FAQ on the purchasing tool SAP SRM/MM
Information on the purchasing tool SAP SRM and MM (operative purchasing).
Registering for an account
SAP SRM
You need a license (SAP user ID) in order to access SAP SRM. Please use the SAP SRM Berechtigungsantrag (authorization request form) (PDF) for your SAP SRM user ID request.
Feel free to contact us with any questions. Talking to us is the best way to get answers to any of your questions and to find out if we may need further information from you.
SAP MM
Please use the SAP-MM-Berechtigungsauftrag (authorization request form) (DOTX) in order to apply for a new SAP user ID (for the Section Purchasing and Travel Management only!).
Support and training
We provide support
Should you have any problems with the systems SAP SRM and MM, just contact us. We are SAP Key Users for the modules MM (Materials Management), SRM (Supplier Relationship Management), and the catalog software LeanCat.
We
- check for errors;
- work together with the tax authority/control center and the information and communications provider Dataport to further develop the systems SAP SRM, MM, LeanCat and external catalogs; and
- are involved in all purchase-related SAP matters.
Participate in a workshop
We offer user workshops for
SAP SRM:
Our SAP team provides first-time SRM users with training sessions and reference manuals. Training is usually conducted as group training via Zoom conference. If required, we also offer individual training sessions or group workshops to deepen your knowledge.
Of course we also provide follow-up training at any time. Just contact our SAP Team(beschaffungswesen"AT"uni-hamburg.de).
SAP MM (operative purchasing):
Our SAP team provides first-time MM users with training sessions and user documentation for future reference.
Newsletter
The web-based SAP SRM software has already been implemented in numerous areas throughout the University. It has replaced the paper-based supplies requisition hitherto sent via in-house mail or email to the purchasing teams.
With our newsletter we aim to inform you immediately about crucial SAP SRM changes, system malfunctions, or frequently asked questions.
Subscribe to or unsubscribe from newsletter
You may add yourself to the mailing list or unsubscribe from our newsletter: Mailman SAP SRM mailing list.
Please note: If you unsubscribe from our newsletter, you may not receive important information on time.
You can find all newsletters for re-reading in the download box.
FAQs SAP SRM: User ID and registration
How to apply for a SAP SRM user ID
Please use the SAP-SRM-Berechtigungsauftrag (authorization request form) (PDF) to apply for a user ID.
Do I need separate IDs/accounts when I am ordering for different areas?
No. One ID suffices for orders intended for different areas / organizational units.
The responsible approver is determined based on the account assigned to the shopping cart.
Where do I register?
SAP SRM is web-based; it requires an internet connection via the University’s administrative network (Verwaltungsnetz), via the uni user name (B-Kennung) or via the academic network Hamburg Gateway (external accesses without uni username) and an internet explorer.
You do not need to install SAP on your computer.
I’ve forgotten my password or entered the wrong password repeatedly.
Send an email to the responsible contact person:
Users of the administrative network contact SAP-Passwort"AT"uni-hamburg.de.
Users logging in with the uni username (B-Kennung), must request a new password via the Regional Computing Center (RRZ).
If you do not have a uni username (B-Kennung), request a password via the Hamburg Service.
Can I change my password?
SRM users and administrative network users:
Yes, you may change your password on the login screen. As soon as you have entered your user name and password you can change your password under “Kennwort ändern” (change password). You may change your password once a day.
The password must be 8 characters, including at least 1 uppercase letter, 1 special character, and 1 number.
SRM users with a uni username (B-Kennung):
Yes, changes can be made via the RRZ user administration portal.
SRM users and administrative network users:
Yes, you may change your password after you have logged in. Click on “Benutzerprofil” (user profile) and then on “Passwort ändern” (change password).
FAQs SAP SRM: Shopping cart and order
Account assignment object (cost center / WBS element) is missing or new one needed.
Please send us an informal request via email(beschaffungswesen"AT"uni-hamburg.de), naming the person in charge of authorizing the budget.
What does “Persönliche Standardeinstellungen ändern” mean?
Before starting your purchase, you can define your default settings for the account assignment, information notes, and delivery address by clicking on “Persönliche Standardeinstellungen ändern” (change personal default settings). These will be used automatically for every item in the shopping cart.
You may change the delivery address in the personal default settings for the active session. Here you may also add further details like floor and room number to the delivery address.
We ask that you inform us via email(beschaffungswesen"AT"uni-hamburg.de) should the standard delivery address have changed permanently. Floor and room numbers cannot be included in the default settings.
Please note: The default settings are only valid for the active session. They will be reset as soon as you log off and must be reentered next time you log in.
I cannot find the item I need.
You may use the framework contract catalog and various online shops. Should the item be unavailable, you may also create a free-text request.
I cannot find a certain online shop.
Connecting with an online shop has prerequisites. Once these are met, you can connect with an online shop. Please get in touch with us if you want to use an online shop.
I have offers/documents that I want to include in the purchase process.
