Inputter’s Guide to Inventory on SAP transactions Z PO10 ... · Inventory Inputters Guidance – Z_PO10_html & ZHHR_ESTINV V 2 Sept 2019 Page 2 of 19 For assistance: contact the

Core Business Systems Support Public document Inventory Inputters Guidance – Z_PO10_html & ZHHR_ESTINV V 2 Sept 2019

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For assistance: contact the Core Business Systems Support team on 01629 538088 or email [email protected]

Inputter’s Guide to Inventory on SAP transactions Z_PO10_HTML and ZRHR_ESTINV The Establishment Inventory is the recommended electronic inventory for schools and feeds into required reports for Audit purposes. Inputters have two Inventory transactions:

Z_PO10_HTML to add new items

ZRHR_ESTINV to search, view, amend and report on items.

This guide advises how to correctly add, amend and write off items on your school’s Inventory.

Contents:

1: Set the Inventory transactions as SAP Favorites .............................................. 2

2: Adding a New Inventory Item - Transaction Z_PO10_HTML ............................. 2

3: Copying an Entry in your Inventory .................................................................... 6

4. Search, Filter and Amend Inventory items (Transaction ZRHR_ESTINV) ......... 8

4.1 Viewing all Items on the Inventory .................................................................. 8

4.2 Sorting the items .............................................................................................. 9

4.3 Filter to specific items ...................................................................................... 9

4.4 Deleting a Filter ............................................................................................... 11

4.5: Search for a particular item or group of items ........................................... 11

4.6: Editing an Entry ............................................................................................... 12

5: Marking Items as Pending Write off .................................................................. 12

5.1 Printing an Inventory report ............................................................................. 14

5.2 Inventory Report on Perspective Lite .............................................................. 14

5.3 Printing an Inventory report (a Pending Write off report for Governors

approval) ...................................................................................................................... 14

Appendix A - SAP Categories and Item Validations ................................................. 18

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1: Set the Inventory transactions as SAP Favorites

Within SAP, right click on Favourites folder (top of the list of transactions)

Click Insert Transaction and type ZRHR_ESTINV into the Transaction Code box and click on the green tick

This has now added the transaction to your Favorites, named ZRHR_ESTINV Establishment Inventory Search

Now repeat the process, typing Z_PO10_HTML. This will show in your Favorites as Z_PO10_HTML- Maintain Organizational Unit

Both transactions are now in your Favorites - to access them, double click on the transaction.

2: Adding a New Inventory Item - Transaction Z_PO10_HTML

a) Within Z_PO10_HTML click on Structure Search in the left hand pane

b) Double click on your School Name



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c) This populates the Organisational Unit field (on the right) with your school

Organisational Unit Number and School Name – ensure this is present before proceeding

d) In the Active tab, scroll to the bottom of the list of Infotypes to see Establishment Inventory then click into the box to the left of the name, to highlight the line

NB: You will only see a green tick if Inventory entries already exist in the module

e) Ensure that the Period radio button is selected, this will make a brand new record with today’s date

f) Click on Create Infotype

This will open up the following screen. Your school’s name and organisational unit number will show here.



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Inventory data entry tips:

Always work from the top of the page down

Certain special characters are not accepted within the system,

Do not use any of the following:

# ` (Above the Tab key) | ; “ [ ]

a) Fields marked with an * are mandatory for every entry and are the minimum the

system requires but we recommend you enter as much information as possible so that items are easier to find, for your own or Auditing purposes

*Validity: This is automatically set to the date you enter the new record but it can be changed to the purchase date by over typing the date (format DD.MM.YYYY) The to date must be left as it is at 31.12.9999

*Category: Choose the item’s category from the drop down – a list of categories is available in Appendix A



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*Item: This is a Sub Category – a list of Sub Categories is available in Appendix A NB: If your item doesn’t fall under any of the categories, you need to select: OTHER (SEE GENERAL INFORMATION) and then type what the item is in the General Information field

Department: The department where the item will be housed e.g. Music Department

Serial Number:

The item’s serial number, if it has one

Make: The brand name or company name of the item

Model: The model number of the item, if it has one

Location: This can be utilised if you have more than one site or a split main site

Room: The room number within that building or department

*Value: The value of the item including the pence e.g. 350.50 (without the £ sign)

Order Number:

This field is where you would put the order number of the item either the 65 number generated if ordered through OrderPoint or the paper order number

General Information:

Enter the item’s details if not included in the Sub Categories, or for other useful information you would like to be included e.g. colour, any damage, etc.

