GOM SAP User Manual - Getting Started
TABLE OF CONTENTS
1
LOGGING ON
1.1
Starting SAP
1.1.1
To start the R/3 system, proceed as follows.
1.1.2
Double click on the icon for GOM Production system in the SAP Logon 710 pad.
1.1.3
Press Enter. This will bring you the SAP Easy Access Screen.
1.2
Changing of current password
1.2.1
Enter the following data in the respective fields on the logon screen.
1.2.2
In the application toolbar, choose New password.
1.2.3
In the New password field, enter a new password.
2
TOUR OF AN R/3 WINDOW
5
5
5
6
8
9
9
9
10
11
2.1
Screen header
11
2.2
Screen body
13
3
THE STANDARD TOOLBAR
15
4
THE MENU BAR
17
5
THE STATUS BAR
18
6
THE COMMAND FIELD
19
7
RETRIEVING A TRANSACTION CODE
20
7.1
Displaying Status
20
7.2
Retrieve Transaction
21
8
WORKING WITH SESSIONS
22
9
SHORTCUT FOR TRANSACTION
24
10
ADDING FAVORITES
25
10.1
Adding favorites to folder
25
10.2
Adding Transactions to Folder
26
10.3
Web site links to SAP
27
11
DISABLING PICTURE DISPLAY
29
12
DISPLAY TECHNICAL NAMES
31
13
DISPLAY ONLY FAVORITES
33
14
WORKPLACE – INBOX AND OUTBOX
35
14.1
View documents in the inbox folder
36
14.2
Replying Message
38
14.3
Creating a New Message
42
15
PRINTING THE SCREEN
45
16
DOWNLOADING FROM SAP
46
16.1
Download Path
46
16.2
Selecting File type
46
16.3
Transfer File
47
17
PRINTING FROM SAP
49
18
LOGGING OFF
50
19
MISCELLANEOUS
51
19.1
Icons
51
19.2
Field Characteristics
51
19.3
System Messages
52
19.4
System Message Attributes
52
1
LOGGING ON
Welcome! To the SAP (Systems, Applications and Products in Data Processing) Operating
Manual: Getting started with SAP R/3. Here, we will introduce you to the system in general
and how to move about it.
Starting SAP
1.1.1
To start the R/3 system, proceed as follows.
Click on the
icon on your desktop to open the SAP Logon pad. If you do not find this
icon on your desktop, proceed as follows:
From the Start menu choose All Programs -> SAP Frontend -> SAP Logon. You will find the
screen below:
1.1.2
Double click on the icon for GOM Production system in the SAP Logon 710 pad.
The log on screen (with the title SAP R/3) appears in a new window, as shown here. You are
now ready to log on.
The following fields need to be entered:
No.
Field
1
Client
2
User
3
User Password
4
Language
Description
Working environment where all
transactions and master data is stored.
A pre-defined User ID
A self-defined identification. If you are
logging on for the first time, the system
administrator will inform you of the default
password.
The language in which the system
environment operates in. It will be
defaulted to EN (English)
Value
As required
As required
As required
Leave blank
1.1.3
Press Enter. This will bring you the SAP Easy Access Screen.
NOTE: IF THIS IS THE FIRST TIME YOU ARE LOGGING INTO YOUR SYSTEM OR THE
ADMINISTRATOR HAS RESET YOUR PASSWORD, THE FOLLOWING POP-UP
SCREEN WILL APPEAR WHEN YOU PRESS ENTER AT STEP 1.
The following fields need to be entered:
No.
1
Field
New password
2
Repeat password
Description
Enter self defined password, then press
[TAB]
Enter self defined password again
Press Enter. This will bring you to the SAP initial screen.
Changing of current password
1.1.4
Enter the following data in the respective fields on the logon screen.




Client number
User ID
Your current password
Language key, if you want to work in a language other than English
For more details, see Logging On.
1.1.5
In the application toolbar, choose New password.
The new password dialog box appears, as shown here.
Value
As required
As required
1.1.6
In the New password field, enter a new password.
As you type the new password, the asterisks remain in the field and only the cursor moves.
As a security measure, the system does not display what you type.
Press the TAB key to move the cursor to the Repeat password field.
Choose Enter.
In the standard SAP System, the Copyright dialog box appears.
If a different dialog box appears, you have either made a mistake entering your new
password or it is not a valid password. The dialog box contains a message describing the
mistake. In this case, remove the dialog box by choosing Confirm. The new password dialog
box will reappear.
2
TOUR OF AN R/3 WINDOW
The SAP graphical user interface (SAP GUI) consists of the technical features that enable
you to exchange information with the SAP System (by entering data, choosing functions, so
on and so forth).
The new SAP GUI consists of two main screen areas.
2.1
Screen header
The screen header consists of:
¤
Menu bar
GUI interaction buttons
The Minimize, Maximize, and Close buttons are beside the SAP logo:
¤
Standard toolbar
Command field
By default, the command field is closed. To display it, choose the arrow to the left of the
Save icon:
The command field appears:
To hide it, choose the arrow to the right (outside) of the field.
To display a list of the transactions you used last, choose the dropdown arrow
the right-hand end of the field.
In the top right-hand corner, the ripple animation indicates data request activity.
at
Status Bar
System message identification (far left)
¤
¤
¤
Identifies error messages.
Identifies affirmative system messages.
Title bar
Display the title of the screen you are at.
¤
Application toolbar
Consists of shortcuts which are administrative in nature.
2.2
Screen body
The screen body is the area between the screen header and the status bar.
Menu Bar
Standard Toolbar
Screen Header
Title Bar
Application Toolbar
Screen Body
¤
Status fields (far right)
By default, the status fields appear at the far right.
To hide these fields, choose the arrow pointing to the right:
When the fields are hidden, the arrow points in the opposite direction.
To display the status fields, choose the arrow pointing to the left.
3 THE STANDARD TOOLBAR
The standard toolbar contains buttons for performing common actions such as Save and
Enter.
The functions assigned to the standard toolbar are listed below.
Button
Name
Enter
Function
Print
Confirms the data you have selected or entered on
the screen. Same function as the Enter key. Does not
save your work.
Allows you to enter commands, such as transaction
codes.
Saves your work. Same function as Save in the Edit
menu.
Returns you to the previous screen without saving
your data. If there are required fields on the screen,
these fields must be completed first.
Exits the current function without saving. Returns you
to the initial screen or main menu screen.
Exits the current task without saving. Same function
as Cancel in the Edit menu.
Prints data from the current screen.
Find
Searches for data required in the current screen.
Command
field
Save
Back
Exit
Cancel
Find next
First page
Previous page
Next page
Last page
Create session
Create
shortcut
Performs an extended search for data required in the
current screen.
Scrolls to the first page. Same function as the CTRL
+ Page Up keys.
Scrolls to the previous page. Same function as the
Page Up key.
Scrolls to the next page. Same function as the Page
Down key.
Scrolls to the last page. Same function as the CTRL +
Page Up key.
Creates a new SAP session. Same function as
Create session in the System menu.
Allows you to create a desktop shortcut to any SAP
report, transaction, or task if you are working with a
Button
Name
F1 Help
Layout menu
Function
Windows 32-bit operating system.
Provides help on the field where the cursor is
positioned.
Allows you to customize the display options.
4
THE MENU BAR
Menus allow you to find a specific transaction when you do not know the transaction code.
The menu is organized according to the task you are doing in the SAP System.
Menus are dropdown; that is, when you choose a menu item, further options appear.
A typical menu bar in the SAP System is shown below.
The following menus are standard in every SAP screen.
Menu
System
Help
<Object>
Edit
Goto
Extras
Environment
View
Settings
Utilities
Description
Contains functions that affect the system as a whole – such as Create
session, User profile, and Log off.
Provides various forms of online help.
The layout menu, identified by
at the far right of the standard toolbar,
allows you to customize certain SAP window settings (for example, cursor
position and the TAB function).
Usually named after the object you are currently working with, for example,
Material. Contains functions that affect the object as a whole – such as
Display, Change, Print, or Exit.
Allows you to edit components of the current object – for example Select,
Edit, and Copy. The Cancel option lets you leave a task without saving the
data you have entered.
Allows you to move directly to other screens of the current task. Also
contains the Back option, which takes you back one level in the system
hierarchy. Before going back, the system checks the data you have entered
on the current screen, and displays a dialog box if it detects a problem.
Contains additional functions you can choose to complete the current object
or an object component, but which you do not need regularly.
Contains functions you can choose to display additional information about
the current object.
Allows you to display the current object in different views, for example,
switching between a single-line and double-line display of a table.
Allows you to set user-specific transaction parameters.
Allows you to do object-independent processing, such as delete, copy, and
print functions.
5
THE STATUS BAR
The status bar provides general information on the SAP System and transaction or task you
are working on. At the left of the status bar, system messages are displayed. The right end of
the status bar contains three fields: one with server information, the other two with status
information.
Message Area

Status Fields
At the far left,
o
o
Identifies error messages.
Identifies other system messages.

To hide (or display) the status fields, choose

To display the following system information, choose


The second status field displays the server to which you are connected.
The third status field specifies your data entry mode. By clicking this field, you can toggle
between the Insert (INS) and Overwrite (OVR) modes.
to their left (or right, respectively).
in the first status field.
6
THE COMMAND FIELD
You can execute the following commands in this field with Enter

To call a transaction
 In the same session, enter /n<Transaction code>.
 In an additional session, enter /o<Transaction code>.

To end the current transaction enter /n.
Caution: Unsaved changes are lost without warning

To delete the current session enter /i.

To generate a session list enter /o.

