SAP Training – MM TrainingRequisitions

Agenda

• Entering a Requisition• Supply• Service

• Changing a Requisition• Displaying a Requisition• Requisition Reporting

• Requisition Approval

What is a Purchase Requisition?

• A request or instruction to Purchasing to procure a quantity of a material or service so that it is available at a certain point in time.

• Requisitions may be created manually by the user community or they may be created by MRP when inventory for an item falls below reorder point.

What Information is Included in a Purchase

Requisition?• What is to be purchased?• How much is to be purchased?• How much does it cost?• Who’s paying for it?• When is it needed?• Where does it go when it arrives?• What additional information is

needed, relative to this purchase?

What is To Be Purchased?

• Determine if it is a material or a service.

• If it is a material, is there a material master for the item?

• If it is a service, what activities are to be included in the service?

How Much is To Be Purchased?

• The user must specify the quantity to be purchased, with the appropriate unit of measure.

• If a material master is used for the item, the unit of measure defaults from the material master; else, the user must define.

• For Services, the unit of measure is always AU (activity unit).

How Much Does it Cost?

• What is the unit price of the item?

• This, together with the quantity requested, will be extended to a total cost of the requisition line item.

• The total cost of the line item will be a factor in determining who needs to approve the purchase request.

Who’s Paying for It?

• What type of purchase is it?• What department is paying for it?• What fund is providing the money?

• This information also becomes a factor in determining who needs to approve the purchase request.

When is it Needed?

• An expected delivery date must be entered.

• This may be the date agreed to by the supplier at the time contact was made by the requisitioner or a requested delivery date with no contact with the supplier.

Where Does it Go When it Arrives?

• If the material is to be received into inventory, what plant and storage location should it be received to?

• If the material is non-inventory, to what building/room number should it be delivered and who should receive it?

• If this is a service, only the plant need be entered.

What Additional Information is Needed?

• Requisitioner – name of the person creating the requisition

• Desired Vendor – vendor number for the supplier from whom the material or service is to be provided

• Purchasing Group – responsible buyer for the purchase

• Tracking number

How Can I Be Sure There’s Enough Money?

• Requisitioners should first check transaction code ZBUDSTAT_CF

How Can I Tell There’s Enough Money?

Select Overview -> Commitment Item

1

2

How Can I Tell There’s Enough Money?

You can only spend money where money exists.

How Do I Create a Requisition?[1]

• In SAP, you can get to the requisition create transaction two ways:• Use the menu path:

• Logistics ->Materials Management -> Purchasing -> Purchase Requisition -> Create

How Do I Create a Requisition?[2]

-OR-• Type ME51N in the Dialog Box.

ME51N

ME51N – Create Requisition

• Header

• Item Overview

• Item Detail

How is a Supply Requisition Entered?

• Since this requisition is for an item with a material master, the user can key in less information.

• Enter all numbered fields (6 – optional)

1 2 3 4 5 6 7

How Are Matchcodes Used?

• When this symbol appears in a field:

this is an indication that a possible-entries list exists.

• Click on the icon and the list appears.

• Use the wildcard * to facilitate searches in the list.

Example of a Search

• For a purchase requisition, a vendor may be proposed. If one exists in SAP, it may be found, as below:

How Do I Enter Texts? And Where?

• Sometimes, additional information is needed on a requisition.

• Free text can be entered either at the header or line item level.

• Depending on the type of information, the user can enter texts or notes

• Texts are external; notes are internal

Example of Header Note

• This information should not print on the purchase order document

• Example of new Vendor information

Example of Item Text

• Since the requisition only allows 40 places for item description, the item text can be used to supplement the information

Do I Have to Type Everything In?

• SAP provides a standard text option• Standard text allows for the

definition of frequently used text, which can be used in multiple documents

• These standard text objects must be defined in advance

• These objects can be included in header notes or item texts.

How Do I Use Standard Text?

• Double click in the white text box.• In the text box, go to Insert -> Text -

> Standard

• Enter Z*. Choose the possible entries button and press Execute.

How Do I Use Standard Text?

• The list of possible entries is displayed. Highlight the one you want to use and press the green check mark or Enter.

How Do I Use Standard Text?

• In the pop-up window, click on Expand Immediately. Press Enter.

How Do I Use Standard Text?

• The text is displayed.

• Press the green arrow back

When the Document is Finished…..

• The document MUST be saved.

How Do I Note Discounts or Surcharges?

• Since the requisition is only a request for purchase, the document does not include pricing conditions.

• The requisition entry should include a header note for the buyer to include the discount or surcharge, including the value or percentage.

But What Happens If…..

• There are many items on the requisition, all going to the same place with the same account information???

1 2 3 4 5 6 7 8

1 2 3

4

But What Happens If…..

• But what happens if the information isn’t quite the same…..?

Requisition – Copied Account Assignment

Requisition – Multiple Account Assignment

• Multiple account assignment can split the costs among multiple objects

When the Document is Finished…..

• The document MUST be saved.

Purchases Referencing Grants

• Purchases for grant-funded activities will use the same process as the other requisition entries performed today.

• Instead of providing a cost center and general ledger reference, the user will provide a general ledger and WBS Element

Changing Purchase Requisitions

• Requisitions are changed using either

Logistics -> Materials Management -> Purchasing -> Purchase Requisitions -> Change

-OR-

Transaction Code ME52N

Changes to Requisitions

• Prior to requisition approval or conversion to purchase order, some data on requisitions can be changed.

• Any entry that is not grayed out may still be changed.

What If Someone Wants to Review?

• The user can either go to

Logistics -> Materials Management -Purchasing -> Purchase Requisition -> Display

-OR-Use transaction ME53N

What Kinds of Reports are Available?

Can I Print This Report?

• Reports can be printed with this menu path