Executing Self-Service Requisitioning and Requirements Processing

Objectives

After completing this lesson, you will be able to:

  • Use self-service requisitioning and requirements processing

Self-Service Requisitioning

In Self-Service Requisitioning, an employee creates a purchase requisition (possibly using a catalog) and after manager approval, a buyer creates a purchase order. Later, the employee confirms the receipt of the goods or services and an accounting clerk creates a supplier invoice once it is received.

The SAP S/4HANA self-service requisitioning functionality allows employees to search and request goods or services. It does so by using a cross-catalog search or by creating items with or without using material master records.

Self-service requisitioning provides a simplified process for casual users and employees. Employees can purchase goods and services directly, while ensuring that they are following purchasing policies and pricing agreements and using preferred suppliers. This variant of the purchasing process is automated, tightly controlled, and streamlined. It uses a cross-catalog search, catalog-driven pricing logic, contract logic, and also supports an approval workflow.

If a user requests certain consumable materials only occasionally, they can use the SAP Fiori app called My Purchase Requisitions - New instead of using the SAP GUI transaction ME51N (available via the app Create Purchase Requisition - Advanced).

Self-Service Requisitioning in SAP S/4HANA

Self-Service Requisitioning is a functionality that was introduced with SAP S/4HANA. It replaces the shopping cart functionality of the SAP ERP system, which was available as of Enhancement Package 6 for SAP ERP. In SAP S/4HANA, the self-service requisitioning functionality has been completely integrated into the existing purchase requisition data structures.

In SAP S/4HANA, several SAP Fiori apps are available for an employee to carry out a self-service requisitioning process:

  • My Purchase Requisitions - New

  • Confirm Receipt of Goods - New

    Note
    This SAP Fiori app was introduced with SAP S/4HANA release 2020. The app Confirm Receipt of Goods was deprecated with the release of SAP S/4HANA 2021.
  • Upload Supplier Invoices

Note
As stated before, the app Create Purchase Requisition - Advanced can also be used to create purchase requisitions, but this is not a self-service app.

Cross-Content Search

A screenshot is shown showing the catalog access that is available within Self-Service Requisitioning.

In the app My Purchase Requisitions - New, an employee can search for the requested goods via a cross-content search in SAP HANA, and select the relevant item to be moved into the shopping cart. In addition to this, material master records can be used, or free-text items can be created if no relevant content is available. If necessary, small changes can be made to items, such as accounting data or delivery address changes. If no change is required, the employee can order the items directly from the screen they are working on.

Before a user orders the items which were added to the cart, they can open the item details to review or change data. It is also possible to directly order items without first reviewing the details. Ordering the items of a cart means creating a purchase requisition. For stock materials, it is possible that a reservation is created instead of a purchase requisition. This functionality must first be set-up in Customizing. Choose the menu path: SAP Customizing Implementation GuideMaterials ManagementPurchasingPurchase RequisitionReservationDefine Material Group and Purchasing Group for Reservation.

The My Purchase Requisitions - New app has many additional features. Some examples:

  • Maintaining user defaults

  • Creating limit items

  • Copying, confirming, returning items

  • Deleting items

  • Maintaining the address type for an item

The address type indicates the type of the delivery address of a purchase requisition item. It can be Plant or User Entry.

It is possible to mass delete items in a particular purchase requisition by selecting multiple items and choosing Delete.

After receiving the ordered goods, the employee can confirm the receipt of the goods or services with the SAP Fiori app called Confirm Receipt of Goods - New. In this app, only the open requisitions of an employee are shown.

With the SAP Fiori app called Upload Supplier Invoices, it is possible to upload electronic invoice documents that have been stored as files in a directory. The system creates one invoice draft per file. Each uploaded file is linked as an attachment to the corresponding invoice.

A screenshot is shown of the app Default Settings for Users - Purchase Requisitions.

All the process steps in the self-service requisitioning process are executed using SAP Fiori apps. User-specific default settings can also be maintained with a separate app: Default Settings for Users - Purchase Requisitions. Example data that can be set using this app includes:

  1. Organizational data such as plant, storage location, company code, and purchasing organization

  2. Account assignment category and cost center

  3. Currency

Note

Since SAP S/4HANA 2020, a procurement catalog can be set as the default catalog for a user. This is done when the user settings and catalog information are uploaded using the Excel-based data exchange feature.

Expert mode can also be enabled for an employee, and it is also possible to choose the purchasing document type of the connected system.

As already stated, in addition to the mentioned SAP Fiori apps, the Web GUI transaction for creating purchase requisitions (ME51N) can also be called from within the SAP Fiori launchpad. This can be done using the app Create Purchase Requisition (ME51N).

Benefits of Self-Service Requisitioning

  • Improved employee productivity by delivering an easy-to-use and simple procurement process.

  • Optimized procurement process efficiency by providing catalog-based navigation.

  • Reduced procurement costs by providing an employee self-service solution for procurement.

  • Increased automatic purchase order creation rate by providing a cross-catalog search with a higher chance to automatically find the appropriate source of supply.

  • Decreased operational costs by integration of SAP Ariba sourcing capabilities.

  • Material master record does not need to be uploaded into the used catalog(s).

Manage Purchase Requisitions - Professional

A screenshot is shown of the app Manage Purchase Requisitions - Professional.

If a user wants to create a purchase requisition for a lean service they can, for example, use the SAP Fiori app called Manage Purchase Requisitions - Professional.

Besides service items, it is also possible to add limit items to a purchase requisition. These limit items receive the item category Extended Limit.

Self-Service Requisitioning: Create Purchase Requisitions

Requirements Processing: Convert Purchase Requisitions

Paige Discusses Requirements Processing

Note
See what Paige has to say about requirements processing in SAP S/4HANA:
Note
For mass processing, the back-end transaction Assign and Process Purchase Requisitions (ME57) can still be used. This transaction allows for example for automatic source of supply assignment using source lists and quota arrangements.

Reservations as Follow-on Documents to Shopping Cart Items

If a shopping cart item contains a material with a material master record and there is sufficient material available on stock, it is possible to decide whether the system needs to create a purchase requisition or a reservation.

If reservations need to be created, this scenario needs to be set-up in Customizing.

Use the following menu path: SAP Customizing Implementation GuideMaterials ManagementPurchasingPurchase RequisitionReservationDefine Material Group and Purchasing Group for Reservation.

Using this customizing activity, it is possible to define for which combination of material and purchasing groups that the creation of reservations is allowed. If an allowed combination is used in a cart item, the system checks the availability with the settings for reservations. If the material is available, a reservation is created as a follow-on document additionally to the purchase requisition. Otherwise, the system only creates a purchase requisition.

Use the following menu path to define the checking rule for the availability check: SAP Customizing Implementation GuideMaterials ManagementPurchasingPurchase RequisitionReservationDefine Settings for Creation of Reservation.

Also make sure that the materials for which reservations are to be created have a checking group in their material master data.

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