Self-Service Procurement
To start the Requisitioning Solution Process, the employee creates a purchase requisition (PR) using the My Purchase Requisition app. Watch the following video to explore the features of this app:
Exploring the features of My Purchase Requisitions app
The self-service procurement app serves to offer employees or casual users a consolidated one-stop solution that provides a quick, intuitive, and efficient shopping experience. The structured sections in the app provide employees with a seamless experience and increased usability as all the required information is available within the same application. Using this app, you can create, view, edit, copy, and delete self-service purchase requisitions, track the status and process flow of your purchase requisitions, confirm the receipt of goods, and return the received goods in case of any issues or defects.
You can:
- Choose the number of items in the list screen of the app My Purchase Requisitions to view the details such as purchase order status, the next approver, and the supplier in the item details quick view. Employees can track the follow-on process better
Create multiple drafts and work on them at a later point in time. You can also navigate into the purchase requisition header and item page in a split-screen view to allow easy navigation between screens.
Personalize the item list, purchase requisition list, and account assignment list view, and save these preferences as variants
- Copy the details of one item to other items. When creating requisitions consisting of numerous line items, it is possible to take over the source of supply, general data, delivery address, and account assignment details from one line item to several others.
For more information on key features and the differentiators of the available apps see SAP HelpMy Purchase Requisitions
Essential Process Steps
| Step | App/Role | |
|---|---|---|
| Requirement | Purchase requisition created | Employee — My Purchase Requisitions |
| Ordering | Purchase order (PO) created | Purchaser — Process Purchase Requisitions |
| Delivery | Goods receipt confirmed | Employee — Confirm Goods Receipt |
| Settlement | Invoice verified and posted | Accounts Payable Accountant — Create Supplier Invoice |
Requirements Processing
The Manage Purchase Requisitions – Professional app is the central tool for purchasers to create, view, and maintain purchase requisitions. It is designed for professional requirements processing — meaning more complex procurement scenarios that go beyond simple self-service requests.
In requirements processing, you, as a professional buyer (role SAP_BR_PURCHASER), request the goods using the Manage Purchase Requisitions-Professional app, and a warehouse clerk (role SAP_BR_WAREHOUSE_CLERK) posts the goods receipt using the Post Goods Receipt for Purchasing Documents app when the goods arrive.
Using the Manage Purchase Requisitions-Professional app, you can:
- Create and maintain requisitions — create new PRs for stock materials, consumables, or services; edit, copy, or delete existing ones, including custom document types
- Manage item structures — work with a flat list for standard items, or use a hierarchy list for complex requirements that need to be grouped into item sets and sub-items
- Attach documents — link relevant files such as specifications, drawings, or statements of work directly at the requisition header level
- Reuse model product specifications — search for and apply pre-defined product specifications to speed up and standardize requirements definition
- Filter and search dynamically — find and monitor requisitions by purchasing group, material group, plant, status, and more
Essential Process Steps
| Step | App/Role | |
|---|---|---|
| Requirement | Purchase requisition created | Purchaser — Manage Purchase Requisitions - Professional |
| Ordering | Purchase order created | Purchaser — Process Purchase Requisitions |
| Delivery | Goods receipt posted | Warehouse Clerk / Inventory Manager — Post Goods Receipt for Purchasing Document |
| Settlement | Invoice verified and posted | Accounts Payable Accountant — Create Supplier Invoice |
What Happens After the Requisition Is Created?
Once a purchase requisition is created and approved, it moves into the sourcing and ordering phase using related apps:
| Next Step | App Used |
|---|---|
| Assign a source of supply and create a PO, RFQ, or contract | Process Purchase Requisitions |
| Monitor requisition items and their status | Monitor Purchase Requisition Items |
| Change multiple requisition items at once | Mass Changes to Purchase Requisitions |
| Transfer the workload from one purchasing group to another | Redistribute Workload |
| Automatically convert requisitions to POs | Schedule Purchasing Jobs – Advanced |
Convert Purchase Requisitions to Purchase Orders
As a standard follow-on document you convert your purchase requisitions to purchase orders in the Requisitioning solution process. Whether you can create one or several purchase orders depends on the supplier, purchasing organization, and purchasing group associated with the selected purchase requisition items.
Using the Process Purchase Requisitions app, you can display purchase requisitions. The app also shows the purchase requisitions status In Release. You can assign sources of supply, such as purchasing info records, contracts, scheduling agreements, or suppliers, to the purchase requisition items and create follow-on documents. You can only access purchase requisitions if you have authorizations for the respective purchasing group, purchasing organization, and plant.
Monitor Purchase Requisition Items
As a purchaser you can monitor purchase requisition items using the Monitor Purchase Requisition Items app.
You can display the purchase requisition items based on various filter criteria, such as purchase requisition, purchasing organization, purchasing group, material group, and plant, and select a purchase requisition item to view the source of supply, account assignment details, and general information. You can navigate to view contextual information related to the material and the fixed supplier.
Mass Changes to Purchase Requisitions
As a purchaser, using the Mass Changes to Purchase Requisitions app you can change the fields of multiple purchase requisition items simultaneously. You can view the change logs to verify the status of the changes you made.
Only one new value per field can be entered for the selected purchase requisition items.
You can view purchase requisition items using filter criteria such as purchase requisition, fixed supplier, company code, purchasing organization, and purchasing group.
Using the Adapt UI feature you can customize the app based on your purchasing organization's requirements. In other words, using this feature, you can retain only those fields that are relevant or required.
Redistribute Workload
As a purchaser, using the Redistribute Workload app, you can facilitate the purchaser to transfer the workload from one purchasing group to another, based on personnel availability. From the list of available or searched documents, you can select one or multiple documents and reassign the purchasing group.
