offers two options for Requisitioners and Goods Receivers to conduct needed tasks. Role-holders may opt to utilize more traditional T-codes to create Requisitions and Goods Receipts or select from the appropriate SAP Fiori app for a more modern, streamlined experience. Quick Reference Cards (QRCs) are provided for support with either option.

Note: Most Procurement functions within SAP S/4 (as listed in section A) are supported by WalkMe guidance on top of the app. WalkMe provides step-by-step guidance to assist users to correctly complete end-to-end processes in addition to support provided by Quick Reference Cards (QRCs) and resources on this page.

SAP Requisitions, Approvals, and Goods Receipts

Resource Number	Learning Resource Name	Learning Resource Description
A-01 Document Guide	First Time Visit - SAP S/4 Procurement	For first-time users of SAP S/4 Procurement, ensure to review and incorporate this information prior to your first visit in preparation for buying and goods receiving activities.
A-02A Document Guide Video Guide	T-Code ME51N - Default Settings	Important: Prior to creating your first Requisition using SAP T-code ME51N, you must set your default settings as outlined in the guide. This is a one-time requirement. After your default settings are established, you can immediately create Requisitions as needed following steps outlined in the guides below.
A-02B Document Guide Video Guide	T-code ME51N - How to Create E-Catalog Requisition	Steps to create SAP ME51N Requisition for Ariba Network e-Catalog Orders
A-02C Document Guide	T-code ME51N - How to Create Free Text Requisition	Steps to create SAP ME51N Requisition for Free Text Orders
A-02D Document Guide Video Guide	T-code ME51N - How to Set Delivery Address	Step-by-step instructions to correctly establish Delivery Address settings on ME51N Requisition. Important: Integrated ordering systems utilize specific delivery address data for correct order placement and processing. It’s important to follow the steps in the guide to enter your delivery address information correctly and refrain from entering a building name or address components via free text entry. Failure to follow the delivery steps will cause an order to fail to process or deliver correctly.
A-02E Document Guide	T-code ME51N - How to Display/Edit Requisition	Display and/or edit a Requisition that was created using T-code ME51N.
A-02F Document Guide	Look Up Requisition Status	How to review the status of a requisition
A-02G Document Guide	Cancel Line on ME51N Requisition	Edit a requisition to cancel a line item or multiple line items to cancel a requisition
A-02H Video Guide	Repeat Account Assignment Info	How to use the Repeat Account Assignment function on multi-line requisitions

Resource Number	Learning Resource Name	Learning Resource Description
A-01 Document Guide	First Time Visit - SAP S/4 Procurement	For first-time users of SAP S/4 Procurement, ensure to review and incorporate this information prior to your first visit in preparation for buying and goods receiving activities.
A-03A Document Guide Video Guide	Fiori Manage Purchase Requisitions Professional App - Default Settings	Important: Prior to creating your first Requisition using the Fiori Manage Purchasing Requisitions Professional app, you must set your default settings as outlined in the guide. This is a one-time requirement. After your default settings are established, you can immediately create Requisitions as needed following steps outlined in the guides below.
A-03B Document Guide	Fiori Manage Purchase Requisitions Professional App - How to Create E-Catalog Requisition	Steps to create a Requisition with Fiori Manage Purchase Requisitions Professional app for Ariba Network e-Catalog orders.
A-03C Document Guide	Fiori Manage Purchase Requisitions Professional App - How to Create Free Text Requisition	Steps to create a Requisition with Fiori Manage Purchase Requisitions Professional app for Free Text orders.
A-03D Document Guide Video Guide	Fiori Manage Purchase Requisitions Professional App - How to Set Delivery Address	Step-by-step instructions to correctly establish Delivery Address settings using the Fiori Manage Purchase Requisitions Professional app. Important: Integrated ordering systems utilize specific delivery address data for correct order placement and processing. It’s important to follow the steps in the guide to enter your delivery address information correctly and refrain from entering a building name or address components via free text entry. Failure to follow the delivery steps will cause an order to fail to process or deliver correctly.
A-03E Document Guide	Fiori Manage Purchase Requisitions Professional App - How to Display/Edit Requisition	Display and/or edit a Requisition that was created using Fiori Manage Purchase Requisitions Professional app.

Resource Number

Learning Resource Name

Learning Resource Description

A-04

Document Guide

Approve Requisitions via My Inbox

Approvers receive Requisitions within My Inbox for review. Available options include Approve, Forward, Claim (Reserve), and Forward.

