Project Abay

User Training Manual

For

Module: Procure to Pay (PTP)

Process: Purchase Requisition

June 2021
ABOUT THIS MANUAL
This manual provides information and specific instructions on how to use the SAP S/4HANA MM
– Purchase Requisition (PR) module configured for the EEP. Using the manual, the user will be
able to apply the functions provided in the Purchase Requisition (PR) to conduct the activities
given to him/her.

The manual is intended to serve both as a training manual and a reference.

Typographic Conventions
The standard used in this handbook is American English. The following typographic
conventions are also used.

Type Style Description

Tahoma Tahoma

Icons Used
The following icons are used.

Icon Meaning

Check Availability

Back

Caution

Save

Enter
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Purchase Requisition Creation User Manual

REVISION HISTORY
Document Revision History

Version Date Author Name Reviewed / Nature of Changes

Approved By

V1.0 02/07/2021 Melisew Tilahun N/A

V2.0 13/07/2021 Melisew Tilahun N/A

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Purchase Requisition Creation User Manual

OVERVIEW
Procurement in every organization starts with gathering requirements. SAP a purchase
requisition is a request that is made to the purchasing organization to procure a certain list of
materials or services. It is an internal document and remains within the organization. Purchase
requisition needs approval from the purchasing organization or requester department
supervisors.

Target Audience
This manual shall primarily be used by;

 Procurement department – Purchase Requisition function.

 Management and staff members in all other departments who must carry out Purchase
Requisition related activities.

Pre-Requisites
Required Knowledge
 Working knowledge of Microsoft Office and Internet browsers.
 Familiarity with navigating the SAP.

Recommended Knowledge
Working knowledge of the PR business processes.

Objectives
Using this manual, you will be able to:
 Able to create purchase requisition.
 create Goods, Asset, Services Purchase Requisition.
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Purchase Requisition Creation User Manual

 Display Material Master Data.

 Materials List.

TERMS, ACRONYMS, ABBREVIATIONS

Term / Acronym / Abbreviation Definition/ Description

MMC Material Master Creation.

MM Material Management.
EEP Ethiopian Electric Power.
SAP System Application Program.
HANA High Performance Analytic Appliance.
SAP S/4HANA SAP Business Suite 4 SAP HANA.
BP Business Partner.
T-code Transaction Code.
Pur. Group. Purchase Group.
Pur. Org. Purchase Organization.
PR Purchase requisation.
Url Uniform Resource Locator.
PO Purchase order.
ETB Ethiopian Birr.

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Purchase Requisition Creation User Manual

Table of Contents
ABOUT THIS MANUAL..................................................................................................................................................ii
Typographic Conventions................................................................................................................................ii
Icons Used............................................................................................................................................................ii
REVISION HISTORY....................................................................................................................................................iv
OVERVIEW.................................................................................................................................................................... 5
Target Audience.................................................................................................................................................5
Pre-Requisites.....................................................................................................................................................5
Required Knowledge..........................................................................................................................................5
Recommended Knowledge................................................................................................................................5
Objectives.............................................................................................................................................................5
TERMS, ACRONYMS, ABBREVIATIONS......................................................................................................................6
Table of Contents.........................................................................................................................................................7
INTRODUCTION - PURCHASE REQUISITION...........................................................................................................8
I. Steps to Login to EEP SAP-HANA.................................................................................................................9
II. Steps to create Goods Purchase Requisition (PR)...............................................................................10
III. Service Purchase Requisition Creation...................................................................................................21
IV. Tables, Reports, and other T-codes.......................................................................................................23

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Purchase Requisition Creation User Manual

INTRODUCTION - PURCHASE REQUISITION

Procurement in every organization starts with gathering requirements. Once requirements are
gathered, we need to inform the purchasing organization. A Purchase Requisition is a document
that contains a list of requirements. The key points to note about a purchase requisition are as
follows −

A purchase requisition is a request that is made to the purchasing organization to procure a

certain list of materials. It is an internal document and remains within the organization. Purchase
requisition needs approval from the purchasing organization. If a purchase requisition has
already been approved, then it can be modified only to a limited extent.

Purchase requisition can be created for the following procurement types −

i. Standard − Getting finished material from vendor.

ii. Subcontracting − Providing raw material to vendor and getting finished material.

iii. Consignment − Procuring material that is kept in company’s premises and paying to
vendor for that.

iv. Stock transfer − Getting material from within the organization.

v. External service − Getting services like maintenance from third party vendor

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Purchase Requisition Creation User Manual

I. Steps to Login to EEP SAP-HANA

First make sure you have SAP application installed and EEP S/4 HANA server configuration is
done.

Then insert Client, Username, and password credentials.

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II. Steps to create Goods Purchase Requisition (PR).

1. Use T-code ME51N and press enter key or

2. Or go through to the SAP menu Paths as shown below.

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Purchase Requisition Creation User Manual

3. Purchase Requisition (PR) screen.

PR window has three main collapsible and expandable screens with their own internal
tabs.

A. Document type – define your purchasing type EEP Purchase type lists are below. For
our example lets choose EEP Goods PR

No. Doc. Type Description Doc.Type Code Num.Range

1 EEP Goods PR ZNB 11000000
2 EEP Service PR ZSVC 12000000
3 EEP Asset PR ZAST 13000000
4 EEP Works PR ZWRK 15000000
5 EEP Auto PR via MRP ZMRP 14000000

B. Header – contains Texts

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Purchase Requisition Creation User Manual

Header Note - You can insert details about the purchase Requisition.
Source Determination - to determine source we have to make sure that we have
source list and join for record for the particular material and vendor.

