Purchase Requisitions

SAP AG

SAP AG

TAMM10 4.0B

11-1

Purchasing Requisitions: Objectives

At the conclusion of this unit, participants will be

able to:
Explain the purpose of a purchase requisition.
Enter, change, and display purchase requisitions.
Explain how a purchase requisition is organized.
Explain the terms, item category and account

assignment category, and the effects of each.

Enter requirements for a consumable material from

various cost objects in one purchase requisition

item.

SAP AG

SAP AG

TAMM10 4.0B

11-2

Purchase Requisitions
Purch.
RFQ

Manually

Purchase
requisitions

Outline
agreement

MRP

Purchase
order
Master data

SAP AG

Purchase requistions are internal documents you use to request your Purchasing department to procure a
particular quantity of a material or a service for a particular date.
Purchase requisitions are either created manually by the department responsible or automatically by
MRP.
When you create a purchase requisition for materials that have a material master record, the R/3 System
supports you when you enter data by transferring data in the material master record into the purchase
requisition.
Purchasing converts the purchase requisition into a request for quotation (RFQ) or purchase order.

SAP AG

TAMM10 4.0B

11-3

Sources of Purchase Requisitions

Manual creation
by user department
Department 1

OR

Automatic creation
MRP
Plant maintenance
Production orders
Sales orders

Department 2

Purchase
requisition
10
20
30

SAP AG

When the system creates a purchase requisition automatically, a user program (e.g. MRP or order
management) determines the material, purchase order quantity, and the delivery date. If required, the
purchase requisition is automatically assigned to an account.
Your user department can create a purchase requisition using a standard IAC (Internet Application
Component) via a browser oriented interface.

SAP AG

TAMM10 4.0B

11-4

Creating Purchase Requisitions

Default data for items
delivery date, purchasing group, plant etc.

Maintain item data on overview screen

material, quantity, delivery date,
purchasing group etc.

Maintain account assignment (if necessary)

cost center, G/L account, project
number, asset number etc.

Check data

Save

SAP AG

SAP AG

TAMM10 4.0B

11-5

Item Category
Item category
P Text Item category

K
L
S
T
D

Purchase order
Item I
A
... .... ....

Material
.........

Quantity
.........

20

SL-01

200

....

.... ....

.........

.........

....

.... ....

.........

.........

Standard
Consignment
Subcontracting
Third-party
Text
Service

SAP AG

The item category defines the process used to procure a material or service.
In the standard system, the item categories already defined include:
Standard: You use this item category for materials that are procured externally.
Subcontracting: The finished product is ordered from a vendor. The components that the vendor
needs to manufacture the finished product are entered as material to be provided items.
Consignment: The vendor makes material available, which you then manage as consignment
stock. A liability only arises when material is withdrawn from consignment stock, not when the
stock is placed in the consignment stores.
Stock transport orders: The material is transferred from one plant to another.
Third-party order: You order material from a vendor with the instruction that the vendor should
deliver the goods direct to a third party (a customer, for example). The vendor sends your company
the material invoice.
Note: Subcontracting, consignment, stock transfer orders and third-party orders are covered in the
Materials Management documentation on Inventory Management: Special Stocks and Special Forms of
Procurement in Materials Management.

SAP AG

TAMM10 4.0B

11-6

Account Assignment Objects

A: Asset

K: Cost center

Purchasing
document

P: Project

Assignment
to

Acct assgt cat.

F: Order

C: Sales order

Others

SAP AG

Consumable materials debit different account assignment objects depending on the account assignment
category specified.
The account assignment category determines which category of account assignment is to be debited and
which account assignmnent data you have to prepare.

SAP AG

TAMM10 4.0B

11-7

Purchase Requisition: Account Assignment

Category Unknown
Item list
Item F
.... ....

Material
.........

Quantity
.........

....

....

.........

.........

....

....

.........

.........

....

....

.........

.........

Account Assignment:
Assignment: Item

SAP AG

If you do not know the account assignment object for which the consumable material is being procured
when the requirement coverage request is created, you can use account assignment category U in the
purchase requisition.
The system does not require any further details about the account assignment for the relevant item in the
purchase requisition.

SAP AG

TAMM10 4.0B

11-8

Purchase Requisition: Account Assignment to

Cost Center
Item list
Item I
.... ....

Material
.........

Quantity
.........

....

....

.........

.........

....

....

.........

.........

....

....

.........

.........

Account Assignment

G/L account

Cost center

SAP AG

If you choose the account assignment object K (cost center) in the purchase requisition for the
procurement of consumable materials, you have to enter the G/L account number of the consumption
account and the cost center for which the material is to be procured on the account assignment data
screen.
If you set automatic account determination for the chart of accounts of the company code in
Customizing, the system automatically suggests the G/L account that is to be debited.

SAP AG

TAMM10 4.0B

11-9

Multiple Account Assignment

Switch display

Account Assignment: Item

G/L account

400000

Cost center

Switch display

Acct assgt:
assgt: Item
KontTyp K
WE

1000

Qty
IR

GR non-val.

.....

No.

Qty/percent
4.00
6.00
6,00

10

pcs

Distribution

Invoice for
partial delivery

Cost center
1000
1200

G/L account ...........

400000
ITC
410000
Door 1

SAP AG

To distribute the costs of an item among several cost centers or assets, you can assign the item to several
accounts.
Once you have filled out the account assignment screen for the relevant item, you can go to the screen
for multiple account assignment by choosing Switch display.
Now enter the relevant detailed information. You can define how the item quantity should be divided,
enter the cost centers involved, change the G/L account proposal for each cost center, and separately
define recipients or unloading points.

