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Requisitions
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?
Whos 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.
Whos 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 Theres Enough Money?
Requisitioners should first check
transaction code ZBUDSTAT_CF

How Can I Tell Theres Enough Money?
Select Overview -> Commitment Item
1
2
How Can I Tell Theres 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
isnt 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