PURCHASE REQUISITION
PURCHASE REQUISITION
PR is an internal document used to purchase goods or services on behalf of the firm
Contains material, quantity, delivery date, plant etc.
Document type – “NB STANDARD “type
PR can also be created for special stock
PR processing time – time needed to convert a PR into PO is called as PR processing time
CONFRIGUATION OF PURCAHSE REQUISITION
DEFINE NUMBER RANGES
NAVIGATION PATH – SPRO > MM > PURCHASING > PURCHASE REQUISITION
> DEFINE NUMBER RANGES
Click execute – go to change interval – insert interval – give no., from no and
to number – click save. (In our case we create “ZJ” ranging from 7000000000-100)
If you want to enter the external number range by yourself then click on the ext indicator
beside current number .
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PURCHASE REQUISITION
DEFINE DOCUMENT TYPE
NAVIGATION PATH – SPRO > MM > PURCHASING > PURCHASE REQUISITION >
DEFINE DOCUMENT TYPE
Click on execute, select ‘NB” standard type – go to copy as – give type ( APNB)
Maintain the number range created in either ‘NoRgeInt” or “NoRegExt”.I Have maintained
it in NoRegint – hit enter .)
Select the document type created and double click on “Allowed item categories “ in the
dialog structure . Add item categories you wish to add or delete .
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PURCHASE REQUISITION
DEFINE SCREEN LAYOUT AT DOCUMENT LEVEL
NAVIGATION PATH – SPRO > MM > PURCHASING > PURCHASE REQUISITION >
DEFINE SCREEN LAYOUT AT DOCUMENT LEVEL
Click on execute – new entries –Maintain field selection key ( APOLLO) along with the
description and save
Go back , double click on the field selection key you created and make the fields
req/optional/display as per you need and save .
For ex : I will choose the BASIC DATA , Item , double click and make the plant and storage
location field required from optional . Go back and do the same as pe you need and click save
Go back to DEFINE DOCUMENT TYPES choose the document type you created hover over to
column of field selection, change the field selection key to the one you created and save.
CREATION OF PURCHASE REQUISITION
NAVIGATIONAL PATH: SAP EASY ACCESS – LOGISTICS – MATERIAL
MANAGEMENT – PURCHASING – PURCHASE REQUISITION
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PURCHASE REQUISITION
Select ME51N (if source determination check box is selected, then the vendor
information is updated automatically if the material has a fixed vendor).
Under Header, we normally do not maintain anything in Purchase Requisition.
Now go to me51n choose the document type you created, enter the material, quantity, and
item category in the item overview section and you can cross check here that that item
categories you allowed while creating the document type will only be there ( Go to the top
DEFINE DOCUMENT TYPE and check with the below image)
Enter all the required
field, here you will notice that a message will pop up saying that enter plant or enter storage
location as this are required fields for our document type .
Enter and go to check , if no error message then go and save the PR . A pr is created with
number 7000000000.
DIFFERENT WAYS IN WHICH A PR CAN BE CREATED
1. FROM CONTRACTS
2. FROM RFQ’S
3. F
R
O
M
OLD PO
4. SALES ORDER
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PURCHASE REQUISITION
5. AUTOMATIC VIA MRP
6. MANUALLY (ME51N)
ERRORS WHILE CREATING PR
1. SUPPLIER MARKED FOR BLOCKED/DELETION
2. MATERIAL MARKED FOR BLOCK
3. CONTRACT EXPIRING
4. ATTACHEMENT LIST IS MISSING
T-CODE DESCRIPTION TABLE DESCRIPTION
NAMES
ME51N CREATE EBAN PR GENERAL DATA
ME52N CHANGE EBKN ACCOUNT ASSIGNMENT
ME53N DISPLAY EKPO PR ITEM DATA
ME54N INDIVIDUAL RELEASE EKKO PR HEADER DATA
ME55 COLLECTIVE RELEASE CEBAN PR COMMUNICATION
TABLE
ME5A LIST OF ALL THE PR
MSRV2 LIST OF ALL PO BY
SERVICES
PR RELEASE PROCEDURE
STEPS TO CREATE THE PURCHASE REQUISITION
First, we will determine the characteristics on which we want to create the release
procedure .
