Outlining Requisitioning

Throughout this training content, if not otherwise specified, when SAP S/4HANA Cloud mentioned, the public edition of the SAP S/4HANA Cloud meant (i.e. SAP S/4HANA Cloud stands for SAP S/4HANA Cloud, public edition).

The scope item, Requisitioning (‏18J‏), belongs to the Operational Procurement and Invoice Management business areas, which are part of the Sourcing and Procurement line of business.

The Self-Service Requisitioning solution capability gives employees self-service requisitions to create, manage, and track their own orders efficiently. You can complete the following tasks:

• Simplify purchasing for casual users and employees using self-service requisitioning solutions.

• Purchase goods and services directly to follow purchasing policies and pricing agreements and use preferred suppliers.

• Automate, tightly control, and streamline purchasing processes using catalog-driven pricing, contract logic, and an approval workflow.

This scope item describes employee requisitioning activities. An employee creates a shopping cart. A purchase requisition is generated and converted to a purchase order. The flexible workflow can be defined so that, if the value exceeds certain criteria, the purchase order must be approved. When the employee receives the goods, they perform a goods receipt confirmation. Invoice receiving can then be performed.

A purchase requisition is an internal document that defines the requirements of a material or a service. This document authorizes the purchasing department to procure the material in the quantity specified for the specified date.

The following video provides an overview of the requisitioning process with a user story:

In the following video you can see how an configuration expert can make the required configuration for Requirements Processing. For instance, how to configure the document type for purchase requisitions.

The figure, Requisitioning Process Overview, shows the process diagram for the scope item, Requisitioning 18J.

The following are the benefits:

• Flexible workflow configuration based on business requirements

• The ability to save central resources for the employee requisitioning process

The key process flows are the following:

• Create a purchase requisition.

• Access my purchase requisition (optional).

• Copy a purchase requisition.

• Make mass changes to purchase requisitions.

• Purchase requisition items by accounting assignment (optional).

• Approve a purchase requisition (optional).

• Monitor purchase requisition items (optional).

• Redistribute the workload.

• Convert purchase requisitions to purchase orders.

• Approve a purchase order (optional).

• Confirm a goods receipt.

• Create a supplier invoice for single and multiple accounting assignments.

• Release a blocked supplier invoice.

With this app, a key user can maintain default values for fields that are used when a purchase requisition is created. The default values for fields such as account assignment category, material group, requisitioning group, and plant or storage location can be entered by a key user. You can also choose custom document types from the list of purchasing document types. Data exchange using Microsoft Excel is also supported. This allows a key user to download a Microsoft Excel file containing the default settings for multiple users based on a range of selection parameters and upload it again with updated settings. A Microsoft Excel template is also available for download. When uploading the user settings and catalog information using the Excel-based Data Exchange feature, you can set a procurement catalog as the default for a user. You can download, enter and upload the PO Price Type and Total Value Currency when using Excel-Based Data Exchange

Note

The app Data Exchange Using Microsoft Excel (F2287) is no longer supported and removed from the system as of release SAP S/4HANA Cloud 2005. Instead, you can use the Excel-based Data Exchange feature in the app Default Settings for Users (F1995).

You need the BPC Expert role to use the Default Settings for Users - Purchase Requisitions app.

Note

The Default Settings for Users - Purchase Requisitions app is intended for use with purchase requisitions. Therefore, values apply only while using the Create Purchase Requisition app. It does not affect the default settings or values when creating a purchase order or contract using the corresponding apps.

The following video shows you how to set the default values using the SAP Fiori app Default Settings for Users - Purchase Requisitions:

Self-service purchase requisition enables the user to select the appropriate user as the requestor in a single step.

You can define the group of users and consume the group of users who can be assigned as requestor in the shop on behalf of functionality.

Set the default Purchase Order Price Type for a user. The Purchase Order Price Type determines the adoption of price of purchase requisition item in the purchase order item created from it.

PO Price Type can take 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 PO Price Type is Do not adopt.

• Configuration Experts can define defaults for the Purchase Order Price Typeusing the SAP Fiori app Default Settings for Users.
• Purchase Order Price Type value can be: Do not adopt, As gross price, or As net price.
• Default Purchase Order Price Type is read-only in the employee view of the Default Settings for Users. Professional purchasers can edit the field.
• In case of Shop on Behalf, the Purchase Order Price Type that is set for the creator or author in the Default Settings for Users app is used as the default.
• Make custom checks or modify the default Purchase Order Price Type in Purchase Requisition Business Add-Ins.

