FIPurchaseRequisitions

InformationTechnologySolutionsCenter

FI PurchaseRequisitions
TableofContents
Overview.......................................................................................................................................................3
FlowofPurchaseRequisitionandSAP.........................................................................................................3
SAPCoding....................................................................................................................................................4
MasterVendorList.......................................................................................................................................4
Transactioncode,ME51N............................................................................................................................4
PersonalSettings..........................................................................................................................................4
CreateaPurchaseRequisition......................................................................................................................6
DesiredVendorSearch.................................................................................................................................8
CopyaLineItem.........................................................................................................................................13
DeleteaLineItem......................................................................................................................................15
LineItemText.............................................................................................................................................16
SavePurchaseRequisition..........................................................................................................................17
HoldPurchaseRequisition..........................................................................................................................18
DocumentOverview...................................................................................................................................18
ElectronicAttachments..............................................................................................................................22
WorkflowOverview....................................................................................................................................24
DisplayaPurchaseRequisition...................................................................................................................25
MaintainaPurchaseRequisition................................................................................................................25
ShoppingCart.............................................................................................................................................26
ReleaseStrategyforNongrantRequisitions.............................................................................................28
ReleaseStrategyforGrantRequisitions.....................................................................................................29
CheckStatusofPurchaseOrder.................................................................................................................30
CreateaGoodsReceipt..............................................................................................................................30
PurchasingDocumentsperAccountAssignment......................................................................................32

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Overview

TheprerequisiteforthiscourseistheSAPGUINavigationworkshop.Theparticipantwillunderstandthe
purchaserequisitionprocessatNKUandhowtoenterapurchaserequisitionintotheSAPGUIsystem.
TheprocurementcardisthepreferredandsuggestedmethodofprocuringgoodsorservicesatNKU.
EnteringapurchaserequisitionintoSAPisanalternativemethodwhentheprocurementcardcannotbe
used.

FlowofPurchaseRequisitionandSAP

Enter the requisition in

ME51N

Is the requisition
charging a grant?

The requisition will

need to be approved
by the Grant PI and
then Barb Smith in the
Comptrollers Office

Yes

No

Is the line item

over $1000?

Rejected

The requisition
line item is no
longer valid

After Approval
No

Yes

The line item will

need to be approved
by the Person
Responsible for the
Cost Center

Rejected

The requisition line

item is no longer
valid

After Approval

The
requisition is electronically sent to
Purchasing where the Purchase
Order (PO) is created

Note: If the PO number begins with a 45, then a

goods receipt will need to be entered for the vendor
to be paid. The items on a purchase requisition will
have a goods receipt entered through transaction
code, MIGO_GR, to complete the requisitioning
process.
Vendors will not receive payment if the goods receipt
is required and has not been entered in SAP.

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SAPCoding

Term
FundsCenter/CostCenter
Grant
SponsoredClass
GLAccount/CommitmentItem
MaterialGroup(ME51N)
InternalOrder/FundedProgram

Example
235010001OfficeofComptroller
4000198
5500001Supplies
550005OfficeSupplies
50005615SuppliesOffice
71000004101InformaticsArch&Pr

MasterVendorList

VendorswillbeaddedbyProcurementServicestothemasterlist.Aformisavailableonthe
ProcurementServicesWebsitetohavevendorsaddedwhoarenotonthelist.AccesstheWebsiteat:
http://procurement.nku.edu/newvendor.php.
Perexternalauditrequirements,allvendorsetupformsmustbesignedbythedepartmentheadofthe
requestingdepartmentbeforewecanaddthevendortoSAP.
Therequisitioncanbecompletedifthevendorisnotlistedinthemaster.Usevendornumber,102580,
forunspecifiedvendor.Makeanotationintheheadersectionofthepurchaserequisitionindicating
thatunspecifiedvendorwasused,butthevendorsetupformhasbeensenttoProcurementServicesfor
processing.