To log off from the system enter /nend.
7
RETRIEVING A TRANSACTION CODE
7.1
Displaying Status
To retrieve a transaction code, you must be in the screen of the transaction. Then click on
System  Status.
7.2
Retrieve Transaction
The transaction code is under the transaction field in the repository data box, example
ME47.
8
WORKING WITH SESSIONS
You can create a session at any time and from any screen in the system; you do not lose
any data in sessions that are already open.
You can create up to six sessions. Each session you create is as if you logged on to the
system again. Consequently, the system has more work to do which can affect how fast it
responds to your requests. For this reason, it is advisable to only open the number of
session you essentially need to perform your tasks.
8.1
To create another session
Click on System  Create session
You can also crete session by clicking
in the Standard Toolbar.
9
SHORTCUT FOR TRANSACTION
Select the Transaction and from the menu bar choose Edit  Create shortcut on the
desktop.
You will find the shortcut created on your desktop.
10
ADDING FAVORITES
10.1
Adding favorites to folder
From the menu bar choose Favorites  Insert folder
Then you will find the pop-up screen.
Enter the name of the folder and press the Green check button. You will find the name of the
folder under your Favorites folder in the Screen body.
10.2
Adding Transactions to Folder
If you want to insert transaction inside your folder, select your folder and from the menu bar
choose
Favorites  Insert transaction
You will find the pop-up screen. Enter the transaction code (VA01) and press the Green
check button.
You will find that the required transaction is highlighted under your folder.
10.3
Web site links to SAP
To link the website in your SAP folder, select your folder and from the menu bar choose
Favorites -> Add other objects.
You will find a pop-up screen. Select the radio button for “Web address or file” and press the
Green check button.
You will find a pop-up screen. Enter text and the required web address and press the Green
check button.
You will find that the required URL (SAP.COM) is highlighted under your folder.
11
DISABLING PICTURE DISPLAY
If you want to off the right hand side picture of SAP screen, from the menu bar choose Extras
 Settings
You will find the pop-up screen. Tick the check box “Do not display picture” and press the
Green check button.
You will find that there is no picture in the right hand side screen.
12
DISPLAY TECHNICAL NAMES
If you want to see the technical names in the SAP screen body, from the menu bar choose
Extras  Settings
You will find the pop-up screen. Tick the check box “Display technical names” and press the
Green check button.
You will find all the transactions with technical names in the SAP screen body.
13
DISPLAY ONLY FAVORITES
If you want to display only transactions in your Favourites folder, from the menu bar choose
Extras  Settings
You will find the pop-up screen. Tick the check box “Do not display menu, only display
favorites” and press the Green check button.
You will see that only Favorites menu will display but you will not find any SAP menu.
To display Favorites right at the end of the list, check Display favorites at end of list instead.
14
WORKPLACE – INBOX AND OUTBOX
From the menu bar, choose Menu  Business Workplace
You will find the following screen.
14.1
View documents in the inbox folder
Click on Unread documents under Inbox folder. You will find all unread documents in the
right hand side of the screen.
Double click on the mail to read the full details.
If you click on the Recipient tab, You will find the list of recipients, sender, date and time of
the document and the transaction history.
14.2
Replying Message
If you want to reply the message, click on
button.
Type the Title field and write the message in the message body.
Click the
tab.
You can change the Sensitivity and Priority of the message here.
If you want to attach any documents or files, click on Create attachment
button.
You will find the pop-up screen to select your required attachment.
Select the file you wish to attach and click
.
An additional tab will appear on the screen with the attached file. If you select the
Attachments tab, you will find your document there.
To send the mail, just click on
button. A pop-up screen will appear.
Enter the necessary input and press “Send”
recipient.
button. The document will be send to the
14.3
Creating a New Message
To create a new message, click on
Business Workplace.
Enter Title, message text, recipient and recipent type.
button on the intial screen of the
If you want to create an attachment, click on the
Select the file you wish to attach and click
You will find that your file has been attached.
Fill in the recipient name and indicate the recipient type.
button.
.
If you wish to change the priority of your mail, click on the
tab.
Here you can decide whether this mail can be forwarded by the recipient or not.
You can also choose to send this mail after a certain time period and store this mail in your
outbox after sending.
Click on
button to send.
15
PRINTING THE SCREEN
From Standard toolbar, click on the
button and select Hardcopy.
The screen you are at will be printed automatically.
16
DOWNLOADING FROM SAP
16.1
Download Path
The downloading facility of SAP can only be accessed when the menu path is highlighted as
shown below. If the path is not highlighted, it is an indication that the screen cannot be
downloaded into your computer.
16.2
Selecting File type
This is the Save List in File screen
No
1
Format
Unconverted
2
Spreadsheet
3
Rich Text Format
4
HTML format
Note
itself.
16.3
Description
The entire report will be downloaded with the text. It can be
downloaded with a .doc or .txt extension.
The entire report will be downloaded in a spreadsheet format.
It is to be downloaded with an eg .xls, .wk1 extension.
The entire report can be downloaded in a word processor
with extension eg .doc. This document will be of close
resemblance in terms of its appearance (eg. colour)
The entire report can be downloaded in a HTML format with
extension eg .htm.
: Necessary filters for the spreadsheet will have to be first set up on the computer
Transfer File
Indicate the path and file name accordingly.
Click on
button.
You will see the following messages at the bottom left of the screen.
System message 1 (bottom of screen): Downloading xxxxxxxxx (xxx = path and name
of file)
System message 2 (bottom of screen): xxxxx bytes transferred
17
PRINTING FROM SAP
Reports can be printed from SAP by clicking on the
button at the Tool Bar. If the button
is disabled, it indicates that the print function is not enabled for that report.
Below is the description of the fields.
No
1
Field
Output Device
2
Windows
printer
Number of
copies
Print all
Print from
page
3
4
5
Click on
Description
The name of the printer to print the document. It
can be either a local printer or a network printer.
The printer which is already setup on your
computer.
The number of copies to print
Print all pages.
Specify the page range.
to execute the print job.
System message (bottom of screen): Spool request complete
Value
Mandatory
field.
As required
Mandatory
field.
As required
As required
18
LOGGING OFF
To log off, click on System  Log Off.
A pop-up window will appear.
Click on
to log off.
19
MISCELLANEOUS
19.1
Icons
The buttons which are highlighted are available functions for the transaction concerned.
The buttons which are not highlighted are not available functions for the transaction
concerned.
Available
19.2
Field Characteristics

Fields with
are known as mandatory fields.
Not available

Fields without
are known as optional fields. It does not stop the transaction from
proceeding.