The new self-service procurement app serves to offer the employees or casual users a consolidated one-stop solution that provides a quick, intuitive, and efficient shopping experience. The well laid out sections in the app provide a seamless experience with reduced clicks and navigation. The reduction in redundancy and improved usability makes this app an effective replacement to the existing Create Purchase Requisition and My Purchase Requisitions apps.

• Improved consistency by bringing similar look and feel as the other purchase requisition applications
• Increased usability as all the required information is available within the same application
• Possibility to personalize the view by choosing the required columns, filters, sorting and grouping criteria

Using this app,

• Employees can create and manage the purchase requisitions using a single application. Employees can conveniently create, edit, copy, and delete items in a purchase requisition as all the necessary details are available within the same application.

• Employees can choose the number of items in the list screen of the app My Purchase Requisitions – New 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

• Employees can create multiple drafts and work on them at a later point in time. They can also navigate into the purchase requisition header and item page in a split screen view to allow easy navigation between screens.

• Employees can personalize the item list, purchase requisition list, and account assignment list view, and save these preferences as variants

• My Purchase Requisitions - New app is extended and can be used for centrally managed purchase requisitions.

• You can watch the following video to explore the features of My Purchase Requisition - New app.

• Fore more information on key features and the differentiators off the app see SAP HelpMy Purchase Requisitions - New

Note

This app is the successor of the Create Purchase Requisition and My Purchase Requisitions apps. The apps Create Purchase Requisition and My Purchase Requisitions will be deprecated as of release SAP S/4HANA Cloud 2308. It is recommended to start using the successor app My Purchase Requisitions - New as soon as possible. For more information on deprecation see Deprecation Process for Apps

Note

This app is available under the new catalog SAP_MM_BC_SSPPR_MANAGE_PC. It is recommended not to use the old and new apps in parallel. Therefore, please remove the old catalog after you add the new catalog (SAP_MM_BC_SSPPR_MANAGE_PC) to your role.

Note

The Create Purchase Requisition app will be deprecated as of release SAP S/4HANA Cloud 2308. It is recommended to start using the successor app My Purchase Requisitions - New as soon as possible. For more information see Deprecation Process for Apps

Using this app, you can create purchase requisitions. You can select products from catalogs or provide descriptions of the items to create the purchase requisition.

The following video shows you how to create a purchase requisition:

The following are the features of the Create Purchase Requisition app:

• Search for materials or services using wild card characters.

• Search for materials by image.

• Add an existing item or enter a free-text description for the item to be procured.

• Add more details to an item, such as source of supply and accounting information.

  Note

  If items in SAP Open Catalog Interface (OCI) 4.0 or OCI 5.0 catalogs have preassigned values, and items from these catalogs are added to the purchase requisition, values are automatically assigned. For a free-text item, you can also maintain service and material.

• Create, edit, copy, and delete limit items. 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. The services and materials may be specified later in the service entry sheet and goods receipt when their price and quantity are recorded.

  Note

  Note that limit items are currently not supported in Central Requisitioning.

• Create limit items in central requisitioning.

• Add multiple account assignments.

• Add items to an existing purchase requisition.

  Note

  You cannot add items to a purchase requisition if your user settings have been changed in the Default Settings for Users app.

• Maintain the delivery address of a purchase requisition item by choosing the required address type.

  • The Address Type, Plant, or User Entry, indicates the type of the delivery address of a purchase requisition item.

  • If the Address Type is Plant, the Delivery Address is the Plant Address. It is updated automatically, whenever the user updates the Plant, or when the Plant address is updated in the master data.

  • If the Address Type is User Entry, the user can manually enter the Delivery Address.

• Purchasing Group is automatically updated based on the configuration.

  You can define the mapping of a material group and plant to a purchasing group using the configuration step Define Mapping of Material Groups to Purchasing Group in the Manage Your Solutions app.

