Purchase Requisition and Purchase Order

Purchase requisition

An SAP Purchase Requisition document is created electronically by a department (purchasing group) to request the purchase of goods or services. The approvals for the requisition are also done electronically. Once all approvals are obtained, the requisition is changed into a Purchase Order  and sent to the vendor. The process of changing a Requisition into a Purchase Order is done automatically if certain criteria are met, or manually by Procurement Services if needed.

An indirectly created Purchase Requisition has been initiated by CBP, the PS Project System, PM Maintenance, and Service Management, or PP Production Planning and Control. The “directly created” Purchase Requisition, on the other hand, is created by a person manually in the requestingcdepartment specifying what materials/services, units, and a delivery date.

Purchase Order

A Purchase Order specifies the intent to purchase goods or services from a vendor and is processed by Procurement Services. Purchase Order documents are created from approved Purchase Requisitions. Departments submit Purchase Requisitions either electronically in R/3 or by a paper form.

A Purchase Order document is:

  • Entered manually into R/3 by Procurement Services from paper requisitions. These are entered as Purchase Order documents, so there is no referencing Purchase Requisition in R/3.
  • Created electronically from an electronic purchase requisition done by a department. The changing of an electronic Purchase Requisition into a Purchase Order is done automatically by R/3 if certain criteria are met, or manually by Procurement Services if needed.

The Purchase Order is then printed and faxed to or electronically sent (Electronic Data Interchange – EDI) sent to the vendor.

 

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