SAP_URS II_Purchase Requisition

7/29/2019 SAP_URS II_Purchase Requisition

http://slidepdf.com/reader/full/sapurs-iipurchase-requisition 1/16

Approval

Function Name Role Signature & Date

CREATED BY

REVIEWED BY

REVIEWED BY

REVIEWED BY

APPROVED BY

USERREQUIREMENT

SPECIFICATION II

Company Logo

PROCESS ID:

MM/006

TITLE:

Purchase Requisition

DEPARTMENT:

Quality Assurance

DOCUMENT NUMBER:

SAP/URS II/MM/006/01

VALIDITY :

Effective from: October 2010Expire: September 2012Replaces issue: New

PAGE NUMBER:

01/16



Document No:

SAP/URS II/MM/006/01 Purchase Requisition

Table of content

1 Quality Assurance ..............................................................................3

1.1 Change history .............................................................................31.2 Related Documents .....................................................................3

2 Introduction .......................................................................................4

2.1 Process Description .....................................................................4

2.2 Terms and Definitions ..................................................................4

3 User Requirements ............................................................................5

3.1 Function-related Requirements ...................................................5

3.2 Data-related Requirements .........................................................7

3.3 Report/Output-related Requirements ..........................................8

3.4 Interface-related Requirements .................................................14

3.5 Authorization-related Requirements ..........................................15

4 Annexure .........................................................................................16

Page: 2/16



Document No:


1 QUALITY ASSURANCE

1.1 Change history

Versio

n

Effective

Date

Responsible Description

01 New Creation

1.2 Related Documents

Doc. No Document Name NotesSAP/URS I/BSC/001/01 Import Purchase N/ASAP/URS I/BSC/002/01 Domestic Purchase N/ASAP/URS I/BSC/004/01 Loan Licensing N/ASAP/URS I/BSC/007/01 Product development N/ASAP/URS I/BSC/008/01 Production Planning N/ASAP/URS I/BSC/022/01 Asset Process N/A

Page: 3/16



Document No:


2 INTRODUCTION

A purchase requisition is a request or instruction to Purchasing

Organization to procure a certain quantity of a material or a

service so that it will available at a certain point in time.

2.1Process Description

Requisition contains the quantity and delivery date of the material

to be supplied or the quantity of the service to be performed.

Purchase Requisition shall be created - automatically on MRP Run

or manually by the requesting department.

As per new system, it is required that planner has to run the MRP

on the basis of which PR is to be generated. The PR generated

should give quantity required (considering existing stock/WIP/

stock in transit of FG) & also taking into consideration sampling

quantity & production wastages.

The PR generated should also give the “Delivery schedule” taking

into consideration ordering time + lead time (supplier transit lead

time) + GRN time + QC release.

2.2 Terms and Definitions

BOM Bill Of MaterialsFG Finished GoodsGRN Goods Receiving NoteMRP Material Requirement PlanningPR Purchase RequisitionQC Quality Control

TIN Tax Identification NumberURS User Requirement SpecificationVAT Value Added TaxWIP Work in Progress

Page: 4/16



Document No:


3 USER REQUIREMENTS

3.1 Function-related Requirements

ID Description Priority

REQ/MM/006/001 System should create PR automatically from MRP or manually (with a master

record/without a master record/using the referencing technique).

2

REQ/MM/006/002 Several items in a single PR are required. Each requisition should have procurement

type (e.g. Standard, Loan licensing, External service etc.).

2

REQ/MM/006/003 Internal number assignment for purchase requisitions is needed. As per material

type requisition number will be different.

2

REQ/MM/006/004 System should suggest last price/standard price of material in PR. 2

REQ/MM/006/005 PR should be segregated by document types wise:

Engg. & Spare PR

Promotional items PR

Service PR

Domestic production item PR General Consumable PR

Capital Goods PR

Construction material PR

Lab Material PR

2

Page: 5/16



Document No:



IT PR

Trading Material PR

Sub Contracting PR

Inter-company PR Loan-licensing PR

Stock transfers (from Mfg plant to CWH & CWH to Depots)

Loan PR

STO W.MM delivery PR

STO W.SD delivery PR

MRP PR

Import PRREQ/MM/006/006 System should generate different account assignment categories for the creation of

a purchase requisition item line:

• Asset (Current asset, Long term assets)

• Production order

• Sales order• Cost Center

2

REQ/MM/006/007 It should also be possible to change data in a number of different purchase

requisitions in a single step.

2

Page: 6/16



Document No:



REQ/MM/006/008 Auto generated PR should be editable. 2

REQ/MM/006/009 PR approval & printing procedure should be carryout through system. 2

REQ/MM/006/010 System should segregate import PR & domestic PR from MRP. 2

REQ/MM/006/011 Rejection notification should be send to purchase requestor through system by

mentioning cause of rejection.

2

REQ/MM/006/012 Provision required creating PR manually for MRP related material. 2

REQ/MM/006/013 Description of material contains more than forty characters should be possible in PR. 2

REQ/MM/006/014 Provision required to create PO from PR. 2

REQ/MM/006/015 System should have the provision to mention the delivery time, date & place in PR. 2

Priority classification: 1 = regulatory or legal requirement; 2 = business requirement; 3 = desired requirement

3.2 Data-related Requirements


DAT/MM/006/001 The initial creation as well as every change should be seen in a change history with

the following data:

• Date of the change

1

Page: 7/16



Document No:



• User who carried out the change

• The content of the field before the change

• The content of the field after the change

•

Mark the changed field


3.3 Report/Output-related Requirements

ID Description Transmission

Medium 1)

Frequenc

2)

Priority

OUT/MM/006/001 Purchase group wise PR report.

PR No

PR Date

Type of PR

Material No.

Material Name

Material group

Material quantity

F,M M 2

Page: 8/16



Document No:



Medium 1)

Frequenc

2)

Priority

Purchasing group

Plant

Cost center

Delivery date

Release date

Account assignment

Unit of measureOUT/MM/006/002 Imported PR & Domestic PR report.

PR No

PR Date

Type of PR

Material No.

Material Name

Material group

Material quantity

Purchasing group

Plant

F,M M 2

Page: 9/16



Document No:



Medium 1)

Frequenc

2)

Priority

Cost center

Delivery date

PR release date

Account assignment

Unit of measure

Purchasing OrganizationOUT/MM/006/003 List of PR Cost center, asset wise

PR No

PR Date

Type of PR

Material No.

Material Name

Material group

Material quantity

Purchasing group

Plant

Cost center

F,M M 2

Page: 10/16



Document No:



Medium 1)

Frequenc

2)

Priority

Delivery date

PR release date

Account assignment

Unit of measure

Purchasing OrganizationOUT/MM/006/004 PR print out should contain at least the following

information:

PR No.

PR date

Time

PR raise Department

Control object. (Cost center/order/profit

center)

Material ID

Material name

Material Group

Purchasing group

Material quantity

Unit of Measure

P,F,M M 2

Page: 11/16



Document No:



Medium 1)

Frequenc

2)

Priority

Pack Size

Current Stock

Country of origin

Vendor name (if require) Last price per unit & total value

Purpose

Specification

Authority approval filled

Requested By

Recommended By

Approved By

Dead line

BrandOUT/MM/006/005 List of Flag for deletion/deletion of PR

PR No

PR Date

Type of PR

Material No.

Material Name

F,M M 2

Page: 12/16



Document No:



Medium 1)

Frequenc

2)

Priority

Material group

Material quantity

Purchasing group

Plant

Cost center

Unit of measure

Cause of rejectionOUT/MM/006/006 List of pending PR along with responsible releaser.

PR No

PR Date

Type of PR

Material No.

Material Name

Material group

Material quantity

Purchasing group

Plant

F,M M 2

Page: 13/16



Document No:



Medium 1)

Frequenc

2)

Priority

Cost center

Delivery date

PR release date

Account assignment

Unit of measure

Purchasing Organization


Possible Values 1) P Printer 2) O online with posting

M Mail (with PDF-attachment) P periodic (batch)

EDI EDI message M manual on demand

F File downloads

3.4 Interface-related Requirements

ID System Name Outbound Data Inbound Data Type of Interface 1) Priority

N/A N/A N/A N/A N/A N/A

1) Possible Values O online interface

Page: 14/16



Document No:


P Interface with periodical data transfer

M Manual interface

3.5 Authorization-related Requirements

ID Description Priorit

AUT/MM/006/001 The authorization control should be required to create purchase requisition

document type wise (Different departments are using different documents)

2

AUT/MM/006/002 The authorization control should be required to change/modify purchase requisition


2

AUT/MM/006/003 PR should be approved through three level approvals in case of other changes it will

pass at least two level approval. There should be an option to delegate authority to

other person.

2

AUT/MM/006/004 The authorization control should be required to delete purchase requisition


2

AUT/MM/006/005 The authorization control should be required to display purchase requisition


2

AUT/MM/006/006 The authorization control should be required to print purchase requisition document

type wise (Different departments are using different documents)

2


Page: 15/16



Document No:


4 ANNEXURE

N/A

Page: 16/16