Fields with
indicate that there is a drill down option. Clicking on the
icon
will display a list of probable values for the fields.
19.3
System Messages
Not all mandatory fields will have the
icon. Thus, if a mandatory field is not entered, the
system will prompt the user with a system message at the bottom of the screen. Examples
are as follows.
This is a specific example where the system prompts the user for the exact field to be
entered.
This is a generic message from the system to prompt the user of the incomplete entry(s).
This usually occurs when there are two fields or more which require entry on the screen
concerned.
19.4
System Message Attributes
Error
: Error messages are preceded with ‘E’. The system requires the user to
change the screen field before processing.
Warning
: Warning messages are preceded with ‘W’. The system requires the user
to either change the screen field before proceeding or pressing enter to
ignore the message completely.
Information
: Information messages are preceded with ‘I’. The system does not require
the user to take any action. Press Enter to acknowledge the message.
GOM SAP Training Material – MM Request for Quotation
TABLE OF CONTENTS
1.
REQUEST FOR QUOTATION CREATION
56
1.1
Creation of RFQ Initial Screen
1.1.1
RFQ Type
1.1.2
RFQ Date
1.1.3
Quotation Deadline
1.1.4
RFQ Document Number
1.1.5
Organizational Data
1.1.6
Default Data for Items
57
58
59
59
59
59
59
1.2
Creation of RFQ via Reference to Purchase Request
1.2.1
Item Text
62
64
1.3
65
Selecting Vendor
2.
CREATION OF RFQ WITHOUT REFERENCE TO PURCHASE
REQUISITION
67
2.1
RFQ Item Detail
67
2.2
RFQ Header Text
70
2.3
Selecting Vendor
70
3.
CHANGING A REQUEST FOR QUOTATION
74
3.1
Delete Item
78
3.2
Reset Deleted/Blocked Item
80
3.3
Block Item
80
4.
DISPLAY RFQ
83
5.
MAINTAIN QUOTATION
86
5.1
Manual Quotation Maintenance
5.1.1
Changing of the Currency
5.1.2
Maintain Quotation for Service Item
86
88
89
5.2
Reject Vendor Quotation
90
6.
COMPARE QUOTATION
92
6.1
Price Comparison
92
20
REQUEST FOR QUOTATION CREATION
Quotation creation in the system also should reference to The Government of
Maldives regulation about procurement as follow:
Value (MVR)
< 1,000
≥ 1,000 and < 25,000
≥ 25,000 and < 1,500,000
≥ 1,500,000
Description
Quotation not needed
Obtain 3 written quotation
Local competitive bidding
Bid through Tender Evaluation Board
Process of the Quotation.
Purchasing
Dept. Staff
Vendor
Review/Bid
Committee
1. Create
RFQ
2. Send To
Vendor
3. Submit
Quotation
4. Create
Quotation
5. Quotation
Comparison
6. Decide
The Winner
20.1
Creation of RFQ Initial Screen
Request for quotation can be created using a transaction code or via the navigation
path.
Menu Path
: Purchasing  RFQ  Create Request for Quotation (ME41)
Transaction code : ME41
Trigger:
New RFQ created.
Business Process Procedure Overview
A Request For Quotation (RFQ) will be created with reference to a PR. For Running
Repairs, an RFQ will also be created for the purpose of vendor quotation upload. This
Running Repair RFQ will not be required to send to Vendors. As for Lubricating Oil
and others which does not comply to the defined Excel Spreadsheet, purchasers will
create the RFQ manually and upload the Quotation thereafter.
Figure 1.1
Initial Entry Screen for Transaction ME41
20.1.1 RFQ Type
The RFQ type allows the company to distinguish between the types of RFQs that
they may send out. The RFQ type in use is as follow.
Document
Type
RQFT
RQCS
RQIR
Description
RFQ MoFT
RFQ Maldives
Custom
RFQ DIR
Scope
Ministry of Finance and Treasury
Customs
Department of Inland Revenue
20.1.2 RFQ Date
In Figure 1.1 there is a field described as the RFQ date. The field is defaulted with
the date of entry, but can be overwritten with the appropriate date.
20.1.3 Quotation Deadline
The date entered in this field is the date by which the suppliers need to reply to the
RFQ with their quotation. This field is mandatory and should be clearly identified to
suppliers on the RFQ document.
20.1.4 RFQ Document Number
The document number for the RFQ is determined to be internally assigned, shown by
the RFQ field in Figure 1.1.
20.1.5 Organizational Data
The purchasing organization and purchasing group should be entered for the RFQ.
Purchasing Organization were created as follows.
2401 : Ministry of Finance and Treasury
2404 : Maldives Custom
2405 : Department of Inland Revenue
20.1.6 Default Data for Items
The purchasing user can enter information that is pertinent to items that are to be
included in the RFQ.
Item Category
The item category can be entered as L for subcontracting, S for third party and D for
a service. For GOM, the field should be left blank for a standard item category or D
for service item category.
Delivery Date
This is the delivery date for the item to be delivered or service to be performed to the
client by the supplier.
Plant/Storage Location
This would be the client location where the item should be delivered to or the service
to be performed.
Material Group
The material group can be used in lieu of a material number or service (if these are
not known)
Requirement Tracking Number (RTN)
This tracking number can be traced back to the original requisition if the RTN was
entered at that level.
Enter RFQ Info: Next Screen
SAP Screen Input field
Header:
RFQ Type
Language Key
Sample Value
Comments
RQFT
EN
Types of RFQs that may send out
Language
Field is defaulted with the date of
entry, but can be overwritten with
the appropriate date.
Date entered is the date by which
the suppliers need to reply to the
RFQ with their quotation.
Document number for the RFQ is
determined to be either externally
or internally assigned.
RFQ Date
11.10.2008
Quotation deadline
11.23.2008
RFQ
Blank
Organizational data:
Purch. Organization
Purchasing Group
Default data for items:
Item category
2401
010
Agency Specific
Agency Specific
Blank
The item category can be entered
as S for third party and D for
service. The field can be left blank
for a standard item category.
Delivery date
As required
Plant
Storage Location
Material Group
As required
As required
As required
Req.Tracking Number
As required
This is the delivery date for the
item to be delivered.
Client Location
Client Location
Item Classification
Tracing to the original requisition
if the RTN was entered at that
level
20.2
Creation of RFQ via Reference to Purchase Request
and the ‘Selection of Purchase Requisitions will
Click on the
appear.
Figure 1.2
Selection of Purchase Requisitions screen.
SAP Screen Input field
Sample Value
Purch. Req
2401080061
Purch. Group
010
Comments
Purchase Requisition
number
Purchaser
Press Enter to proceed to the ‘Selection List: Purchase Requisitions’.
Figure 1.3
Selection List: Purchase Requisitions screen.
To select on one line item, click on the leftmost column for selection. To select all
items, use the
and to deselect all, use the
button.
Therefore select all and click on the [Adopt+details] button.
Click on the right arrow to go to the next item.
Click on the right arrow again until the last item of the list is reached, and then
proceed to the ‘Item Overview’.
Figure 1.4
Item Overview screen.
20.2.1 Item Text
During the conversion from the Purchase Requisition, the item text and the material
PO text are both being copied over. This can be check using Item Text Text
Overview.
20.3
Selecting Vendor
Once the material details have been entered with any additional data, the RFQ
requires that a vendor be selected to receive the RFQ.
Click on the
Figure 1.5
to put in the vendor address.
Vendor Address screen.
SAP Screen Input field
Header:
Vendor
Sample Value
Comments
500001
Vendor Code
Put in the Vendor Code and press Enter. After the information is populated on the
screen, click on the save button. The RFQ will be created for the Vendor in the
Document Number 2401XXXXXX.
21 CREATION OF RFQ WITHOUT REFERENCE TO PURCHASE
REQUISITION
Menu Path
: Purchasing  RFQ  Create Request for Quotation (ME41)
Transaction code : ME41
Steps are the same per section 1.1. Upon Enter, a new screen will appear.
21.1 RFQ Item Detail
Figure 1.5
RFQ Item Detail Screen.
The item detail screen, seen in Figure 1.5 allows purchasing users to add the
materials or services that require the creation of the RFQ.
The line item details include the item category, material and description, quantity for
the RFQ, delivery date, material group, plant and storage location.
FQ Header Detail
The header details for the RFQ can be seen in Figure 1.6. The data entered in the
initial screen are defaulted through and further information can be added in the
administrative fields.
Figure 1.6
RFQ Header Detail Screen
Collective Number
The collective number can be used by GOM when sending out RFQs for a collective
bid. This field is used to identify a collection of RFQ which is under a single project.
The collective number can be used for search purposes.
Validity Start / Validity End
The validity date range is defined as the dates between which the material or services
should be delivered or performed.
Binding Period
The binding period is the period of time after the quotation deadline during which the
quotation should be valid. For example, if the quotation deadline is August 1, then
GOM may insist upon a binding period until September 31. This allows GOM to
process the quotations sent by the suppliers.
Reference Data
The reference data can be added to the RFQ header that relates to the client reference
and its contact information. This data can be printed on the RFQ document sent to
the supplier.
21.2 RFQ Header Text
Some information about the quotation can be enter in the Header Texts Text
Overview, later this information will be brought over to a Purchase Order if the
quotation is to be converted.
21.3
Selecting Vendor
Once the material details have been entered with any additional data, the RFQ
requires that a vendor be selected to receive the RFQ.
Click on the
Figure 1.5
to put in the vendor address.
Vendor Address screen.
SAP Screen Input field
Header:
Vendor
Sample Value
Comments
500001
Vendor Code
Put in the Vendor Code and press Enter. After the information is populated on the
screen, click on the save button. The RFQ will be created for the Vendor in the
Document Number
22
CHANGING A REQUEST FOR QUOTATION
A request for quotation can be changed using a transaction code or via the navigation
path.
Menu Path
: Purchasing  RFQ  Change Request for Quotation (ME42)
Transaction Code
: ME42
Trigger:
Existing RFQ changed.
Business Process Procedure Overview
If the request for quotation has yet to be processed by the vendor, the RFQ can still be
change by the purchasing user.
Figure 2.1 Initial RFQ Change Screen.
If the purchasing user does not know the RFQ number that needs to be changed, then
a matchcode can be selected. To do this, click on the
enter the RFQ number and enter.
SAP Screen Input field
RFQ
Sample Value
2401080060
button. Otherwise, just
Comments
RFQ Document Number created
previously.
Figure 2.2
Figure 2.3
Matchcode screen for the RFQ selection
Once the correct RFQ number has been entered or selected via a matchcode, the RFQ
line item detail is then displayed and certain fields are available for editing.
Note
: If the RFQ had already been sent to the Vendor, any changes to these dates
will need to be communicated to the vendor associated with the RFQ.
Figure 2.4
Change RFQ: Item Overview
22.1
Delete Item
Select the line item by clicking on the leftmost button of the screen, click on
delete. Click [Yes] on this screen to confirm the deletion.
to
The line item has a bin icon on the second last column of the row indicating that the
line item has been deleted.
22.2
Reset Deleted/Blocked Item
Select the deleted/blocked item and using the menu selection Edit  Reset deletion
indicator to remove the bin/lock.
22.3
Block Item
If the line item does not need to be deleted but the status of the RFQ is in doubt, the
line item can be blocked using the menu selection Edit  Block.
Select the line item to be block and use the menu selection stated. The lock icon on
the second last column of the row indicates that the line item has been blocked.
23
DISPLAY RFQ
A request for quotation can be displayed using a transaction code or via the
navigation path.
Menu Path
: Purchasing  RFQ  Display Request for Quotation (ME43)
Transaction Code
: ME43
Trigger:
Existing RFQ displayed.
Business Process Procedure Overview
Displaying of the RFQ can be done at any point of the business process.
Figure 3.1
Display RFQ: Initial Screen
Matchcode
SAP Screen Input field
RFQ
Sample Value
2401080060
Comments
RFQ Document Number
created previously.
If the RFQ number is not known, user can always click on the matchcode.
Figure 3.2
Matchcode screen for the RFQ selection.
Figure 3.3
Display RFQ screen.
24
MAINTAIN QUOTATION
A quotation that has been returned by the vendor should be entered into the SAP
system in a timely manner due to the deadline determined within each RFQ. The
quotation can be entered into the system by using a transaction or via the navigation
path.
24.1
Manual Quotation Maintenance
Menu Path
: Purchasing  RFQ -> Quotation Maintenance  Maintain
Quotation (ME47)
Transaction Code
: ME47
Trigger:
Quotation Maintained.
Business Process Procedure Overview
After the RFQ has been received by the vendor, the vendor will return with the
actual quotation. Using that the purchasing user will need to update the price.
Figure 4.1
Maintain Quotation: Initial Screen
Matchcode
SAP Screen Input field
RFQ
Sample Value
2401080060
Comments
RFQ Document Number
created previously.
Entered the RFQ document number that was submitted to the vendor, it will retrieve
the quotation details (generated from the RFQ).
SAP Screen Input field
Quotation Items:
Net Price
Sample Value
Comments
120
Price quoted
vendor.
by
the
Supposedly the Vendor has return with a quote of MRF120 for the 10 boxes of A4
paper. It should be maintain in the system using the field stated. This price will be
populated into the purchase order when it is use for conversion.
24.1.1 Changing of the Currency
Figure 4.2
Change of Quotation Currency
Note: The currency can only be change before the price is maintained even
though the field is open after that.
24.1.2 Maintain Quotation for Service Item
If the purchase is a service, the procedure to maintain is slightly different. Located
the
button on the menu bar and click on it.
Enter the price for each service requested on this screen. It will then be populated
back to the Item overview screen.
24.2
Reject Vendor Quotation
Click on the
icon to select all line item.
Go to Edit Fast Change to open the ‘Fast Change’ Screen.
Figure 4.3
Selecting Fast Change
Figure 4.4
Fast Change Screen
Click on the ‘Rejection indicator’ checkbox and click on the
icon.
The line items will be check on the ‘R’ column and click ‘Save’ to confirm that this
quotation is rejected. Note: Once the quotation is rejected, the PO will not be able to
create using this quotation.
25
COMPARE QUOTATION
A quotation that has been returned by the vendor should be entered into the SAP
system in a timely manner due to the deadline determined within each RFQ. The
quotation can be entered into the system by using a transaction or via the navigation
path.
25.1
Price Comparison
Menu Path
: Purchasing  RFQ -> Quotation  Price Comparison (ME49)
Transaction Code
: ME49
Trigger:
Required to Compare Quotation from the vendor.
Business Process Procedure Overview
After the price are being updated from into the system, price comparison of each
quotation can be done.
Figure 5.1
Price Comparison List Selection Screen
SAP Screen Input field
Sample Value
Comments
Purchasing Organisation
As required-2401
Agency Specific
Quotation
As required
Put in quotation of the
generated from the same
RFQ
Collective RFQ
As required
Vendor
As required
Material
As required
Figure 5.2
Multiple selections for the Quotation field
Figure 5.3
Selections by Purchase Requisition
Use the “Schedule Lines per Purchase Requisition” tab for the search using the PR to
search for the quotation created under the PR as shown in Fig 4.3.
Select the appropriate Quotation for the use of the comparison.
Figure 5.4
Comparisons of the Quotations
After executing the selection screen, the list of compare vendor can be viewed.
Compare the price by looking at the ranking in different colour and numbering. You
may also drill in to view the details of the document and reject the Quotation by item
if you do not require it.
Figure 5.4
Rejection of the Quotation
Drill into the item by double clicking on it. Check on the Reject indicator as above to
reject the item.
GOM SAP Training Material – MM Purchase Order
TABLE OF CONTENTS
1.
PURCHASE ORDER CREATION
100
1.1
Convert RFQ to Purchase Order
1.1.1
Using Document Overview
100
102
1.2
Create Purchase Order from Scratch
1.2.1
Order Type
1.2.2
Organizational Data
1.2.3
Header Texts
1.2.4
Item Overview Section
107
109
110
110
111
1.3
Save the Purchase Order
124
2.
CHANGE PURCHASE ORDER
2.1
Retrieve the Purchase Order
126
2.2
Add an Additional Purchase Order Line Item
128
2.3
Cancel a Purchase Order Line Item
129
2.4
Block Purchase Item
130
2.5
Undo Block/Delete Purchase Item
130
3.
CLOSING SHORT A LINE ITEM
132
4.
OUTPUT MESSAGES
134
5.
APPROVAL FOR PURCHASE ORDER
137
125
5.1
Approving a Purchase Order using Individual Release Transaction
5.1.1
Individual Release
137
139
5.2
Approving a Purchase Order using Collective Release Transaction
5.2.1
Collective Release
141
142
26
PURCHASE ORDER CREATION
A purchase order is an external document issued by a purchasing department to send
to a vendor. The purchase order will contain details that will include the required
products or service, the quantity of the products needed, and the price agreed to by
the client and the vendor. As well as the products, quantity and price, the purchase
order usually contains the purchase order number, the order date, delivery address
and terms.
Purchase orders are used to communicate the request to the vendor and to give the
vendor a written confirmation of the request. Depending on the legal jurisdiction
involved, the purchase order can be considered a legal and binding document.
In some cases, the purchase order does not specify the specific item number, but
rather gives a detailed description of the item. This occurs where the material number
does not exist or when the customer does not know the material number.
The purchase order can be created without any other specific purchase-related
documents being created. For instance, a purchase order can be created from a
quotation.
26.1
Convert RFQ to Purchase Order
To create a purchase order from an RFQ, the purchasing user can use the new
EnjoySAP transaction or via the navigation path.
Menu Path
: Purchasing  Purchase Order  Create Purchase Order
(ME21N)
Transaction code : ME21N
Trigger:
Request For Quotation Exist.
Business Process Procedure Overview
A quotation had been selected and those that did not meet the cut had been
diligently rejected by the Purchasing Dept.
Figure 1.1
Detail screen from EnjoySAP transaction ME21N
Title Bar
Application Toolbar
Header
Item Overview
Item Detail
The new EnjoySAP transaction allows the purchasing user to enter most of the
information in one location. The left column of the screen can be used to select
purchase orders and quickly see the purchasing information. The line detail and
header detail can be seen on the one screen, and these can be minimized to make the
screen clearer.
26.1.1 Using Document Overview
Click on the Document Overview button
Overview.
to display the Document
By clicking on the selection variant icon
, the selection list of document for
retrieval can be chosen. In the case of conversion of RFQ to Purchasing Order, select
the Request for quotations.
Figure 1.2
Selection Variant screen
Enter the information accordingly per your search criteria.
SAP Screen Input field
Sample Value
Comments
Plant
Purchasing Group
2401
010
Agency Specific
Purchasing Group
This is the list of RFQ items that is retrieved.
To create item from the list, select on the item and click on the
to adopt from the
RFQ to the Purchase Order. To select multiple, simply hold on the [Shift] button on
