Creating the Purchase Requisition

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Creating the Purchase Requisition

1. From the SAP R/3 screen, choose Logistics, Materials Management, and then Purchasing. The Purchasing screen appears.

2. Choose Requisition and then Create. The Create Purchase Requisition: Initial Screen appears. (You first saw this screen in Lesson 3, Figure 3.2.)

3. This screen allows you to create several kinds of purchasing documents. To create a standard purchase requisition, enter NB in the Doc. Type field.

4. Press Enter. If your company's configuration doesn't include a required entry for requisition number, the Create Purchase Requisition: Item Overview screen appears (see Figure 7.1). If you press Enter on a screen that requires values, SAP R/3 prompts you for the missing values.

   TIP

   Different Strokes  

   Most companies want SAP R/3 to assign the purchase requisition numbers and set it up to do just that. Other companies may want to assign the numbers manually.

   
   

   TIP

   Different Display?  

   If your display looks different from Figure 7.1, choose Edit, Change Display.

   
   

   CAUTION

   Required Entries  

   As a rule, unless the field has a question mark in it, it's not a required entry. However, you will see exceptions to this later in this lesson.

   
   

   Figure 7.1. When you create a purchase requisition, you must specify the items to be requested .

   

5. To see how SAP R/3 uses the status line to communicate, click Save. SAP R/3 displays an error message in the status bar and temporarily grays all the fields to indicate that you can't enter information in them (see Figure 7.2).

6. Press Enter to acknowledge the message and to clear the fields. (Remember that to get more detail on an error message, you can click the message.)

   CAUTION

   Default Item Numbers  

   You don't need to enter the item number; it's assigned by SAP R/3. It's used to distinguish this item from others in the requisition. It may increase by ones or tens, depending on your system.

   
   

   TIP

   Field-Level Help  

   Remember that if you need more information on a particular field, you can move your cursor to it and click Field-Level Help (the question mark button) on any screen.

   
   

   Figure 7.2. SAP R/3's status line says that you're trying to save a requisition with no items on it.

   

7. Move your cursor to the first Material field and enter a valid material number for your company.

   CAUTION

   Required Entries  

   I said there were exceptions to the rule saying that required entry fields are shown with a question mark. The material number field is one of these, because you must supply either a material number or a description. Because you need only one or the other of these fields, they don't show the usual question mark for required entries.

   
   

8. Tab to the Plant (Plnt) field, enter the number of a plant that stocks the item, and press Enter.

   SAP R/3 looks up the numbers you typed to verify that they're valid material and plant numbers. For the configuration shown in Figure 7.3, 1500-520 is the number for 10-W-30 motor oil.

   CAUTION

   Code Entries  

   SAP R/3 represents many items with codes (product numbers, storage locations, and so on). If you enter an invalid code, SAP R/3 displays an error message in the status bar. If the code is valid, SAP R/3 looks up the description and inserts it into the Short text field. It also fills in the appropriate Un (Unit of Measure) and Mat. Gr. (Material Group ), such as CSE (case) and 010 in Figure 7.3.

   
   

9. When a valid entry is made, the cursor moves to the next empty required field. In the example shown, it is Quantity (Qty. requested). The command line asks you how much of the item you want.

Figure 7.3. You type the material number and plant; SAP R/3 looks up the rest.

Let SAP R/3 Lead the Way

If you aren't sure whether you've filled in enough information to complete the record, you can let SAP R/3 guide you along. Starting where you left off in the previous exercise, work through these steps to see an example of how SAP guides you through a task:

1. Enter a purchasing group (if you haven't already) and press Enter. SAP R/3 looks at the fields and displays a message like the one in the status bar in Figure 7.3, prompting you to fill in anything missing.

2. You are asked how many or how much of the material you need. Enter a numeric value and press Enter.

3. SAP R/3 displays another "guiding" question, this time asking you to enter a delivery date (when you need the item). Enter a future delivery date.

   TIP

   Choose Date  

   SAP R/3 provides a way for you to pick the date from an onscreen calendar. Move your cursor to the date field and press F4. Double-click a date to choose it.

   
   

   TIP

   Date Format  

   In Lesson 19, "Customizing Your User ID," you learn how to specify the date format you want to use. The format that you pick doesn't affect how SAP R/3 stores the date internally; customizing the format simply affects the way the date is presented for your individual user name . (Note, however, that your company may set a standard date format for you to use in SAP R/3.)

   
   

4. Proofread your values and press Enter. SAP R/3 accepts the complete entry. As you can see in Figure 7.4, some fields for the first line item are now grayed (no further entry allowed). This tells you that the first line has been accepted. You could still go back and edit the quantity of delivery date.

   The requisition is complete and you could save it now if you had nothing else to add. For this lesson, continue by adding another line item and other details.

5. Add another line item to the requisition, asking for more of the same product to be delivered on a different date. To do this, simply tab down to the second Material field and start entering the next line as you did the first.

6. Press Enter when you're done. The requisition now has two items.

Figure 7.4. One line item has been accepted.

Don't Forget the Details

Suppose that you want to store some more detailed information related to the second line item. For example, you might want to mark the purchase requisition so that this particular material comes to your attention when it arrives. Follow these steps to add those details (or others) to the purchase requisition:

1. Click the item selection box (extreme left, empty white square) beside Item #2 on the requisition. This tells SAP R/3 that the next instruction applies only to the second line item, not the first.

2. Click the Details screen button, and the Create Purchase Requisition: Item details screen appears (see Figure 7.5). You can see by the value in the Item field (20) that this screen applies to the second line item.

   Figure 7.5. Use the Details screen if the Item Overview screen doesn't have the fields you need.

   

3. Tab down to the Requisnr. field and enter your name (so that the material will come to your attention).

4. Click the Back button to return to the Create Purchase Requisition: Item Overview screen.

5. Click Save. SAP R/3 saves the details and returns you to the initial screen, where you can enter the next requisition.

When. you save this document, SAP R/3 displays a message in the status bar informing you that a purchase requisition was created. It also creates a purchase requisition number. Write down the number your system gives you, because you will use it again in Lessons 9, "Displaying a Document," and 10, "Changing a Document."

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