Manage Purchase Requisition Professional
Application component: Manage Purchase Requisitions – Professional
App type: Transactional
Line of business: Sourcing and Procurement
Leading industry: Cross Industry
Solution capability: Requirements Processing (S/4 CLD)
Scope items: Inbound Storage Tank Management - Process Manufacturing|Procurement of Direct Materials|Purchase Contract|Consumable Purchasing|Procurement of Services
Description:    Operational purchasers usually do not have any information about new or updated contracts, so they might assign open purchase requisition items to outdated contracts. To benefit from newly negotiated conditions, purchasers receive notifications about new or updated contracts, so that they can assign them to open purchase requisition items directly. Note   From the notification, you can navigate to the item object page of the purchase requisition to view details of the contract under the Situations facet. You can now assign this contract as a source of supply for your purchase requisition, by using the option .   You will receive the notification only if the parameters of the purchase requisition match the attributes of the team that is defined in the app Manage Teams and Responsibilities.      
An application to manage Professional Purchase Requisitions
Key features:  With this app you can do the following:     Create a purchase requisition by selecting a  from the drop-down, view the same, edit or delete a purchase requisition based on its status at the header and item level. Note The list of purchase requisition document types is maintained by the configuration expert in the configuration Define Document Types for Purchase Requisitions in SPRO under Materials Management  Purchasing  Purchase Requisitions. Note In case of self-service purchase requisitions, you can only edit existing items. You cannot add, delete or copy items within the purchase requisition.   Create purchase requisitions with the document type  for creation of outline agreements as follow-on documents. Note The delivery date is not considered for such purchase requisitions.   Add items in either the flat list or the hierarchy list.  A flat list is a linear view of items in a purchase requisition. A flat list can only consist of functional items that need not be arranged in any structured order. It cannot contain groups of items; therefore item sets cannot be added to flat lists.   A hierarchy list is a hierarchical view of items in a purchase requisition. A hierarchy list can contain item sets and functional items arranged in a structured order. For more information on managing items in the hierarchy list, see Item Hierarchy in Purchase Requisitions   Note In the standard system, the item hierarchy function is switched off by default. The configuration expert can activate the item hierarchy function for purchase requisitions using the configuration step Activate Item Hierarchies in Purchasing present in SPRO under Materials Management  Purchasing  Environment Data. Note that once the item hierarchy function is switched on, it cannot be turned off.   Create items with item category as Standard, Third-party and Enhanced Limits.   Limit Items are unplanned services and materials that cannot be specified in detail at the time of ordering. You can define an expected value and an overall limit for these items. Expected Value is the amount that is expected to be spent on the item. It must not exceed the Overall Limit. Overall Limit is the maximum amount that can be spent on the limit item. The services and materials may be specified later in the service entry sheet and goods receipt when their price and quantity are recorded.   Create limit items for lean services You can define a value limit for unplanned services, that is, services that cannot be specified in detail at the time of ordering. This also applies to services that are of such low value that you want to reduce the administrative efforts involved in processing purchase orders and follow-on documents. You can define both an expected value and an overall limit. For a limit item, you must also enter a time period. The services can be specified later in the service entry sheet where the exact services and their price and quantity can be recorded. Otherwise, you post the invoice directly with reference to the purchase order.   Create limit items for lean services without service entry sheet You can create limit items for lean services without service entry sheet by unchecking the flag for .   Create limit items for materials You can also create limit items when ordering unplanned materials (using free-text entries). For a limit item, you must enter a time period. Goods receipts are not possible in this case (limit item for materials). The invoices are posted directly with reference to the purchase order, provided that the specified value limit is not exceeded. Please note that you cannot create limit items for materials with master data records.     Add items from catalog using cross-catalog search or by navigating to an external catalog. You can now view the Price Scale, if any, for cross-catalog search items where different prices are maintained based on the quantity of the item. On adding such items to the cart, the price of the item gets determined by its quantity and gets automatically updated whenever there is a change in quantity.   Use the  button while adding an item from an external catalog, in order to update its price. This helps you to ensure the item is updated with the latest price. The price of the item may have changed during the process of creation of purchase requisition.   Copy an existing purchase requisition and create a new purchase requisition. Note Header level attachments are not copied.   