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(MM) Materials Management / Procurement

Table of Contents

(Printable Version)

Year-End Documents


Reports


Requisitioner

Requisitioner (RP_S_MM_REQUISITIONER)

The Requisitioner is responsible for creating requisitions of type PR, DPR, CO and CCR to request purchases.

Job Aids and Work Instructions

Job Aids

Change GL Account for a Material Group

Closing versus Cancelling a Requisition Line

Creating a Requisition for Inventory Items

Delivery Address on a PO or Requisition

Examining the Change History in Purchasing Documents

Fuzzy Search Error on Vendor Lookup

How to Check Contract Details from the Requisition

How to Copy a Requisition

How to Find the Purchase Order Associated with a Requisition

How to Reprint a Changed PO Showing All Lines

How to See Whether a Vendor Invoice Has Been Paid

How to Use the Purchase Requisition Listing Report

Making a Personalized List from Matchcodes

MM Transaction Codes and Number Ranges

Material Group Cleanup Process

Material Group to GL Mapping

Multiple Account Assignment: Non-Valuated GR Requisitions and POs

Rejecting and Un-Rejecting a Requisition

Release Purchase Requisition

Request New Material Group

Requisition Field Index

Selecting an ME02 (Special, External, Custom) Delivery Address

Setting Up an Activating Substitutions in Workflow

Who is the Grant Approver for this Requisition?

Year End MM Document Cleanup Guide (aka Fiscal Year-End Procurement Document Cleanup)

Work Instructions

ME51N Copy Purchase Requisition

ME51N Create Change Order Requisition

ME51N Create Requisition

ME51N Restore Screen Layout

ME52N Requistion Stops at CS-GR Levels Incorrectly

ME53N Attach Documents to Requisition

ME53N Who Has Approved and Who Still Needs to Approve

ZVR1 Vendor Master Request

Change Documentation

14 July 2014: added Change GL Account for a Material Group, Material Group Cleanup Process, and Request New Material Group

22 April 2014: updated ME51N Create Requisition

29 January 2014: updated ME51N Copy Purchase Requisition, ME51N Change Change Order Requisition, ME51N Create Requisition

7 January 2014: added ME53N Who Has Approved and Who Still Needs to Approve, ME51N Restore Screen Layout, Fuzzy Search Error on Vendor Lookup, ME52N Requistion Stops at CS-GR Levels Incorrectly, Requisition Field Index, Year End Document Cleanup Guide, Multiple Account Assignment: Non-Valuated GR Requisitions and POs, Examining Change History in Purchasing Documents, Closing versus Cancelling a Requisition Line, Creating a Requisition for Inventory Items, How to Copy a Requisition, and Making a Personalized List from Matchcodes; updated Who Is the Grant Approver for This Requisition; removed How to See Workflow and How to View Approvers

16 December 2013: Added Delivery Address on a PO or Requisition and How to Use the Purchase Requisition Listing Report

23 October 2013: added Material Group to GL Mapping

10 October 2013: added job aid for contract details

9 October 2013: added work instructions for ZVR1

28 August 2013: added work instructions

21 August 2013: graphic removed; updated role description

6 August 2013: process flow graphic added


Bureau Approver (A1, A2, A3), Commodity Specialist Approver, Grant Approver

Bureau Approver (RP_S_MM_BUREAU_APPROVER_A[1|2|3])

The Bureau Approver reviews requisitions of type DPR, PR, and CO for accuracy of funding, quantity, and need.

Commodity Specialist Approver (RP_S_MM_COMMODITY_SPEC_APPROVR)

The Commodity Specialist Approver reviews requisitions type DPR, PR and CO of any value, where the material group identifies the purchase as either automotive or computer related goods or services. The Commodity Specialist reviews the requisition for considerations unique to the maintenance and support concerns of Fleet or Technology Services.

Grant Approver (RP_S_MM_GRANT_APPROVER)

The Grant Approver reviews requisitions type DPR, PR and CO of any value, where a grant is identified as the funding source.

