me51n create+purchase+requisition

Title: ME51N_Create Purchase Requisition Area : Finance

Function : Materials Management

File name: ~FI_ME51N_CREATEPURCHASEREQUISITION.DOC Reference Number:

Version: Final Last Modified: 6/21/2007 10:11:00 AM

Work Instruction / 20

Work Instruction

ME51N_Create Purchase Requisition ME51N

Purpose

Use this procedure to function as a requisition when ordering or as a payment authorization document when used as a confirmation order to pay an invoice, registration, subscription, etc.

Trigger

Perform this procedure to create a purchase requisition when it is not possible or appropriate to use your procurement card.

Prerequisites

• Specifications for the items including detailed description and unit of measure.

• Attach any supporting documentation or forms.

Menu Path

Use the following menu path(s) to begin this transaction:

• Select Logistics Materials Management Purchasing Purchase Requisition Create to go to the Create Purchase Requisition screen.

Transaction Code

ME51N

Helpful Hints

• Click and then click to setup your default settings.

The fields to add are Pur Group, Item Category, AcctAssCat, Plant, and Requisitioner.

Click if you do not see the above fields displayed.

Click to save the default settings.

• You can create a purchase requisition by copying an existing one in its entirety or

individual line items from another requisition. Use to do this. Once copied, you can change the information on the new one before saving it. This will be useful when you have items that are purchased on a regular basis. You can also copy a line from the current requisition to use as a basis for the next line you are adding. Select the line to be copied and use the copy button about the Item Overview section.

• You can add a line or lines to a Requisition by copying from another one either using the entire Requisition or the individual line items. Once copied, you can edit any information on the new items before saving.

• Click to create a new requisition.

• Click to Display/Change a requisition.






Procedure

1. Start the transaction using the menu path or transaction code.






Create Purchase Requisition

2. Perform one of the following:

If the first two sections are Then

Not expanded Click .

Expanded --






3. As required, complete/review the following fields:

Field Name R/O/C Description

Order type R Identifier allowing differentiation between the different kinds of requisition and purchase order in the SAP system.

Order type will default to Regular Requisition. There is no need to change this field.

Example: NB Purchase Requisition

Purchasing Document Number

O Alphanumeric key uniquely identifying a purchasing document.

This field should always be left blank. The system will automatically assign a Purchase Requisition number when the document is saved.

Example: N/A

Header note O Text for the header note.

Example: Supplies ordered for Training Department.



A (Account Assignment Category)

R Code used to identify the type of cost object that will receive the cost of the line item. For example, cost centers, internal orders, or grant numbers.

Example: K

Short Text R Text description of an object limited to 40 characters.

Example: Office Supplies

Quantity R Number of items being processed.

Example: 10

Unit R Unit by which quantities are to be measured; Some examples include: pound, gram, meter, and liter.

Example: EA

Delivery Date R The requested or desired delivery date on the purchase document.

Example: 9/15/06

Matl Group R A grouping of materials and services according to their characteristics. SAP Example: Office Supplies - 50005615

Example: 50005615







Plant R In Logistics, a plant is an organizational unit for dividing an enterprise according to production, procurement, maintenance, and materials planning. All NKU entities will use one plant (NK01).

Example: NK01

PGrp R A unique code representing a person or group creating the requisition or order. Example: 107

Requisnr R A text field used to name the person who is requesting the item if different from the person who is creating the requisition.

Example: dawsonm1

Des.Vendor R Vendor of choice.

Example: 100105

POrg R An organizational unit in Logistics, subdividing an enterprise according to the requirements of Purchasing. A purchasing organization procures materials and services, negotiates conditions of purchase with vendors, and is responsible for such transactions. All NKU entities will use one Purchasing Organization (NK01).

Example: NK01

5. Click .


If You Want To Then Go To

Add Cost Center or Grant number Click the tab. Step 7

Enter valuation price Click the tab. Step 9

View material data information Click the tab. Step 11

View quantity and date information Click the tab. Step 13

View source of supply information Click the tab. Step 15

View status information Click the tab. Step 17

View contact information Click the tab. Step 19

Enter text information Click the tab. Step 21






If You Want To Then Go To

View delivery address information Click the tab. Step 25

Save the requisition -- Step 28






Create Purchase Requisition (Account Assignment tab)



Cost Center R An organizational unit within a controlling area that represents a clearly delimited location where revenue and costs occur. Organizational divisions can be based on functional requirements, allocation criteria, physical location and/or responsibility for costs. SAP examples: Academic Advising Resource Center - 243010001, Baseball - 273040010 Example: 213010001

Grant O Legal instrument used to establish a funding relationship in order to carry out a public purpose in which the sponsor does not expect to be substantially involved. A grant usually contains terms and conditions for the control, use, reporting and reimbursement of sponsor funding.

Example: 4000002






8. Return to Step 6.






Create Purchase Requisition (Valuation tab)



Valuation Price R Estimated or actual unit price of the material or service.

Example: 25







Create Purchase Requisition (Material Data tab)

11. Review the displayed information.







Create Purchase Requisition (Quantities/Dates tab)








Create Purchase Requisition (Source of Supply tab)








Create Purchase Requisition (Status tab)








Create Purchase Requisition (Contact Person tab)








Create Purchase Requisition (Texts tab)

21. The Texts tab contains all the Long text. If one of the Long Texts fields contains information, there will be a checkmark next to the Long Text name. Click on the name of the texts to switch between them and to enter information for that category of text. You can use Authority Number (PR), Item note, Delivery text, and Material PO text.


If Then

Authority Number information Click Authority Number (PR).

Example: Color: White. 100 cups per package, 10 packages per box.






If Then

Long text used to make a notation regarding item

Click Item note.

The Item note is available to view in the system, but will not be printed on the PO.

Example: For the staff kitchen area.

A description of the delivery, designed to identify the delivery

Click Delivery text.

The Delivery text is transferred to the SAP PO and is printed on the last item of the hard copy PO only.

Material PO information Click Material PO text.

Release Notes Click Release Notes.

23. Click .







Create Purchase Requisition (Delivery Address tab)



Address number R A number that represents the Delivery Address.

Example: 31983

26. Click .







Create Purchase Requisition

28. Click .

The system displays the message, "Purchase requisition number XXXX created."

29. Click until you return to the SAP Easy Access screen.

30. You have completed this transaction.

Result

You have created a purchase requisition.

Comments

You can create another requisition without exiting the Create Purchase Requisition screen.






Line items must be itemized. The purchase order will reflect what is in the requisition Do not create a line item that says “see attached quote.” Incomplete requisitions will be returned.

Any forms i.e. Personal Service Contract, Single Source Justifications, etc. still need to be filled out and forwarded to Procurement Services at the time of request. These forms can be found at http://access.nku.edu/purchasing/forms. The policies can be found at http://access.nku.edu/purchasing/policies.






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me51n create+purchase+requisition

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