Transactioncode,ME51N

Transactioncode,ME51N,isusedtoenterapurchaserequisitionintoSAP.Personalsettingsmustbe
addedbeforeyoucreatearequisition.

PersonalSettings

AddingtherequiredsettingsisaonetimetaskunlessyoursecurityoruserIDchangesforanyreason.
Personalsettingssavetimewhenenteringapurchaserequisitionanddiminishinputerrors.Asettingon
theBasicSettingstabwillcontroltheabilitytoviewpurchaserequisitionhistorywithintheDocument
OverviewareaofME51N.
1. ClickPersonalSetting.

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2.
3.
4.
5.

SelecttheBasicsettingstab.
ClickthedropdownbuttonforSelectionPeriodforMyDocs(defaultisOneweek).
Chooseeither1yearorNorestrictions.
SelecttheDefaultValuestab.

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CreateaPurchaseRequisition

Usetransactioncode,ME51N,tocreateapurchaserequisition.Youmayneedtocloseanyinformation
windowsthatarevisible.

Thepurchaserequisition(PR)formhas3sections:Header,ItemOverview,andItemDetail.Youcan
expand/collapsethesesectionsbyclickingtheexpand/collapsebutton.

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TheHeaderareaofthePRformisusedforanynotestoPurchasing.Thenotesareaddedtothe
PurchaseOrder(PO)byprocurementservices.

AdditemdetailtotheItemOverviewsectionofthePRform.Requiredfieldsare:Shorttext,Quantity,
ValnPrice,Unit,DeliveryDate,MaterialGroup,DesiredVendor,andPOrgisalwaysNK01.
Note:Enteringinformationintothefieldsthatarenotrequiredmaycauseerrorswhenattemptingto
SavethePR.

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DesiredVendorSearch
Inordertosearchforadesiredvendorwithinthevendormasterlist,clickthematchcodebuttonwhen
activeintheDesiredVendorfield

Clickthedropdownbuttonforthesearch.
ChooseVendorsbyAddressAttributes.

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Usewildcards(*)toaidyoursearchforVendorName.
ClickContinue.

SelectthecorrectVendornumber.
ClickContinue.

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Onceyouenterallrequiredfieldsforthelineitem,clickEnter.

TheAccountAssignmenttabwilldisplayintheItemDetailareaofthePRform.

EntertheCostCenter.
Ifusinggrantfunding,enterCostCenterandGrantnumbers.

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DeliveryAddressisarequiredfieldforthePR.
ClicktheDeliveryAddresstab.
Clickthematchcodebuttontosearchforanaddress.

SearchTerm1isforsearchingbyDepartment.
SearchTerm2isforsearchingbyLastName.

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Alistoffaculty/staffwhomeetthesearchcriteriawillappear.
Selecttheappropriateemployee.
ClickContinue.

Note:Ifyourname/addressdoesnotappearorisincorrect,contactSharonKoenigand/orJeffStrunkin
ProcurementServicestohaveitaddedorupdated.

TheAddressnumberwillappearintheAddressfield.
ClickEntertorefreshthescreen.

Note:IfyoureceiveamessageCandeliverydatebemet?thisisaninformationmessageonly.You
cancontinueworkingonthePRformandsavethePR.

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CopyaLineItem
Selectthelineitemtocopy.
ClickCopy.

Copy

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Editanyfieldsthatneedtobeadjusted.

Whenyoucopyanitem,lineitemdetailscopyaswell.Theaccountassignmentinformationandthe
deliveryaddressarecopiedtoo.

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DeleteaLineItem

Selectthelineitemtodelete.
ClicktheDeletebutton.

Delete

Confirmdeletionofthelineitem.

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LineItemText

Lineitemtextisoptionalandnotrequiredinformation.Textcanbeaddedtostoreelectronic
informationregardingthePRoraddanspecialdeliveryinstructions.

