Creating a Purchase Requisition for an External Service 

Use

The starting point of any procurement activity is a concrete requirement. This can be transmitted in the R/3 system from neighboring applications (for example, using maintenance plans from PM or projects from PS), or can be maintained manually. The purchasing document contained in the requirement that represents the beginning of the purchasing process, is also the purchase requisition in external services management. In the following case we assume that you have created everything manually.

Procedure

  1. Call up the transaction as follows:
  2. Menu Path

    From the Purchasing node, choose Purchase Requisition ® Create

    Transaction Code

    ME51N

  3. Enter the following data:
  4. Field

    Data

    Purch. requis. Standard

  5. To open the item overview area, choose Item overview.
  6. Enter the following data:
  7. Field

    Europe

    North America

    A (Account assignment category)

    A

    A

    I (Item category)

    D

    D

    Short text

    Any

    Any

    Quantity requested

    1

    1

    Unit

    AU

    AU

    Delivery date

    Two months from today

    Two months from today

    Material group

    007

    007

    Plant

    1000

    3000

    Storage location

    0001

    0001

    PGR

    001

    010

  8. Choose .
  9. To open the item detail area, choose Item detail.
  10. Choose .
  11. You can specify your service outline on the Service Specifications: Maintain Requisition Specs. for Item screen. The service outline determines the structure of the service to be performed. You can specify up to 4 hierarchical outline levels with as many service items as you want. In the service lines themselves, you can work both with and without service master records. From now on we will limit ourselves to a single level service outline.

  12. To open the service outline area, choose .
  13. Position your cursor on your outline line, then choose .
  14. In the Maintain Outline Level dialog box, enter the following data:
  15. Field

    Data

    Outl. level

    01

    Short text

    Plan creation

  16. Choose .
  17. Repeat steps 9 to 11 with the following data:
  18. Note that before you create each new outline line, you must reposition the cursor on the first line of the service outline.

    Field

    Data

    Short text

    Outl. level

    02

    03

    04

    05

    Set up construction site

    Pipe-laying and pressure tests

    Instruments and machines

    Tear down construction site

    After you have defined the basic structure of the service, you then need to create the actual service lines for the single outline levels.

  19. To open the Services area, choose Services.
  20. Position your cursor on the outline level 01 Plan creation.
  21. In the Service overview area, enter the following data:
  22. Field

    Data

    Activity number

    Your service master record number

    Quantity

    1

  23. Choose .
  24. Enter the following data:
  25. Field

    Europe

    North America

    Asset

    1129

    1113

  26. Choose Auto repeat AA..
  27. To skip the Account Assignment Block dialog box, choose .
  28. Choose until the Service Specifications: Maintain Requisition Specs. for Item screen appears.
  29. The icon next to the outline level you have just processed tells you that a service assignment exists.

  30. Choose the outline level 02 Set up construction site.
  31. Choose Service selection.
  32. In the dialog box. select Service selection: Model serv. specs and enter the value RV-1001 in the corresponding input field.
  33. Choose .
  34. The system now displays in the outline layout the outline of the model service specifications, from which you can select services.

  35. Choose the outline level 01 Preparatory activities.
  36. In the right-hand screen area you can see an overview of the services for the model service specification RV-1001.

  37. Select line 10 (Service number 100000, Set up construction site).
  38. To copy the selected service, choose Services.
  39. The Service Specifications: Maintain Requisition Specs. for Item screen appears.

    The system now copies the selected service lines from the model service specification, including the proposed quantity 1, into the outline item in your purchase requisition.

    You can now change the quantity in the copied service item.

    The icon next to the outline level you have just processed tells you that a service assignment exists.

  40. Perform steps 21 through 27 for the outline level 03 Pipe-laying and pressure tests using the following data:
  41. Steps

    Data

    23.

    25.

    26.

    RV-1001

    Outline level 02 Laying the main pipe

    Line 150 (Service number 100016, Pipe-laying: Steel pipe w/o ZMAK)

  42. Enter any value in the Quantity field of line 10.
  43. You now need to select another service line from the model RV-1001 for outline level 03 Pipe-laying and pressure tests. This time you should select from a second outline item: Pressure tests.

  44. Perform steps 21 through 27 for the outline level 03 Pipe-laying and pressure tests using the following data:
  45. Step

    Data

    23.

    25.

    26.

    RV-1001

    Outline level 04 Pressure tests

    Line 10 (Service number 100082, Water pipe compression trial)

  46. Perform steps 21 through 27 for the outline level 04 Instruments and machines using the following data:
  47. Step

    Data

    23.

    25.

    26.

     

     

    29.

    RV-1101

    Outline level 07 Materials and instruments

    Line 60 (Service number 100110, Electric welding set)
    Line 80 (Service number 100112, Compressor)

    Quantity welding set: 25 H
    Quantity compressor: 2,5 H

    At this point, you have selected two service lines from the model service specification. Note that you can also select any services you want from the model service specifications, even when they are from different outline levels in the reference model SC, as described in steps 28 and 30. The outline as in the above process can match the outline of the model service specifications, but this is not essential.

  48. Perform steps 21 through 27 for the outline level 05 Tear down construction site using the following data:
  49. Step

    Data

    23.

    25.

    26.

    RV-1001

    Outline level 01 Preparatory activities

    Line 20 (Service number 100001, Tear down construction site)

  50. Choose .
  51. The system confirms the posting and assigns a purchase requisition number. Make a note of this number.

  52. Choose until the overview tree appears.

General explanation of procedure for one item:

In this process, we assume that only one document item has been created. The result of this is that the procurement process can only take place at one vendor. If, for example, another vendor creates the plan, then you need to create a separate document item in purchase requisition. To make the process less complex, this will not be the case in the following activities.