This document provides training on converting purchase requisitions (PRs) to purchase orders (POs) in SAP for a procurement desk role. It describes Syngenta's business, the objectives of the training, and steps to resolve incomplete PRs due to missing or incorrect vendor information or value discrepancies. It explains performing manual and automatic conversions of complete PRs to POs using transactions like ME58 and ME59N in SAP. The overall goal is to teach the important procedure of converting PRs to POs that the procurement desk will regularly perform.

2. COACH: MARVIN ESTUARDO FLORES RUIZ

3. INTRODUCTION This presentation contains some info about what Syngenta is and it also contains one of the most important procedures that YOU as Procurement Desk will perform here in Guatemala.

4. OBJECTIVES My first objective as your COUCH is you to understand and learn who we are and my second objective is you to understand and learn one of the most important procedures that Procurement desk will perform here in Guatemala

5. WHAT IS SYNGENTA?? Syngentais a world-leading in flowers, agri-business committed to sustainable agriculture through innovative research and technology it’s also specialist in crop protection seed breeding, biotechnology and plant sciences, including rare plant varieties.

6. SYNGENTA’S THREE DIVISIONS Seeds Flowers Crop Protection

7. WHERE ARE WE?? Cr Biology Building Stein, Switzerland

8. Jealott's Hill International Research Centre, Berkshire, UK

9. S&G in Enkhuizen, NL

10. Syngenta Biotechnology Inc. NC, USA

12. 3 TIPS TO UNDERSTAND AND LEARN THE PR TO PO PROCEDURE Good attitude for learning The more you practice it, the more you’ll understand it Pay attention to the primary steps

13. CONVERT PR TO PO PROCEDURE

14. INTRODUCTION This procedure describes the process of creation of purchase orders using the SAP Workflow utility for the Indirect Procurement. Purchase requisition should be created directly in SAP by the Requester. Afterwards, it will be subject to a triple automatic control performed by the system – incompleteness check, Business Partner validation check and financial approval check. Once the purchase requisition is completed and approved it can be converted into purchase order.

15. INCOMPLETE PR – VALUE DISCREPANCY In case of using limits in orders (standard PO with limit order or framework order with service item and using limits), the system will check whether the values of the fields Overall limit and Expected value contain the same value. If the values differ the incompleteness check will fail and the purchase requisition will be sent to the Procurement Desk workflow and an email will be sent to the Procurement Desk Agent.

16. STEPS Go to the transaction SBWP or go to the “SAP Business Workplace”: Enter Inbox, Workflow, Grouped According to Task, complete the Purchase Requisition: Click once on the purchase requisition and enter it by clicking on “Objects in attachments – Purchase Requisition” In the tab Limits, check the difference between the Overall Limit and Expected value:

18. If the difference is greater than 10% write an e-mail to Requester, asking which amount is correct. Once the answer from the Requester has been received, or when the difference is within 10% the purchase requisition should be corrected. Click twice on the purchase requisition in the Workflow: Click on Change PR:

20. Modify the amount accordingly to the instructions provided by Requester. If the difference is within 10% the higher amount should be chosen.

21. Once the PR is corrected click on the Save button, then Back and Complete Work Item.

22. Attach the e-mail from Requester to the PR.

23. INCOMPLETE PR WITH VENDOR NUMBER NOT ADDED Once vendor’s incompleteness check of the purchase requisition fails, the workflow is triggered and an e-mail is sent to the Procurement Desk with the information that a new item has appeared in the SAP Inbox.

25. STEPS open SAP Inbox – go to the transaction SBWP or go to the “SAP Business Workplace”: Enter Inbox, Workflow, Grouped According to Task, Complete the Purchase Requisition:

26. Enter the purchase requisition by double clicking on it: On the following screen click on the Change PR button:

27. The purchase requisition will appear. Go to the tab Source of supply:

28. The incompleteness check fails every time there is no number provided in the field Fixed vendor i.e. there is no vendor number provided at all or only a Desired vendor number provided.

29. In order to add the correct vendor number check the Preferred vendor list, which are provided by Syngenta. The lists of vendors are created based on Material Group, therefore check the Material Group indicated on the purchase requisition, then choose the right Excel file e.g. Logistics:

30. From the Excel file copy the number and paste it into the purchase requisition:

31. In cases when Desired vendor number is provided check whether the number is mentioned as a preferred vendor, whether it is not on the black list or whether it requires an additional approval from Business Partner:

32. If there is no vendor provided at all and there is no preferred vendors list contact Requester in order to obtain more information which vendor should be used. If the requester does not know which vendor to use he is advised by Procurement Desk to contact the Procurement Business Partner to obtain the vendor number. It means that Procurement Desk does not process the Purchase Requisition if the vendor is missing. It is rejected from processing. Make sure that there is only one field filled in – either Fixed vendor or Desired vendor, otherwise an error will occur.

33. If there are several lines on the PR, enter the number in each of them. Once the field Fixed vendor is filled in click on the Save button, then Back and Complete Work Item.

36. Go to the tab Source of supply and copy vendor’s number: Go to the transaction ME58:

37. Paste vendor’s number in the field Vendor and press the Execute button: Double click on the line:

38. When the following screen appears press Enter: Drag the purchase requisition number and drop it on the button next to the field with PO type:

39. Verify the purchase order and save it by pressing the button Save: The PO number should appear at the bottom:

40. 18/07/2010 42 43 NOW YOU ALREADY KNOW HOW TO TURN A PR TO A PO. THANK YOU FOR YOUR PARTICIPATION IN THIS TRAINING MODULE