Creating a Purchase Requisition via Self-Service Process

Objectives

After completing this lesson, you will be able to:

Use the employee self-service to request material
Maintain user specific settings for the self-service requisitioning

Introduction

Employees can use the self-service process to request the materials or services they need.

The employee creates a purchase requisition, which is then converted into a purchase order. Finally, when the employee receives the requested material, he or she must confirm receipt.

This unit focuses on the two steps of creating a self-service requisition and confirming receipt.

The following video introduces the self-service requisition process.

Overview of the Self-Service Process

In SAP S/4HANA, employees are supported with a dedicated app to request materials and services. This self-service requisitioning is the first step in the self-service procurement process.

The graphic introduces the steps of a self-service requisition process.

The self-service process consists of the following steps:

The employee creates a purchase requisition for goods or services to be procured for direct consumption or for stock.
Depending on the system configuration, employees may need to have their requisitions approved by a manager (or someone else). The person responsible for approval can be notified of the requisition to be approved using workflow. This second step of the self-service process is optional.
The requisition is converted into a purchase order. Before this can happen, it may be necessary to determine a source of supply. If a source is assigned to the requisition item, it may be automatically converted to a purchase order.
The employee confirms receipt of the goods or services.
The invoice for the delivered goods or services is entered.

Purchase Requisition Creation via Self-Service

With the My Purchase Requisitions app, you can create a purchase requisition item in the following ways:

Select a material or a service from a web-based catalog
Enter the number of a material master record
Describe the required product or service

If cross-content search is implemented in the system, you can easily search for material master records and catalog products in one search.

Note

Web-based catalogs can be used through the Open Catalog Interface (OCI).

Before you "order" the items you have added to your shopping cart, you can open the item details to review or change data. You can also "order" items without reviewing the details. When you "order" the items in your shopping cart, you create a purchase requisition in the system.

The graphic shows the start page of the My Purchase Requisitions app.

Before you enter requisition items, you can maintain default values for your user.

Default Settings for User

There are several ways to define default settings for your user.

One option is to edit the following defaults in the My User Defaults section on the start page of the My Purchase Requisitions app:

Plant
Company code
Purchasing organization
Purchasing group
Purchasing document type

As a second option, you can navigate to the Default Settings for User app from within the My Purchase Requisitions app. To do this, choose the profile icon in the upper-right corner of the My Purchase Requisitions app and select Default Settings for User from the dropdown menu. This option provides more default values than the first option, such as the account assignment category, cost center, and delivery date.

The defaults can also be maintained by an administrator for many users. To do this, an administrator uses the Default Settings for Users app. In the User ID field, the administrator can select multiple users from the value help.

It is also possible to have the defaults determined from the organizational structure in Human Resources. For this to happen, the employee must be assigned in the organizational structure and the attributes for the self-service procurement scenario must be maintained.

Further Features

In addition to creating requisitions, the My Purchase Requisitions app allows you to check the status and details of your purchase requisitions.

The most recent requisition is displayed as the first entry.

You can browse and filter the list to view specific requisitions you have created. In the list, you can see the approval status of a requisition. For an individual item, you can view the status and the follow-on documents that have been created.

If necessary, you can also delete a purchase requisition (depending on its processing status).

Practice

In the following demo, you will learn how to quickly and easily request materials using the My Purchase Requisitions app.

DemoStart Demo

In the following demo, you will learn several options for maintaining user-specific defaults for the self-service requisition process.

DemoStart Demo

Create a Purchase Requisition Using Self-Service

Note

To perform this exercise, use the S4HANA T41 Fiori Launchpad.

If a value in the exercise contains ##, replace the ## characters with the number assigned to you.

As an employee, you can order some materials you need through a self-service function. The purchasing department provides a special catalog with all materials that you can request yourself.