Web-Based Training and Work Instructions

MM Requisition Approver Instructions

Job Aid

How to Check Contract Details from the Requisition

MM Transaction Codes and Number Ranges

ME53N Display Attached Document in a Requisition 

ME53N Who Has Approved and Who Still Needs to Approve

ME54N Release Purchase Requisition

ME54N Release without Workflow

ME54N Reset Release - Purchase Requisition

SBWP Create Substitute for Workflow

SBWP Reject Purchase Requisition

SBWP Release Purchase Requisition via Workflow

SBWP Restore Workflow on an Item You've Reviewed but Not Approved

WF-REL How to Request Changes to your Bureau's Requisition Workflow

Change Documentation

14 July 2014: updated ME53N Display Attached Document in a Requisition and SBWP Release Purchase Requisition via Workflow

29 January 2014: updated SBWP Create Substitute for Workflow

7 January 2014: added ME53N Who Has Approved and Who Still Needs to Approve and SBWP Restore Workflow on an Item You've Reviewed but Not Approved; updated SBWP Create Substitute for Workflow

26 December 2013: added ME54N Release Without Workflow

12 November 2013: updated web-based training

5 November 2013: updated MM Requistion Approver Instructions

10 October 2013: added job aid about contract details

8 October 2013: added WF-REL

28 August 2013: added work instructions

22 August 2013: added training link

21 August 2013: graphic removed; updated role description

6 August 2013: process flow graphic added


Bureau Buyer (COP1, ES00, MF00, PK00, TR00, WA00, All Plants)

Bureau Buyer (RP_D_MM_BUREAU_BUYER_[COP1|ES00|MF00|PK00|TR00|WA00|All_PLANT])

The Bureau Buyer can create and change purchase orders of type DPO and can display and report on all purchase orders. 

Job Aids and Work Instructions

Job Aids

Adding Shipping Charges to a Purchase Order

Contract Target Quantity Exceeded Error

Delivery Address on a PO or Requisition

Examining the Change History in Purchasing Documents

Fuzzy Search Error on Vendor Lookup

How to Upload a Large List of Values into a Selection Field

Making a Personalized List from Matchcodes

Material Group Analysis Using the PO Listing Report

Material Group to GL Mapping

MM Transaction Codes and Number Ranges

Multiple Account Assignment: Non-Valuated GR Requisitions and POs

Non-Valuated Goods Receipt - a Primer

Print a One-Time Invoice Address on a PO

Printing Instructions

Specifying the ZVOA Vendor Order Address on Print PO

Vendor EEO Compliance

Year End MM Document Cleanup Guide

Work Instructions

FAGLL03 Monitoring Open GR/IR Items

ME21N Create Distributed Purchase Order (DPO)

ME21N Create Purchase Order

ME21N Create Purchase Order Freight Condition

ME22N Change Purchase Order - Add Line Item

ME22N Closing a Partially Received Purchase Order

ME22N Reprint Purchase Order with All Lines

ME23N Attach Document (Purchase Order)

ZVR1 Vendor Master Request

Change Documentation

22 April 2014: added FAGLL03 Monitoring Open GR/IR Items

29 January 2014: updated ME21N Create Distributed Purchase Order (DPO), ME21N Create Purchase Order, and ME22N Change Purchase Order - Add Line Item

7 January 2014: added ME22N Reprint Purchase Order with All Lines, Fuzzy Search Error on Vendor Lookup, Non-Valuated Goods Receipt, Contract Target Quantity Exceeded Error, Year End Document Cleanup Guide, Multiple Account Assignment: Non-Valuated GR Requisitions and POs, Material Group Analysis Using the PO Listing Report, Examining Change History in Purchasing Documents, Print a One-Time Invoice Address on a PO, Specifying the ZVOA Vendor Order Address on Print PO, How to Upload a Large List of Values into a Selection Field, and Making a Personalized List from Matchcodes

6 January 2014: updated ME21N Create Purchase Order Freight Condition

28 December 2013: added ME22N Closing a Partially Received Purchase Order

16 December 2013: Added Delivery Address on a PO or Requisition

23 October 2013: added Material Group to GL Mapping

9 October 2013: added work instructions for ZVR1

28 August 2013: added job aids and work instructions

21 August 2013: graphic removed; updated role description

6 August 2013: process flow graphic added


Goods Receiver (COP1, ES00, MF00, PK00,TR00, WA00, All Plant)

Goods Receiver (RP_D_MM_GOODS_RECEIVER_[COP1|ES00|MF00|PK00|TR00|WA00|ALL_PLA])

The Goods Receiver is responsible for entering the goods receipts against purchase orders.