Add items to a purchase requisition by copying one or more existing items. Note Item attachments are copied. However, draft attachments in items are not copied.   Search for a purchase requisition based on your entry in the field  ID and your selection of a value from the drop-down .   Filter the list of purchase requisitions using various filter criteria. Note    It is not recommended to use filters if there are more than one million purchase requisition items in the system.   It is not recommended to use filters with “Exclude” options as filter criteria.      Navigate to related apps by choosing the description of the requisitions on the list screen. If a requisition is in draft state, then navigation to certain applications might not be relevant.   Maintain information such as , , and  at the header level of a purchase requisition.   Maintain information such as , , , , , , , ,  and  for items in a purchase requisition.   Maintain Delivery Address of a purchase requisition item based on the . The  can be Plant, Storage Location or User Entry. The default  and  is maintained based on the details provided in the purchase requisition item such as Plant, Storage Location and Item Category. The user can also choose the  as per their requirement.   Address Type - Plant, Storage Location The delivery address is auto-populated with the address of the Plant or Storage Location as maintained in the master data. The delivery address is NOT editable and gets automatically updated when the Plant or Storage Location is updated.   Address Type - User Entry User can enter the delivery address manually   Address Type - Reference User can choose an address from a list of stored addresses available via the value help.     Maintain a reference purchase contract number in purchase requisition limit items of product type Service, using . The contract number, if any, that is maintained here flows into the purchase order that is created from the purchase requisition item. If the configuration Enable Change of Product Group is activated, you can assign a contract that does contain any contract item with the same purchasing group or material group as the purchase requisition item.   View the Carbon Footprint of a purchase requisition item. The carbon footprint is displayed in the item details page only for non-limit items of type Material, and of origin Realtime (R) or Self-Service Procurement (S), created post SAP S/4HANA 2022. This value is available while selecting the source of supply for a purchase requisition item. The carbon footprint of a material for a source of supply is calculated based on the value maintained in Product Footprint Management. Whenever a purchase requisition item (even those created before SAP S/4HANA 2022) is edited, the carbon footprint is updated in the Product Footprint Management and displayed. If the carbon footprint of a material is not maintained in Product Footprint Management, then the value is displayed as 0. For more details, please refer to Product Footprint Management (SUS-PFM-INT).   View the Change Log of a purchase requisition item. The change log lists the changes that have been made to the item since the time of its creation.   Edit rejected purchase requisitions and purchase requisition items. You can edit a requisition that has its workflow configured at the header level and has been rejected at the header level, by choosing the Edit button on the top-right of the header page. If the workflow has been configured at item level, you can edit a rejected item by choosing the Edit button on the top-right of the header page, and then selecting the Rejected item in the table and choosing the Edit Rejected Item button. When choosing to edit, the requisition or item moves out of the Rejected status and enables resubmission. You can then make the required changes and choose Save. Based on the changes made, the relevant workflow is triggered. Note that if you start editing a rejected requisition or item, and then cancel the draft, the status is set back to Rejected.   View the Approval Details in header or item object page of the purchase requisition, based on whether it is header or item level approval. When you create or edit a purchase requisition, you can see a preview of the possible workflow steps. The preview is based on the workflow configuration maintained in the app Manage Workflows for Purchase Requisitions. The preview is updated dynamically as you edit the various fields of the purchase requisition, and is available even before you save the changes. Once, the purchase requisition is created or the changes in the purchase requisition are saved, the approval details show the actual workflow steps with the current status. It also shows the review steps, if any. The review steps contain the list of reviewers or people responsible for monitoring the progress of the workflow. You can also view the decision reason and comments, if any, that had been entered by the approver while making a decision on the requisition. If the purchase requisition or item has been through multiple workflows, then you can view the history of the workflow instances. Note In the case of Central Purchasing, if an item is relevant for central approval in the hub system, the workflow configured in the connected system is not considered. In such cases, the Approval Details section is not available in the draft mode. In the display mode, the approval details section indicates that the item has been sent to the central system for approval. If the item is not relevant for central approval, the workflow configured in the connected system is considered, and the workflow steps are shown in the approval details.   