• Add attachments or links to purchase requisition. You can choose the document type while adding attachments to the purchase requisition item. You can choose either For Internal Use or For External Use based on whether the communication is intended for internal or external stakeholders

• Shop on Behalf

  • Create purchase requisitions on behalf of other users. For example, an assistant can create purchase requisitions for a manager. To do this, you can assign a requestor (other than yourself) to purchase requisitions during creation. When creating purchase requisitions on behalf of others, consider the following:

    • You can change the default requestor on the item overview. By default, the person creating the purchase requisition is the requestor.

    • You can assign a requestor based on your user default settings in the Default Settings for Users - Purchase Requisitions app.

• Requestors can view their purchase requisitions in the My Purchase Requisitions app, and they can create follow-on documents, such as goods receipts and return deliveries.

  Note

  In the previous scenario, if neither of you have confirmed the goods (even after the delivery date), both parties receive a notification requesting confirmation. Both parties also receive a notification if a purchase requisition has been rejected by the approver.

• Copy changes from one requisition item to other items, as required.

• Duplicate line items and their properties inside the cart overview of self-service purchase requisitions. It is possible to copy multiple items at a time. Centrally managed purchase requisitions are supported.

• Submit a purchase requisition for approval. The approval can be performed at the header or item level, depending on the settings specified in the Manage Workflows for Purchase Requisitions app.

  Note

  The approver can subsequently view the purchase requisition document in the My Inbox app, and approve or reject it.

• View the total value of purchase requisitions in a currency that is based on the Total Value Currency maintained in the Default Settings for Users app.

• View approval details of purchase requisitions at the header or item level, based on the workflow configuration.

• View the VAT registration number and email address using the value help for Supplier.

• Create purchase requisitions of custom document type.

• Add a link as an attachment to a purchase requisition item in the case of Central Requisitioning.

• Enable Price Check Functionality. A purchase requisition can be saved in a draft status and completed later. To ensure accurate and up-to-date prices, a price check validation can be enabled. If price validation has been set up for your purchasing organization, the system updates the price with the latest catalog price and informs you accordingly.

  • The purchase requisition provides access to external catalogs using punch-out functionality.

  • In the configuration of the web services for the external catalog, it is possible to define price validations as follows:

    • Disable price validation

    • Enable price validation

    • Update price from catalog

  • When ordering the items, the system checks whether the price in the purchase requisition is still accurate.

Note

SAP S/4HANA Cloud Central Procurement requires additional license.

With the Process Purchase Requisitions app, you can display purchase requisitions. You can also use the app to assign sources of supply to the purchase requisition items and to create follow-on documents. You can only access purchase requisitions if you have authorizations for the respective purchasing group, purchasing organization, and plant.

Using this app, you can convert your purchase requisitions to purchase orders. 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.

The following video shows you how you can assign a source of supply to a purchase requisition and approve it:

With this app, you can configure workflows to optimize the approval process for purchase requisitions as a business process specialist. With this app, you have several options to define preconditions for the overall release and for the item-level release of a purchase requisition. Depending on the role you are assigned, you can determine an approver. The approval process starts when a workflow with one or more steps is activated and the preconditions you have assigned to it are met.

You can find more information about this app in the SAP S/4HANA Cloud Sourcing and Procurement Overview – Outlining Workflows for Sourcing and Procurement module.

You can use this app to make important decisions with mobile or desktop devices anywhere and anytime. Using this app, you can approve purchase requisitions. You as an approver or requestor can view and add custom fields to the header and item object pages embedded in it.

The following video shows you how to edit and approve a purchase requisition using the SAP Fiori app My Inbox:

In the role of Purchaser, you can use this app to maintain or manage catalog items in a catalog, using filter criteria such as editing status, item, material group, and supplier. You can create, edit, or delete catalog items belonging to a catalog. You can perform the following:

• View catalog items based on material group, price, supplier, and catalog.

• Filter catalog items based on editing status, using filter criteria such as locked by other users, unsaved changes by other users, and so on.

• Select any item and choose Create to create a new catalog item.

• Choose any row to view contextual information related to a catalog item.

• Navigate to the object page to view contextual information related to the supplier.

Note

The My Purchase Requisitions app will be deprecated as of release SAP S/4HANA Cloud 2308. It is recommended to start using the successor app My Purchase Requisitions - New as soon as possible. For more information see Deprecation Process for Apps

Using this app, you can check the status and details of purchase requisitions that were created by either you or by someone else, for you, using the Shop on Behalf feature in the Create Purchase Requisition app.