Resource Number	Learning Resource Name	Learning Resource Description
A-05 Document Guide Video Guide	Create Goods Receipt via T-code MIGO	Steps to create a Goods Receipt via traditional SAP S/4 T-code to confirm physical receipt of goods or services on behalf of the department.
A-06 Document Guide Video Guide	Create Goods Receipt via Fiori Post Goods Movement for Purchasing Document App	Steps to create a Goods Receipt via Fiori app to confirm physical receipt of goods or services on behalf of the department.
A-07 Document Guide	Create Goods Receipt Cancellation	Steps to cancel a Goods Receipt created under either T-code MIGO or the Fiori Post Goods Movement for Purchasing Document App.

Resource Number	Learning Resource Name	Learning Resource Description
A-08 Document Guide	View Only Ariba Catalog for Non-Requisitioners	Open access to faculty and staff who do not hold formal SAP S/4 Procurement roles. Users can access and browse available products from Ariba Network e-catalogs. Items of interest can be placed onto a printable Shopping List. Users cannot check out with items or make purchases via this feature.
A-09 Document Guide Video Guide (Chrome) Video Guide (Firefox)	Clearing Browser Cache	Steps to clear cache on Internet browser. Once cleared, pop-up blockers will need reset and all cookies accepted when prompted to allow for Ariba Network e-catalogs shopping.
A-10 Document Guide	Post S/4 Go-Live Follow-Up Meetings	Notes from the Post S/4 Go-Live Follow-Up Learning and Training Procurement Requisition Default Settings and Delivery Address Requirements

Loading Quotes from Suppliers on the Ariba Network

A number of Ariba suppliers offer quotes tools on their e-catalogs for ordering convenience. Whenever an Ariba supplier provides a quote for purchase, ask them to also place it on their Ariba e-catalog for ordering. Shoppers can navigate to the supplier's Level 1 (L1) e-catalog and use their quotes tool to create the order. The quotes tool for each supplier will automatically transfer the items to the Shopper's cart quickly and easily for ordering. By using quotes tools, Shoppers will not need to create Free Text Shopping for their needs and Procurement Services Buyers do not need to perform manual order processing and placement. Quotes tools allow easy processing for orders with many lines or special pricing and orders place immediately after any required approvals are met.

Resource Number	Learning Resource Name	Learning Resource Description
B-01	B&H Photo	Steps to load a quote-to-cart for B&H Photo
B-02	Bio-Rad Bio-Rad Supplementary Material	Steps to load a quote-to-cart for Bio-Rad
B-03	CDW	Steps to load a quote-to-cart for CDW
B-04	Dell Dell Supplementary Material	Steps to load a quote-to-cart for Dell
B-05	Grainger	Steps to load a quote-to-cart for Grainger
B-06	Life Technologies	Steps to load a quote-to-cart for Life Technologies
B-07	MoreDirect (Connection)	Steps to load a quote-to-cart for MoreDirect (Connection)
B-08	Office Resources Inc. (Steelcase)	Steps to load a quote-to-cart for Office Resources Inc. (Steelcase)
B-09	Qiagen	Steps to load a quote-to-cart for Qiagen
B-10	Sid Tools dba MSC Industrial	Steps to load a quote-to-cart for Sid Tools dba MSC Industrial
B-11	Sigma-Aldrich	Steps to load a quote-to-cart for Sigma-Aldrich
B-12	VWR VWR Supplementary Material	Steps to load a quote-to-cart for VWR
B-13	Fisher Scientific	Steps to load a quote-to-cart for Fisher Scientific

Enterprise Amazon Business Account Shopping

Important note for employees with an existing Amazon Business Account or Amazon.com account used for work purposes: If you are an employee having an existing departmental Amazon Business Account or Amazon.com account used for work purposes under an email other than your linkblue email address, please refrain from accessing the new Enterprise platform through myUK and contact amazon@uky.edu for migration assistance. A customized migration can be scheduled specifically for you after the launch date. It’s important that the person to whom the departmental account is registered not access the new platform before their migration to ensure their existing business account or Amazon.com account can be transferred correctly.

Resource Number	Learning Resource Name	Learning Resource Description
C-01	Direct Link to Amazon Information Page	The Amazon information page on the Procurement Services website is a great place to start for general information for product shopping on the Enterprise Amazon Business Account.
C-02	Direct Link to Amazon Frequently Asked Questions (FAQs)	Frequently Asked Questions (FAQs) is a dedicated page focusing on the most common questions and answers for the Enterprise Amazon Business Shopping experience.
C-03	Amazon Shopper PowerPoint	Learning materials for Amazon Shoppers who plan to browse products and/or make purchases. Note: The information in this document is available as an interactive course in myUK Learning. Upon reaching myUK Learning, search for course entitled FAST Amazon Business to book and click Start.
C-04	Amazon Approver PowerPoint Approve Order Quick Reference Amazon Approver Supplementary Notes	Learning materials for departmental Approvers who will approve Amazon orders for their respective areas.
C-05	How to Convert Amazon.com or Amazon Business Account to myUK Enterprise Account	University employees requiring access to the Enterprise Amazon Business Account (located within myUK Enterprise Services tab) will encounter conversion/migration tools during their first visit if they have an existing Amazon.com or departmental Business Account account using the linkblue version of their University email address. This guide will help users navigate potential issues during their initial access to the platform. Contact amazon@uky.edu for assistance. Also, please contact us for assistance if you have an existing Amazon Business Account under any email address other than your linkblue email prior to accessing the platform the first time.
C-06	Creating, Sharing, and Converting Shopping List	Employees who do not use procurement card can still browse products. This user type can also create and download Shopping Lists from within the platform. Shopping Lists can then be shared with another person(s) or business office staff who can create and place the order on behalf of the employee.
C-07	Amazon Approver Analytics and Reports	Designed to provide reporting and analytics tools specifically for Amazon Approvers.
C-08	Amazon Business Account Web Form	Utilize this form if you are already an Amazon Shopper or Approver on the Enterprise Amazon Business Account for general questions or request(s) for assistance.
C-09	Web Form Request for Amazon Access	Utilize this form if you are new to the Enterprise Amazon Business Account and need established as an Amazon Shopper or Approver and added to the appropriate departmental group or workflow to make purchases.
C-10	Amazon Analytics Reports Generation	Directions on how to create Analytics Reports for Administrators NOTE: Amazon Analytics is a restricted role available only to designated administrators within each unit. Email amazon@uky.edu for inquiries.
C-11	Amazon Analytics Spend Charts	Directions on how to navigate Analytics Spend Charts for Administrators NOTE: Amazon Analytics is a restricted role available only to designated administrators within each unit. Email amazon@uky.edu for inquiries.
C-12	Amazon Analytics Filter Fields list	This reference shows the 7 reports available in Amazon Analytics. The fields listed show the max allowed on the report with the option of removing those not needed. NOTE: Amazon Analytics is a restricted role available only to designated administrators within each unit. Email amazon@uky.edu for inquiries.
C-13	Amazon Analytics Reports comparisons	This reference shows the list of report field names along with the filtering names used within the Amazon Analytics dashboards. Allows for comparison if a report is needed or dashboard available based on data fields needed. NOTE: Amazon Analytics is a restricted role available only to designated administrators within each unit. Email amazon@uky.edu for inquiries.

Vendor Records & PaymentWorks Learning Materials

Important Note: Vendor registration information is proprietary in nature and for internal use only within the University community. It's important that information not be shared with vendors or other external parties.

Support/Help Email: VendorHelp@uky.edu

Supplier Master:

Guide

(New) Vendor Search Requirements and Objective

Understand the requirement for documentation at the beginning of the transaction and its correlation with an effective search of the appropriate vendor number.

Guide

(New) SAP S/4: Searching Existing Suppliers in Business Partners

Includes steps to correctly search and locate available supplier records within SAP S/4 Business Partners. Users may utilize any of the following approaches to search and identify supplier master data:

A. Direct search within SAP S/4 Business Partner Master Data
B. T-code ME51N Requisition
C. Fiori Manage Purchase Requisitions Professional
D. Payment Request Document (PRD)

Guide

Employee Vendor Number Searches

How to search for 8XXXXX Employee Vendor Numbers

Important:

Always search SAP for an existing vendor record before sending a PaymentWorks invitation. A vendor may already have an existing record, even when an invitation can be sent through PaymentWorks. A PaymentWorks invitation should only be sent after you have determined that an appropriate vendor record does not already exist. See Locating and Selecting Vendor Records in SAP for additional guidance.

Start Here:

Guide	Vendor Onboarding Roles/Separation of duties	Understand roles and responsibilities across stakeholders and separation of duties in the new vendor onboarding process.
Guide	SAP Vendor Master Data and PaymentWorks Onboarding – Concepts	High-level, broad concepts regarding SAP Vendor Master Data and PaymentWorks New Vendor Onboarding platform.
Guide	Procurement Approval Workflow	Beginning 8/1/26, a new, additional Procurement workflow step will be added to all PaymentWorks new vendor invitations. As part of the approval workflow, Procurement Services will examine each new invitation prior to it moving forward to the potential vendor to validate and ensure that the required vendor information is not already available within SAP S/4 vendor master data and the invitation contains the required information within the Personalized Message box.

