Show TOC

 Assigning Requisitions to Sources

This section describes how to search for sources for a requested material and how to assign the requisition to the desired source.

You have the following options of assigning purchase requisitions to sources:

  • Individually (online)

    You assign an individual purchase requisition to a source.

    You do this when creating or changing a purchase requisition.

  • Collectively (online)

    Here you assign the source(s) to all the purchase requisitions on a list.

    You do this while processing purchase requisitions

  • In the background

    You can have the source determination and assignment processes carried out in the background. To do so, you must run report RM06BZ10.

You can then process the requisitions with assigned sources in the system.

Individual Assignment of Requisitions

Prerequisites

To permit a source to be determined for a certain material (or material group, if no material master record exists), an outline agreement or an info record must exist in the system.

Procedure: Conventional Purchase Requisition (ME51, ME52)

  1. While creating or changing a purchase requisition, go to the item overview screen of the requisition.

  2. Select the requisition item(s) that is/are to be assigned to a source of supply.

  3. Choose Start of the navigation path Edit Next navigation step Assign Supply Source End of the navigation path .

    The system determines the possible sources for the item.

    If there are several possible sources, these are listed in a dialog box. To determine the most favorable vendor, choose Price Simulation.

    If you are using the Vendor Evaluation component, you can display the results of the vendor evaluation process. Choose Vendor eval. The system then generates a ranking list of the vendors displayed, in relation to the material or material group.

  4. You can copy the source you wish to assign to the requisition item by choosing Choose . If you do not wish to choose any of the sources offered, close the box with Cancel .

Procedure – Purchase Requisition Single-Screen Transaction (ME51N, ME52N)

  1. Choose the Source of Supply tab page in the item details while creating or changing a purchase requisition.

    If several sources exist, they are offered to you for selection.

    To assign a different valid source, choose Assign Source in the detail view.

    Note Note

    If you have set the Source Determination indicator, the system attempts to assign a source automatically.

    End of the note.

  2. To choose a source, click on the source you require in the Assign Source of Supply column. The ( Assigned Source ) icon shows which source has been assigned.

    To switch to the detail view, choose Assigned Source .

    Note Note

    To determine the most favorable vendor, choose Price Simulation .

    If you are using the Vendor Evaluation component, you can display the results of the vendor evaluation process. Choose Vendor Evaluation . The system then generates a ranking list of the vendors displayed, in relation to the material or material group.

    End of the note.

  3. Check your data and save the purchase requisition.

Collective Assignment of Requisitions

Use

This procedure allows you to save time by assigning a number of requisitions to sources all at once.

You can choose one of two options:

  • If you only wish to assign requisitions, choose Start of the navigation path Requisition Next navigation step Follow-On Functions Next navigation step Assign End of the navigation path . You then get your worklist in the form of a basic list.

  • If you wish to assign and process requisitions in a single step, choose Start of the navigation path Requisition Next navigation step Follow-On Functions Next navigation step Assign + Process End of the navigation path .

    In this case, starting from the basic list of all requisitions to be processed, you can change individual requisitions directly, assign sources, and then generate purchase orders, delivery schedule lines under scheduling agreements, or RFQs.

Processing a Requisition from the Basic List

You have the following options:

  • You can display the results of the vendor evaluation for each purchase requisition (by choosing Start of the navigation path Environment Next navigation step Vendor Evaluation End of the navigation path ).You then obtain a ranking list of all vendors that can supply the material.

  • In addition to the functions you can call up via the buttons in the dialog box, you can invoke functions such as the following by pressing the right-hand mouse button: Display Info Records, Display Vendor Evaluation, or Display Release Strategy.

