Creating a Requisition for Services

A service item in a purchase requisition typically represents a service that a supplier needs to perform.​ These can be catalog items, but are typically non-catalog items.

To create a purchase requisition for a service, first add an item to a requisition.

In the example image below, a non-catalog item is added to a requisition.

When an item is added to a requisition, it is not yet marked as a service item. To do so, navigate to the PR, select the line item, then choose Edit from the Actions menu.

In the line item details, find the Service Item field and mark it as Yes.

Immediately after designating a purchase requisition as a service, the system will prompt you to enter a maximum amount. This maximum amount represents the spend amount limit that will be applied to all items for the service. While suppliers will not see this maximum amount, they cannot exceed the expected maximum spend.

Purchase requisitions services can be prepared for either planned or unplanned services.​

All service requisitions begin with parent line item, which is marked as a service item, and is assigned a maximum amount.

• Planned services are those where the full scope is known at the start of a procurement project. This means that in addition to the parent service line item, child line items detailing all services and items used are clearly outlined and included in the initial requisition.​
• Unplanned services are those where the scope and the details might not be fully described at the beginning of the procurement process.​ Unplanned services start with the parent service line item. Once the service is complete, suppliers will typically include new child line items on the service entry sheet submitted against the service PO.

For both planned and unplanned service requisitions, users must create a parent line with a mandatory maximum amount, start date, and end date. ​

• For planned requisitions, requesters include all items that will be part of the overall service.​
• For unplanned requisitions, suppliers add child line items on service entry sheets to track items used as part of the service against the purchase order.

Unlike other purchase orders that use goods receipts to process receiving, service POs instead use service entry sheets. Service entry sheets act similar to a standard goods receipt with a few key differences:​

• Service entry sheets are typically created and submitted by suppliers via the SAP Business Network. Note: it is possible for buyers to create and submit service entry sheets in SAP Ariba Procurement on behalf of a supplier, but it is not recommended as a best practice.
• For planned services requisitions, to add child items, first, select the parent line item from the requisition line items, then select More → Add Child Items. Child items can be added from the catalog or as non-catalog items. Each child item will become nested beneath the parent line, with the parent line item containing the maximum spend limits, and service start and end date.

For unplanned services, during the creation of a service entry sheet, suppliers add child line items as needed to track materials and services used.