You can upload and send your documents under “Positionsdetails > Notizen und Anlagen” (notes and attachments).
Will I be notified once the shopping cart has been approved?
No. You will be notified only if the shopping cart has been partially or completely rejected.
Will I be notified once the service team has ordered the shopping cart from the supplier?
No. You can view the current order status in the history. Just open the shopping cart and click on “zugehörige Belege” (corresponding receipts). Here you can also find the VOL purchase order number (Bestellnummer), among other things.
I want to order a product but do not know its purchase price.
Please contact your service team beforehand or provide a cost estimate.
FAQs SAP SRM: After ordering
The shopping cart has been partially or completely rejected.
Rejected shopping carts are included in your “Arbeitsübersicht” (work overview). For further information, please refer to “Anwenderdokumentation” (user documentation) (PDF).
Can I change the shopping cart after I have sent it?
The shopping cart can still be called back for editing (zurückgerufen) after it has been sent to the approver (Genehmiger). For further information, please refer to “Anwenderdokumentation” (user documentation) (PDF).
As soon as the approver (Genehmiger) has accepted the shopping cart, the requester (Anforderer) cannot make any further changes. If you still wish to make changes, please get in touch with your service center.
I've saved my shopping cart. How can I get back to it?
All of your shopping carts (saved or awaiting approval) are in the overview on the SRM startpage.
Refer to Anwenderdokumentation (user documentation) (PDF) for information on editing your shopping cart.
What does Positionsstatus mean?
The Positionsstatus (item status) indicates the current status of your purchase order request.
Saved: You have “gesichert” (saved) the shopping cart.
Awaiting approval: You have “bestellt” (ordered) a shopping cart which is awaiting approval from the approver (Genehmiger).
Approved: The shopping cart has been approved by the person in charge of the budget. Your purchase order request has arrived at the service center and is being processed.
Deleted: The shopping cart has been deleted by you or your service team and will be archived in the system.
Follow-on receipt created: You shopping cart has been transmitted electronically to your service team or the order has been sent from the service team to the supplier. For more information, please refer to the history. Just open the shopping cart and click on “zugehörige Belege” (corresponding receipts).
Return items: I have received a wrong item or want to return an item.
Please refer to your service team. They will process the return for you. Returns are not processed via SAP SRM.
Why has my shopping cart disappeared from view?
As soon as accounting has entered the invoice, the corresponding shopping cart will disappear from the shopping cart overview.
You can find closed shopping carts using the “Erweiterte Suche” (advanced search).
You can change this screen via “Kriterienschnelleinpflege” (quick criteria maintenance) by activating “abgeschlossene Einkaufswagen” (closed shopping carts). All shopping carts are now included in the overview.
At what point are the funds earmarked?
As soon as the shopping cart is approved, the funds will be earmarked in the system. The open item thus created will appear in the SharePoint statement of the next day.
I have received the delivery/service. What to do with the delivery slip? What if there is no delivery slip?
Please send the delivery slip via post or email to your service team after you receive your order.
If the order arrived without a delivery slip, please send an informal email including the VOL purchase order number to confirm delivery/service.
FAQs SAP SRM: General information
How can I access the FAQs in the SRM help function?
You can access the Help Center by pressing the F1 key.
Why is there a blank “Notiz” (note) space in the Help Center?
This is a notepad for entering your own notes.
What are product groups?
Product groups denote items or services. They are automatically generated in the course of ordering from catalogs and are not required for free-text requests.
What operations cannot be processed by SRM?
- Out-of-pocket expenses or reimbursements to private persons
- Work-related travel
- Teaching contracts / guest lectures
- Independent contractor agreements
- Rent
- Membership fees
- Mobile phone bills
Can approvers (Genehmiger) establish a proxy approver (Vertretungs-Genehmiger)?
Yes. It is possible to add a proxy approver. For further information, please refer to “Anwenderdokumentation” (user documentation) (PDF).
Can a requester (Anforderer) establish a proxy approver (Vertretungs-Anforderer)?
No, requesters may not add proxys.
Contact
Export and Custom Control Team
If you have any questions, wishes, or suggestions please do not hesitate to contact
Marina Zitzer +49 40 42838-7586
Nicole Neumann +49 40 42838-9307
Schabnam Yilmaz +49 40 42838-8299
Marlen von Reith +49 40 2395-24754
Finance and Accounting
Purchasing and Travel Management
Export and Custom Control
Mittelweg 124 , Room 1002
20148 Hamburg
To contact us via email, please write to:
beschaffungswesen"AT"uni-hamburg.de
Documentation and forms
Scientific network
- SAP SRM Berechtigungsantrag (PDF)
- Instructions for SAP SRM–Requests (academic network) (PDF)
- Instructions for SAP SRM–Approval (academic network) (PDF)
- Einrichtung einer Bestellwertgrenze (DOCX)
- Änderung einer Bestellwertgrenze (DOCX)
- Anlage eines Favoriten in den gängigen Browsern (PDF)