Steps

Before you request material with the employee self-service app My Purchase Requisitions - New, change the default settings for your user.
To do so, start the My Purchase Requisitions - New app, open the User Actions menu, and choose Default Settings for User.
Maintain the following default values for your user:
Field Value
Plant 1010
Purchasing Group Z##
Account Assignment Category K (Cost Center)
Cost Center 10101201
After changing the default settings, stay in the My Purchase Requisitions - New app.
1. On the SAP Fiori launchpad, choose the Employee Self Services V2 tile group, and start the My Purchase Requisitions – New app.
2. To open the User Actions menu, choose (Profile of Employee). Then choose Default Settings for User.
3. Enter the data from the table above.
4. Choose Save.
5. Stay in the My Purchase Requisitions app.

Field	Value
Plant	1010
Purchasing Group	Z##
Account Assignment Category	K (Cost Center)
Cost Center	10101201

You need a new keyboard and a new wireless mouse. You can find the materials in the catalog that is assigned to your user. Request the following materials:

Material	Required Quantity
Magic Mouse	1 PC
Keyboard MS natural Ergon.	1 PC

Before you transfer the catalog shopping cart to SAP S/4HANA, display the shopping cart and check for both items, if a supplier is assigned. Then transfer the items to SAP S/4HANA.

Before you order the materials, view the cart and display the details of the keyboard item. Check the values for the following data: Purchasing Group, Purchasing Organization, Plant, Account Assignment Category, Cost Center

Change the name of the cart to Employee ## - IT Accessories and order the materials.

After this, remain in the My Purchase Requisitions - New app.

In the My Catalogs section, choose Employee Catalog.
A separate browser window with the Employee Catalog opens.
Navigate in the hierarchy on the left side of the catalog screen. Choose Mobile, Hard and Software→IT Accessories→Keyboards, Mouse etc.
Select the checkbox for the Magic Mouse and the Keyboard MS natural Ergon., and choose the Add (Add to Shopping Cart) button above the list.
To check your shopping cart, choose Display at the top right of the screen. The supplier IT-Service Hamburg (T-S52IT) is the supplier for all materials.
To transfer the shopping cart items to SAP S/4HANA, choose Order at the top right of the screen.
In SAP S/4HANA, choose View Cart in the Purchase Requisitions Overview popover at the right of the screen.
Note
If no popover with the two IT accessories is show, first choose (Cart with two items).
To scroll to the Items section, choose the Items tab page.

Choose the line for material "Keyboard MS" to open the item details.

You find most of the requested information, in the Basic Data section. To find the cost center, scroll down to the Account Assignment section and choose the arrow on the right of the account assignment line.

The requested values for the item are:

Field Name	Value Proposed by System
Purchasing Group	Purch. Group Z## (Z##)
Purchasing Organization	Purch. Org. 101C (101C)
Plant	Hamburg (1010)
Account Assignment Category	Cost center (K)
Cost Center	Purch & Store 1 (DE) (10101201)

Choose Apply twice.
Choose the General Information tab page and enter Employee ## - IT Accessories as Description.
Choose Order and confirm the warning messages by choosing Create.
A purchase requisition is created.
Remain in the My Purchase Requisitions app.

Review the status of your purchase requisitions.
Are follow-on documents created? Can you confirm a goods receipt for you purchase requisition?
1. If you left the My Purchase Requisitions - New app after the last task, start this app again.
2. Your purchase requisition is automatically shown in the My Recent Purchase Requisitions list.
  The status of the purchase requisition is also displayed directly in the list. You can see that your purchase requisition has the status Approved, but that no follow-on documents have been created yet.
  As no purchase order has yet been created for the purchase requisition, no goods receipt can be confirmed. If you select the radio button for the purchase requisition, the Confirm button cannot be chosen.
3. If you want to display more details about the approval of a requisition item, continue as follows.
  In the Number of Items column, choose the 2 Items text. In the popover, choose a single material to review the Approval Details of the item.
  Both items were automatically released.

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