Create Supplier Invoice
The last process step of the requisitioning solution process from the procurement aspect is creating a supplier invoice. As an accounts payable accountant for procurement, using the Create Supplier Invoice app, you can create supplier invoices for the purchase orders that were converted from purchase requisitions based on the received document from the supplier.
Confirm Goods Receipt
As an employee, after, you receive the ordered items, you confirm the goods receipt. You can confirm the goods receipt using the SAP Fiori app Confirm Receipt of Goods. You can confirm the goods receipt using the Confirm in My Purchase Requisitions app when you open your purchase requisition using it. This will start the Confirm Receipt of Goods app.
You select the purchase requisition that you want to process then choose Edit and select the item to confirm the goods receipt. After checking everything you can choose to Confirm.
Note
Post Goods Receipt for Purchasing Documents
In the procurement process, the goods receipt (GR) is the step that confirms the physical arrival of ordered goods. It sits between the purchase order and the invoice, and is a critical milestone in the end-to-end requirements processing cycle:
Purchase Requisition→Goods Receipt→Invoice Verification
Without a posted goods receipt, invoice processing cannot be completed when GR-based invoice verification is active — making it a key control point in the PO → GR → Invoice match process.
The Post Goods Receipt for Purchasing Document app is the SAP Fiori app used by inventory managers (Role SAP_BR_INVENTORY_MANAGER) and warehouse clerks (Role SAP_BR_WAREHOUSE_CLERK) to record the receipt of goods with reference to a purchasing document — typically a purchase order.
Step by Step Process:
- Open the app — Post Goods Receipt for Purchasing Document
- Enter the purchase order number — the system retrieves all open items from that PO
- Select the items received — choose the line items that have physically arrived
- Adjust quantities if needed — for partial deliveries, enter the actual quantity received
- Confirm the storage location — specify where the goods are being placed in stock
- Post the goods receipt — the system automatically:
- Creates a material document as proof of the goods movement
- Updates inventory stock quantities
- Triggers the relevant accounting postings (GR/IR clearing, stock account)
- Enables subsequent invoice verification for the received quantity
Key Points to Know:
- One PO per posting — you can only reference one purchasing document per goods receipt posting; multiple POs cannot be combined in a single GR
- Movement type 101 — this is the standard inventory movement type used for goods receipts against purchase orders
- Delivery Completed indicator — if this flag is set on a PO item, no further goods receipt can be posted for that item
- GR-based Invoice Verification — if the PO uses this setting, invoices must reference a specific goods receipt document; accurate GR posting is therefore essential for seamless invoice processing
- Partial deliveries are supported — if only part of the ordered quantity arrives, you post the received quantity; the remaining open quantity stays on the PO for a subsequent goods receipt
Once the GR is posted, the procurement process moves into the final stage — invoice processing. The accounts payable accountant uses the material document created by the GR or the PO as the reference to verify and post the supplier invoice. The process must match the Purchase Order (PO)→Goods Receipt (GR)→Invoice to complete.
Create Supplier Invoice
As an accounts payable accountant (Role SAP_BR_AP_ACCOUNTANT), using the Create Supplier Invoice app you can create a supplier invoice based on the received document from the supplier. You can specify the purchase order items to which your supplier invoice relates.
Step-by-Step Process
- Open the app — Create Supplier Invoice
- Select the transaction type — invoice, credit memo, subsequent debit, or subsequent credit
- Enter basic data — company code, supplier, invoice date, the supplier's invoice reference number, gross amount, and currency information
- Reference the purchase order — enter the PO number to pull in the relevant open items; the system automatically proposes matching line items including quantities and prices (alternatively, the Delivery Note of GR can be used as reference)
- Review and adjust line items — compare the proposed values against the physical supplier invoice; adjust quantities or amounts where necessary
- Check the balance — the invoice balance must equal zero (line items + tax = gross invoice amount) before posting is possible
- Save / Post — the system creates an invoice document and triggers logistics invoice verification in the background
Once the invoice is entered, the system performs an automatic check against the purchase order and the goods receipt:
| Check | What the System Verifies |
|---|---|
| PO match | Invoice price and quantity vs. purchase order conditions |
| GR match | Invoice quantity vs. goods receipt quantity (if GR-based invoice verification is active) |
| Tolerance check | Whether any differences fall within defined acceptable limits |
Once the invoices are verified and approved, the next step is to initiate a payment run. That is the invoice is posted to Financial Accounting and becomes ready for payment processing.
If discrepancies exceed tolerances, the invoice is posted but automatically blocked for payment, pending review or approval.
When an invoice is blocked — either due to discrepancies or because it exceeds a defined amount threshold — a flexible workflow can be triggered automatically:
- The invoice is blocked for payment and an approval task is sent to the responsible person
- The approver reviews the invoice details in the My Inbox app
- The approver either approves (payment block is removed) or rejects the invoice
- Approved invoices proceed to the payment run
Key Points to Know
- GR-based invoice verification — if active on the PO, the invoice must reference a specific goods receipt; this is why accurate GR posting is critical before invoice processing
- Partial invoicing is supported — you can invoice against partial quantities if the full delivery has not yet been received
- Credit memos are also handled in this app — used when a supplier issues a correction or refund
- The Supplier Invoices List app can be used to monitor, display, and manage the status of all invoices — including blocked or parked ones
Note
When you navigate to the invoice details, the Manage Supplier Invoices app opens. For complex invoices that the Manage Supplier Invoices app cannot process, the Create Supplier Invoice - Advanced app opens instead.