The following video shows you how to use the My Purchase Requisitions app:

You can use this app to do the following:

• Search and filter the requisition list to view a specific purchase requisition or a set of purchase requisitions. The purchase requisitions are sorted by date in descending order so that recently created purchase requisitions appear first.
• Add, delete, or modify multiple account assignments to a purchase requisition item. Distribute the accounting information to different accounting elements based on quantity or percentage by adding or deleting additional accounting lines.
• View the following:
  • Status of a purchase requisition
  • Approval overview for a purchase requisition item
  • Attachments for a purchase requisition item
  • View details of the Review Steps, if any, under Approval Details. This contains the list of reviewers or people responsible for monitoring the progress of the workflow.

• Create, view, edit and delete limit items in central purchase requisitions.

• Create goods confirmation for a purchase requisition item for which a purchase order exists by choosing Confirm. You can also choose to return them to the supplier.
• Copy a purchase requisition by choosing Copy. You are then directed to the Create Purchase Requisition app. All the items of the purchase requisition are copied to the new purchase requisition, irrespective of whether the status was Rejected, Approved, Awaiting approval, or Follow-on document created, provided you have access to the catalogs. You can add or delete items of the copied purchase requisition. A new purchase requisition is only created when you order.

• View and edit limit items.

• Choose the document type while adding attachments to the purchase requisition item.

• If a purchase requisition item is reservation-relevant, then reservation is created only after the item is in status Approved.

• Edit rejected purchase requisitions and rejected purchase requisition items.

  

If your SAP S/4HANA Cloud system is configured as a Central Procurement system and you have activated the Central Requisitioning scenario, the following additional features are available to you:

• View purchase requisitions created in the hub system. If a purchase requisition fails to get copied to the connected systems, you can still edit the approved purchase requisition in this app. You can also edit the plant and company code. Note that copied purchase requisitions cannot be modified or deleted in the hub system.
• Create goods confirmation for a purchase requisition item for which a purchase order is already created. This is applicable for purchase requisitions and corresponding purchase orders created in the hub system and copied to the connected systems. You can also create a return delivery from the hub system.
  Note

  SAP S/4HANA, SAP S/4HANA Cloud and SAP ERP can be set up as connected systems. SAP Central Procurement requires additional license.

• You can view the follow-on documents which are created in the connected systems; for the purchase requisition items which were created in hub system.

• When you choose a purchase requisition that has been created in expert mode, you can navigate to the connected system, to view and edit the purchase requisition.
• You can view purchase requisitions created by another user in the Create Purchase Requisition app on your behalf. As the requestor of these purchase requisitions, you can also create follow-on documents, such as goods receipts and return deliveries.
• View the change log that lists the changes that have been made to the purchase requisition item since the time of its creation.
• View approval details that indicate if an item has been sent for central approval to the hub system in the case of Central Purchasing.
• View the decision reason and comments, if any, in the Approval Details section.
• Create, view, edit and delete purchase requisitions of custom document type.

As a purchaser using this app, you can monitor purchase requisition items.

• Purchase requisition items based on various filter criteria, such as purchase requisition, purchasing organization, purchasing group, material group, and plant.
• Select a purchase requisition item to view the source of supply, account assignment details, and general information.
• Navigate to view contextual information related to a material.
• Navigate to view contextual information related to a fixed supplier.

Note

As of S/4HANA Cloud 2002 release, the Supplier column in the Purchase Requisition Items table has been renamed to Fixed Supplier. Similarly, the Supplier Name column has been renamed Fixed Supplier Name. You can view these columns by adding them from the table settings. On the other hand, the Desired Supplier column is now displayed by default, on opening the app.

Using this 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 more multiple documents and reassign the purchasing group.

You need the role SAP_BR_PURCHASER for this app.

• Facilitate the purchaser to transfer workload from one purchasing group to another.

• Search for the purchasing document to which you want to reassign the Purchasing Group with the following search filters:

  • Creation Date

  • Document Number

  • Document Type

  • Purchasing Organization

  • Purchasing Group

  • Document Category

• Manually assign the following documents to the Purchasing Groups responsible for processing them:

  • Contract

  • Purchase Order

  • Purchase Requisition

  • Request for Quotation

• Reassign the Purchasing Group.
• View the Change Log to see changes performed on the Purchasing Group.