the keyboard and use the mouse to select multiple.
The items will be populated with the RFQ item details and the purchase order can
save to complete the creation.
Take note of the PO number after saving at the bottom left of the screen.
This is the ‘PO number’ created.
26.2
Create Purchase Order from Scratch
The transaction code and navigation path is the same as creating a PO referencing an
RFQ.
Menu Path
: Purchasing  Purchase Order  Create Purchase Order
(ME21N)
Transaction code : ME21N
Trigger:
Purchase Order created.
Business Process Procedure Overview
Purchase Order is the document raised when the purchase is going to be made for
particular items to a vendor.
Tips and Tricks:
If the Item Overview is missing, click on the
again.
to display it in full view
This is the ‘Item Overview’ fieldname.
26.2.1 Order Type
Figure 1.3
Header Details screen
There are several document types created for GOM. Select the correct order type
when creating a purchase order.
Document
Type
POFT
POCS
POIR
Description
PO MoFT
PO Maldives
Custom
PO DIR
Scope
Ministry of Finance and Treasury
Customs
Department of Inland Revenue
26.2.2 Organizational Data
Organization data contains mandatory fields which need to be entered accordingly.
SAP Screen Input field
Purchasing Org
Purch Group
Company Code
Sample Value
2401
010
GOM
Comments
Agency Specific
Purchasing Group
Company code for billing purposes
26.2.3 Header Texts
This tab can input more detail information for the Purchase Order.
26.2.4 Item Overview Section
At the item overview screen, enter all the necessary information accordingly. Table
below displays the possible entries in the item overview section of a purchase order.
SAP Screen Input field
Sample Value
10
K
Comments
Item Number
‘ ‘ (Blank) -- Standard
K – Cost Cente
P – Project
A – Asset
‘ ‘ (Blank) – Standard
ST-B0001-B02
Binding Comb
20
Depends on material
30/11/2008
120
MVR
Food & Drink
2401 – MoFT
2404 – Customs
2405 – DIR.
0001
D – Service
Material Used
Description for material
Purchasing Quantity
Unit of Measurement
Delivery Date
Net Price of material
Currency
Plant
Storage Location
Account Assignment Category
It is possible to assign a single account code or a number of account codes to a
purchase order. Assigning account information describes how the purchased material
is being used, such as fulfilling a sales order or consumption by a cost center. The
account assignment also determines what accounts are to be charged when the goods
receipt has been posted or the invoice received.
A number of account assignment categories can be used in the purchase order.
Account Assignment Category ‘A’ – Asset
If the Account Assignment is ‘A’, the asset number entry is mandatory. Press Enter
and most fields will be populated. Go to the item detail and enter the Asset number in
the Account Assignment Tab. Press Enter and carried on to enter the rest of the
information.
Asset Number
Selection Variant
SAP Screen Input field
Sample Value
10
A
Comments
Item Number
‘ ‘ (Blank) -- Standard
K – Cost Cente
P – Project
A – Asset
‘ ‘ (Blank) – Standard
SP-04-00002
Keyboard Computer
1
Depends on material
08/10/2008
700
MVR
IT Spare part
2401 – MoFT
2404 – Customs
2405 – DIR.
D – Service
Material Used
Description for material
Purchasing Quantity
Unit of Measurement
Delivery Date
Net Price of material
Currency
Plant
0001
Storage Location
Click on the ‘Selection Variant’ to search for the Asset number required if necessary.
This is the list of Asset Number found
Account Assignment Category ‘P’ – Project
Material or Service to be purchase for Project will have to be charged using this
account assignment.
If the Account Assignment is ‘P’, the WBS element entry is mandatory. WBS
element is generated by Finance team. In cases where new WBS element is required,
raise the request to Finance
SAP Screen Input
field
Item Overview:
Sample Value
10
P
ST-B0001-B02
Binding Comb
20
Depends on material
30/11/2008
120
MVR
Binding Material
2401
0001
Comments
Item Number
Account Assignment
‘ ‘ (Blank) – Standard
D – Service
Material Used
Description for material
Purchasing Quantity
Unit of Measurement
Delivery Date
Net Price of material
Plant
Storage Location
WBS Element
SAP Screen Input
field
G/L Account
WBS Element
Sample Value
Comments
222001
B-01-REP-ROD
Acquire from Finance
Acquire from Finance
Click on the ‘Selection Variant’ for WBS Element and put in the WBS Element. You
may use * wildcard as the suffix or prefix.
Select from the list the appropriate WBS Element for charging of the cost.
This will complete the line item for the Purchase Order. If necessary carried on to
enter the rest of the information.
Account Assignment Category ‘K’ – Cost Center
If the Account Assignment is ‘K’, the cost center entry is mandatory. The Finance
department will provide the cost center to the type of purchase required. Select and
enter the cost center accordingly. If necessary carried on to enter the rest of the
information.
SAP Screen Input
field
Item Overview:
Sample Value
10
K
ST-B0001-B02
Binding Comb
20
Depends on material
30/11/2008
200
MVR
Binding Material
2401
0001
SAP Screen Input
field
G/L Account
Cost Center
Item Category is ‘D’
Comments
Item Number
Account Assignment
‘ ‘ (Blank) – Standard
D – Service
Material Used
Description for material
Purchasing Quantity
Unit of Measurement
Delivery Date
Net Price of material
Plant
Storage Location
Sample Value
Comments
222001
C24011001
Acquire from Finance
Acquire from Finance
Note that if the purchase of material the item category is left blank. Else is the
purchase is for service, item category ‘D’ will be entered and the below screen will
appear.
Click on the ‘Selection Variant’ for the Service Number and put in the necessary
search information. You may use * wildcard as the suffix or prefix.
Select the required Service.
The account assignment screen will prompt and the G/L account and Cost Center will
need to be provided.
SAP Screen Input field
Sample Value
G/L Account
222001
Cost Center
Comments
G/L Account for the service
to be charge.
Cost Center for the Service
to be charge.
After the Service Tab is filled up, you will also see a change in the account
assignment tab.
Account Assignment Tab for Service.
Item Detail
Item selection
The Item detail displays the detail information about individual item that is shown in
the ‘Item Overview’. User can use the
button to select or click on the
button
to select from the drop-down list.
Material Data
This tab will show the material’s detail information for the line item.
Quantities/Weights
This tab will display the quantity order and the auto calculation of the weight of the
total quantity order for the line item. Always verify the quantity conversion factor if
the order unit of measure is different from the order price unit of measure.
Delivery Schedule
This tab will record the delivery schedule for the line item.
Delivery
Goods Receipt indicates that a goods receipt must be processed before payment can
be made to vendor.
Invoice
Invoice receipt indicates that the receipt must be processed before payment can be
made to vendor.
Texts
Item information like model number, colour, sizes, etc. can be entered here.
Delivery Address
This Tab indicates where the delivery address is to be made.
Enter the Net Price
Go to the item detail’s Conditions Tab to enter the price as follow. The price will
then appear on the item overview as the net price. Any changes to the item will
required a new input of the net price.
SAP Screen Input field
26.3
Sample Value
PB00
As Required
Comments
Condition Type
Amount
Save the Purchase Order
Click on the
to save the purchase order. Take note of the PO number after saving
at the bottom left of the screen.
This is the ‘PO number’ created.
27
CHANGE PURCHASE ORDER
Once a purchase order has been created there may be an occasion where the
purchasing department needs to modify the purchase order. This may be due to a
change of vendor, a change in the material quantity required or removal of a line item
altogether.
Apart from changes to a line item, the purchasing department can add a purchase
order line for another material or delete a line item.
Once a purchase order is changed, it will have to be re-sent to the vendor. The
purchase order should be forwarded to the vendor by email. However, if the vendor
has already delivered an amount against the purchase order, the purchasing
department will not be able to reduce the ordered quantity below that which the
vendor has already delivered.
Menu Path
: Logistics  Materials Management  Purchasing  Purchase
Order  Change
Transaction code : ME22N
Trigger:
Purchase Order Exist.
Business Process Procedure Overview
When the hardcopy invoice received from the vendor is different from the purchase
order price, modify the purchase order price accordingly to match the invoice.
27.1
Retrieve the Purchase Order
The display will always show the last document selected. If the displayed PO is not
the PO acquired, click on
accordingly.
button. Enter the purchase order number
This is the ‘Select Document’ screen.
Figure 2.1
Purchase Order display screen
Click on
button to go into ‘Change Purchase Order’ screen.
Figure 2,2
Purchase Order change screen
For Changing PO, the following fields can be changed:
SAP Screen Input field
Sample Value
PO Quantity
As Required
Net Price
Deliv. Date
As Required
As Required
Comments
Purchasing Order
Quantity
Net Price per Price Unit
Delivery Date
27.2
Add an Additional Purchase Order Line Item
If you want to have multiple items, you may add directly on the item list as shown.
The 2nd line item is newly added in the change mode and saves.
The ‘STATUS’ will show that the ordered amount is 2566 MVR now.
27.3
Cancel a Purchase Order Line Item
The Purchasing department may decide to cancel a line item. To delete PO, at the
‘Change Purchase Order’ screen: Click the first column button to select the line item
then click on the
to delete.
This is the ‘Delete item’ screen.
Press Enter to confirm deletion.
The bin in the item 2 line indicates that the line item is deleted. Saving the Purchase
Order will confirm on the deletion.
The status will show that the ordered amount is 2,400 MVR now.
Once the line item has been cancelled, the purchasing department needs to contact
the vendor to inform them in the change in the purchase order.
27.4
Block Purchase Item
The purchasing department may wish to block a purchase order after it has been
created. This will stop any relevant goods receipt fot the relevant line item. To block
PO, at the ‘Change Purchase Order’ screen: Click the first column button to select the
line item then click on the
27.5
button to block.
Undo Block/Delete Purchase Item
Select the line item to undo and click on the
icon.
28
CLOSING SHORT A LINE ITEM
All purchase order line items can be closed if there are no more receiving to be done.
A purchase order is closed automatically by the system when the goods receipt
quantity matches the purchase order quantity. However, a purchase order line item
can be closed manually even when it is only partially received.
Menu Path
: Purchasing  Purchase Order  Change Purchase Order
(ME22N)
Transaction code : ME22N
Step 1
Select the purchase order to close short. On the item details, select the Delivery tab.
Step 2a
Check the Delivery Complete Indicator,
for goods receipt to be performed,
Step 2b
Select the Quantities/Weights tab.
, and input the latest date
.
Modify Order quantity,
goods receipt quantity.
to match the
Step 3
Save the purchase order by clicking on the save button,
on the menu bar.
29
OUTPUT MESSAGES
Messages can be processed either by a scheduled batch job or manually. Messages
produced by purchasing documents can be processed by transaction code or via a
navigation path.
Menu Path
: Purchasing  Purchase Order  Change Purchase Order
(ME22N)
Transaction code : ME22N
Trigger:
Purchase Order Exist.
Business Process Procedure Overview
Purchase Order in PDF format was not received in the specified mailbox.
If the Purchase Order is not received by the specified user, go to transaction ME22n
and call out the specific PO number. In the application toolbar, click on the
[Messages] button.
In the screen below, we can see that the output has failed with the status in Red.
To perform a resend, select the line and click on the [Repeat output] button.
A new output will be generated and the status will turn from amber to green if the
output is successful.
30
APPROVAL FOR PURCHASE ORDER
The approval process is to certify that the purchase has been approved by the department
for further processing to forward to the vendor.
30.1
Approving a Purchase Order using Individual Release Transaction
The transaction code and navigation path as follow:Menu Path
: Purchasing  Purchase Order  Release Individual
Release(ME29N)
Transaction code
: ME29N – Individual Release
Trigger:
Purchase Order is ready for approval.
Business Process Procedure Overview
After the purchase order is created by the purchasing staff, it is ready for approval. The Financial
Delegates will perform the AVC for the purchase and will use this transaction approval the first level
of the PO. After that the Puchasing Officer can use the same transaction to approve the purchase
requisition.
Tips and Tricks:
Click on the
button retrieve a different document for purchase requisition or purchase
order. By selecting the radiobutton below will change the output as well.
30.1.1 Individual Release
Figure 1.1 Release PO Screen.
This is the Individual Release screen.
The Financial Delegates will perform the first level of release, by clicking on the
release the Purchase Order. Fig.1.2 shows the person suppose to release.
Figure 1.2 Release of the first level.
After performing the above, the screen changes to what is shown Fig 1.3.
Figure 1.3 Release of the second level.
to
Figure 1.5 Purchase Order Released.
From the release indicator field, the blue coloured words states that the PO is released as
shown in Fig.1.5.
The message also shows that the release code 2P is effected.
30.2
Approving a Purchase Order using Collective Release Transaction
A collective release of purchase order allows several purchase order to be approved
simultaneously and is executed when several orders sharing similar criteria must be
released. A collective release of purchase order functions similarly to list display
transactions. Selection criteria, such as the release code, purchasing group and plant, are
entered in the initial screen. All purchase order meeting the selection criteria are displayed.
The transaction code and navigation path as follow:Menu Path
: Purchasing  Purchase Order  Release Collective Release(ME28)
Transaction code
: ME28 – Collective Release
Trigger:
Purchase Order is ready for approval.
Business Process Procedure Overview
After the purchasing order is created by the purchasing staff, it is ready for approval. The
Purchasing Officer will use this transaction to approve a series of purchase Order.
Tips and Tricks:
30.2.1 Collective Release
Figure 1.5 Collective Release Screen.
The above release screen shows the list of selection criteria for listing the Purchase Order to
be release.
SAP Screen Input field
Release Code
Release Group
Purchasing Organisation
Sample Value
2O
02
2401
Comments
Release Code
Release Group
Agency Specific
Entered the above and click on the execute button to process.
A list will appear to show the available purchase requisition awaiting for approval.
Select the line to be release, and click on the Release button to perform the release of the
purchase order. Notice the release option for that line has change from Release possible to
Release Set. If there are more release to be done simply repeat the steps. Else if there is a
need to cancel the release, select the item and click on the Cancel Release button.
After the selection is done, click on the
save button to confirm the release. In this way,
more than one line can be selected for the release at the same time. Repeat the process for
the Approval having the release code of 2P.
GOM SAP Training Material – MM Goods Receipt
TABLE OF CONTENTS
1.
GOODS RECEIPT
1.1
Goods Receipt against a Purchase Order
1.1.1
Retrieve PO for Goods Receipt transaction
1.1.2
Good Receipt details
1.1.3
Posting the Goods Receipt
2.
RETURN TO VENDOR
2.1
Display of Material Document
2.1.1
Retrieve Material Document
2.1.2
Enter the Quantity for return
2.1.3
Reason for movement
3.
SUBSEQUENT DELIVERY
3.1
Display of Material Document
3.1.1
Retrieve Material Document
3.1.2
Enter the Quantity for return
4.
MATERIAL DOCUMENT
147
147
149
150
152
154
154
155
156
156
158
158
158
158
160
4.1
Display of Material Document
4.1.1
Retrieve Material Document
160
161
4.2
Cancellation of Material Document
4.2.1
Retrieve the Material Document
162
164
31
GOODS RECEIPT
Goods receipts are mainly used for receipt of spares and stores from an external
vendor via a purchase order (PO) or receipt of service performed by a broker or any
other parties. Goods receipt is important to post the value of materials or services to
the vessel accounts.
A goods receipt can be defined as GOM’s formal acceptance of material were
received from a vendor against a purchase order. Once the material is received and
the transaction completed, the value of the material is posted to the general ledger
and the stock level is updated in the system.
Goods Receipt against a Purchase Order
Menu Path
: Material
Management
Purchasing
Inventory
Management Goods Movement  Goods Receipt for
Purchase Order (MIGO / MIGO_GR)
Transaction Code
: MIGO / MIGO_GR
Trigger:
Upon receipt of invoice.
Business Process Procedure Overview
A goods receipt transaction is used to receive material via purchase order. Good
receipt will also increase the stock level.
1.1.7 Retrieve PO for Goods Receipt transaction
SAP Screen Input field
Purchase Order
GR goods receipts
Sample Value
2401080136
101
Comments
Press Enter after entering the Purchase Order number and GR goods receipts number.
All the line items belonging to the Purchase Order will be listed. If the item is
received and checked OK, purchaser can check on the item ok for a particular item
received.
1.1.8 Good Receipt details
SAP Screen Input field
Item OK
Row
Sample Value
X
1
Comments
Checked on the box
Line Item
Notice that the ‘OK’ column for that particular line item is also mark, indicating that
the item is verified OK. If there are more than one item in the Purchase Order, enter
line number in the Row and click on the
to find the line item.
1.1.9 Posting the Goods Receipt
After the all the line item is checked, posting of the goods receipt can be done by
clicking on the [Post] button.
“Material Document 5000000120 posted”
Please note down the material document generated after a successful posting.
To verify that the posting is successful, use transaction ME23N to display the
purchase order used for the goods receipt and note that there is purchase order history
shown in the Item detail. It will display the goods receipt done on the purchase order
stating the material document.
Note: For every new goods receipt transaction, click on the [New] icon,
. If
this is not done, entering a subsequent PO number will append the
details in the same goods receipt session.
32
RETURN TO VENDOR
When goods of poor quality or defective are delivered, it can be return to the
supplier.
Display of Material Document
Menu Path
Transaction Code
Trigger:
: Material
Management
Purchasing
Inventory
ManagementGoods Movement  Goods Movement
(MIGO)
: MIGO
Return of goods required.
Business Process Procedure Overview
The return of the goods will be done using the same MIGO transaction against the
material document created.
1.1.10 Retrieve Material Document
Enter the Material Document Number. Press Enter to proceed.
1.1.11 Enter the Quantity for return
Select the item and enter the quantity for return. Check the “Item OK” checkbox to
confirm the return item.
After entering the return amount, perform a Check on the document to confirm
everything is OK. Post the document when it is ready. A material document will be
posted with the movement type 122.
1.1.12 Reason for movement
“Click save button” and it will display that the material document has been posted

