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SAP-MM Manual-Create Purchase Requistion

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					Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

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

Transaction Code ME51N Helpful Hints • and then click to setup your default settings. Click The fields to add are Pur Group, Item Category, AcctAssCat, Plant, and Requisitioner. Click Click • to save the default settings. if you do not see the above fields displayed.

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 Click to create a new requisition. to Display/Change a requisition.
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• •

File name: Version: Final ~FI_ME51N_CREATEPURCHASER Last Modified: 6/21/2007 10:11:00 AM EQUISITION.DOC Reference Number:

Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

Procedure

1.

Start the transaction using the menu path or transaction code.

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Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

Create Purchase Requisition

2.

Perform one of the following: If the first two sections are Not expanded Expanded Click . -Then

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Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

3.

As required, complete/review the following fields: Field Name Order type R/O/C R Description 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: Purchasing Document Number O NB Purchase Requisition

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.

4.

As required, complete/review the following fields: Field Name A (Account Assignment Category) R/O/C R Description 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: Short Text Quantity Unit R R R K

Text description of an object limited to 40 characters. Example: Office Supplies Number of items being processed. Example: 10 Unit by which quantities are to be measured; Some examples include: pound, gram, meter, and liter. Example: EA The requested or desired delivery date on the purchase document. Example: 9/15/06 A grouping of materials and services according to their characteristics. SAP Example: Office Supplies - 50005615 Example: 50005615

Delivery Date

R

Matl Group

R

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Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

Field Name Plant

R/O/C R

Description 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 A unique code representing a person or group creating the requisition or order. Example: 107 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 Vendor of choice. Example: 100105 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

PGrp

R

Requisnr

R

Des.Vendor POrg

R R

5. 6.

Click

.

Perform one of the following: If You Want To Add Cost Center or Grant number Enter valuation price View material data information View quantity and date information View source of supply information View status information View contact information Enter text information Click the Click the Click the Click the Click the Click the Click the Click the tab. tab. tab. tab. tab. tab. tab. Then tab. Go To Step 7 Step 9 Step 11 Step 13 Step 15 Step 17 Step 19 Step 21
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Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

If You Want To View delivery address information Save the requisition Click the

Then tab. --

Go To Step 25 Step 28

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Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

Create Purchase Requisition (Account Assignment tab)

7.

As required, complete/review the following fields: Field Name Cost Center R/O/C R Description 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 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

Grant

O

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Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

8.

Return to Step 6.

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Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

Create Purchase Requisition (Valuation tab)

9.

As required, complete/review the following fields: Field Name Valuation Price R/O/C R Description Estimated or actual unit price of the material or service. Example: 25

10.

Return to Step 6.

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Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

Create Purchase Requisition (Material Data tab)

11. 12.

Review the displayed information. Return to Step 6.

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Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

Create Purchase Requisition (Quantities/Dates tab)

13. 14.

Review the displayed information. Return to Step 6.

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Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

Create Purchase Requisition (Source of Supply tab)

15. 16.

Review the displayed information. Return to Step 6.

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Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

Create Purchase Requisition (Status tab)

17. 18.

Review the displayed information. Return to Step 6.

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Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

Create Purchase Requisition (Contact Person tab)

19. 20.

Review the displayed information. Return to Step 6.

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Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

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. Perform one of the following: If Authority Number information Then Click Authority Number (PR). Example: Color: White. 100 cups per package, 10 packages per box.

22.

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Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

If Long text used to make a notation regarding item Click Item note.

Then

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 Release Notes Click Material PO text. Click Release Notes.

23. 24.

Click

.

Return to Step 6.

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Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

Create Purchase Requisition (Delivery Address tab)

25.

As required, complete/review the following fields: Field Name Address number R/O/C R Description A number that represents the Delivery Address. Example: 31983

26. 27.

Click

.

Return to Step 6.

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Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

Create Purchase Requisition

28.

Click

.

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

29. 30.

Click

until you return to the SAP Easy Access screen.

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.

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Title: ME51N_Create Purchase Requisition Area : Finance Function : Materials Management

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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Description: Create Purchase Requistion user manual for SAP-MM Document.