[117] in Enterprise Print Delivery Team
PO Blue Copy
daemon@ATHENA.MIT.EDU (john t. brown)
Wed Mar 8 08:25:38 2000
Resent-From: "David F. Lambert" <LAMBERT@mitvma.mit.edu>
Resent-To: Enterprise Printing Delivery Project Team <printdel@MIT.EDU>,
Datacenter Operations Services <DOST@mitvma.mit.edu>, asst@MIT.EDU
Message-Id: <2.2.32.20000307141903.009cef74@po10.mit.edu>
Mime-Version: 1.0
Content-Type: text/plain; charset="us-ascii"
Date: Tue, 07 Mar 2000 09:19:03 -0500
To: aac-aoquery@MIT.EDU
From: "john t. brown" <jtbrown@MIT.EDU>
Printdel, DOST & ASST,
Please note the references to POs. This announcement appears to be
a huge step towards eliminating the need for serially attached impact
printers for PO printing.
-Dave
----------------------------Original message----------------------------
Memo to: MIT Requisitioners & the MIT Administrative Community
From: Jim Morgan
Re: PO Blue Copy
This memo is to let you know about three changes that will go into effect as
of March 31, 2000 relating to the paper "blue copy" of a Purchase Order (PO)
now being distributed to requisitioners by the Procurement Department.
1. After March 31, 2000, Procurement will no longer distribute paper copies
of PO's ("the blue copy") to the requisitioner.
2. At the same time, a revision will be put into place to modify our
current
Monthly Statement Reconciliation Process. This revision changes the "four
way match" requirement (invoices, packing slips, requisitions, and PO's).
- Invoice approvers should still match the invoice to the packing slip or
other evidence of receipt, to ensure that the goods invoiced were received.
However, approvers will no longer be required to match the invoice and
packing slip to the requisition and PO. This is now being done by Accounts
Payable through SAP. If the invoiced amounts are greater than specified in
the PO (by more than the tolerances set in SAP), the invoice will be
returned to the department for appropriate action. If information is needed
from the PO to insure that the invoice is accurate or to check the cost
object/GL account distribution, the approver should review the PO on line,
but this step is now required only if more information is needed to
understand the invoice.
- At month end, reconcilers will not be required to match the line item
posting on the DTR to the PO. As noted above, the PO may be reviewed on
line if information from the PO is needed to ascertain whether the posting
is correct. Otherwise, no comparison to the PO is necessary. Matching to
the invoice and packing slip(or other evidence of receipt) is sufficient.
3. MIT's Audit Division has reviewed and approved this change in the
Reconciliation Process, and is in the process of making the appropriate
adjustment to the audit programs followed in Departmental Reviews.
Why Change Now?
1. With the implementation of SAP, the trend toward more
Business-to-Business eCommerce has helped to make these multi-part forms
obsolete. Most orders are now completed through E-CAT, by telephone, or by
fax.
2. Central departments using copies 2 and 3 can get this information from
SAP, SAPWEB, or the Data Warehouse.
3. The 4-way match for departmental reconciliation has become obsolete -
the
match between Invoice, Requisition, and PO is now being done automatically
in SAP. The team working on the new reconciliation process has indicated
they will recommend eliminating the step of matching the blue copy to the
invoice, packing slip, and requisition.
4. The current 4-part forms are printed on a 13-year old printer using
legacy software that can no longer be supported adequately by operations and
technical staff. MIT would have to make a capital investment in new
hardware and software to continue printing 4-part forms, and this would not
be an appropriate use of MIT resources.
How can Users find their PO's and Req's in SAP?
Though not required, users who would like to print and retain a paper copy
of a purchase order can do so from the Web at
http://web.mit.edu/sapweb/prod/buypay/po-display.html. There is extensive
documentation about how to view a purchase order or a requisition in SAP and
through SAPWEB, which may be found on the Web through the main SapR3 page,
http://mit.edu/sapr3/. The Web version of a purchase order contains all the
same information as the printed order. This way of viewing purchasing
information provides even more information than the paper PO -- payment
information can also be found there.
If Users need Assistance:
Many users are already using SAP's extensive drilldown capability to view
purchasing and financial documents on-line. For others, this will be new,
or will make it necessary to use SAP or SAPWEB more often. We understand
some additional support may be needed, and encourage you to call your school
coordinator (names and phone numbers are available at
http://web.mit.edu/fss/sac.html or Mike McNamara (McNamara @ mit.edu or
3-7247) in Procurement if you need any assistance. If you have questions
about the change in the reconciliation process noted above, to go into
effect after March 31, contact Gill Emmons in CAO (gemmons@mit.edu or 8-8359).
