Track-it is a help desk software built on the ITIL framework. It is used by several departments such as IT, Registrar, Finance & Accounting, HR, etc.

Incidents, problems, changes, purchase orders, and assets are managed within the program. All issues are categorized via service catalogue to provide easy access for users.

To open a ticket, please use https://trackit.ku.edu.tr website.

SAP Setup Procedures

To start using the SAP system, you should first get a user account. Once your user account is set up, you can access the SAP system with a SAP GUI software or a WEB GUI connection.

Requesting a User Account 

SAP System Login

You can log in to the SAP system by running the GUI software set up on your computer, or via the Web GUI link.

If you are accessing the internet from a network outside the University, you have to use a VPN connection. You can check the details regarding to the VPN service on the following URL: https://it.ku.edu.tr/how-to/connect-to-vpn/computer-user/

Upon your first connection, you have to change the temporary password assigned to you to a permanent password. If you have problems with your password, you can get help from the IT service desk by open a ticket via It Trackit.

SAP User Screen Basics

The SAP User Screen is the main SAP screen where you can view the operations available for your account and access them to enter information. When the user screen is opened, the operations authorized for your account is viewed under the user menu. You can personalize your user screen with a favorites menu and through certain settings.

SAP System Operations and Activities

Purchase Requisition

Procurement operations start with the registration of a procurement request document on the system. For the Procurement Management department to determine suppliers and prices and continue the procurement process according to the University’s procurement procedure, a Procurement Request Document (SAT) should be filed. Procurements made without a request document are treated as department expenses outside the responsibility of the Procurement Management department. A procurer responsible for the procurement can only be assigned when a request document is filed.

Request documents cannot be filed for department expenditures outside procurements. In such cases, the relevant department is responsible from preparing its own order document (SAS) directly.

Four different procurement request documents are available according to approval strategies and operation types. You can find details regarding each type below.

1-Fixtures Request (Document Type ZDMB):

This document type is used for the purchase of investment items such as furniture, devices, technical equipment and machines. In this type of operation, for the year 2013, purchases with a cost higher than 800 TL should be regarded as fixtures, and the relevant amortization and fixed asset records should be registered. The requester can place a request with the Procurement Management department with a reference offer. The Procurer completes the necessary research and files the final price, supplier and delivery date information into the request document. The system informs the requester at this point. If the requester finds the price, supplier and delivery time suitable, they convert the request document into an order document.

2-Catalog Product Request (Document Type ZKTG):

This document type is used for the purchase of goods and materials whose price and procurement conditions have been specified by the Procurements Management department on a yearly basis, whose price and supplier information records are kept on the system database. As no price and supplier research is conducted, the requester can immediately conver the request document into an order with the registered price, supplier and delivery information.

3-Goods and Services Request (Document Type ZHIZ):

This document type is used for the purchase of all goods and services other than fixtures and catalogue products, about the procurement of which the requester has limited knowledge, on which the Procurement Management department should conduct market research. The Procurer completes the necessary research and files the final price, supplier and delivery date information into the request document. The system informs the requester at this point. If the requester finds the price, supplier and delivery time suitable, they convert the request document into an order document.

4-Academic Project Request (Document Type ZPAL):

This document type is used for all Academic Project purchases whose procurement conditions differ from general University procurements. The requester can place a request with the Procurement Management department with a reference offer. The Procurer completes the necessary research and files the final price, supplier and delivery date information into the request document. The system informs the requester at this point. If the requester finds the price, supplier and delivery time suitable, they convert the request document into an order document.

Purchase Order

For the procurement process to begin, order documents created by requesters in consultation with the Procurement Management department are converted to purchase orders. After going through budget control and approval processes, the order documents are converted to purchase jobs, and the procurer responsible from the job begins the tasks necessary for the completion of the procurement process.

The minimum requirement for a purchase order is a purchase request document with complete price, supplier and delivery date information. Mandatory information varies according to order type.

Processes for creating order documents according to document type and approval strategies have been specified below.

1-Fixture Orders (Document Type ZDMB):

If the requester finds the price, supplier and delivery date entered by the Procurement Management department for the fixture order suitable and the budget allows the purchase, they convert the relevant request documents to order documents. Fixture order documents that have gone through the approval processes are converted to purchase job orders.

IT Directorate manages software licensing University-wide. Software website provides an extensive list of available software for faculty, staff, and students. For more information, please visit https://software.ku.edu.tr