Creating a Purchase Requisition (SAP Library)

Creating a Purchase Requisition

Procedure

To create a purchase requisition, proceed as follows:

1. On the Create Purchase Requisition: Initial Screen maintain the data required:

- Enter the document type of the purchase requisition.

Note

The document type enables you to inform Purchasing, for example, that a long-term outline agreement should be created for the purchase requisition. This means that the purchasing department can only create an outline agreement and not a purchase order for the purchase requisition. In most cases, however, you select a document type that leads to the creation of a type of purchase order.

- If your system is configured so that numbers are entered manually by the user, enter a purchase requisition number.

- Select the field Source determination if you wish the system to automatically assign a single source of supply to each item.

Note

If both a contract and a purchasing information record exist as a source of supply for an article, the system automatically retrieves the contract. Otherwise, only when there is a single source of supply for an article does the system automatically make an assignment.

- You can, if desired, maintain the default data (such as the item category or the site) for the items. The entries you make will then be copied over by the system to every item. These defaults can, however, be overwritten by the user.

- Choose ENTER.

The overview screen appears.

2. On the overview screen maintain the following data for each item:

- Number of the article to be ordered

- Quantity required

- Delivery date

- Site and, if necessary, storage location

3. If you requisition an article that does not have a master record (that is, you are unable to enter an article number), enter the following additional data:

- A short text for the article

- Account assignment category

- Purchasing group

- Unit of measure

- Merchandise category

4. Select an item and choose Goto ® Details to proceed to the details screen. Here you can check and, if required, change the data. You can, for example, enter the number of days after which a purchase requisition that has not been processed should be resubmitted to the purchasing department. You can also enter data for the source of supply (such as the number of an outline agreement).

If you requisition an article that does not have an article number, you must enter the price of the article in terms of the order unit.

5. If you entered an account assignment category other than "unknown," press ENTER to enable you to key in additional account assignment data (such as the general ledger account number). A window appears in which you can make entries. Choose ENTER. The Item overview screen appears.

6. Here you can assign items containing articles with various sources of supply a single source of supply. Select the item and choose Edit ® Assign source of supply, to display a list of all the possible sources of supply for an item. Select a source of supply.

Note

You can now simulate prices to help you in selecting the source of supply.

7. If you wish to enter text and notes for an item, choose Text overview. These texts will appear in the purchase order you later create.

Note

· Item text: This is a more detailed description of an article. You can enter this text as an addition to the short text adopted from the article master record.

· Delivery text: This text contains instructions for delivery. If the delivery instructions that apply to the item are to differ from the header instructions, you can enter these instructions here.

· Item note: This is not passed on to any external documents.

8. Save the purchase requisition.