The document can be referred to in the Purchase order history.
33
SUBSEQUENT DELIVERY
After the supplier has acquired the good quality goods, they will send in delivery
again.
Display of Material Document
Menu Path
Transaction Code
: Material
Management
Purchasing
Inventory
ManagementGoods Movement  Goods Movement
(MIGO)
: MIGO
Trigger:
Goods delivered again by the supplier.
Business Process Procedure Overview
The goods are delivered and the purchasing staff once again required to accept the
goods again.
1.1.13 Retrieve Material Document
Enter the Material Document Number. Press Enter to proceed.
1.1.14 Enter the Quantity for return
Select the item and enter the quantity for return. Check the “Item OK” checkbox to
confirm the return item.
After entering the receive amount, perform a Check on the document to confirm
everything is OK
Post the document when it is ready. A material document will be posted with the
movement type 101.
The document can be referred to in the Purchase order history.
34
MATERIAL DOCUMENT
The material document is the audit that describes the movements of the material
entered in the goods receipt. The material document is created during the posting of
the goods receipt.
Display of Material Document
When a goods receipt transaction is performed, the material document generated can
be displayed using a transaction or via the navigation path.
Menu Path
: Purchasing  Inventory Management Material Document
 Display Material Document (MB03)
Transaction Code
: MB03
Trigger:
Material document displayed.
Business Process Procedure Overview
For every goods movement, the SAP system can create two types of documents; a
material document and an accounting document.
1.1.15 Retrieve Material Document
Enter the Material Document Number and the year. Press Enter to proceed.
SAP Screen Input
field
Material Doc
Mater. Doc. Year
Sample Value
5000000122
2008
Comments
This is the ‘Display Material Document: Overview’ screen.
The Material Document will show the posting information and item received.
Cancellation of Material Document
A goods receipt by mistake can be reversed. Likewise, to re-open a purchase order,
the goods receipt transaction will also need to be reversed.
Menu Path
: Purchasing  Inventory Management
Document Cancel/Reverse (MBST)
Transaction Code
: MBST
Material
Trigger:
Mismatch of invoice against PO or genuine goods receipt error.
Business Process Procedure Overview
Good Receipt can be cancelled if it is found to be posted wrongly or goods are found to
have problem after receiving.
1.1.16 Retrieve the Material Document
SAP Screen Input field
Material Doc
Mater. Doc. Year
Defaults for Document
Items:
Reason for Mvmt
Sample Value
5000000122
2008
Comments
Any Reason Code that is
applicable
Refer to reason code list
in 3.
Reason for Movement
Click on the selection variant icon beside the field of the reason for movement and
the list below will appear.
Select the reason for cancelling the goods receipt and click on
cancel the item.
to
User may put in any further information in the Text field and click on the
adopt.
to
Click on
to save the cancellation. Take note of the material document posted after
the save is done.
GOM SAP Training Material – MM Goods Issue
TABLE OF CONTENTS
1.
GOOD ISSUE
169
1.1
Create a Reservation
1.1.1
Create a reservation transaction
1.1.2
Create Reservation details using Collective Processing
1.1.3
Create Reservation details using Individual Item Processing
169
171
172
173
1.2
Change a Reservation
1.2.1
Change the Quantity Reserved
175
177
1.3
Display a Reservation
1.3.1
View the reservation details
178
180
1.4
Goods Issue against a reservation
1.4.1
Create a Good Issue
1.4.2
Retrieve PO for Goods Issue transaction
1.4.3
Goods Issue details
1.4.4
Posting the Goods Issue
181
182
182
183
184
1.5
Goods Issue for scrapping
1.5.1
Create a Good Issue for scrapping
1.5.2
Enter Accounting Information
185
186
187
1.6
Goods Issue for sampling
1.6.1
Create a Good Issue for Sampling
1.6.2
Enter Accounting Information
189
190
191
35
GOOD ISSUE
A goods issue (GI) is a goods movement with which a material withdrawal or
material issue, a material consumption, or a shipment of goods to a customer is
posted. A goods issue leads to a reduction in warehouse stock.
A goods issue can be defined as GOM’s formal issue that goods or services were
issue for consumption against a reservation. Once the material is issue and the
transaction completed, the stock is being reduce from the warehouse stock.
Create a Reservation
The purpose of a reservation is to ensure that a material will be available when it is
needed. It is also to simplify and accelerate the goods issue process and to prepare
the tasks at the point of goods issue.
Menu Path
Transaction Code
: Logistics