1. In the Redistribute Workload app, choose Go to display the documents. You can search for your document with search filters.
2. Select the document to which you want to reassign the Purchasing Group.
3. Choose Reassign Purchasing Group.
4. Select the Purchasing Groupand choose Simulate.

With this app, you can change the fields of multiple purchase requisition items simultaneously. Additionally, you can view the change logs to verify the status of the changes made.

Only one new value per field can be entered for the selected purchase requisition items.

You need the role SAP_BR_PURCHASER for this app.

• View purchase requisition items using filter criteria such as purchase requisition, fixed supplier, company code, purchasing organization, and purchasing group.

• Select the purchase requisition items that need to be changed. The Mass Edit button allows you to set new values to fields such as short text, storage location, requirement tracking number, material group, and quantity requested.

• Apply Changes allows you to make the necessary changes to the selected purchase requisition items.

• Mass Change Jobs allows you to view the status of the changes you made. Additionally, select any row to view job details such as scheduling options, run details, parameter sections, and general information.

• The Adapt UIfeature is especially relevant to the mass change apps, as it allows you to customize the app based on the purchasing organization requirements. In other words, using this feature, you can retain only those fields that are relevant or required.

• Navigate to the object page to view contextual information related to a purchase requisition item.

• Navigate to the object page to view contextual information related to a supplier.

Note

Instead of choosing Mass Change Jobs, you can directly choose the Monitor Mass Changes to Purchase Requisitions app, to monitor the status of jobs.

The following table lists the SAP Fiori apps that are used in the Requisitioning Process steps.

Process Step	Business Role	SAP Fiori App
Create Purchase Requisition with Cost Center - Single Account Assignment	Employee - Procurement	My Purchase Requisitions - New (F1643A)
Create Purchase Requisition with Cost Center - Multiple Account Assignment Category	Employee - Procurement	My Purchase Requisitions - New (F1643A)
Create Purchase Requisition with Unknown	Employee - Procurement	My Purchase Requisitions - New (F1643A)
Change Purchase Requisition	Employee - Procurement	My Purchase Requisitions - New (F1643A)
Create Purchase Requisition with Enhanced Limit Item	Employee - Procurement	My Purchase Requisitions - New (F1643A)
Manage Catalog Items	Purchaser	Manage Catalog Items (F3149)
Create Purchase Requisition with Catalog	Employee - Procurement	My Purchase Requisitions - New (F1643A)
Check Purchase Requisition (Optional)	Employee - Procurement	My Purchase Requisitions - New (F1643A)
Copy Purchase Requisition (Optional)	Employee - Procurement	My Purchase Requisitions - New (F1643A)
Mass Changes to Purchase Requisitions (Optional)	Purchaser	Mass Changes to Purchase Requisitions (F2594)
Monitor Purchase Requisition Items by Account Assignment (Optional)	Accounts Payable Accountant	Purchase Requisition Items by Account Assignment (F2422)
Monitor Purchase Requisition Items by Account Assignment (Optional)	Accounts Payable Accountant - Procurement	Purchase Requisition Items by Account Assignment (F2422)
Approve Purchase Requisition	Manager - Procurement	My Inbox - All Items (F0862)
Monitor Purchase Requisition Items(Optional)	Purchaser	Monitor Purchase Requisition Items (F2424)
Redistribute Workload (Optional)	Purchaser	Redistribute Workload (F2567)
Convert Purchase Requisition to Purchase Order	Purchaser	Process Purchase Requisitions (F1048)
Approve Purchase Order	Purchasing Manager	My Inbox - All Items (F0862)
Change Purchase Order	Purchaser	Manage Purchase Orders (F0842A)
Confirm Receipt of Goods	Employee - Procurement	Confirm Receipt of Goods (F1654) Note The Confirm Receipt of Goods app is planned to be deprecated as of SAP S/4HANA Cloud 2008.
Create Supplier Invoice	Accounts Payable Accountant	Create Supplier Invoice (F0859)
Release Blocked Supplier Invoice	Purchasing Manager	My Inbox (F3328)

In Sourcing and Procurement, several Self-Service Configuration UIs (SSCUIs), also referred to as configuration steps, are available in theManage Your Solution app. The following SSCUIs affect the area of requisitioning: