Documenting Recognition Charges

Documenting Recognition Charges

The new procedure relies on the conscientious effort of the purchaser to input in SAP detailed descriptions of the items purchased in a language that explains its connection to the Recognition program.

Modes of making a purchase at MIT that let you input Recognition appropriate explanation into SAP:

  1. SAP Requisition for internal and external providers
  2. MIT Procurement Card
  3. Request for Payment (RFP)
  4. Journal Vouchers

It is pertinent when making a purchase for a Recognition event that one of these four options be used and that the required information be given as described on the following pages for each mode.

For charges from an internal provider (i.e., CopyTech, AV Services) you must create an SAP requisition or transfer the expense from your Recognition Cost Object to the vendor’s Cost Object. If the vender debits your Recognition Cost Object the transaction will likely lack the necessary Recognition description.

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  1. Making purchases via Internal & External Vendor Requisitions:
    1. Input the required Recognition explanation into the “Internal Note” box: Image 2
  2.  

  3. Making Purchases using MIT Credit Card:

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    1. In the SAPweb double click on your procurement inbox: Image 4
    2.  

    3. Double click on the Recognition purchase from list of items in inbox: Image 6
    4. If necessary, make changes to GL Accounts and/or Cost Objects:
    5. Input the Recognition explanation into the "Procurement Card Transactions Notes" box on the bottom of the page: Image 8
  4.  

  5. Using an RFP:

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    1. Enter the Recognition explanation into RFP form "Explanation of Payment" box. Image 10
    2.  

    3. Enlargement of explanation on RFP Image 12
  6. Journal Vouchers
    1. Input the Recognition explanation into the “Explanation” box.

Image 14

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