PROCEDURES TO CREATE A PURCHASE REQUISITION FOR AN OUTSIDE VENDORMENU PATH TO FOLLOW: LOGISTICS > MATERI ALS MANAGEMENT > PURCHASING > PURCHASE REQUISITION > ME51N CREATE ORType ME51N in the “COMMAND FIELD” ORDOUBLE CLICK on ME51N in your SAP FAVORITES folder. CLICK on CLOSE button. REVISED 5/22/06 BY C BLACK1
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
VERIFY that SSHE PR Default – do not change is the DEFAULT SETTING. Thissetting is used for creation of purchase requisition for outside vendors. If you need to
change the default setting then you will have to HIGHLIGHT the correct layout and thenCLICK on the GREEN CHECK MARK at the bottom of the SQUARE. You will onlyneed to change the default if Mansfield University creates an unique default for theuniversity.
ACCOUNT ASSIGNMENT CATEGORY COLUMN – Enter one of the followingcodes:
K = Cost Center G = GrantP = Capital Project.
You can just enter the letter or you can use the dropdown box. If you use the dropdown box then you MUST CLICK on the GREEN CHECK MARK. You can also insert themost common ones into a PERSONAL LIST by using the PERSONAL LIST icon.
IMPORTANT: NEVER SELECT “A” FOR ASSET BECAUSE YOU WILL GET
AN ERROR MESSAGE. Purchasing will change the account assignment category if
the purchase is for a fixed asset.
NOTE: If you are ordering a piece of equipment > $4999.99, the item will be classed asa fixed asset. If you are ordering more than one item when the item is a fixed asset, a lineitem must be created for each item rather than having one line item with a quantity > 1.This must be done this way in order for each fixed asset to have its own assigned number.
MATERIAL GROUP – Enter the appropriate description from the drop down list. Thelist is sorted numerically; however, you can sort alphabetically by CLICKING on theheader MATERIAL GROUP DESCRIPTION.
CLICK on the MATERIAL GROUP you want and then CLICK on the GREEN CHECK.
You can also create a PERSONAL LIST for this section as well by using thePERSONAL LIST icon.
SHORT TEXT COLUMN– Enter a short description of purchase. Enter a NARRATIVEDESCRIPTION not a NUMERIC DESCRIPTION. Example: PRINTER rather thanITEM XN-452.
QUANTITY COLUMN – Enter the quantity you are ordering.
UNIT COLUMN – Enter unit of measurement from the dropdown list by CLICKING onthe correct unit and then CLICK the GREEN CHECK. NOTE: The dropdown can besorted alphabetically by the MEASUREMENT UNIT TEXT column. Also you cancreate a PERSONAL LIST as well for this area.
DESIRED VENDOR – Enter the desired vendor number. If you don’t know the vendor #then you can search for a vendor by several different options. To get a display of SEARCH OPTIONS, CLICK on the DESIRED VENDOR field. Normally the
VENDORS PURCHASING search option will come in. There are several different waysto search. To get a listing, CLICK on the PAPER WITH LINES icon or you can CLICK on the right and left arrow key icons to look at the different search tabs.
CLICK on the search option that you want to use. In this example I am using VENDORSPURCHASING.
Type in the vendor name with beginning and ending *’s. By using the *’s you will get alisting of vendors with that name or with that search word in their name. You can changethe MAXIMUM # OF HITS to whatever # you want. Leaving it at 500, you will get a
listing up to 500 vendors if there are that many vendors with that search term in its name.
HIGHLIGHT the correct vendor and CLICK on the GREEN CHECK. This will populatethe DESIRED VENDOR field. Please be aware that purchasing has the right to changethe desired vendor when they generate a purchase order.
IMPORTANT NOTE: THE VENDOR # MUST START WITH A # 1 when
ordering from an outside vendor.
As with other areas, you can create a PERSONAL LISTING of your frequently usedPURCHASING VENDORS by using the PERSONAL LISTING icon.
ACCOUNT ASSIGNMENT TAB – Enter the following information.
G/L ACCOUNT # - This is equivalent in meaning to the Datatel system object code. TheG/L ACCOUNT # is 6 digits.
BUSINESS AREA – 55 for Mansfield University
COST CENTER – This is equivalent in meaning to the Datatel system Fund and CostCenter. The COST CENTER # is 10 digits.
NOTE: If creating a purchase requisition for a GRANT, then a WBS ELEMENT will beasked for on the ACCOUNT ASSIGNMENT tab. The WBS ELEMENT can be up to 16characters.
After entering the REQUIRED FIELDS, CLICK on the MATERIAL DATA TAB.
This is what the ACCOUNT ASSIGNMENT TAB will look like for a purchase from anoutside vendor in which an ACCOUNT ASSIGNMENT of “K” was used. Please notice
that other fields are now completed.
