Learning and Training (2)

ME51N Directions (Create Purchase Requisition Advanced) 

A-01

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

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

T-code ME51N - How to Create E-Catalog Requisition

Steps to create SAP ME51N Requisition for Ariba Network e-Catalog Orders

A-02C

T-code ME51N - How to Create Free Text Requisition

Steps to create SAP ME51N Requisition for Free Text Orders

A-02D

Delivery Address Demo Video

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

T-code ME51N - How to Display/Edit Requisition

Display and/or edit a Requisition that was created using T-code ME51N.

Fiori Tile (Manage Purchase Requisitions Professional)

A-01

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

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

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

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

Delivery Address Demo Video

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

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.

A-04

Approve Requisitions via My Inbox

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

A-05

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

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

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.

A-08

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

Clearing Browser Cache

Demonstration Video - Google Chrome

Demonstration Video - Firefox

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 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.

B-01

B and H Photo

Steps to load a quote-to-cart for B and 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 

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@l.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.

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@l.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@l.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@l.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@l.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@l.uky.edu for inquiries.

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

D-01

Visual: New Vendor Onboarding Roles and Separation of Duties

Understand roles and responsibilities across stakeholders and separation of duties in the new vendor onboarding process.

D-02

(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.

D-03

(New) PaymentWorks Vendor Invitations: Required Verification and Personal Message Content 

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. 

D-04

(New) PaymentWorks Inviters: Best Practices for Vendor Searches and Managing Onboarding Console 

Best practices and tips to ensure accurate determination and selection of correct vendor profile information. 

D-05

(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)

D-06

(New) PaymentWorks Invite Personalized Message Guide and Templates

Sample templates for use when forming personalized message on new vendor registration.

D-07

(New) Requirement - 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. 

D-08

(New) Rejected PaymentWorks Invites

How to manage Rejected Invitations

D-09

(New) Search 8XXXXX Employee Vendor Numbers

How to search for 8XXXXX Employee Vendor Numbers

D-10

SAP Vendor Master Data and PaymentWorks Onboarding – Concepts

High-level, broad concepts regarding SAP Vendor Master Data and PaymentWorks New Vendor Onboarding platform.
 

E-01

How-To-Guide for Establishing Roles

Training Request Plan Link

Understand steps to apply for the Shopper 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 Shopping Carts

Depending on needs and nature of the purchase, Shopping Carts 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 the Shopping Cart.

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 Shopping Carts.

E-12

Manage Employee Reimbursements

How to submit a Shopping Cart 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 Shopping Carts. 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