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SAP Training – MM Training. Requisitions. Agenda. Entering a Requisition Supply Service Changing a Requisition Displaying a Requisition Requisition Reporting Requisition Approval. What is a Purchase Requisition?.
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SAP Training – MM Training Requisitions
Agenda • Entering a Requisition • Supply • Service • Changing a Requisition • Displaying a Requisition • Requisition Reporting • Requisition Approval
What is a Purchase Requisition? • A request or instruction to Purchasing to procure a quantity of a material or service so that it is available at a certain point in time. • Requisitions may be created manually by the user community or they may be created by MRP when inventory for an item falls below reorder point.
What Information is Included in a Purchase Requisition? • What is to be purchased? • How much is to be purchased? • How much does it cost? • Who’s paying for it? • When is it needed? • Where does it go when it arrives? • What additional information is needed, relative to this purchase?
What is To Be Purchased? • Determine if it is a material or a service. • If it is a material, is there a material master for the item? • If it is a service, what activities are to be included in the service?
How Much is To Be Purchased? • The user must specify the quantity to be purchased, with the appropriate unit of measure. • If a material master is used for the item, the unit of measure defaults from the material master; else, the user must define. • For Services, the unit of measure is always AU (activity unit).
How Much Does it Cost? • What is the unit price of the item? • This, together with the quantity requested, will be extended to a total cost of the requisition line item. • The total cost of the line item will be a factor in determining who needs to approve the purchase request.
Who’s Paying for It? • What type of purchase is it? • What department is paying for it? • What fund is providing the money? • This information also becomes a factor in determining who needs to approve the purchase request.
When is it Needed? • An expected delivery date must be entered. • This may be the date agreed to by the supplier at the time contact was made by the requisitioner or a requested delivery date with no contact with the supplier.
Where Does it Go When it Arrives? • If the material is to be received into inventory, what plant and storage location should it be received to? • If the material is non-inventory, to what building/room number should it be delivered and who should receive it? • If this is a service, only the plant need be entered.
What Additional Information is Needed? • Requisitioner – name of the person creating the requisition • Desired Vendor – vendor number for the supplier from whom the material or service is to be provided • Purchasing Group – responsible buyer for the purchase • Tracking number
How Can I Be Sure There’s Enough Money? • Requisitioners should first check transaction code ZBUDSTAT_CF
How Can I Tell There’s Enough Money? Select Overview -> Commitment Item 2 1
How Can I Tell There’s Enough Money? You can only spend money where money exists.
How Do I Create a Requisition?  • In SAP, you can get to the requisition create transaction two ways: • Use the menu path: • Logistics ->Materials Management -> Purchasing -> Purchase Requisition -> Create
How Do I Create a Requisition?  -OR- • Type ME51N in the Dialog Box. ME51N
ME51N – Create Requisition • Header • Item Overview • Item Detail
How is a Supply Requisition Entered? • Since this requisition is for an item with a material master, the user can key in less information. • Enter all numbered fields (6 – optional) 1 2 3 4 5 6 7
How Are Matchcodes Used? • When this symbol appears in a field: this is an indication that a possible-entries list exists. • Click on the icon and the list appears. • Use the wildcard * to facilitate searches in the list.
Example of a Search • For a purchase requisition, a vendor may be proposed. If one exists in SAP, it may be found, as below:
How Do I Enter Texts? And Where? • Sometimes, additional information is needed on a requisition. • Free text can be entered either at the header or line item level. • Depending on the type of information, the user can enter texts or notes • Texts are external; notes are internal
Example of Header Note • This information should not print on the purchase order document • Example of new Vendor information
Example of Item Text • Since the requisition only allows 40 places for item description, the item text can be used to supplement the information
Do I Have to Type Everything In? • SAP provides a standard text option • Standard text allows for the definition of frequently used text, which can be used in multiple documents • These standard text objects must be defined in advance • These objects can be included in header notes or item texts.
How Do I Use Standard Text? • Double click in the white text box. • In the text box, go to Insert -> Text -> Standard • Enter Z*. Choose the possible entries button and press Execute.
How Do I Use Standard Text? • The list of possible entries is displayed. Highlight the one you want to use and press the green check mark or Enter.
How Do I Use Standard Text? • In the pop-up window, click on Expand Immediately. Press Enter.
How Do I Use Standard Text? • The text is displayed. • Press the green arrow back
When the Document is Finished….. • The document MUST be saved.
How Do I Note Discounts or Surcharges? • Since the requisition is only a request for purchase, the document does not include pricing conditions. • The requisition entry should include a header note for the buyer to include the discount or surcharge, including the value or percentage.
But What Happens If….. • There are many items on the requisition, all going to the same place with the same account information??? 1 2 3 4 5 6 7 8 1 2 3 4
But What Happens If….. • But what happens if the information isn’t quite the same…..?
Requisition – Multiple Account Assignment • Multiple account assignment can split the costs among multiple objects
When the Document is Finished….. • The document MUST be saved.
Purchases Referencing Grants • Purchases for grant-funded activities will use the same process as the other requisition entries performed today. • Instead of providing a cost center and general ledger reference, the user will provide a general ledger and WBS Element
Changing Purchase Requisitions • Requisitions are changed using either Logistics -> Materials Management -> Purchasing -> Purchase Requisitions -> Change -OR- Transaction Code ME52N
Changes to Requisitions • Prior to requisition approval or conversion to purchase order, some data on requisitions can be changed. • Any entry that is not grayed out may still be changed.
What If Someone Wants to Review? • The user can either go to Logistics -> Materials Management -Purchasing -> Purchase Requisition -> Display -OR- Use transaction ME53N
Can I Print This Report? • Reports can be printed with this menu path