Training Documentation

Purchase Requisitions
Rev. 004
Draft

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Revision:

Revision Description Date Name

001 Training Document Creation 20.06.2020 Susana Silva /
Procurement
002 Documentation update including new print screens from 02.10.2020 Susana Silva /
new Blue Crystal environment; Procurement
Display of Purchase Requisitions List included;
Usefull transactions for PR included
003 Insertion of the release strategy for PR 23-10-2020 Susana
Silva/Procurement
004 Insertion of printing and archiving 22.03.2021 Sylke Haas /
Procurement

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Content
1. Introduction........................................................................................................................4
2. How to Create a Purchase Requisition..............................................................................6
2.1. Structure of a Purchase Requisition:.................................................................................7
2.2. Purchase Requisition for Goods........................................................................................9
2.2.1. Inventory-Handled Material Purchase Requisition.............................................................9
2.2.2. Non-Inventory-Handled Material Purchase Requisition:..................................................15
2.3. Settings............................................................................................................................17
2.3.1. Settings for Investment Assignment/Fixed Asset............................................................17
2.3.2. Settings for Project Assignment.......................................................................................18
2.3.3. Settings for Network Assignment.....................................................................................19
2.3.4. Settings for Cost Center Assignment...............................................................................20
2.3.5. Settings for CO-Order......................................................................................................21
3. Free-Text Purchase Requisitions....................................................................................23
4. Purchase Requisition for Services:..................................................................................24
4.1. One Time Service............................................................................................................24
4.2. Contingent Service:.........................................................................................................24
5. Purchase Requisition Display List:..................................................................................26
6. Useful transactions for working with Purchasing Requisitions:........................................27
7. Purchase Requisition to Order:........................................................................................27
8. Print out Purchase requisition..........................................................................................28
9. Archiv...............................................................................................................................30
9.1. View Archiv data..............................................................................................................31
9.2. Add additional documents with refer to a PR...................................................................32

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1. Introduction
Purchase requisitions are internal documents through which users can request the purchase of a
specific item or service. These documents include information about the material to be purchased, the
quantity, the person responsible for the purchase, the preferred vendor, and the date the material or
service is required at the company, as well as internal financial information.

Purchase Requisitions can be created for different types of purchases:

Standard - purchases of stock material;

Subcontracting - Purchases of services executed by a third party, in order to transform materials that
belong to our company and that will be returned, most of the time with a different material number.
Consignment - Purchases of materials that are kept in stock but belong to the vendor until they are
actually used;
Stock transfer - Requirements to move or purchase materials within plants of the same enterprise
group;
External service - Purchases of services, one-time services, or services included in the service
master;
Third Party - Purchases of stock materials that will be delivered to either a customer or a vendor,
instead of being delivered to your facility.

MRP can also create Purchase Requisitions for materials needed for production or sales. These are
not usually subject to approval, since the company has already gone though the process of production
and sales planning.

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At Huf we identified the following types of Purchase Requisitions:

 Purchase Requisitions for goods – usually inventory purchased parts;

 Free Text Purchase Requisitions – used for material or services that are not very often
supplied and therefore, do not imply the creation of a material master;

 Purchase Requisition for services – used in the purchase of a service

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2. How to Create a Purchase Requisition

We can access the Purchase Requisition screen in 2 ways. By clicking in:

LOGISTICS >> MATERIALS MANAGEMENT > PURCHASING >> PURCHASE REQUISITION >>
CREATE

Or by inserting transaction ME51N directly into the search field:

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 2.1. Structure of a Purchase Requisition:

Similarly to other SAP documents, Purchase Requisitions have a split structure. These documents are
composed by a Header and an Items Detail section.

The Header is dedicated only to the addition of text notes that apply to all of the items in the
Requisition.

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In Items Detail section, the requisitioner enters the items that need to be purchased, providing the
necessary information to the purchaser regarding the required materials or services, all in a single
screen.

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 2.2. Purchase Requisition for Goods
2.2.1. Inventory-Handled Material Purchase Requisition

Almost all Inventory Purchase Parts are controlled via Schedule Agreements and won’t be ordered
through a single Purchase Requisition and Purchase Order.
However, there will be some situations, in which this might happen, such as for example with ordering
samples from an inventory part in a different condition.

In order to create a Purchase Requisition, use transaction ME51N or follow the menu path:

LOGISTICS >> MATERIALS MANAGEMENT > PURCHASING >> PURCHASE REQUISITION >>
CREATE

as previously mentioned.

Initial Screen
The type of Purchase Requisition selected by default is NB. This corresponds to the standard
Purchase Requisition that will be used in most of the situations.

