Celonis SAP

Material Training Documentation

Create Purchase Order from Purchase Requisition
Requirements
 Simplified creation of a PO from a PR, reducing the effort of manual creation
from scratch
 Create / Change PR and PO is one of the most used action in the MM
module
 End user should have basic knowledge regarding the use of PR and PO and
the implications of them

Prerequisites
 Released PR
 Material master data, vendor master data
 User specific rights and roles for PO creation
Action context
 The circumstances of this action is the replenishment thru a PO due
to a shortage in stocks
 The frequency of these actions is customized according to the client
 Users must have the necessary authorizations to access the system
and the involved master data must be maintained

Quantification
 Depending on the degree of automation they can be made once or
more times per day / week
 Business value of this action will be reducing processing times, as
well as operative cost
 Can be done manually and automated depending on client
configurations
Create Purchase Order from Purchase Requisition

• For creating Purchase Order, the system offers

more option; creating with reference to other PO,
from scratch, with reference to a PR
• For reduction of necessary data involved, use
Create PO with PR reference
• In the search bar enter the code for Create PR
• Transaction code - ME21N
• Press Enter, then a window with create PR will
open
Create Purchase Order from Purchase Requisition

• Click the Document Overview On / Off button

and that will open a window in the left side of the
screen called Document Overview
• Select the Hierarchy field and a list with more
options will be shown
• Choose Purchase Requisitions
• This action will take us to a window where we
will be able to make settings based on which the
system will search for the required PRs
Create Purchase Order from Purchase Requisition

• First step in this window, click Assigned, Open,

and Released
• Based on needs it is possible to restrain the
search of necessary documents with some fields
from this window
• Here Release Date selection will be used; since
it is not available will be added
• From the upper bar select Dynamic selections
button or press ALT+F4
Create Purchase Order from Purchase Requisition

• After the release field will be displayed in the list,

double click it to open; in the upper right Calendar

side ,Release Date field, enter the release date

from desired PR
• The date can be entered manually (watch for the
proper format) or select the Release Date and
the drilldown field will be displayed where the
date can be selected from Calendar
• For an even more restricted search it can be
entered the Material, the Plant, the Material
Group and so on
• However, Release Date and Fixed Vendor
fields will be used for restrict our search
Create Purchase Order from Purchase Requisition

• In this window, Create Purchase Order, based

on restriction selections the system will display
in the left side of the screen a list of available
PRs
• With Drag and Drop function bring Purchase
Requisition(s) Number needed to Shopping
Cart
• Selecting a PR from list and then selecting the
Adopt function, the same result will be
achieved; multiple PRs from the same vendor
can be consolidated within the same PO hence
reducing manual effort and processing time
• The necessary PR number can be also be found
in the Stock and Requirements List with the
Transaction MD04
Create Purchase Order from Purchase Requisition

• The selected PR will be displayed on the screen

with all the available fields; if certain data are not
maintained they will be requested by the system
• Depending on maintained configuration different
messages can appear in the left side down the
screen; OK(green), Warning(yellow) or
Error(red); only the Error messages will not
allow to go further
• Here, because it appear only a warning, it can
be skipped; press the Save button for
completing Purchase Order creation
Create Purchase Order from Purchase Requisition

• After pressing Save button the system will

generate a message asking if it will be saved,
edited or the action will be canceled
• Click Save and a message will be displayed
confirming that PO was created
• In this message will be found also the number
assigned to this document; this number will help
founding the document when necessary
Change PR Release Date
Action context
 The need to make data changes to PRs already created
 They will be made only by authorized personnel who hold the necessary data,
such as PR number, material and data to be changed / maintained

Quantification
 As many necessary modifications will be made to have an optimized system
according to the customer's needs
 This process could reduce time and cost in procurement by linking several PRs
into one PO
 Can be done automatically (this option is preferable) through a batch job or
manually
Change PR Release Date

• If other actions are necessary, like changing

some data in an already created PR, follow this
path
• In the starting window of SAP GUI enter T-code
for Change Purchase Requisition
• Transaction code - ME52N
• The system will always propose last created /
used PR; if other PR is needed then in the upper
bar search for the Other Purchase Requisition
button, click it and a small window will be
opened; enter the number (if known) or look for it
with the drilldown option
• Select the Document and press Enter
Change PR Release Date

• For example, in the Item Details section select

Quantities / Dates field and change Release or
Delivery Date
• Select one of them and complete it manually or
with the drilldown-calendar option select the
desired date and then press Enter or Save
• A message, with Purchase Requisition (nr)
Changed, will confirm the completion of
operation
• This action allows us, for example, to modify
certain data in order to be able to gather more
PR in a single PO, thus reducing the costs and
logistics involved