Add new approval steps using the Edit button in the Approval Details section. The new steps can be added only at the end of the workflow or after a Planned step. The new steps thus added will be in status New until the changes are saved. Such steps with status New can be further edited or deleted. Note To view the Edit button in the Approval Details section, you must add the business catalog SAP_MM_BC_PR_ADHOCAPPROVE_PC to the existing custom roles, if any, that you have created with reference to the business role templates SAP_BR_MANAGER_PROCUREMENT and SAP_BR_PURCHASER. The Edit button in the Approval Details section is available only in the display mode of the purchase requisition item. Recommendation It is recommended not to use Agent Determination by BAdI as Role in Recipients tab while adding the steps.   View a table of commitments of purchase requisition items, whose account assignment is commitment-relevant, by choosing . Commitment is the budget reserved in anticipation of a consumption. The table displays one line for each combination of purchase requisition item and account assignment line. If the commitment has been reduced, for example by a purchase order, the system displays the residual commitment in the corresponding line. The commitment table considers standard items as well as limit items with commitment-relevant account assignment. By default, the commitment is displayed in transaction currency. In the Settings of the commitment table, you can also select amounts in other currencies, for example, the Amount in Company Code Currency. (Select only the required amount in the settings. The corresponding currency is automatically displayed.) For more information on commitment management, see Commitments Management (CO).   View  for limit items. In the case of limit items, when a purchase order is created from a purchase requisition item, the expected value of the purchase order is maintained as the consumption value in the purchase requisition item. If the account assignment of the limit item is commitment-relevant, the commitment will be adjusted based on this consumption value.   Adopt the purchase order item price from the purchase requisition item, based on the value selected in . You can choose one of the following values:  Do not adopt: The price of the purchase requisition item is not adopted in the purchase order item.   As gross price: The price of the purchase requisition item is adopted in the purchase order item as the gross price.   As net price: The price of the purchase requisition item is adopted in the purchase order item as the net price.  The default value of  is derived from the user default settings maintained in the Default Settings for Users app. Note The PO Price Type feature is available only if you have enabled the required configuration in Define Configurations based on Purchase Requisition Origin in SPRO under Materials Management  Purchasing  Purchase Requisition   Maintain the Tax Code for the purchase requisition item. Tax code is only supported for the item categories Standard and Third-party. The tax code entered is validated with the country provided in the plant address. There is no tax country or date maintained in the purchase requisition. The tax code is maintained at the item level and is not taken into consideration for any price calculation in the requisition. The value entered is just taken over by the purchase order created from it. For more details, please refer to the SAP Note: 3070391 .   Assign sources of supply, such as info records, contracts, scheduling agreements, or fixed suppliers, to the items in a purchase requisition   Enter the purchasing group. For the material groups that have been maintained in the customizing activity Define Mapping of Material Groups to Purchasing Group, the purchasing group that you enter is validated against the various purchasing groups mapped to the material group. If there is only one purchasing group mapped to the material group in the configuration, then the same is auto populated. The customizing activity Define Mapping of Material Groups to Purchasing Group is available under Materials Management  Purchasing  Purchase Requisition   Add GOS (Generic Object Services) attachments at the header level of a purchase requisition.   Add attachments to purchase requisition items. While adding the attachments, you can choose from one of the document types that you have defined for the purchase requisition business object using the customizing activity Define DMS Document Types that is available under Cross-Application Components  Document Management  Control Data in the SPRO structure.   Validation messages are displayed while entering values in the fields.Note There could be a small delay in the display of certain validation messages after field updates as they are consolidated in a way such that the UI performance is not impacted. Also, use the 'Enter' key in place of the 'Tab' key to view the field validations.   A trade compliance check is triggered on saving an item by choosing Save. If the trade compliance check returns an error, then a purchase requisition item is created in a blocked state. In this case, a workflow can be initiated but no follow-on document can be created. The error also triggers the generation of a Trade Compliance document with reference to the purchase requisition item. The trade compliance officer can view and work on the compliance document. Once the trade compliance issues are resolved by the compliance officer, the item is saved and if there are no further issues in trade compliance, then the item is unblocked so that all follow-on processes continue as usual. Note Trade compliance checks are not triggerred for items of origin Self-Service Procurement (S) For more details on international trade compliance, please refer to International Trade.   