Materials
ManagementInventory
Management Reservation Create
: MB21
Trigger:
Upon receipt of goods requisition form.
Business Process Procedure Overview
A goods issue transaction is used to issue material via reservation.
Dept. Staff
Dept. Head
1. Fill in Goods
Requisition Form
2. Approve
Goods
Requisition Form
Store
Head
3. Approve
Goods
Requisition Form
Store
Staff
4. Create
Reservation
5. Goods Issue
refer to
Reservation
1.1.17 Create a reservation transaction
SAP Screen Input field
Base date
Sample Value
Default
Movement Type
201
R/O/D
R
R
R
Plant
2401
Comments
Default as today’s date
Consumption for cost
center from warehouse
In
the
case
of
MOFT(2401),
Custom(2404)
and
DIR(2405).
Press Enter after entering the above and the screen in item 1.1.2 will appear.
1.1.18 Create Reservation details using Collective Processing
SAP Screen Input field
G/L Account
Sample Value
222001
Business Area
2400
Cost Center
Goods Recipient
c24011001
R/O/D
R
R
R
O
Comments
It
will
change
according to the Cost
Center
The recipient’s name
As the movement type selected is to consume the material from a particular cost
center, the financial information is required.
SAP Screen Input field
Sample Value
Material
ST-P0001-P01
Quantity
UnE
Plnt
1
BOX
2401
SLoc
0001
R/O/D
R
R
R
R
R
Batch
M
X
R
Comments
The material that you
required to issue
Quantity of issue
Unit of Measure
Issuing Plant
Issuing
Storage
Location
Not used
Checkbox.
Goods
movement are allowed
After entering the above, click on the
or hit on ‘Enter’ button to validate the
screen and then click on the
‘Save’ button to save the reservation.
1.1.19 Create Reservation details using Individual Item Processing
Select GotoDetails from item… and the below screen will appear. The
information here is similar to that in the collective processing except for the ability to
input text for the issuing material.
SAP Screen Input field
Text
Sample Value
R/O/D
O
Comments
Anything relevant to
the reservation.
After entering the above, click on the
or hit on ‘Enter’ button to validate the
screen and then click on the
‘Save’ button to save the reservation.
Once save the reservation document number will be created.
Change a Reservation
Menu Path
Transaction Code
: Logistics