For ex : Plant = AP11 (Characteristic-1)
Secondly we will create a class to store this characteristics
Thirdly we will create the Release Code (Level at which the PR will be approved .
Possible to have 8 levels, each level is a release code. However, in real time normally we
use max up to 3 or 4 levels).
1. Code -10 supervisor
2. Code - 20 site engineer
3. Code -30 finance manager
Next we have Release Prerequisite (defines the preconditions for the release code levels)
Ex: For Code 20 release, is it mandatory to have code 10 release it first or not.
Next Release Indicators (indicates the approval status, whether blocked or released)
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PURCHASE REQUISITION
Navigational Path: SPRO – IMG – Material Management-Purchasing –
Purchase requisition – Release Procedure – procedure with classification.
EDIT CHARACTERISTICS
Click on Execute. Define the characteristic name (a11_plant), click on Create
on the right side.
Give Short description of the characteristic. Go to Additional Data tab and enter table
name as "CEBAN".Place cursor in 'Field Name' and press F4.Click on continue if you get
a 'No object found' message. Click on 'All Selections' button at the bottom of the pop-up
window. Now, select Structure check box. Click on continue.
Note down the field name (for example, field name WERKS for plant)
Press enter and click on continue if you get . (format data taken from ABAP dictionary)
- Number or chars – 4
- Select multiple values in value assignment on the right(Multiple-values
indicator refers to a reference) – continue – save .
EDIT CLASSES
Enter the Class name (“APOLLO_CLASS). Choose Class Type 032
(release strategy).Click on Create on the right side.
Enter a short description. Click on Char tab and assign the characteristics
defined earlier(A11_PLANT). Click on Save.
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PURCHASE REQUISITION
SET UP PROCEDURE WITH CLASSIFICATION
RELEASE GROUPS
Click on Release Groups . Delete any existing group already defined (only one Group
possible at any time) and save .
Go to New Entries. Give Release Group Name (AP) and the class name defined in
the previous step. Click on save.
IMP NOTE : with The “OvRelPreq” indicator turned on we will be able to see the
Release Strategy at the header level . Along with this we need to turn on the
indicator for the same in document type of PR . We will create it without the
OvRelpreq first .
RELEASE CODES
Delete if any existing and save . Go to New Entries.
Give release group name , release code , assign level to code
. (Ex: A8 – 10 – site Supervisor
A8 – 20 – site Engineer
A8-30 – finance manager)
Click on Save.
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PURCHASE REQUISITION
RELEASE INDICATORS
Go to New Entries. Enter Release ID (one character Alpha Numeric) and short description (ex. B
– blocked; R – released).
For the released ID, select the release check box. Click on save.
Changeable – Defines whether the release strategy needs to be changed in case of any
changes.
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PURCHASE REQUISITION
RELEASE STRATEGY
Go to New Entries.
Enter Release Group name (ex. SR).
Enter Release Strategy name (ex. SR) and a short description.
Enter the release codes defined earlier and press enter
Go to Release Prerequisites and select the checkboxes for those that you deem
mandatory. Click
on continue.
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PURCHASE REQUISITION
Go to Release Statuses and select the blocked / released status for the codes according
to need. Click on continue.
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PURCHASE REQUISITION
Go to Classification and select the value for the characteristics defined earlier. Click on
back and save.
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PURCHASE REQUISITION
Now go to ME51N and create a new PR with the plant “AP11” and click on check . now
go to the item level data and hover to release strategy tab which is as per our defined
procedure . Now to release just double click on the yellow triangle . If we do not release
it then we will not be able to process our PO . I am saving it without release .
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PURCHASE REQUISITION
Go to ME21N , And when we try to create PO for the previous PR , we
will get a message “ PR NOT RELEASED FOR ORDERING “
NOTE : Go To Spro – Mm- Purchasing – Purchase Requisition – Release
Procedure – Procedure With Classification - Set up procedure with
classification - Release Group – Turn The Overelpreq Indicator On .
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PURCHASE REQUISITION
Go To Spro – Mm- Purchasing – Purchase Requisition – define
document type – select “APNB” and hover to right hand side and tick
the Overelpreq on .
Go and create a new PR with plant “ AP11” and click check . This time
you will notice the release strategy is at the header level as compared to
last time which was at the item level .
To release this PURCHASE REQUISITION go to me55 or me54n and
release it .
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