PaymentWorks Vendor Invitations:

Guide	PaymentWorks invite Requirements	Beginning 7/20/26, each PaymentWorks New Vendor Invitation must reflect a completed Personalized Message conveying to the vendor required information to complete and submit a valid registration. The Personalized Message must indicate the name required of the entity or individual on their registration as well as the required address for the needed transaction.
Guide	PaymentWorks Invite Personalized Message Guide and Templates	Sample templates for use when forming personalized message on new vendor registration.
Guide	Rejected Invitations and how to move forward	How to manage rejected invitations.

Supplemental Resources for Shoppers

Resource Number	Learning Resource Name	Learning Resource Description
E-01	How-To-Guide for Establishing Roles Training Request Plan Link	Understand steps to apply for the SAP Requisitioner or other SAP role and completion of the EAG Training Request Plan.
E-02	Role Combinations Matrix	In keeping with checks and balances, understand which procurement roles any single employee can or cannot hold.
E-03	Delivery Building Listing	Current delivery buildings within SAP with their location codes.
E-04	Delivery/Ship-to-Address Request Form	Online form to request setup and assignment of a new building code for use with SAP for new University buildings or official spaces.
E-05	SAP Product Categories	Listing of current SAP Product Categories and their descriptions.
E-06	Performing Split Account Assignment	Steps to split or allocate cost assignment for line items across multiple cost centers, WBS Elements, or a combination.
E-07	Working with Reverse Requisitions	Depending on needs and nature of the purchase, Requisitions setup in a "reverse" format may sometimes be applicable and the best option for smooth transaction processing.
E-08	Understanding Freight Terms	Understand key freight terms and how to find freight charges charged to a purchase order.
E-09	Assign Statistical Internal Order (SIO) Number	Occasionally a Statistical Internal Order, or SIO, number is applicable to some cost center assignments and must be entered into specific cells on a Requisition.
E-10	Cost-Sharing on Account Assignment	Cost-Sharing involves pairing of a "fund number" with a WBS Element and can be done as part of completing Account Assignment.
E-11	Understanding Product Categories and GL Accounts	Understand how Product Categories differ from GL Accounts in conjunction with Requisitions.
E-12	Manage Employee Reimbursements	How to submit a Requisition for an out-of-pocket reimbursement to an employee.
E-13	Locate Payment Information for Purchase Orders	How to locate payment (check or other) information for a purchase order.
E-14	Business Analysis Report	Use the SAP Business Analysis report for detailed line item information and status for purchase orders that result from Requisitions. This is a powerful, comprehensive report for reviewing purchase order data by area, cost object(s), ShopperID(s), etc.
E-15	Open PO Encumbrance Report	Use SAP T-code Z_MMEKPO for open PO encumbrance reporting.
E-16	Personal Service Training Class Material	Training materials to create and execute Kentucky Personal Service Contracts.
E-17	Personal Service Contract Examples	Example documents to accompany Kentucky Personal Service Contract training materials.
E-18	End of Fiscal-Year Closing Questions and Answers	Help document for what to expect and how to navigate purchase needs as the end of the fiscal year approaches.

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Procurement Learning at UK

E-Procurement Assistance

ACCESS E-PROCUREMENT FORM

SAP S/4

SAP Requisitions, Approvals, and Goods Receipts

ME51N Directions (Create Purchase Requisition - Advanced)

Resource Number

Learning Resource Name

Learning Resource Description

Fiori Directions (Manage Purchase Requisitions - Professional)

Resource Number

Learning Resource Name

Learning Resource Description

Approval

Resource Number

Learning Resource Name

Learning Resource Description

Receiving

Resource Number

Learning Resource Name

Learning Resource Description

Miscellaneous

Resource Number

Learning Resource Name

Learning Resource Description

Loading Quotes from Suppliers on the Ariba Network

Loading Quotes-To-Shopping Carts from Suppliers on the Ariba Network

Resource Number

Learning Resource Name

Learning Resource Description

Enterprise Amazon Business Account Shopping

Enterprise Amazon Business Account Shopping

Resource Number

Learning Resource Name

Learning Resource Description

Vendor Records & PaymentWorks Learning Materials

Locating and Selecting Vendor Records in SAP

Supplier Master:

PaymentWorks

Important:

Start Here:

PaymentWorks Vendor Invitations:

Supplemental Resources for Shoppers

Miscellaneous Guides

Resource Number

Learning Resource Name

Learning Resource Description

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