Use the scenario-based workflow. The approval of purchase requisitions is done by the approvers using the My Inbox app. For more information about configuring workflow for purchase requisitions using the Manage Workflows for Purchase Requisitions app, refer toHow to Configure the Flexible Workflow for Purchase Requisitions . If the workflow for limit items is not configured, the item is approved automatically. Note  Critical changes made to a purchase requisition will re-start the approval process for the purchase requisition.   View the Status of the purchase requisition. A purchase requisition can be in one of the following statuses:  Status Description  In Process Externally At least one item in the PR is currently in process in an external system.  Awaiting Approval  At least one item in the PR has entered the workflow process and is awaiting approval. There is no item in the PR that is In Process Externally.  Blocked At least one item in the PR is blocked, that is, it should not be converted into a follow-on purchasing document. There is no item in the PR that is either In Process Externally or Awaiting Approval. Please note that if a PR is parked or put on hold by the user, the overall status of the PR will be Parked or Held, even if one or more items in the PR are Blocked.  Approved At least one item in the PR has been approved in the workflow process. There is no item in the PR that is In Process Externally, Awaiting Approval or Blocked.  Follow on Document Created  At least one item in the PR has been processed, and follow on documents, for example purchase orders and purchase contracts have been created. There is no item in the PR that is In Process Externally, Awaiting Approval, Blocked or Approved.  Rejected At least one item in the PR has been rejected in the workflow. There is no item in the PR that is In Process Externally, Awaiting Approval, Blocked, Approved or Follow on Document Created.   Deleted All the items in the PR have been marked for deletion.  Saved The purchase requisition is in Create mode, and is still a draft.  Parked The purchase requisition has been parked by the user, and contains incomplete budget data that must be checked and updated.  Held The purchase requisition has been put on hold by the user, and contains incomplete data that can be completed by the user on a later date.  The editability of the purchase requisition, and the items in it is as follows:   Item level Release - All items in the PR apart from those in status In Process Externally can be edited.   Overall Release - The editability of the PR depends on the status of the items present in the PR. The PR as a whole can be edited provided no item in the PR has the status In Process Externally.     View total value of purchase requisitions in a preferred currency that is based on the Total Value Currency. Total Value Currency is maintained by the configuration expert in the Default Settings for Users app.   View the Rework Required indicator on purchase requisitions that have been sent back by the approver for rework. When choosing these requisitions, you can view the Rework section that contains the Comments from Approver. You can read the comments and make the required changes in the requisition. You can then enter your Comments to Approver and resubmit. Note You will also receive a notification that a purchase requisition has been sent back to you for rework. On choosing this, you will be taken to the My Inbox app where you can view the details and take the required action. Please note that you can use the My Inbox app only if you have the required roles and authorizations.   View the follow-on documents created for a purchase requisition item.   View the purchase requisitions created with Create Purchase Requisition Advanced app.   In certain scenarios you may come across purchase requisitions which are marked with an Advanced icon. Upon choosing one of these purchase requisitions, you will be navigated to the app Create Purchase Requisition - Advanced.   
Business roles: Purchaser
Cash Management Specialist : 
Executes cash transactions and centrally manages bank accounts with a wide range of attributes, including overdraft limit and signatories, utilizing approval process for opening or closing bank accounts, and the regular inventory/auditing process.

Administrator - International Trade : 
Is responsible for scheduling jobs and monitoring job statuses for the integration with SAP Global Trade Services, SAP Watch List Screening and data providers of classification content.

Cash Manager : 
Is responsible for overall liquidity status of group corporate, executes cash transactions and centrally manages bank accounts with rich attributes, including overdraft limit and signatories, approves for opening or closing bank accounts, etc.

Budget Responsible - Funds Management : 
Is engaged in the determination of budget amounts within an area of responsibility, initiates and approves the efficient and legally compliant consumption of budget amounts and monitors the entire process of budget execution.

Project Financial Controller : 
Is responsible for all financial aspects of one or several projects, including the creation of work breakdown structures, project planning, budgeting and forecasting, period-end closing support as well as project financial monitoring and reporting. 

Budget Specialist - Funds Management : 
Knows the detailed regulations and guidelines for budget structuring and budget processing, and maintains the budget amounts in compliance with these regulations.

Accounts Payable Accountant : 
Carries out the most important functions in accounts payable accounting with a special focus on creation and execution.

Purchaser : 
Ensures that demands of materials and services are fulfilled by creating and monitoring purchase orders.