The other types, described below, will only be used in very specific cases:

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FO – Framework Requisitions – is a combination between a Purchase Requisition and a contract
within a specific time range.
RV- Outl. Agmt Requisition – is a contract request and it is used in very specific situations, such as
for example, if someone will ask us to issue a Schedule Agreement but don’t want to use the mail. In
this case the requisitioner will issue a PR.

ZCON Huf Confidential - will be used only for special and confidential orders. Only authourised users
can see this, and will have the permission to work on these type of PR.

The next step is to enter the intended texts in the Header section ( if needed):

Afterwards, enter the basic information In the Item overview section:

- Item Category;
- Material Number;
- Plant
- Quantity
- Requisitioner

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When you insert the material number and press ENTER, fields Short Text, Material Group, Valuation
Price and Item Details are automatically loaded from Material Master, Info Record and Schedule
Agreement.

A Purchase Requisition can have more than one line/material. In order to add a new line, follow the
steps previously described.
When adding a new line, a text refering only to the specific line may be added in the TEXT Tab in the
Item Details section, as shown below:

Note: If necessary the requisitioner can change the delivery address, that is usually, by default,
the plant or storage location address.

In Item Details section, click in the Delivery Address Tab and insert the intended Address:

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Line Status:

If a red circle is found behind the line of your Purchase Requisition, this means that there is an error.

In order to access the information on the error, double click on the red circle and immediatelly a
window with the intended information pops up:

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In this specific case, the Requisitioner is missing.
After entering the Requisitioner, only an orange triangle is behind the line. Nevertheless, orange
triangles are only warning messages and do not impede the Purchase Requisition from being saved.

The information on the Vendor is not mandatory in the Purchase Requisition.

If the entered material has an inforecord and a source list, the vendor will be automatically assigned,
as in this case:

But if the requisitioner wants to assign a different source of supply, the following steps must be carried
out:

1. Expand the Item Detail section;

2. Select the source of Supply tab;

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 3. If the vendor is known, enter it on Vendor Field. Otherwise, click on the Assign a Source of
Supply button:

Afterwards the information of the desired vendor is inserted:

And a warning message pops up stating that the Desired Vendor is different from the Fixed Vendor.

When all relevant information is added, the last step is to click in the SAVE button:

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When saving is successful, a message is generated at the bottom of the screen with the requisition
number:

After saving, the Purchase Requisition is immediately released.

Please note that there is a release strategy planed for Purchase Requisitions:
The Purchase Order for the correspondent Purchase Requisition can only be generated if the relevant
capex/Opex files are signed and attached to it in SAP.
The Purchase Requisition must also be printed and signed by the relevant people according to the
current Auhorization Matrix and the document must also be attached to the PR in SAP. Only with
these two documents signed is the buyer allowed to issue the Purchase Order.
The Purchase requisition becomes immediately visible in Stock/Requirements List (MD04) as a
supply.

2.2.2. Non-Inventory-Handled Material Purchase Requisition:

All Non-Inventory-Handled material will be ordered via single Purchase Requisition and Purchase
Order.
Non-Inventory-Handled Material Types are materials without inventory management.
For all Non-Inventory-Handled material an account assignment is necessary.

Following assignments are available:

I = Investment= Investments or fixed assets
P = Project = material connected to a project

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N = Network = is defined as work order that has a structure in common with production, maintenance, and
inspection orders.
K = Cost Center = Services, some office supplies, etc
F = CO-Order = budgeted orders, e.g. all expenses that belong to a certain fare

The process for requisition of Non-Inventory-Handled material is the same as described in former
section, but with some additional settings.
In case Assignment is not clear for a determined material, it must be consulted with finance
department.

SAVE

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 2.3. Settings
2.3.1. Settings for Investment Assignment/Fixed Asset
The procedure to issue a Purchase Requisition for an Asset is exactly the same as previously
described, but there are additional settings that must be made. These are:

- Assignment: I for Investment

- G/L Account: enter account number
- Cost Center: enter cost center
- Order: enter order number
- Serial number: enter the serial number
- Recipient: enter the name of the person who will receive the Asset;

In order to enter the Serial Number, click in Tab Material Data and in button Serial Numbers:

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The serial number is necessary for each tool and device.
The serial number is usually the same as the material master number for tools and equipments.

Then, insert the serial number and click in

2.3.2. Settings for Project Assignment

Project Assignment Purchase Requisitions are usually done within the Project System.

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Nevertheless, it is also possible to issue Purchase Requisitions out of Project System. In this case, the
procedure to be followed is exactly the same as previously described, except for some additional
settings:

- Assignment: P for Project

- WBS-Element Work Breakdown Structure (relates to the structure of the project)
- G/L Account: should be found automatically by the material group

2.3.3. Settings for Network Assignment

Network Assignments are usually done within the Project System.