PAT Test Date:

The latest PAT test date (if the item has been tested)

*Pending

Write-Off Approval:

When entering a brand new item, this field should ALWAYS to be set to No. This will only be changed to Yes when the item is to be written off

Write Off date of Governors meeting, Minute Number for Write Off, Reason for Disposal and Method of Disposal are for completion by Approvers only

b) Once you have entered all the information, click on Save at the top of the page

and you will see the successful creation message on the bottom left of your screen

c) If there are any incorrect entries, an error message will show here. Correct these and click on Save again. Ensure you see the successful creation message.



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d) If you have not saved your entries, a data lost message will appear. Click No

and then click Save, to save your entries

e) To add another item, click on Create Infotype and repeat the steps shown above

f) When you have finished entering your new inventory items, click Exit to return to the main SAP screen

3: Copying an Entry in your Inventory

Copying an entry is useful if you have to enter several similar items eg 10 iPads. Within transaction Z_PO10_HTML copy an existing entry then edit the relevant fields eg serial number.

a) In Z_PO10_HTML

b) In the Active tab, scroll down the list and click into the box to highlight Establishment Inventory

c) Ensure that the Time Period All radio button is selected

d) Click on Overview



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e) Find the entry you wish to copy and click on the grey box on the left hand side of

the record to highlight the line

f) Click Copy

g) Edit the relevant fields including entering the correct Validity Date, then click on Enter on your keyboard

h) Now click on Save

The successful save message displays



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4. Search, Filter and Amend Inventory items (Transaction ZRHR_ESTINV)

This transaction allows you to search on and filter by, any of the Inventory fields. You can update certain data eg mark as Pending write off, enter PAT testing dates. You can also print reports when required eg a list of items pending write off.

4.1 Viewing all Items on the Inventory

a) In ZRHR_ESTINV the screen below appears

b) Click on Execute to view the complete list of your Inventory items

The list displays:



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4.2 Sorting the items

a) Click on the Column heading that you wish to sort by (the column will highlight)

b) Then click on the relevant Ascending / Descending icon

c) The items will sort alphabetically or numerically depending on the column selected

4.3 Filter to specific items

a) Select the column heading you wish to apply the filter to (column changes colour)

b) Click on the Filter icon

c) Click into the cell and then into the white search box which appears



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d) Select the item you wish to filter on and click on the green tick

e) Click the green tick again in the next screen to apply the filter

The filtered list will then show

Note: You can identify which column has been sorted or had filters applied, by the small red

arrow head next to the column heading



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4.4 Deleting a Filter

a) Select the column the filter was applied to and click on the arrow to the right of

the Filter icon and select Delete Filter

Alternatively, all filters clear automatically when you click Back or Exit.

4.5: Search for a particular item or group of items

a) Within transaction ZRHR_ESTINV

b) Click in the field you wish to search by eg Item, then click in the white search

squares (do not click on the yellow arrow)

c) Select the item you require and click on the green tick



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d) Then click on Execute

All items with that description will be listed. If you wish, you can sort or filter on these items as shown above.

4.6: Editing an Entry Dependant on your Inputter role only certain fields are available to edit. If you change the Asset Category, the Asset will need to be re-entered.

a) Search for the item you wish to edit as in Section 4.5 above

b) Click in the field you wish to edit – depending on the field you will need to either:

o Select an item from a drop down list (Asset Category)

o Select an item from a selection box (Asset)

o Overtype the text

c) Click Save

Check the bottom left hand corner for any errors, amend as instructed and Save again.