SAP AG

TAMM10 4.0B

11-10

Multiple Account Assignment

Distribution indicator for multiple account assignment
Sachkonto
...........
No multiple account assignment
Distribution by quantity
Distribution on a percentage basis
Kontierung:
Kontierung: Position

1
2

Menge

AAssgtCat C
GR

RE

GR non-valtd

No.
1
2

10

PC

Distribution

Inv.for partial del.

Quantity/Percent
Cost center
Sachkonto
Abladestelle
Partial
invoice
indicator
4
Sachkonto
...........
6
No multiple account assignment
1
Divide IR quantities to GR quantities in order
2
Divide IR quantities to GR quantities proportionally

SAP AG

When assigning multiple accounts to an item, you should pay attention to the following points:
How should the net value of the purchase order item be distributed among the account assignment
items?
The costs can be distributed by quantity (for example, 4 pcs for cost center 3000 and
6 pcs for cost center 3200) or on a percentage basis (for example, 20 % of the purchase order value for
cost center 3000 and 80 % of the purchase order value for cost center 3200).
The partial invoice indicator determines how the costs are distributed when only part of the ordered
quantity has been delivered and invoiced. You can distribute the invoice amount proportionally, i.e.
equally among all cost centers, or distribute it on a progressive fill-up basis. In this procedure, account
assignment 1 is completed first and then account assignment 2 etc. until the invoice value has been
reached.
Multiple account assignment does not allow for valuated goods receipts. If you allow goods receipts for
a purchase order item with multiple account assignment, you have to select the GR non-valuated field
for the non-valuated goods receipt.

SAP AG

TAMM10 4.0B

11-11

Processing Purchase Requisitions

Determine
Determine
source
sourceof
of
supply
supply

Convert
Convert
purchase
purchase
requisition
requisition

RFQ

Purchase
requisition

PO

10
20

Contract

30

Info record
Condition

SAP AG

Purchase requisitions are either created manually by the requesting department or automatically (e.g. via
MRP). You can tell which procedure was used to create the purchase requisition from the creation
indicator in the statistical data for the purchase requisition item.
When creating a purchase requisition, the requester can specify a source of supply or preferred vendor
for the relevant item.
The Purchasing department is ultimately responsible for determining the source of supply and
converting the purchase requisition into a purchase order or RFQ. The buyer firstly has to assign the
purchase requisition, i.e. choose an acceptable source of supply. Then he or she has to convert the
purchase requisition into a purchase order or RFQ. The source of supply can be determined
automatically.
You can define release procedures for purchase requisitions to check the content of a purchase
requisition, whether the account assignment specified is correct (if required), or to secure the source of
supply.

SAP AG

TAMM10 4.0B

11-12

Converting Purchase Requisitions

1

PO

Purchase
requistions
10

With reference to template

10

20

20

30

30

Purchase
requisition
10
20
30

PO

Purchase
requisition

Assign
source

Source :
Vendor ABC
10

Process
assignment

20

manual

10
20
30

automatic

SAP AG

The buyer responsible normally converts the purchase requisitions into purchase orders. In the R/3
System, you have the following options:
If you have not yet entered a valid source of supply for the relevant material-vendor relationship in the
system, you can create the purchase order with reference to the purchase requisition.
You can make reference to the purchase requisition on the initial screen as well as on the item overview
for purchase order entry.
Before converting the purchase requisition to a purchase order, the buyer has to define the source of
supply. You can enter a valid info record or outline agreement in the purchase requisition. The source
determination function in the R/3 System supports you.
The purchase requisition is then converted into a purchase order manually by the buyer responsible or
automatically by the system.
Note: The topic Purchasing: Optimized Purchasing in the Materials Management documentation and
the R/3 training course LO520 Optimizing the Purchasing Processcontain more information on this
topic.

SAP AG

TAMM10 4.0B

11-13

Converting a Requisition with Acct Assigmt (1)

Create purchase order: Selection list for purchase requisitions

Adopt + Detail
Requisition
10000110
10000110

Item
10
20

Material
4711

Short text
Screw M5
Pencils

A
C
C

.....

Create purchase order: item 00010

............
Material
4711
Short text Screw M5
............
Quantity and price
Order quantity

10

Pc

Net price

USD /

pc

......

SAP AG

If you want to adopt a purchase requisition item with account assignment into the purchase order, and
there is no purchasing info record in the system, you are required to enter a net price on the detail screen
for the purchase order item.

SAP AG

TAMM10 4.0B

11-14

Converting a PReq. With Acct Assgt (2)

Create purchase order: selection list for purchase requisitions

Adopt + Detail
PReq.
10000110
10000110

Item
10
20

Material
4711

Short text
Screw M5
Pencils

A
K
K

.....

3
Price data for item 00020

Net price

1.20

USD

Price unit

Pc

......

SAP AG

For purchase requisition items with account assignment, but which do not have a material master
record, you have to maintain the pricing data for the item. The system suggests the valuation price from
the purchase requisition as the default value. As the buyer, you can then change this if required in the
procurement price that is currently valid at the vendor.

SAP AG

TAMM10 4.0B

11-15

Purchase Requisitions: Summary (1)

Purchase requisitions are internal documents
requesting Purchasing to procure required
materials or services from external sources of
supply.
Purchase requisitions can be created manually by
the requesting department or automatically via
material requirements planning (MRP).
Purchase requisitions contain important
procurement data. This data can be adopted into
the purchase order.

SAP AG

SAP AG

TAMM10 4.0B

11-16

Purchase Requisitions: Summary (2)

The item category and the account
assignment category have an important
controlling function.
Various levels of authority can give the goahead for a planned procurement in the SAP
System by means of a release (approval)
procedure.
An item being procured can contain several
similar account assignment objects (multiple
account assignment).

SAP AG

SAP AG

TAMM10 4.0B

11-17