Web-Based Training, Job Aids, and Work Instructions

MM Goods Receiving Instructions

Job Aids

Cancellation of a Goods Receipt

Changing the Layout of MIGO to See PO Item Numbers

Locating the MIGO Check Box

MM Transaction Codes and Number Ranges

Non-Valuated Goods Receipt - a Primer

Work Instructions

FAGLL03 Monitoring Open GR/IR Items

MIGO Cancel Goods Receipt

MIGO Create Goods Receipt (Non-Stock Material)

MIGO Create Goods Receipt (Service)

MIGO Create Partial Cancellation for Goods Receipt

MIGO Return Delivery

MIGO Return Delivery or Cancellation from a Prior Period

Change Documentation

22 April 2014: added FAGLL03 Monitoring Open GR/IR Items

29 January 2014: updated MIGO Create Goods Receipt (Service)

7 January 2014: added MIGO Return Delivery, MIGO Return Delivery or Cancellation from a Prior Period, Non-Valuated Goods Receipt, and Changing the Layout of MIGO To See PO Item Numbers

12 November 2013: updated web-based training

6 November 2013: updated MM Goods Receving Instructions

4 September 2013: added web-based training

28 August 2013: added work instructions

21 August 2013: graphic removed; updated role description

6 August 2013: process flow graphic added


Contract Administrator

Contract Administrator (RP_S_MM_CONTRACT_ADMINISTRATOR)

Contract Administrator-Auditor (RP_S_MM_CONTRACT_ADMIN_AUDITOR)

Contract Administrator MHCRC (RP_S_MM_CONTRACT_ADMINIS_MHCRC)

The Contract Administrator can create and change contracts where Procurement rules allow the bureaus to perform these actions, and can release contracts at the CA release level.

Job Aids and Work Instructions

Job Aids

Auditor Contract File Requirement

Contract Amendment Flowchart

Contract - Invoicing Party

Contract Fields

Contract Target Quantity Exceeded Error

Contract Types

Delivery Address on a PO or Requisition

Examining the Change History in Purchasing Documents

How to Examine a Contract for Encumbrances and Other Important Details

How to Upload a Large List of Values into a Selection Field

Manual Correction of Retention after Contract Cancellation

MM Transaction Codes and Number Ranges

SAP Contract Reassignment ME31K ME32K ME33K ME35K

SAP Reassignment of Contract

Work Instructions

ME31K Create Outline Agreement (aka Contract)

ME32K Change Outline Agreement (Adopt CCR)

ME33K Attach Document

ME33K Contracts in Rejected Status

ME35K Clearing the Contract Release Queue

ME3N Contracts in Rejected Status

ME51N Create Contract Change Requisition (CCR)

Change Documentation

14 July 2014: Added ME51K Create Contract Change Requisition (CCR), SAP COntract Reassignment ME31K ME32K ME33K ME35K, and SAP Reassignment of Contract, removed outdated documents

14 May 2014: added Auditor Contract File Requirements

29 January 2014: updated ME31K Create Outline Agreement (aka Contract), ME32K Change Outline Agreement, ME33K Attach Document, and ME51N ME32K Creating and Adopting the Contract Change Request

22 January 2014: removed two out-dated documents

7 January 2014: added How to Examine a Contract for Encumbrances and Other Important Details, Manual Correction of Retention after Invoice Cancellation, Contract Target Quantity Exceeded Error, Examining Change History in Purchasing Documents, and How to Upload a Large List of Values into a Selection Field

16 December 2013: Added Delivery Address on a PO or Requisition

19 November 2013: added Contract Reassignment to a Different Vendor

5 November 2013: added Contracts in Rejected Status and Contract Amendment Flowchart

28 August 2013: added job aids and work instructions

21 August 2013: updated role description


Contract Approver, Purchasing Agent

Contract Approver (RP_S_CONTRACT_APPROV_[AUDIT|CITYAT|COMMIS|DIRECT])

The Contract Approver can release (electronically sign) contracts at the AU and A2 levels, can attach and detach documents to the outline agreement, can reject contracts, and can review and print the contract signature page. 