Materials
ManagementInventory
Management Reservation Change
: MB22
Trigger:
Reservation required changes.
Business Process Procedure Overview
If there is a need to change the quantity to be issued, we can invoke the change
transaction for the existing reservation.
SAP Screen Input field
Sample Value
Reservation
0000000101
R/O/D
R
Comments
Reservation
number
that requires changes
Enter the reservation number that requires changes and click on the
‘Enter’
button.
or hit on
1.1.20 Change the Quantity Reserved
SAP Screen Input field
Quantity
Sample Value
1
FIs
X
D
X
R/O/D
R
O
Comments
Change if required
This indicator will be
check automatically if
the Final Issue for this
reservation is done
This
the
deletion
indicator for unwanted
reserve item.
Change the quantity of items reserved if required and then click on the
button to save the reservation.
Note: No other information on the reservation may be changed.
‘Save’
Display a Reservation
Menu Path
Transaction Code
: Logistics

Materials
ManagementInventory
Management Reservation Display
: MB23
Trigger:
Display a reservation.
Business Process Procedure Overview
If there is a need to view the reservation, we can invoke the display transaction for the
existing reservation.
SAP Screen Input field
Sample Value
Reservation
0000000101
R/O/D
R
Enter the reservation number for display and click on the
button.
Comments
Reservation number for
display
or hit on ‘Enter’
1.1.21 View the reservation details
Note: No changes can be make on the display screen.
Goods Issue against a reservation
Menu Path
Transaction Code
: Purchasing  Goods Issue  Goods Issue (MIGO /
MIGO_GI)
: MIGO / MIGO_GI
Trigger:
Upon creation of a reservation.
Business Process Procedure Overview
A goods issue transaction is used to issue material via reservation.
1.1.22 Create a Good Issue
Invoke the transaction and the screen above will appear.
1.1.23 Retrieve PO for Goods Issue transaction
SAP Screen Input field
Sample Value
Reservation
0000000101
Movement Type
201
Enter the above and click on the
R/O/D
R
R
or hit on ‘Enter’ button.
Comments
Reservation number for
Goods Issue
GI for cost center
Note: The difference of using MIGO and MIGO_GI is that the transaction
MIGO_GI is specially catered for Goods Issue. Assure that the selection is the
same as the above screen for reservation.
1.1.24 Goods Issue details
The above shows that the item information has been adopted from the reservation.
SAP Screen Input field
Item OK
Row
Sample Value
X
1
Comments
Checked on the box
Line Item
Notice that the ‘OK’ column for that particular line item is also mark, indicating that
the item is verified OK. If there are more than one item in the Purchase Order, enter
line number in the Row and click on the
to find the line item. Alternatively, the
other line items can be mark on the ‘OK’ column itself.
1.1.25 Posting the Goods Issue
Click on the
[Check] button to validate that the document is ready for
posting. Once OK the below message will be prompted, else the error message will
be prompted.
After the all the line item is checked, click on the posting of the goods issue can be
done by clicking on the
[Post] button. The below message shows that the
posting was done successfully and a material document was generated.
Once the goods issue is done, the stock has been reduce from the warehouse stock.
This may be check using the Stock Overview transaction(MMBE). If the reserve
quantity has been issue in full, the the Final Issue indicator in the reservation will be
checked.
Goods Issue for scrapping
Menu Path
: Inventory Management Goods Issue (MB1A)
Transaction Code
: MB1A – Goods Issue
Trigger:
Upon receiving request for scrapping material.
Business Process Procedure Overview
You might scrap a material if you cannot use it any more, for example because:



the quality has been reduced due to long storage time
it is out of date
the material has been destroyed
A scrapping has the following results in the system:


the relevant stock is reduced
the value of the scrapped material is posted from the stock account to a scrap
account