SelecttheTextstab.
ClickthetypeofItemtexttoadd.
Entertheinformationinthewhitespace.Thereisnoneedtosave.Onceyoutypeinformationintothe
areaprovided,itwillcontinuetodisplay.

Commontextsused:

Itemnote:Thiscouldcontainspecificinformationregardingthelineitemtostoreelectronically.
Deliverytext:Thiscouldincludeanyspecialdeliveryinstructions.
MaterialPOtext:ThistextwillprintonthePurchaseOrder(PO).

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SavePurchaseRequisition

Savingthepurchaserequisitionwillencumberfundsfromthebudgetandstarttheprocessofworkflow
andthepurchaseordercreation.

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HoldPurchaseRequisition

Holdingapurchaserequisitionwillencumberfundsfromthebudget,butworkflowissuspendedand
procurementserviceswillnotcreatethepurchaseorder.

DocumentOverview

IntheDocumentOverview,whichyoucanshoworhideasrequired,youcandisplaydifferent
purchasingdocumentsthatyouneedtoperformyourdaytodaywork(suchaspurchaseordersand
requisitions).

1. ClicktheDocumentOverviewOn.

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2. Toviewalistofpurchaserequisitionsthatyoucreated,clickMypurchaserequisitions.

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Expandthesectionstodisplayvendor,purchaserequisitionnumber,andshorttextinformation.

Note:TheDocumentoverviewwindowcanberesizedtoanywidth.Simplydragyourcursortoexpand.

SelectPurchaseRequisitionstodefinesearchcriteria.

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CommonlysearchedcriteriaincludeNameofRequisitionerand/orDesiredVendor.
ClickExecute.

TheDocumentOverviewbelowdisplaystheinformationbyNameofRequisitioner.

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ElectronicAttachments

Documentationcanbescannedandattachedtothepurchaserequisitionelectronically.Addanoteto
theheadersectionthatdocumentationhasbeenattachedelectronically.KeepinmindthatAccounts
Payablewillcontinuetorequireanoriginalpapercopyoftheinvoicewiththepurchaserequisition
numberwrittenontheinvoice.Examplesofdocumentstoattachelectronicallyarequotes,proposals,
andmapquestswithmileage.Createattachmentswhencreatingapurchaserequisitionorwhen
changingaPR.Attachmentscannotbemadewhendisplayingapurchaserequisition.

ClickdropdownbuttonforServicesforObject.
SelectCreateAttachment.

Clickthelocationofthedocument.
Selectthedocument.
ClickOpen.

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YoushouldreceivethemessageTheattachmentwassuccessfullycreatedatthebottomofthescreen.

AttachmentlistwilldisplayallelectronicallyattacheddocumentsofthePR.

Displayanddeletearetwoofthecommonlyusedbuttonswithinthislist.

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WorkflowOverview

YoucanviewthereleasestrategyprogressforanylineitemrequiringapprovalwiththeWorkflow
overviewselection.

Youcanviewtheworkflowprogressforanylineitemsthathaveareleasestrategy.

Lineitem
number

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DisplayaPurchaseRequisition

Youcandisplaythepurchaserequisitionusingtransactioncode,ME53N,oryoucandisplaythe
informationfromwithinME51N.

LocatethePRtodisplaywithintheDocumentOverview.DoubleclickonthePRnumbertodisplaythe
detailstotheright.Allfieldsareabluecolorbecausenoneoftheinformationcanbemodifiedwithin
displaystatus.Alsonoticethetitlebar:DisplayPurchaseReq.#.Rememberthatyoucannotattach
documentationelectronicallywhendisplayingaPR.

MaintainaPurchaseRequisition

Youcanmaintainthepurchaserequisitionusingtransactioncode,ME52N,oryoucanmaintainthe
informationfromwithinME51N.

LocatethePRtomaintainwithintheDocumentOverview.DoubleclickonthePRnumbertodisplaythe
detailstotheright.Tomovefromdisplaystatustochange,clicktheDisplay/Changebutton.Alsonotice
thetitlebar:ChangePurchaseReq.#.