Purchasing Agent (RP_S_MM_PURCHASING_AGENT)

The Purchasing Agent can release (electronically sign) contracts which require the signature of the Purchasing Agent.

Work Instructions

ME32K Reject Outline Agreement

ME35K Contract Approval

ME35K Contract Approval - Commissioner

ME54N Release Purchase Requisition

ME54N Reset Release Purchase Requisition

SBWP Create Substitute - Known Absence

SBWP Restore Workflow on an Item You've Reviewed but Not Approved

Change Documentation

14 July 2014: removed outdated document

29 January 2014: updated ME32K Reject Outline Agreement and ME35K Approve Outline Agreement

7 January 2014: added ME35K Contract Approval, ME35K Contract Approval - Commissioner, and SBWP Restore Workflow on an Item You've Reviewed but Not Approved

28 August 2013: added work instructions

21 August 2013: graphic removed; updated role description

6 August 2013: process flow graphic added


Central Buyer

Central Buyer (RP_S_MM_CENTRAL_BUYER)

The Central Buyer can create and change purchase orders of type PO and can display and report on all purchase order and contract types. This role may be assigned ONLY to employees of Procurement Services. It may NOT be assigned to any user outside of Procurement Services.

Job Aids and Work Instructions

Job Aid

Contract Target Quantity Exceeded Error

Examining the Change History in Purchasing Documents

Fuzzy Search Error on Vendor Lookup

How to Upload a Large List of Values into a Selection Field

Making a Personalized List from Matchcodes

Material Group Analysis Using the PO Listing Report

Material Group to GL Mapping

MM Transaction Codes and Number Ranges

Multiple Account Assignment: Non-Valuated GR Requisitions and POs

Non-Valuated Goods Receipt - a Primer

Print a One-Time Invoice Address on a PO

Specifying the ZVOA Vendor Order Address on Print PO

Year End MM Document Cleanup Guide

Work Instructions

MEAN Change Delivery Address

MEAN Create Delivery Address 

ME21N Create Purchase Order Freight Condition

ME22N Closing a Partially Received Purchase Order

ME22N Reprint Purchase Order with All Lines

ME55 Release Purchase Requisition (Collective)

ME55 Requisition Release Hints for Central Buyers

Change Documentation

7 January 2014: added ME22N Reprint Purchase Order with All Lines, Fuzzy Search Error on Vendor Lookup, Non-Valuated Goods Receipt, Contract Target Quantity Exceeded Error, Year End Document Cleanup Guide, Multiple Account Assignment: Non-Valuated GR Requisitions and POs, Material Group Analysis Using the PO Listing Report, Examining Change History in Purchasing Documents, Print a One-Time Invoice Address on a PO, Specifying the ZVOA Vendor Order Address on Print PO, Requisition Release Hints for Central Buyers, How to Upload a Large List of Values into a Selection Field, and Making a Personalized List from Matchcodes

6 January 2014: added ME21N Create Purchase Order Freight Condition

28 December 2013: added ME22N Closing a Partially Received Purchase Order

23 October 2013: added Material Group to GL Mapping

28 August 2013: added work instructions

21 August 2013: updated role description


Purchasing Supervisor

Purchasing Supervisor (RP_S_MM_PURCHASING_SUPERVISOR)

The Purchasing Supervisor releases purchase orders.

Work Instructions

ME29N Release Purchase Order (Individual) Over $500,000

Change Documentation

14 July 2014: added ME29N Release Purchase Order (Individual) over $500,000

21 August 2013: updated role description