5: Marking Items as Pending Write off

When an inventory item needs to be disposed of due to replacement, damage, etc, the item needs to be written off in the SAP Inventory. The Inputter marks the item as Pending Write off, prints a report of the Pending Write off items (see Section 5.1) which is taken to the next Governors meeting for approval. The Approver then enters the Write off information into the SAP Inventory. As Inputter:

a) In transaction ZRHR_ESTINV

b) Click in the Pending governors WO Approval field, then click in the white search squares (do not click on the yellow arrow)

c) Click on NO, then click on the green tick



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d) Click Execute

The list of inventory items displays:

e) Find the item(s) you require ie by sorting or filtering (Section 4.2 and 4.3)

f) Edit the Pending governors WO Approval field to YES

g) Repeat for all items as required

h) Click Save

i) Click Back

You can now print off a report of these items to send to the Governors meeting, see next section (Section 5.1).



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5.1 Printing an Inventory report

It is an Audit requirement that a regular review of your Inventory is carried out.

5.2 Inventory Report on Perspective Lite

Each month, a full Inventory item report is produced and published to the secure area (Perspective Lite) of the SchoolsNet website. Click Secure Area Reports, Section 8.7 onwards for guidance on locating, saving and converting reports.

These will be published on the 1st of every month.

You need to download this report which will be in a CSV format.

To convert this to an Excel format, please contact the Core Business Systems Support team for the Spreadsheet convertor file.

5.3 Printing an Inventory report (a Pending Write off report for Governors approval)

Running a report on your full Inventory within SAP should not be used to replace the published report. This is very resource hungry and may slow the system considerably for other users.

However, there will be times when you need to print out a report eg a list of items to be written off, to be taken to Governors, as follows:

a) In transaction ZRHR_ESTINV

b) Click in the Pending governors WO Approval field, then click in the white search squares (do not click on the yellow arrow)

c) Click on YES, then click on the green tick


https://schoolsnet.derbyshire.gov.uk/site-elements/documents/administration/sap-for-schools/sap-hr-and-payroll-guidance-for-inputting-and-reporting-section-eight-secure-area-reports-june-2018.pdf


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d) Then click Execute

Note: Items both awaiting write off and written off will display. To view only items awaiting write off, you need to filter to awaiting write off items only, as follows:

d) Highlight the Write-off date column by clicking on the column heading

e) Click on the Filter icon

f) Click on the Selection Options icon , choose the Single Value option then click the green tick

g) The filter criteria box will now be populated with 00.00.0000. Click on the green tick to apply the filter



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All items awaiting write off items will display:

To export the list for printing, first create it

a) Click on the Export icon

b) Select Local file from the drop down list

c) In the next screen, select the radio button Text with tabs and click the green tick

d) In the next screen: i) The Directory defaults to Z and cannot be changed ii) Give your report a Name but keep .xls as a suffix eg

InventoryWriteOff.xls iii) Click Generate



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e) If you see this message, tick “Don’t show this dialog again”, then click OK

The file has been saved to SAP.

Now, find the file to open and print off:

Still in the same Inventory screen:

a) Click on Menu then onto WebGui File Browser

b) In this screen, double click on your file

c) Click on Open

d) Click Yes to this message:

e) Your report will open in Excel. Ensure the data is fully displayed by adjusting the columns widths. You can hide any irrelevant columns eg A, B, D, E by right clicking

f) The four write off columns are S, T U and W: before printing off to take to the governors meeting, you may wish to enter the date of the governors meeting in column S, the Reason for disposal in U and the Method of disposal in column V

g) Print the list to take to governors meeting

You must now delete the Inventory file within SAP: a) Before exiting SAP, click on Menu, then WebGUI File Browser



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b) Click on the Inventory report then click on the Clear browser icon (looks like a

pencil eraser)

c) Click OK to the “clear the browser’s file system?” message

NB: After the governors have agreed to write off the items, write the minute number on the printed list and hand to your Approver to enter the four write off columns on SAP.

