myEMS (SAP) Procurement Instructions

Procurement InstructionsUse the instructions below to perform selected Procurement tasks in myEMS (SAP).

Human Resources Service Standards
To do this…Follow these instructions…
Purchase Requisitions (aka PReq)
Create a Purchase Requisition
Change/Modify a Purchase Requisition
List, search or display a Purchase Requisition, which you can use to:
  • List all Purchase Requisitions for your funds center
  • Find out which Procurement Specialist is assigned to your requisition
  • Verify the status of your Purchase Requisition
Get a list of Purchase Documents (contracts, or POs) by funds centre, in the GUI Refer to the Procurement How To guide
Delete a line in a Purchase Requisition Retrieve the Purchase Requisition (make sure you are in change mode), then select the line you want to delete, and then click on the garbage can button
Find a GSIN (Goods and Services Identification Number)
  • Do not select any GSIN at the Item Overview level
  • Only select the GSIN at the Item Detail level (under the Material Data tab) and search for the GSIN at this level, with the enhanced search (removing the 500 restriction)
  • Choosing the GSIN at the Item Detail level automatically updates the Item Overview level
Cannot save a Purchase Requisition: there is an FM error message or a message that there is no fund
  • This means there is no money allocated to the funds centre, so you cannot commit funds.
  • Contact your Financial Management Advisor.
The Purchase Requisition is for the benefit of my funds centre manager (such as training, coaching etc. to be attended by the manager)
  • Use the regular funds centre, and inform the cost centre manager that he/she must not approve it
  • Contact the cost centre manager’s direct supervisor and ask him to review and approve it
An extra amount remains committed under a Purchase Requisition because the final Purchase Order (PO) amount is less than the PReq amount.
  • Retrieve the Purchase Requisition, then reduce the amount on the appropriate lines
  • This is supposed to happen automatically, and the myEMS team is currently investigating why this is not always occurring automatically
Questions about a specific contract
  • First, if you know which Procurement Specialist is assigned to the contract, contact them directly
  • If not, identify the Procurement Specialist on the file using the instructions provided above and then contact the Procurement Specialist directly
  • For a list of names and phone numbers of Procurement Specialists, review the Contact Us page
What is the procurement process?
  • Consult the Procurement Roadmap
  • If you cannot find what you need there, send an email
  • The process varies. Generally, managers and staff plan, budget and define their requirements, then send a Purchase Requisition. Procurement Specialists put the contract in place according to legislation, regulation and policy and maintain records with regard to the contracting process. Once they award the contract, a signed copy is sent to the manager and/or his staff. The manager and/or staff manage the contract, receive goods/services, handle invoices, request amendments, maintain requirement files, etc. Once all goods and services are received and payments made, the contract is closed.
Accuracy: Inaccurate contract information in SAP
  • Some data errors happened during the switch from OMTM (FRA: MTEE) to SAP
  • Procurement Specialists are working to correct these errors
  • Please contact the Procurement Specialist assigned to your file
Information on Centrally Managed Cost Pools
  • For national CMCPs, view the Costing Advisory Services site; for more information, contact those identified in the links provided
  • For regional CMCPs, first view the Procurement pages; for more information, contact your regional Managed Services
Acquisition Cards
Create a card document
Change or cancel a card document
Display a card master record
Create a card document if tax exempt
Create a card document in US funds
Enter PRI for Pride and Recognition program purchases
Find an Authorization Number
  • In person purchase: cash register receipt should indicate the authorization number
  • Purchase via phone or online: Invoice or email should indicate the authorization number
  • Your VISA Intellilink account shows the authorization number for every purchase
Complete a Tracked Asset Form for an acquisition card purchase
Acquisition Card monthly log questions
What am I allowed to buy with the Acquisition Card
How do I request an Acquisition Card?
Goods/Services Receipt
Create Goods Receipt for Non-Serialized Material in the Portal (assets that are not tagged; see the Standard for Managing and Tracking Assets to review which assets must be tagged)
Create Goods Receipt for Services
Reverse a Goods Receipt
Create goods receipt for a serialized material in the Portal
Cancel Materiel Document
A partial invoice (not the final invoice) I entered consumed the entire goods receipt, and now I cannot pay any further invoices for this contract
  • To avoid this problem in the first place, in myEMS you must do goods receipts for only the portion of the goods/services that you have received, when you receive them
  • If this situation does occur, contact the Procurement Specialist, who will need to correct the Purchase Order (PO) before you can pay
Service Entry Sheets (SES)
Other Issues
Financial Signing Authority (FSA) questions, including:
  • Who was my Purchase Requisition sent to?
  • My manager is away, so who will approve in myEMS?
Workflow
  • Review the documentation in myEMS
  • If you cannot find what you need, use myEMS Help
  • If you still cannot find the info, Report an Incident
Travel
Invoices and payments questions
Financial coding including releasing of Internal Orders
If you still need additional myEMS assistance related to the Procurement topics above…
Inquire about other myEMS subjects, e.g.:
  • Info Sessions
  • Reporting
  • Training
  • Tickets or Reporting an Incident (including status and follow up)
  • Access