In assembly processing the cost object is either the sales order or the project (WBS element). In most
cases the project is used as the cost object. However, if it is not possible to work with projects, and
only with networks, the sales order can be used as the cost object.
In these last cases, whenever a Purchase Requisition is needed, the process to be followed is the
same as described in previous sections, except from:

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- Assignment: N for Network
- G/L Account: should be found automatically by the material group
- Network: enter network assignment

2.3.4. Settings for Cost Center Assignment

Also the Cost Center Assignment Purchase Requisition follows the same procedure as previously
described. Nevertheless, there are some additonal settings that need to be done, namely:

- Assignment: K for Cost Center

- G/L Account: should be found automatically by the material group
- Cost Center: enter cost center

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 2.3.5. Settings for CO-Order

CO Order Purchase Requisitions are related to controlling budgeted items.

The process of a Purchase Requisition creation of this kind is very similar to the previously described,
except for:

- Assignment: F for budget orders

- G/L Account: should be found automatically by the material group
- Cost Center: must be entered
- Serial Number: must be entered

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Enter Serial Number:

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3. Free-Text Purchase Requisitions

Although in the majority of the situations, a Purchase Requisition is associated to a material created in
the Material Master, the requistioner has also the possibility of requiring materials or services without
reference to the SAP Material Master.
These Purchase Requisitions are called Free-Text and they are essentially used to require materials
or services which are not regularly supplied.
In this case, when creating a free-text-requisition, the material number field can be left empty,
and the short text field must be entered manually.

Regarding:

Assignment: Same rules for sections 3.2.1- 2.3.5 apply.

Material Group: mandatory. When entered, the G/L account will be automatically filed;
Account Assignment: Same rules for sections 3.2.1- 2.3.5 apply.

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4. Purchase Requisition for Services:

A purchase requisition for services can be created with material number or without material number. In
the previous section, an example of a service without material number can be found (Free-Text
Purchase Requisition)

The types of services usually ordered are:

 One Time Service
 Contingent Service

4.1. One Time Service

When issuing a purchase requisition for One Time Services, quantity must be entered according to
your single order. There is no difference from a purchase requisition for Non-Inventory-Handled
material.
An example of a one-time service can be found in the previous section: “Cleaning of the Consignment
Warehouse”

4.2. Contingent Service:

In a purchase requisition for Contingent Services, the quantity for the whole period of the offer or
contract must be entered. Also in this case, there is no difference from a purchase requisition for
Non-Inventory-Handled material.
For Contingent Services the receipt may be partially made: several partial receipts can be booked
in one purchase order during the whole contract period.

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5. Purchase Requisition Display List:

Whenever needed, a list of Purchase Requisitions can be shown through the use of transaction ME5A.
Here some filter types can be used to show ( by purchasing group, by number of PR, by delivery date,
etc) the intended information detail:

After the criteria has been provided, the intended list of Purchase Requisitions is displayed:

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6. Useful transactions for working with Purchasing Requisitions:

7. Purchase Requisition to Order:

All Purchase Requisition must originate a purchase order. The Purchase Order will be made by
procurement.
The instructions on the process of transforming a Purchase Requisition into a Purchase Order will be
detailed in the Purchase Order manual.

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8. Print out Purchase requisition

Transaction ZMM_PURREQ

Enter in the search the PR number or the date

Requisitioner is missing --> in inquiry

Requisitioner:

Press F8 – Execute

Select line and press print button

Select the printer

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Press Print preview for the preview on desktop or print for output on printer

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9. Archiv

If you want to archive a Requisition, this requisition must “print” the document first with a archive
storage mode.

After this a archive with this requisition number is stored.

1 – print only --> no archive file will create

2 – Archive only --> archive without printing

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3 – Print and archive --> archive and print of the requisition
If you use 1 than the requisition will not archive.
Attachment list - button is not active.

9.1. View Archiv data

After printing with archive (point 2 or 3) you can later open the Attachment list ..

This can be only in ME52N or ME53N and you have to open the PR.

Than you can see a list of documents for this requisition. With double click on the icon the document
open.

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 9.2. Add additional documents with refer to a PR
If you want to add an additional file you have to go to the Purchase requisition and go to the service
button and create … --> store business document

A new windows open.

Click on the right attachment document type

1 = excel files --> here only excel file can store
2 = JEPG files --> here only jepg file can store
3 = Purchase requisition –-> here the print and archive file are stored
4 = purchase requisition (inbound) --> here pdf files can stored for this requisition

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Search for the document which you want to add.
A security message open , click Allow. If you make an hook on Remember my Decision the message /
question will open only twice.

To add in the right folder you can also use this way.

After this you can see in attachment list the data.

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It’s every time only be the selected requisition.

Please don’t use the Create attachment possibility, because the the storge will done on the SAP data
base and not in saperion archive which are archive with other security.

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