the costs of the scrapped material are assigned to the cost center specified.
1.1.26 Create a Good Issue for scrapping
SAP Screen Input field
Movement Type
Plant
Storage Location
Sample Value
551
2401
0001
Reason for Movement
As Required
R/O/D
R
R
R
O
Comments
GI for cost center
Agency Specific
Agency Specific
Pick from the
provided
list
Invoke the transaction and the screen above will appear. Enter the information as
above and press Enter to continue.
1.1.27 Enter Accounting Information
SAP Screen Input field
Sample Value
G/L Account
222001
Business Area
Cost Center
Recipient
Items :
Material
Quantity
UnE
2400
C24011001
R
R
O
ST-P0001-P01
1
BOX
R
R
R
O
Batch
Enter the above and click on the
R/O/D
R
Comments
Scrap
Account/Required from
FI
Agency Specific
Required from FI
Whomever is receiving
Material for scrapping
Quantity to scrap
Unit of material
If material has batch
number
or hit on ‘Enter’ button.
When all information is ready, the scrapping process will be complete by saving this
document. The material document generated is as below.
Note : The reversal movement for scrapping is 552. ( Refer to GR handout for
cancellation of material movement.)
Goods Issue for sampling
Menu Path
Transaction Code
: Inventory Management Goods Issue(MB1A)
: MB1A – Goods Issue
Trigger:
Upon receiving request for sampling material.
Business Process Procedure Overview
Drawing a samples is a goods movement that has usually to do with quality
inspection. Often, only a small subset of the total quantity is actually inspected.
1.1.28 Create a Good Issue for Sampling
SAP Screen Input field
Movement Type
Plant
Storage Location
Sample Value
333
2401
0001
Reason for Movement
As Required
R/O/D
R
R
R
O
Comments
GI for cost center
Agency Specific
Agency Specific
Pick from the
provided
Invoke the transaction and the screen above will appear. Enter the information as
above and press Enter to continue.
list
1.1.29 Enter Accounting Information
SAP Screen Input field
Sample Value
G/L Account
222001
Business Area
Cost Center
Recipient
Items :
Material
Quantity
UnE
2400
C24011001
Mujuthaba
R
R
O
ST-P001-P01
1
BOX
R
R
R
O
Batch
Enter the above and click on the
R/O/D
R
or hit on ‘Enter’ button.
Comments
Scrap
Account/Required from
FI
Agency Specific
Required from FI
Whomever is receiving
Material for scrapping
Quantity to scrap
Unit of material
If material has batch
number
SAP Training Material – MM Purchase Requisition
When all information is ready, the scrapping process will be complete by saving this
document. The material document generated is as below.
Note : The reversal movement for scrapping is 334. ( Refer to GR handout for
cancellation of material movement.)
TABLE OF CONTENTS
1.
PURCHASE REQUISITION CREATION
194
1.2
Create Purchase Requisition with reference to the Manual Form
1.2.1
Header Texts
1.2.2
Item Overview Section
1.2.3
Account Assignment Category
1.2.4
Item Detail
1.2.5
Material Data
1.2.6
Quantities/Weights
1.2.7
Valuation
1.2.8
Source Determination
1.2.9
Status
1.2.10
Contact person
1.2.11
Texts
1.2.12
Delivery Address
194
196
196
198
205
206
206
206
207
207
208
208
208
1.3
Save the Purchase Requisition
209
2.
CREATE PURCHASE REQUISITION FROM ANOTHER PURCHASE REQUISITION
210
2.2
Using Document Overview
3.
CHANGE PURCHASE REQUISITION
3.2
Retrieve the Purchase Requisition
214
3.3
Add an Additional Purchase Requisition Line Item
216
3.4
Cancel a Purchase Requisition Line Item
217
4.
DISPLAY PURCHASE REQUISITION
4.2
Purchase Requisition Item Status
5.
APPROVAL FOR PURCHASE REQUISITION
5.2
Approving a Purchase Requisition using Individual Release Transaction
219
5.3
Approving a Purchase Requisition using Collective Release Transaction
222
210
214
218
219
219
36
PURCHASE REQUISITION CREATION
Purchase requisitions are internal documents that use to request your purchasing department
to procure a particular quantity of a material or a service for a particular date.
In some cases, the purchase requisition does not specify the specific item number, but rather
gives a detailed description of the item. This occurs where the material/service number does
not exist in the system.
Dept. Staff
Dept. Head
1. Fill in
Requisition Form
36.1
2. Approve
Requisition Form
Purchasing
Dept. Staff
3. Create Purchase
Requisition
Requisition
Officer
4. Approve
Purchase
Requisition
Create Purchase Requisition with reference to the Manual Form
The transaction code and navigation path is:
Menu Path
: Purchasing  Purchase Requisition  Create Purchase Requisition
(ME51N)
Transaction code : ME51N
Trigger:
Purchase Requisition created.
Business Process Procedure Overview
All purchase requisitions will be created from the approved manual requisition form
to the purchasing department
Tips and Tricks:
Figure 1.1
Detail screen from EnjoySAP transaction ME51N
Title Bar
Application Toolbar
Header
Item Overview
Item Detail
The new EnjoySAP transaction allows the purchasing user to enter most of the information in
one location. The left column of the screen can be used to select purchase orders and quickly
see the purchasing information. The line detail and header detail can be seen on the one
screen, and these can be minimized to make the screen clearer. In Figure 1.1, the purchasing
user has chosen to display the purchase header detail, but the line-item detail is filtered out.
SAP Screen Input field
Header:
Header note
Sample Value
Free text
If the Item Overview is missing, click on the
Requisition Type
Figure 1.3
Header Details screen
Comments
Anything relevant to the overall
purchase can be entered.
to display it in full view again.
There are several document types created for Titan. Select the correct order type when
creating a purchase order.
Document
Type
PRFT
PRCS
PRIR
Description
PR MoFT
PR Maldives
Custom
PR DIR
Scope
Ministry of Finance and Treasury
Customs
Department of Inland Revenue
36.1.1 Header Texts
This tab can input more detail information for the Purchase Requisition.
36.1.2 Item Overview Section
At the item overview screen, enter all the necessary information accordingly. Table below
displays the possible entries in the item overview section of a purchase order.
This is the ‘Item Overview’ fieldname.
SAP Screen Input field
Sample Value
10
‘ ‘ (Blank) -- Standard
K – Cost Cente
P – Project
A – Asset
‘ ‘ (Blank) – StandardMaterial
D – Service
ST-P0001-P01
Paper 4A ( White)
20
BOX
11/30/2008
Paper
2401 – MoFT
2404 – Customs
2405 – DIR.
Name of the Storage
Location at which
Comments
Item Number
The Account Assignment
Category determines what
type of accounting
assignment data is required
for purchase requisitions.
The
item
category
determines
how
the
procurement of a material
or service item is
controlled.
Material Used
Description for material
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory. The plant is the
agency
where
the
requisition is requested
As Required
materials are stored.
There can be one or
more storage locations
within a plant.
010
Mujuthaba
2401 – MoFT
2404 – Customs
2405 – DIR
36.1.3
Mandatory. The purchasing
group number is the number
for the purchaser of the item
As Required. This field is a
free form field that allows
the purchasing user to add
the requisitioners name in
order to search and order
the purchase requisitions.
Mandatory.
The
purchasing
organisation
is
the
where
the
procurement process is
performed
within
the
Enterprise.
Account Assignment Category
It is possible to assign a single account code or a number of account codes to a purchase order.
Assigning account information describes how the purchased material is being used, such as
fulfilling a sales order or consumption by a cost center. The account assignment also
determines what accounts are to be charged when the goods receipt has been posted or the
invoice received.
A number of account assignment categories can be used in the purchase order.
Account Assignment Category ‘A’ – Asset
If the Account Assignment is ‘A’, the asset number entry is mandatory. Press Enter and most
fields will be populated. Go to the item detail and enter the Asset number in the Account
Assignment Tab. Press Enter and carried on to enter the rest of the information.
Asset Number
Selection Variant
Click on the ‘Selection Variant’ to search for the Asset number required if necessary.
Note: if the Asset is not maintained in the Asset Master, it is not possible to purchase the
Asset.
This is the list of Asset Number found
Account Assignment Category ‘P’ – Project
If the Account Assignment is ‘P’, the WBS element entry is mandatory. WBS element is
generated by Finance team. In cases where new WBS element is required, raise the request to
Finance.
Click on the ‘Selection Variant’ for WBS element and put in the necessary search
information. You may use * wildcard as the suffix or prefix.
Select the WBS Element that is relevant to the purchase.
This will complete the line item for the Purchase Requisition. If necessary carried on to enter
the rest of the information.
Account Assignment Category ‘K’ – Cost Center
If the Account Assignment is ‘K’, the cost center entry is mandatory. The Finance department
will provide the cost center to the type of purchase required. Select and enter the cost center
accordingly. If necessary carried on to enter the rest of the information.
Item Category is ‘D’
Note that if the purchase of material the item category is left blank. Else is the purchase is for
service, item category ‘D’ will be entered and the below screen will appear.
Click on the ‘Selection Variant’ for the Service Number and put in the necessary search
information. You may use * wildcard as the suffix or prefix.
Select the required Service.
The account assignment screen will prompt and the G/L account and Cost Center will need to
be provided.
SAP Screen Input field
Sample Value
G/L Account
222001
Cost Center
C24011001
Comments
G/L Account for the
service to be charge.
Cost Center for the
Service to be charge.
After the Service Tab is filled up, you will also see a change in the account assignment tab.
Account Assignment Tab for Service.
36.1.4 Item Detail
Item selection
The Item detail displays the detail information about individual item that is shown in the ‘Item
Overview’. User can use the
button to select or click on the
button to select from the
drop-down list.
36.1.5 Material Data
The Material data tab here contains the Material group and the short text in the item overview.
36.1.6 Quantities/Weights
This tab displays the Quantity required and the delivery date.
36.1.7 Valuation
This tab displays the valuation price. Goods receipt and Invoice receipt is require for
completing the requisition.
SAP Screen Input
field
Valuation Price
Sample
Value
1
Comments
Just specified 1 for the
purchase of non-valuated
material.
36.1.8 Source Determination
Click on the
available source of supply.
[Assign Source of Supply] button to search for
If the screen above has appeared, it means that there is a fixed vendor being identified for the
material.
If the screen above has appeared, it means that there are not fixed vendor. User may perform a
selection from the list provided using several tools provided.
36.1.9 Status
This tab displays the status of the line item. It will change according to different progress of
the Purchase.
36.1.10
Contact person
This tab displays the detail information of person responsible. The Requisitioner is the person
requesting for the item while the Purchase Group is the name of the purchaser.
36.1.11
Texts
This tab is used to enter extra information pertaining to the item. Texts entered here will be
adopted by the Request For Quotation when it is created. Item note and Delivery Text is for
within PR usage only and whatever entered in Item Text will be converted to RFQ text during
conversion to Quotation. Material PO text is populated from the information about the
material in the material master.
36.1.12
Delivery Address
This tab indicates where the delivery address is to be made.
36.2
Save the Purchase Requisition
Click on the
to save the purchase order. Take note of the PO number after saving at the
bottom left of the screen.
This is the ‘PR number’ created.
 Purchase requisition Number 2401080061 created
37 CREATE PURCHASE REQUISITION FROM ANOTHER PURCHASE
REQUISITION
To create a purchase requisition from another Purchase Requisition, the purchasing user can
use the new EnjoySAP transaction or via the navigation path.
Menu Path
: Purchasing  Purchase Requisition  Create Purchase Requisition
(ME51N)
Transaction code : ME51N
Trigger:
Receive incoming Requisition form from Department Staff.
Business Process Procedure Overview
All purchase requisitions will be created from the approved manual requisition
form to the purchasing department.
37.1 Using Document Overview
Click on the Document Overview button
Overview.
to display the Document
By clicking on the selection variant icon
, the selection list of document for retrieval can
be chosen. Select Purchase Requisitions to select all PR in the system. Selecting My Purchase
Requisitions allow you to select only PR which was created by your Userid.
.
Figure 2.1
Selection Variant screen
Enter the information accordingly per your search criteria.
SAP Screen Input field
Plant
Purchasing Group
Purchasing Organisation
Sample Value
2401(MoFT)
010
2401(MoFT)
Comments
Agency Specific
Purchasing Group
Agency Specific
Double click on the PR you want to reference or click on the Adopt
button after
highlighting the PR. The details of the PR will be copied over accordingly
The items will be populated with the PR item details and the new purchase requisition can be
saved to complete the creation.
Take note of the PR number after saving at the bottom left of the screen.
This is the ‘PR number’ created.
38
CHANGE PURCHASE REQUISITION
Once a purchase requisition has been created there may be an occasion where the purchasing
department needs to modify the purchase requisition. Minimum information will be allowed
for modification after the Purchase requisition is release. This may be due to a change of
source, a change in the material quantity required or removal of a line item altogether.
Menu Path
: Purchasing  Purchase Requisition  Change Purchase Requisition
(ME52N)
Transaction code : ME52N
Trigger:
Purchase Requisition Exist.
Business Process Procedure Overview
The Purchase Requisition will then be created in the system. Purchasing user can
display and change the content of the purchase requisition if required.
38.1
Retrieve the Purchase Requisition
By default the last displayed document will be shown on the screen as you entered the
transaction. To call up the purchase requisition that is required, click on the
the purchase requisition number.
This is the ‘Select Document’ screen.
Figure 2.1
Purchase Requisition display screen
Click on
button to go into ‘Change Purchase Requisition’ screen.
icon to enter
Figure 2,2
Purchase Requisition change screen
For Changing PR, the following fields can be changed:
38.2
SAP Screen Input field
Sample Value
Comments
Delivery Date
As Required
Delivery Date
Add an Additional Purchase Requisition Line Item
If you want to have multiple items, you may add directly on the item list as shown.
The 2nd line item is newly added in the change mode and saves.
If the new material to be purchase is similar to the one of the previously line simply select the
line item to be copied and click on
to make the copy. After which you can proceed to do
modification on the new line item created.
38.3
Cancel a Purchase Requisition Line Item
The Purchasing department may decide to cancel a line item. To delete PR, at the ‘Change
Purchase Requisition’ screen: Click the first column button to select the line item then click
on the
to delete.
This is the ‘Delete item’ screen.
Press Enter to confirm deletion.
The bin in the item 10 line indicates that the line item is deleted. Saving the Purchase
Requisition will confirm on the deletion.
39
DISPLAY PURCHASE REQUISITION
Menu Path: Purchasing  Purchase Requisition  Display Purchase Requisition (ME53N)
Transaction Code: ME53N
Trigger:
Purchase Requisition Displayed.
Business Process Procedure Overview
Purchasing user can display and change the content of the purchase requisition if
required.
By default the last displayed document will be shown on the as you entered the transaction.
To call up the purchase requisition that is required, click on the
requisition number.
icon to enter the purchase
After entering the purchase requisition number, press enter or click on the [Other document]
button to display the document.
39.1
Purchase Requisition Item Status
For Purchase Requisition that had been processed, there will be some difference in the screen.
The ‘Status’ tab will display information like the Purchase Order number and the number of
line item and the goods receipt is done for how many item.
40
APPROVAL FOR PURCHASE REQUISITION
The approval process is to certify that the purchase has been approved by the department for
further processing into a Quotation or Purchase Order.
40.1
Approving a Purchase Requisition using Individual Release Transaction
The transaction code and navigation path as follow:Menu Path
:Purchasing  Purchase Requisition  Release Individual Release
(ME54N)
Transaction code : ME54N – Individual Release
Trigger:
Purchase requisition is ready for approval.
Business Process Procedure Overview
After the purchasing requisition is created by the purchasing staff, it is ready for approval.
The Requisition Officer will use this transaction to approve the purchase requisition.
Tips and Tricks:
Individual Release
This is the Individual Release screen.
Click on the
to release the Purchase requisition.
After performing the above, the screen changes to what is shown below. From the release
indicator field, the blue coloured words states that the PR is ready for conversion to a RFQ or
PO.
The message shows that the release code 1R is effected.
40.2
Approving a Purchase Requisition using Collective Release Transaction
A collective release of purchase requisitions allows several purchase requisitions to be
approved simultaneously and is executed when several requisitions sharing similar criteria
must be released. A collective release of purchase requisitions functions similarly to list
display transactions. Selection criteria, such as the release code, purchasing group and plant,
are entered in the initial screen. All purchase requisitions meeting the selection criteria are
displayed.
The transaction code and navigation path as follow:Menu Path
:Purchasing 
Release(ME55)
Purchase
Requisition

Release
Collective
Transaction code : ME55 – Collective Release
Trigger:
Purchase requisition is ready for approval.
Business Process Procedure Overview
After the purchasing requisition is created by the purchasing staff, it is ready for approval.
The Requisition Officer will use this transaction to approve a series of purchase
requisition.
Tips and Tricks:
Collective Release
The above release screen shows the list of selection criteria for listing the Purchase requisition
to be release.
SAP Screen Input field
Release Code
Sample Value
1R
Comments
Release Code
Release Group
Plant
01
2401
Release Group
Agency Specific
Entered the above and click on the execute button to process.
A list will appear to show the available purchase requisition waiting for approval.
Right click on the mouse button while positioning the cursor at the line and click on “Select”
or press F9 on the keyboard to select the line.
A tick will appear on those lines that are selected. By double-clicking on the line will show
the purchasing requisition itself to verification purpose.
After the selection is done, click on the
save button to confirm the release. More than one
line can be selected for the release at the same time.
 Once the line turn green in colour, the purchase requisition is released.