Understanding Purchase Requisition

Purchase requisitions are internal documents for asking your purchasing department to procure a particular quantity of a material or a service for a particular date.

A purchase requisition can be created directly or indirectly.

Direct: the PR is created manually and whoever creates it determines which material or service is ordered and the quantity and date.

Indirect: that PR from another SAP component is created automatically

  • via MRP run
  • through Maintenance orders
  • through Production orders
  • referring to Networks

Transactions:

  • ME51N – Create Purchase requisition
  • ME52N – Change Purchase requisition
  • ME53N – Display Purchase requisition
  • ME54 – Release Purchase requisition
  • ME54N – Release Purchase requisition (Quick way)

Screen details:

PR creation screen consist of 3 main areas which are header data, item overview and item details.

Header data

Purchase Requisitions have no header as such: all fields are written in the EBAN table. Still, on the User interface the document type, the PR number, the automatic Source determination flag and the internal header memo can be seen.

Item overview

This section contains the required fields without which you simply cannot create a PR, e.g.: Item Category, Material, Quantity and Plant.

  • Item Category: this field defines the category of the item. In case it is left blank, the system uses the „Standard” item category. Possible item categories are: Standard, B Limit, K Consignment, L Subcontracting, S Third-party, U Stock transfer, W Material group, D Service

(Technical view: 0 Standard, 1 Limit, 2 Consignment, 3 Subcontracting, 4 Material unknown, 5 Third-party, 6 Text, 7 Stock transfer, 8 Material group, 9 Service).

  • Material: alphanumeric key uniquely identifying the material which you would like to procure.
  • Quantity: specifies the quantity to be ordered, as stipulated in the purchase requisition.
  • Plant: plant in which you produce or for which you wish to procure materials or services.

NOTE: When you create a purchase requisition for materials that have a material master record, the system transfers data in the material master record to the purchase requisition. As of SAP ERP 6.0, you also have the option of selecting items from a Web-based catalog.

  • Account assignment category: specifies whether accounting for an item is to be effected via an auxiliary account (such as a cost center).
    The account assignment category determines which account assignment data (such as cost center, account number and so on) is necessary for the item.
  • Unit: specifies the unit of measure in which the requested material is to be ordered.

If you refer to an existing material number, the system uses the base unit of measure from the material master record. If Purchasing is to order the material in a different order unit, you can specify this on the detail screen of the purchase requisition item.

If you do not refer to an existing material, you must enter a unit of measure.

  • Material group: Number and description of the material group.
  • Delivery date: date on which the goods are to be delivered or the service is to be performed.
  • Purchasing group: key for a buyer or a group of buyers, who is/are responsible for certain purchasing activities.
  • Currency: currency key for amounts in the system.

Item details

  • Material
  • Material Group
  • Quantity: here you can see the quantity you wish to be ordered.
  • Quantity ordered: indicates the total quantity ordered to date. If the purchase order is based on a scheduling agreement, the quantity scheduled to date is shown.
  • Open quantity: specifies the quantity that is to be ordered according to the purchase requisition.
  • Closed (checkbox): flags a purchase requisition as closed, that means that no further purchase orders are to be created for this purchase requisition. Closed PRs can be archived.
  • Delivery date: date on which the goods are to be delivered or the service is to be performed. It is the same as the one in the item overview.
  • Release date: specifies the date on which the purchase order should be initiated on the basis of the purchase requisition.

The release date is based on:

Purchasing department processing time defined for the plant
Planned delivery time from the material master record or purchasing info record
Delivery date
Goods receipt processing time from the material master record
Calculation: requirement date – (purchasing department processing time + planned delivery time + goods receipt processing time)

NOTE:

The system takes the planned delivery time from the purchasing info record and the GR processing time into account in the following cases:

If the purchase requisition was triggered by materials planning or

If the purchase requisition was created or changed manually and automatic source determination has been defined for it.

Release approval date does not influence the release date.

Planned delivery time: number of calendar days needed to obtain the material or service if it is procured externally.

When the source of supply is assigned via ME57 transaction, Planned Delivery Time in Days of the PR will be set directly from the source of supply document, even though it is maintained 0 days. Where as in case of ME52N transaction if you assign source of supply with planned delivery time 0 days, value will be taken in the priority of

Info record or contract if Planned Delivery Time in Days is not 0.

MRP area if Planned Delivery Time in Days is not 0

Supplying storage location if Planned Delivery Time in Days is not 0

Material master record.

  • Valuation price: shows the price of the requested material per price unit.
  • Goods receipt: the indicator specifies whether a goods receipt is allowed and expected for the order item.
  • Invoice receipt: specifies whether an invoice receipt is linked to the purchase order item. If the indicator is not set, the goods are to be delivered free of charge.
  • Agreement: specifies the number of the outline agreement that this purchase order or purchase requisition refers to.
  • Fixed vendor: number of the vendor defined as the fixed source of supply for this purchase requisition.
  • Info record: specifies the number that uniquely identifies a purchasing info record.
  • Desired vendor: specifies the number of the vendor suggested by the requisitioner to the purchasing department for this purchase order.
  • Processing status: specifies the current processing status of the purchase requisition.
  • Created by: here you can see the name of the person who created the purchase requisition.
  • Creation indicator: shows whether the purchase requisition or delivery schedule line was created manually or automatically (e.g. as a result of the requirements planning process).
  • Changed on: specifies the date when the last change was made to the purchase requisition.
  • Delivery Address: under this tab you can find all the delivery address information in a detailed manner.

You can enter all the information manually or with the help of the Document overview, you can create PRs with reference to another Purchasing document. You have the option to create a PR with reference to another PR item or a Purchase Order.
Contracts and Scheduling Agreements can’t be used as reference as they are Source of Supplies.

Deleting a PR

Basically, there are three options you can choose from if you wish to prevent a PO created against a PR.

You can delete the line item by selecting the line and then clicking on the delete icon just below the PR header

You can close a PR if you go to the Quantities/Dates tab (Item details) and check the Closed checkbox and then click on Save

Alternatively, you can go to the Status tab and block the PR by selecting the appropriate option from the Block ID drop down menu

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