Display/Change
button

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SavethePRaftermaintainingthePR.

ThemessagePurchaserequisition#changedwilldisplayatthebottomofthescreen.

ShoppingCart
Youcanuseapreviouslycreatedpurchaserequisitionasatemplateforanewone.

1. LocatethePRtouseasatemplatewithintheDocumentOverview.
2. ClickCreateNew.
3. DraganddropthePR#intotheShoppingCart.

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4. AddorupdatetheHeadernote.
5. Makeanynecessarychanges,suchasquantity,price,amount,etc.
6. ClickSavetoreceiveanewPR#.

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ReleaseStrategyforNongrantRequisitions

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ReleaseStrategyforGrantRequisitions

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CheckStatusofPurchaseOrder
ProcurementServiceswillcreatethepurchaseorderinSAP.Thebestwaytotrackthestatusofthe
creationoftheorderisusingtheZFD1reportwithSAPGUI.Youcanalsocheckthestatusfromwithin
thepurchaserequisitionbythestatustabwithintheitemdetailsection.

Purchaseordersthatbeginwith45requireaGoodsReceipt.
Purchaseordersthatbeginwith46donotrequireaGoodsReceiptbecausetheyareapayment.
Purchaseordersthatbeginwith47donotrequireaGoodsReceiptbecausetheyareacontract.

CreateaGoodsReceipt

Departmentsareresponsibleforreceivingtheirgoodswhendeliveryismet.Notallgoods/serviceswill
bereceived,suchassubscriptionsandregistrations.ThevendorwillnotbepaiduntiltheGoodsReceipt
iscomplete.

Note:Subscriptions,registrations,payments,prepays,andcontractsdonotrequiregoodsreceipts.

Usetransactioncode,MIGO_GR,tocompleteagoodsreceipt.

1. EnterthePurchaseOrder(PO)number.
2. ClickExecute.

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Usethebottomofthescreentoreceivethegoods.Adjustquantityifnecessarytoaccountfordamaged
goodsormissingitems.Receiveonlythegoodsthatarrivedingoodcondition.

3. ClickPost.

Youcancontinuetoreceivegoodsforthispurchaseordernumberuntilallitemshavebeenreceived.
Youwillreceiveamessageastheonebelowwhenallitemshavebeenreceived.

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PurchasingDocumentsperAccountAssignment

TheSAPtransactioncode,ZME2K,wascreatedtodisplaypurchasingdocumentsthathaveeitherbeen
invoicedandnotreceivedorreceivedandnotinvoiced.Thisinformationisveryhelpfultodepartment
administratorsandwiththemonthlyreconciliationprocess.

1. ClickDynamicSelections.

Note:YoucanalsochoosetorunthereportbyInternalOrdernumber.EntertheIOnumberinthe
Orderfield.Thisishelpfulfordepartmentsthatdoalotofprojectsandhaveinternalordernumbersfor
eachproject,suchasFacilities.

2. Enter the Funds Center number.

3. Click Execute.

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4. Click Choose Layout

5. Click on either /ZPO_INV1 or /ZPO_REC1 (E).

Note: INV1 will detail purchasing documents to be invoiced. For example, purchase orders that have a
goods receipt complete but are not invoiced. REC1 will detail purchasing documents to be received. For
example, purchase orders that have goods receipt not complete but have been invoiced.

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Example of /ZPO_INV1.

Example of /ZPO_REC1.

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The user can filter the report to view more specific information. For example, the user can filter the report
on Vendor/supplying plant to view the invoiced/received information for a specific vendor. The
information below details the instructions for filtering by vendor.
1. Click the Set Filter button.

2. Select Vendor/supplying plant from the column set.

3. Click Add filter criterion.

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4. Click Determine Values for Filter Criteria.

5. Click the Match code button for vendor and select from the list.
6. Click Continue.

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7. The filtered report displays.

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