Processing Assigned Purchase Requisitions
Objective
Conversion of Requisitions into Purchase Orders
Assignment List
To convert purchase requisitions into purchase orders or scheduling agreement delivery schedule lines using transaction ME58, you must have already assigned sources of supply to the purchase requisition items to be converted.
The following menu paths on the SAP Easy Access screen enable you to create purchase orders using assignment lists:
Choose Logistics → Materials Management → Purchasing → Purchase Order → Create → Via Requisition Assignment List (ME58).
Choose Logistics → Materials Management → Purchasing → Purchase Requisition → Follow-On Functions → Create Purchase Order → Via Assignment List (ME58).
On the SAP Fiori launchpad, the Create Purchase Order via Purchase Requisition app in the Purchase Requisition Processing tile group is available and is identical to the SAP GUI transaction, ME58.
Document Overview
Note
Converting Open Requisition Items
For maximum efficiency when converting open requisition items, define the layout of the document overview for requisitions in such a way that the breakdown occurs at the highest level by vendor. This layout enables you to quickly and easily consolidate all items for the same vendor in one purchase order. You can convert the items either individually or in groups.
If the delivery date is the only differentiating factor between two or more purchase requisitions for a vendor and material, you can also combine them. Drag and drop the first purchase requisition into the shopping cart at header level and the other purchase requisition(s) into the shopping cart on the Schedule Lines tab in the item details. This is particularly advantageous if you have agreed quantity-dependent scale prices for the respective material with the supplier.
From time to time, use the Refresh option in the document overview so that only those requisition items that have not yet been converted are still displayed in the document overview.
Hint
Automatic Generation of Purchase Orders
You can also automatically generate purchase orders for items without a material master record. This requires, together with the Automatic purchase order indicator in the business partner, a valuation price in the purchase requisition item. This valuation price is then copied to the purchase order.
Apps and Transactions for Automatically Creating Purchase Orders
On the SAP Fiori launchpad, the Automatic Creation of Purchase Orders from Requisitions app is available and is identical to the SAP GUI transaction ME59N.
On the SAP Fiori launchpad, you can also use the Schedule Purchasing Jobs - Advanced and choose the Automatic Creation of Purchase Orders from Requisitions job template.
In the SAP GUI on the SAP Easy Access screen, choose one of the following menu paths to automatically create purchase orders:
Logistics → Materials Management → Purchasing → Purchase Order → Create → Automatically via Purchase Requisitions (ME59N)
Logistics → Materials Management → Purchasing → Purchase Requisition → Follow-On Functions → Create Purchase Order → Automatically via Purchase Requisitions (ME59N)
You cannot automatically generate delivery schedule lines against a scheduling agreement with this transaction. Generally, scheduling agreement schedule lines are generated directly as part of MRP.
How to Generate Purchase Orders Automatically
Steps
In the upper part of the initial screen of the Automatic Creation of Purchase Orders from Requisitions app, enter your organizational selection criteria (for example, purchasing group, and plant). In the lower part of this screen, enter the selection criteria for the requisitions (for example, a number interval, a certain material, or a time period).
In the middle screen area, specify in which cases a separate purchase order should be created for purchase requisition items (for example, if purchase requisition items for different plants should not be converted into the same purchase order).
Other control parameters are also located in the middle part of the screen. Note the following:
Select the Omit Faulty Items checkbox if you want to omit the faulty items and create a purchase order. For example, if you set this indicator, the system will create a purchase order with 9 items from a total of 10 requisition items for the same vendor of which one is faulty (perhaps due to unspecified account assignment). If the indicator is not set, the system does not convert any of the 10 items, but issues an error message.
Set the Detailed Log indicator if you want to perform and log the function in the background. The log shows which purchase orders have been generated and which requisition items are faulty. The log provides detailed information indicating the cause of the error for each faulty item.
Select the Generate Schedule Lines checkbox if you want a single purchase order item with delivery schedule lines to be generated for multiple requisition items that differ only in respect of the desired delivery date.
Select the Test Run checkbox to perform PO generation as a test.
After the test run, either start the program online or save the screen as a selection variant and schedule the report as a background job to be carried out at regular intervals, for example.