Appendix A - SAP Categories and Item Validations

ASSET_CATEGORY ASSET

Category Item

ANTIQUES CLOCK

ANTIQUES COLLECTABLES

ANTIQUES OTHER (SEE GENERAL INFORMATION)

ANTIQUES PICTURE

AUDIO VISUAL BLURAY/DVD/VCR RECORDER

AUDIO VISUAL CAMERA & CAMCORDER

AUDIO VISUAL DOCKING STATION

AUDIO VISUAL E-READER

AUDIO VISUAL GAMES CONSOLES

AUDIO VISUAL MP3 PLAYER

AUDIO VISUAL OTHER (SEE GENERAL INFORMATION)

AUDIO VISUAL PROJECTOR

AUDIO VISUAL STEREO/CD/RADIO

AUDIO VISUAL TELEVISION

CLEANING EQUIPMENT ELECTRIC POLISHER

CLEANING EQUIPMENT OTHER (SEE GENERAL INFORMATION)

CLEANING EQUIPMENT SCRUBBER POLISHER

CLEANING EQUIPMENT VACUUM CLEANER

GARDENING LAWN MOWER

GARDENING OTHER (SEE GENERAL INFORMATION)

GARDENING ROTIVATOR

HOME ECONOMICS & CRAFTS COOKER

HOME ECONOMICS & CRAFTS ELECTRIC MIXER/BLENDER

HOME ECONOMICS & CRAFTS FREEZER

HOME ECONOMICS & CRAFTS MICROWAVE

HOME ECONOMICS & CRAFTS OTHER (SEE GENERAL INFORMATION)



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ASSET_CATEGORY ASSET

Category Item

HOME ECONOMICS & CRAFTS PORTABLE MOTORISED TOOL

HOME ECONOMICS & CRAFTS REFRIDGERATOR

HOME ECONOMICS & CRAFTS SEWING MACHINE

HOME ECONOMICS & CRAFTS TUMBLE DRYER

HOME ECONOMICS & CRAFTS WASHING MACHINE

INFORMATION TECHNOLOGY CCTV

INFORMATION TECHNOLOGY COMPUTER

INFORMATION TECHNOLOGY EXTERNAL HARD DRIVE

INFORMATION TECHNOLOGY LAPTOP

INFORMATION TECHNOLOGY MOBILE TELEPHONE

INFORMATION TECHNOLOGY MONITOR

INFORMATION TECHNOLOGY OTHER (SEE GENERAL INFORMATION)

INFORMATION TECHNOLOGY PRINTER

INFORMATION TECHNOLOGY SCANNER

INFORMATION TECHNOLOGY TABLET

INFORMATION TECHNOLOGY WHITEBOARD

MUSICAL BRASS & WOODWIND INSTRUMENT

MUSICAL DISCO EQUIPMENT

MUSICAL DRUMS/TIMPANY OR PERCUSSION

MUSICAL GUITARS

MUSICAL KEYBOARDS/SYNTHESIZERS

MUSICAL OTHER (SEE GENERAL INFORMATION)

MUSICAL STRING INSTRUMENT

OFFICE EQUIPMENT DUPLICATOR

OFFICE EQUIPMENT LAMINATOR

OFFICE EQUIPMENT OTHER (SEE GENERAL INFORMATION)

OFFICE EQUIPMENT PHOTOCOPIER

OFFICE EQUIPMENT SHREDDER

PLAY EQUIPMENT OTHER (SEE GENERAL INFORMATION)

SCIENCE EQUIPMENT BALANCES

SCIENCE EQUIPMENT BAROMETER

SCIENCE EQUIPMENT BLOOD PRESSURE/HEART MONITOR

SCIENCE EQUIPMENT MICROSCOPE

SCIENCE EQUIPMENT OTHER (SEE GENERAL INFORMATION)

SCIENCE EQUIPMENT SCALES

SCIENCE EQUIPMENT TELESCOPE

SPORTS EQUIPMENT OTHER (SEE GENERAL INFORMATION)

TOOLS OTHER (SEE GENERAL INFORMATION)


Documents

Inputter’s Guide to Inventory on SAP transactions Z PO10 ... · Inventory Inputters Guidance – Z_PO10_html & ZHHR_ESTINV V 2 Sept 2019 Page 2 of 19 For assistance: contact the