SAP Training – MM Training

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?
• 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
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?
1 2 3 4 5 6 7

• Since this requisition is for an item with

a material master, the user can key in
less information.

• Enter all numbered fields (6 – optional)

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…..

1 2 3 4 5 6 7 8

1 2
3
4

• There are many items on the requisition, all

going to the same place with the same
account information???
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