Also, EARMARKED FUNDS field would need to be completed in special cases.
NOTE: If you need to enter MULTIPLE ACCOUNT ASSIGNMENTS for this line itemthen CLICK on the MULTIPLE ACCOUNT ASSIGNMENT icon. You can then enter other account assignments but you CAN NOT mix COST CENTER and WBSELEMENTS on the same line item.
This is what should be entered on the CONTACT PERSON TAB. Everything shouldhave filled in from prior entries.
NOTE: You can enter something in the REQUISITION TRACKING NO field if youwant. This is not a required field. This field is used to group requisitions together. For example, Acquisitions or Periodicals could be entered here. This field can be used as asearch field and to track a requisition through the entire procurement cycle.MANSFIELD UNIVERSITY IS OPTING NOT TO USE THIS FIELD.
The RELEASE STRATEGY TAB indicates who is responsible for approving this particular purchase requisition. In most instances it will be the requisitioner.
There are several different areas that you can type in text. Some areas the text will printon the purchase order and other text areas will not print. IMPORTANT: after typing in
the ITEM TEXT area, CLICK on any of the other TEXT options in order to SAVE theITEM TEXT.
NOTE: The message “NO MESSAGES ISSUED DURING CHECK” is displayed in theSTATUS BAR if there are no errors.
If you get a MESSAGE SCREEN, (like the example on the following page) then you willneed to address the errors. If the Message type is a WARNING BELL, then you can savethe purchase requisition as is. If the Message type is a RED STOP SIGN, then you needto fix your errors before saving.
Once you know that the purchase requisition is correct, then CLICK on the SAVE icon(diskette). You will get a purchase requisition number. See the STATUS BAR on thenext page.
NOTE: The message “PURCHASE REQUISITION # CREATED” will be displayed onthe STATUS BAR.
SUGGESTION: MAKE A NOTE OF YOUR PURCHASE REQUISITION #’SSOMEWHERE UNTIL YOU GET USE TO USING SAP! ONCE YOU AREFAMILIAR WITH SAP, YOU CAN LOOK UP A REQUISITION WITHOUTKNOWING THE #.
CONGRATULATIONS, YOU HAVE NOW COMPLETED A PURCHASEREQUISITON!
SAP will pull in the last purchase requisition that you created. If this is not the purchaserequisition that you want to change then you will need to do as follows.
You will get a listing of your created and not released purchase requisitions. You mayneed to do the following steps the first time in order to get this listing.
Once you are in CHANGE mode, you may make changes to any WHITE fields. YouCAN NOT change any GRAY fields.
In this example, I am going to change the QUANTITY and VALUATION PRICE on the purchase requisition and will only be showing you the fields or tabs that have changed.
SAP will pull in the last purchase requisition that you created. If this is not the purchaserequisition that you want to display then you will need to do as follows.
You will get a COPY of the purchase requisition that you chose.
Change applicable fields at LINE ITEM and at ITEM DETAIL tabs.
In this example, I changed the following: QUANTITY, DELIVERY DATE, andVALUATION PRICE at the LINE ITEM LEVEL. I then went to the ACCOUNTASSIGNMENT TAB and changed the G/L ACCOUNT # and COST CENTER.
You will notice that I used a WBS ELEMENT on this LINE ITEM. You can mix COSTCENTERS (K) and WBS ELEMENTS (G) on the same purchase requisition.
IMPORTANT: YOU MUST HAVE SEPARATE LINE ITEMS FOR EACH OF THEM.YOU CAN HAVE MULTIPLE ACCOUNT ASSIGNMENTS WITHIN EACH LINEITEM BUT YOU CAN NOT MIX GENERAL LEDGER INFORMATION ON EACHLINE.
For example: If I wanted to split WINDOWS XP between 3 different WBSELEMENTS, then I could by using the MULTIPLE ACCOUNT ASSIGNMENT icon. Iwould not be able to code 1 or 2 of the WINDOW XP to a COST CENTER.
Also note that you can switch between LINE ITEM DETAIL for LINE 1 and LINE 2 by
using the UP and DOWN ARROWS in the middle of the screen.
On the GENERAL TAB of the HEADER SECTION verify accuracy of following fields.
DOCUMENT DATE – Defaults but can be changed
POSTING DATE – Defaults but can be changed. This will need to be changed at fiscalyear end depending on when the items were received.
PRINTER ICON - Defaults to INDIVIDUAL SLIP which is used if receiving only oneline item. This field can be changed to the following options: DO NOT PRINT SLIP(used when correcting errors) or COLLECTIVE SLIP (used when receiving all items).The COLLECTIVE SLIP will print everything.
Put a CHECK MARK in the box by the PRINTER ICON, if you wish to print a goods
This page is for information purposes only. If there are more line items to RELEASEthen use the PREVIOUS and NEXT DETAIL ITEM icons to navigate to the other lines.