12/11/2020 Purchase Requisitions | Procurement | Duke

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Purchase Requisitions

Paper Requisitions
Departments can submit approved paper requisitions to Procurement and Supply Chain
Management. Procurement uses SAP to create electronic purchase orders and transmits
the order to the supplier via EDI or computer to fax.

SAP Online Requisitioning

Departments create their purchase requisition in SAP at their PC. The requisition is routed
electronically for necessary departmental approvals. Once the requisition has been
approved by the departmental approver, it is forwarded to Procurement and Supply Chain
Management where a purchase order is generated and sent to the supplier.

How to Find Information in SAP

1. Has an invoice been entered into SAP? (/procurement/procure/purchreq#1)

If you have the Purchase Order number… (/procurement/procure/purchreq#1)

1. Follow the menu path:

Logistics > Materials Management > Purchasing > Purchase Order > Display
(SAP Transaction ME23)
2. Enter your purchase order number and press "enter" 
3. Check the items > Click on the bar graph icon (PO history) 
4. Double-click on the IR Document Number (5200… or the 1…. #) 
5. Double-click on the “Follow on Document” then double-click Accounting
Document, then on the vendor’s name. 

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6. If the “Clearing” eld displays a date and a number beginning with “300…., the
invoice has been paid and  this is the date the check was sent out and the check
document number.
If the clearing box does not exist, the check has not gone out. 
7. Double-click on the “Clearing” document number.   
8. Double-click on the vendor name again.  
9. Go to “Environment” at the top, click on “Check Information” - the actual check
number will be the rst ten digits listed in the "Check Number" box.
If there is no number listed, then the check number is the same as the check
document number on the previous screen.

If you only have an invoice number… (/procurement/procure/purchreq#1b)

1. Follow the menu path:

Accounting > Financial Accounting > Accounts Payable > Document > Display
(SAP Transaction FB03)
2. Click on the Document List button 
3. Enter "0010" to "0080" in the company code elds 
4. Put your invoice # in the reference number eld 
5. Click the "execute" button 
6. Double-click on the Document Number (5100…or the 1….#) 
7. Double-click on the rst line of the description. 
8. On the bottom of the screen there is a box that says Clearing. This is the date the
check went out on and the check document number.
If the clearing box does not exist, the check has not gone out.
9. Double-click on the check document number. The actual check number will be the
rst ten digits listed in the "Check Number" box.
If there is no number listed, then the check number is the same as the check
document number on the previous screen.

2. How do I get the amount of a check, address & date?

(/procurement/procure/purchreq#2)

1. Follow the menu path:

Accounting > Financial Accounting > Accounts Payable > Document > Display
(SAP Transaction FB03)
2. Click on the Document List button

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3. Enter "0010" to "0080" in the company code elds 

4. Key in the check number (doc #) in the document number eld 
5. Click the "execute" button 
6. Double-click on the check number. 
7. Go to Environment > Payment usage 
8. Double-click on the check number.

3. How do I nd the delivery address of a Purchase Order?

(/procurement/procure/purchreq#3)

1. Display the PO # (see above) 

2. Check the item
3. Click on the "Acct. assgts." icon
4. This will give you the room # and person receiving the order.

1. Display the PO # (see above)

2. Check the items
3. Click on the delivery truck icon
4. This will give you the building the items were shipped to.

4. How do I see what was ordered on a PO? (/procurement/procure/purchreq#4)

1. Follow the menu path:

Logistics > Materials Management > Purchasing > Purchase Order > Display
(SAP Transaction ME23)
2. Enter PO #

5. How do I nd the accounting code charged? (/procurement/procure/purchreq#5)

1. Follow the menu path:

Logistics > Materials Management > Purchasing > Purchase Order > Enter PO#
(SAP Transaction ME23)
2. Enter PO# 
3. Select "Item" line 
4. Click on "Account Assignment" 
5. Double-click on IR Doc # 

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6. This screen has the Cost Center and General Ledger Numbers. If no cost center is
listed, look under WBS element.

6. How do I verify the tracking number (requisition number)?

(/procurement/procure/purchreq#6)

1. Follow the menu path:

Logistics > Materials Management > Purchasing > Purchase Order > Display
(SAP Transaction ME23)
2. Enter PO #
3. Select the line
4. Click on the Item Details icon (yellow puzzle piece).
5. The requisition number will be listed in the "Tracking No." box.

7. How do I nd the PO# from a tracking number (requisition number)?

(/procurement/procure/purchreq#7)

1. Follow the menu path:

Logistics > Materials Management > Purchasing > Purchase Order > List Display >
By Tracking Number
(SAP Transaction ME2B)
2. Key in tracking number (If you have a Daft requisition, enter a "D" and the last six
digits of the Daft requisition number.)
3. Click on the "execute" button.

8. How do I nd the PO# from a charge code (account number)?

(/procurement/procure/purchreq#8)

1. Follow the menu path:

Logistics > Materials Management > Purchasing > Purchase Order > List Display >
By Account Assgt. > General
(SAP Transaction ME2K)
2. Key in Cost Center (Fund Code)
3. Click on the "execute" button
4. This screen contains a listing of all of the Purchase Orders created from the charge
code.

9. How do I nd cost center information (responsible person and company code)?

(/procurement/procure/purchreq#9)
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1. Follow the menu path:

Accounting > Controlling > Cost Center > Master Data > Cost Center > Individual
Processing > Display 
2. Enter the cost center 
3. Click on green arrow icon.

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