The purchase requisitioning process begins when a need for a material or service is identified. You can use the Material Master for many items or services. However, you may not find the material or service you want in the Material Master. If not, you will need to create a requisition without the Material Master. Information such as a short text description of the material or service, the quantity, purchasing group, unit of measure, estimated net price, and the GL account will need to be entered for items in a purchase requisition that does not use the Material Master.
What is Purchase Requisition
A purchase requisition is a request for goods and/or services. Depending on the approval rules selected by a department, some purchase requisitions may require approval before they can be converted into purchase orders.
Purchase requisitions are:
- May request multiple materials or services
- Procured from different vendors.
When the requisition is processed into a purchase order, the SAP system separates items and creates multiple purchase orders by the vendor. Also, a number of requisitions for materials or services from the same vendor might be consolidated into a single purchase order.
What is a Request for Quotation ( RFQ)?
An RFQ is a purchasing document and an invitation to a vendor(s) for a quotation regarding needed materials or services. If multiple RFQs are sent to multiple vendors, the system can automatically determine the best quote and send rejection letters in response to all others.
Common things to remember when working with Purchase Requisitions
Purchase Requisitions can be created
- Manually – fill the data manually
- By MRP — If you set up an MRP procedure for a material master the system automatically generates a PR.
- Purchase Requisition does not have Header and Schedule lines.
- There is no vendor detail to be filled-in in PR.
- In PR you can indent more than one Item or more than one plant
- It does not influence financial updating.
- When the system creates a purchase requisition automatically, a user program (MRP or order management) determines the material, PO quantity, and delivery date. If required the Purchase Requisition is automatically assigned to an account.
- Purchasing converts the PR into a Request for Quotation, Purchase Order or Out-line Agreement.
- The tables related to PR are: EBAN (PR), EBKN (PR a/c assignment)
How to Create Purchase Requisitions for Stock Items
From the SAP easy access menu: Logistics -> Material Management -> Purchasing -> Purchase Requisition -> Create
Enter all previously created raw materials under the materials field. Enter the appropriate quantity that you want to order for each material, a future date for the delivery date, and the appropriate plant and storage area. Below is an example of this purchase requisition screen.
Click the enter button to review the information pulled from the master data.
Then click save and record the purchase requisition number.
How to Change Purchase Requisitions after creation
Use Transaction ME52N.
Check to see if the PR has already had a PO issued against it. If so, you must inform the Purchasing Group. Check if the PR has been approved. If so, you may only make changes to a limited extent and may be subject to approval. Check if the PR was created by MRP. In this case, you don’t have much control over the modification process.
All changes to items are logged and stored. Information stored includes when the information was changed, who changed it, what the changes were, etc. Select the desired item in the item overview and choose Go To –> Statistics –> Changes.
Processing Purchase Requisitions
Once the Purchase Requisitions are generated, additional standard functions are provided by the SAP System for converting these requisitions into respective purchasing documents (purchase orders, contract release orders, scheduling agreement delivery schedules, RFQs) as well as the processing options available thereby in this document.
- Assigning means defining the desired source for each purchase requisition item ie. this involves assigning the source of supply to individual requisition items.
- Further processing (of purchase requisitions via the assignment lists) involves generating lists of requisitions that have been assigned or flagged as outlined above, and the subsequent creation of RFQs, purchase orders, or lines of delivery schedule under scheduling agreements. This involves the manual creation of purchase orders or delivery schedule lines from a list of requisitions with assigned sources.
Alternatively, in the case of purchase requisition items that were not assigned to sources at the time of their creation, it is optional of carrying out the processes of source assignment and conversion collectively using a single transaction. This function is a combination of “Assign Purchase Requisitions” and “Further Processing of Purchase Requisitions via the Assignment List”. In this case, choose Purchase Requisition –> Follow-On Functions –>Assign and Process (ME57), refer this PDF document to understand more.
For the optimized conversion of requisitions into purchase orders, check these documents with screenshots in this Training Document. Overall, here is the process:
- Purchase requisition items with a source of supply
If a source has already been assigned to the requisition, it is possible to choose between a semiautomatic and fully automatic conversion into a purchase order. In the former case, an assignment list is referred to. In this transaction, manual intervention is flexibly enabled. Yet, this option is not available in the fully automatic conversion process. A further difference between the two transactions is that scheduling agreement delivery schedule lines can only be generated via the semiautomatic transaction.
- Purchase requisition items without a source of supply
If no source has been assigned to the purchase requisition, a transaction that enables the assignment in a first step is possibly used. In the second step, the assignments made then have to be processed. As a result of using this transaction, a purchase order item referencing a contract, an info record, a scheduling agreement, or an RFQ can be created.
Step by step manual on Purchase Requisition Processing
- Create a requisition without a material master (ME51)
- Create a requisition with the material master (ME51)
- Copy a requisition (ME51)
- Display a purchase requisition (ME53)
- Change a purchase requisition (ME52)
- List display of purchase requisitions by account assignment: cost center (ME5k)
- Create a purchase requisition for items assigned to Multiple cost centers (ME51)
- Display a purchase order using a requisition no. (ME53)
- Display a purchase order using a p.o. number (ME23)
- Individual release of a purchase requisition (ME54)
- Collective release of purchase requisitions (ME55)
Download the manual on Purchase Requisition Processing.
Various other topics and issues encountered with Purchase Requisitions
- Creating A Purchase Requisition Use Transaction ME51N
- Searching for “des vendor” in Item Overview portion of the screen
- Finding Vendor Address
- Ordering for grant or project accounts
- Creating purchase requisitions with more than 1 line item
- Saving Your Purchase Requisition
- Using Document Overview (Transaction ME53N)
- Ensuring Correct Settings to Use Document Overview
- Adding Additional Data Fields To Your Document Overview
- Duplicating A Purchase Requisition
- Checking the Status of a Purchase Requisition using Document Overview
- To View History of All Your Purchase Requisitions
- Viewing Purchase Order History for Specific Cost Center or WBS Element
Here is the PDF Document on Purchase Requisition.