3.1 SAP Purchasing Transactions


3.1) SAP Purchasing Transactions (including Partner Purchasing)

General Description:

These are charges for purchases of goods or services from an outside vendor initiated by a paper requisition, a regular or blanket SAPweb requisition or through eCat3 . A web site to determine the appropriate purchase method can be found here. MIT's participating partner vendors can be found here.

SAP Document Types:

RN (PO invoices), KN (non-PO invoices), EI (EDI invoices), PF (non-PO EDI invoices), and SD (DHL feed)

Central MIT Controls:

  • Only authorized users (in the Roles Database) can create and approve requisitions.
  • Non-partner requisitions are reviewed by Procurement for reasonableness before being made into a PO.
  • SAP has percentage and dollar amount tolerances on invoiced amounts on non-partner purchase orders.
  • Invoices that exceed the prices or quantities stated in the PO by more than a certain amount will not be paid without specific department approval.
  • For a regular (non-blanket) order, SAP has controls to assure that the originally designated cost object and cost element is charged.
  • For Partner transactions, vendors were chosen based on their willingness and ability to provide MIT with a high level of service, which includes accurate billing and shipping.
  • For Partner transactions, invoices are sent electronically and paid based on presumed receipt. To be paid, the amounts must match the amounts on the original requisition.

Level of Risk: Low/Medium

Unless these invoices are paid on a blanket purchase order, there are strong controls to ensure that the billed amount is appropriate, and the correct cost object/GL account combination is charged.

When paid on a blanket purchase order or keyed from a paper requisition, there is some additional risk of charging the wrong cost object/GL account, or payment of an inappropriate amount.

Documentation to Retain: Packing Slips or other evidence of receipt (for current FY plus four additional FYs). Sponsored funds have additional retention requirements. Please check with COEUS to identify the specific award requirements.

DLC Tasks:

Ongoing:

  1. Maintain and file packing slips or other evidence of receipt for all goods received.
  2. Review invoices over $3,000 and all blanket order invoices:
    • Verify that the quantities and items received match the receiving report
    • Make sure the goods were received in satisfactory condition
    • Code to the proper cost object and GL account ยด Send invoices to A/P after they have been signed and approved for payment by an authorized person.
  3. Request that staff, faculty, and students inform administration of orders not received when expected and/or problems with order or vendor.

Statement-related:

  1. Review all charges for these document types for reasonableness and correct allocation to the cost object, using the SAP DTR or applicable BrioQuery/Data Warehouse report.
  2. On a test basis, match invoices under $3,000 (which Accounts Payable pays on "Presumed Receipt") to packing slip or other evidence of receipt.
  3. If invoicing or coding errors are found, contact the Vendor or A/P as appropriate.

Contact for questions: Send e-mail to procurement@mit.edu.

Updated 5/22/12