C. Item Overview – Contains below tabs

1. Account assignment(A),

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Purchase Requisition Creation User Manual

Based on where the budget is accumulated to procure services or goods.

Account assignment category will be.
K - If budget is on the dept. Cost Center.
P - If budget is from project Work Breakdown Structure,
F - if budget is from on the dept. Order,
A - Asset, and others are there in the system.
2. Item category (I)

Standards,
B - Limit,
K – Consignment, L - Subcontracting
S - Third-party, D – Service
3. Material code or Short texts - Material code will have its own description so in
case of material no need to insert description. Short Text- this field will be useful for
Service, Repair, works type PRs. So that you can describe your requirement in short
and precise key words. : 5000002001 – RED PEN
4. Quantity : 10
5. Unit of measure - Mostly SAP will take Master data Unit of measure. But you can
change it as per your requirement. Note that if the requirement is out of the given
measurements in Master data, - First you will be required to add the measurement in
the master data. Order unit for Pen is PAC – Pack: Optional field
6. Delivery date – 27.08.2021 The date you want the goods to in your office.
Optional field- SAP will take PR created date automatically
7. Material group – For material- it will automatically take form material. But in case of
Service or Work or repair PR , System will ask you to insert the Service group(Dept.
name created in SAP) or Material groups. E.g. 112 – General supplies

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8. Plant is mandatory field(EEPC) and storage Location is optional,

9. Requisitioner – the one requests this PR: ET_PTP: Optional field
10. Tracking number: any key word that you can remember at any time. Used to track
from SAP, if the PR number is forgotten is lost: RED PEN: Optional field
11. Pur. Group: nothing but the Buyer: GDS Buyer

12. Vendor – if there is a source list or info record, or agreement or if your choose
direct vendor. You can insert the data then the vendor automatically come form the
fields(15,16,17) : Optional field
13. If there is a fixed vendor supplying this item. You can insert the vendor code.
14. Pur. Org. the Procurement Division that going to find source: STFP – Staff
procurement – Optional field
15. Agreement number: if there is an agreement between EEP Procurement Team
and supplier of this item. You can insert that agreement number created in SAP:
Optional field
16. Item number is line item in the Agreement: Optional field
17. Infor record - this field is master data that contains the combination of Material
and supplying vendor. Optional field

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D. Item detail- contains tabs like.

1. Line item number form PR overview: Each line item will have different
data views here. So, you have to switch up and down to get the details of each
line item.

2. Material Data- where you can change the material number if you want or you
can view the details of the material),
Example: Material number – 5000002001 - Red Pen – SAP
3. Quantities/Dates- Where you can change it also),
Example: 10 PAC
4. Valuation - where the material or service estimated price will be given here.
Example: One PAC PEN price: 252 ETB

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5. Account assignment- Where you define Accounting objects GL and (Cost

center, Order, WBS…) charged), for this example we choose K in the Account
Assignment category so SAP will ask you to insert the right cost center here.
Note: mostly SAP will take the GL automatically from the Valuation
class. If the procurement is for Non-Stock you have to change the right
GL that the cost will be accumulate. You must ask finance team for the
right GL.

Example: GL: 5000010 - and Cost center: PRC1032- Staff Procurement

Division Cost center

Source supply- to discover the most suitable source of supply while creating a
purchase requisition, If there is in for record, known vendor, or agreement if you
have you can determine here.
6. Status is the place where you can view whether the PR have PO or not and
approved, blocked or not.)

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7. Contact Person: the PR creator, Tracking number, requisitioner, buyer, and

MRP controller will come here

8. Release Strategy – is where you can find approval status and level of
approvers (will appear when goods /Service needs approval
You can edit or see by expanding or collapsing or by clicking PR screen
details. For Cost center PRC1032 – Staff Procurement Division approval
looks like below.
Level 1: EEP Mgr. Staff Proc. For Request Approval
Level 2: EEP Mgr. FICO – For Budget stamp
Level 3: EEP Mgr. Warehouse – For the item is out of stock stamp
Note: Below can be changed as per the Approval Matrix.

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E. Check the inputs correctness by clicking check box.

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F. Attach quotation or any item specification document or Url.

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G. SAVE.

Document number will be displayed as show below.

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III. Service Purchase Requisition Creation

Same manual will be applied except

1. PR Document type will be EEP Service PR

2. Item category will be D
3. Instead of Material insert Short text
4. Material Group will be service Group(Requester Dept. code)- Staff Department) )
5. Purchase Group – Service Buyer - SVC
6. In case of Service PR, SAP will ask you to insert Service number(6), Quantity(7) and
Gross price(8)- Estimated Price for one quantity.

7. Insert other inputs based on the above Goods PR manual.

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8. Release strategy for Service PR will be different – As Mgr. Warehouse is not required for
Service approval.

Save.

Service PR is created

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IV. Tables, Reports, and other T-codes

Sr. No. Type T-code Code Description

1 Transaction ME52N PR modify
2 Transaction ME53N PR display
3 Report ME51A List of PR’s based on your
selection criteria
4 Report ME5K PR by Account Assignment
Table EBAN PR data table

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