  • You can re-sort the list by selecting the appropriate sort key ( Start of the navigation path Edit Next navigation step Sort). End of the navigation path ).For example, if the requisitions are to be sorted chronologically by the date they have been released for ordering purposes, choose Start of the navigation path Edit Next navigation step Sort Next navigation step Sort by Release Date End of the navigation path . Release

  • Use the function Start of the navigation path Edit Next navigation step Update Worklist End of the navigation path to update the basic list (your worklist) during processing. The requisitions that you have in the meantime assigned to sources and which you have saved then no longer appear in the list.

  • You can change the quantity to be delivered, the delivery date, or the procurement options for a selected item, for example. Choose Start of the navigation path Goto Next navigation step Detailed Data End of the navigation path . A box appears, allowing you to change the relevant data. (You can only change delivery quantities and dates if you have chosen Assign + process .)

  • Choose Start of the navigation path Goto Next navigation step Assignment Overview End of the navigation path to display an overview of the requisitions that have been assigned. The overview shows the vendors to whom requisitions have been assigned and the number of requisitions assigned to each one. (For example: 5 purchase requisitions have been assigned to contract number 12.)

  • If you have chosen Start of the navigation path Requisition Next navigation step Follow-On Functions Next navigation step Assign + process End of the navigation path , you can flag a requisition for RFQ processing. Select the requisition and choose Start of the navigation path Edit Next navigation step Flag for RFQ Next navigation step With vendor End of the navigation path or Without vendor. You can generate an RFQ from a requisition that has been flagged for RFQ processing on the assignment overview screen.

  • If you have chosen Start of the navigation path Requisition Next navigation step Follow-On Functions Next navigation step Assign + process End of the navigation path and have assigned a source to the requisition, you can generate purchase orders and scheduling agreement schedule lines from the assignment overview screen.

Prerequisites

In order to be able to select requisitions for processing using the mouse, you must set the Selection indicator in Customizing for Purchasing. Start of the navigation path (Reporting Next navigation step Maintain Purchase Requisition Lists End of the navigation path under Default (SAP Transactions).

Procedure

  1. Choose Start of the navigation path Requisition Next navigation step Follow-On Functions Next navigation step Assign End of the navigation path or Assign + Process .

    The selection screen on which you enter the criteria for selecting the requisitions to be assigned appears.

  2. Enter the selection criteria for the requisitions to be assigned. For example, enter the purchasing group key to list all requisitions that have been assigned to your purchasing group for processing.

  3. If you wish to assign more than one requisition, you must first select the relevant requisitions. Via the Start of the navigation path Edit Next navigation step Select End of the navigation path menu you can select all or a block of requisitions.

  4. You can assign sources manually or automatically.

    Automatic assignment means that the system determines possible sources.

    You can also enter the source of supply for a requisition directly, which means manually . For example, you can use this function to assign the requisition to a vendor from whom you have not previously ordered anything.

    • Choose Start of the navigation path Edit Next navigation step Source of Supply Next navigation step Assign Automatically End of the navigation path to determine possible sources for the previously selected requisition(s).

      The system determines the possible sources for each requested material on the list.

      If more than one possible source exists for a requisition, a dialog box listing them appears.

      Either click on Choose to pick out the desired source, or choose Cancel if none of the sources is suitable.

      If you selected more than one requisition for assignment, the box for the next requisition with more than one possible source appears. Repeat the process until all requisitions have been assigned to sources.

    • Choose Start of the navigation path Edit Next navigation step Source of Supply Next navigation step Assign manually End of the navigation path if you wish to enter the source directly.

    Note Note

    If any requisitions have already been assigned to a source, the system overwrites the old source with the new one.

    Choose Start of the navigation path Edit Next navigation step Cancel End of the navigation path assignment if you want to reinstate the original assignments of the requisitions.

    End of the note.

  5. To confirm the assignment of selected items from within the basic list, choose Start of the navigation path Edit Next navigation step Change Requisitions End of the navigation path . The system issues a message confirming that the requisition(s) has/have been changed.

For more information about creating purchasing documents from requisitions, see Creating POs, Delivery Schedule Lines, and RFQs from Requisitions .