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Work Instruction Functional Area: Purchasing Create Purchase Requisition (ME51N) Purpose Requisitioning Use this procedure to create a purchase requisition. Trigger Perform this procedure when you need to create a purchase requisition to procure materials or goods for your department. Prerequisites The number for the preferred Vendor, or a list of suggested bidders. Specifications for the items including detailed description and unit of measure. Account assignment information to which you want to charge the purchase. Storage Location (Mail Location and Delivery Point) for the final delivery destination. Shipping Point (dock) where the items are to be received initially. Approval from your department to enter the Requisition. Any other attachments or forms that are necessary. Menu Path Use the following menu path to begin this transaction: SAP Easy Access User Specific Menu o Select Decentral Requisitioner Create Purchase Requisition SAP Easy Access Generic Menu o Select Logistics Materials Management Purchasing Purchase Requisition Create Transaction Code ME51N Helpful Hints The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C). On certain screens you may have to scroll to view some data entry fields. Set your screen to a higher resolution to avoid extra scroll bars. 11/9/2017 Ver: Rev 2012-1 PUR_ME51N_Create Req.udc © University of Cincinnati 1/46

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Create Purchase Requisition (ME51N)

Work InstructionFunctional Area: Purchasing 

Create Purchase Requisition (ME51N)

Purpose Requisitioning

Use this procedure to create a purchase requisition.

Trigger

Perform this procedure when you need to create a purchase requisition to procure materials or goods for your department.

Prerequisites

· The number for the preferred Vendor, or a list of suggested bidders.

· Specifications for the items including detailed description and unit of measure.

· Account assignment information to which you want to charge the purchase.

· Storage Location (Mail Location and Delivery Point) for the final delivery destination.

· Shipping Point (dock) where the items are to be received initially.

· Approval from your department to enter the Requisition.

· Any other attachments or forms that are necessary.

Menu Path

Use the following menu path to begin this transaction:

· SAP Easy Access User Specific Menu

· Select Decentral Requisitioner  Create Purchase Requisition

 

· SAP Easy Access Generic Menu

· Select Logistics Materials Management Purchasing Purchase Requisition Create 

Transaction Code

ME51N

Helpful Hints

· The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).

· On certain screens you may have to scroll to view some data entry fields.

· Set your screen to a higher resolution to avoid extra scroll bars.

· You can expand a section by clicking  . Collapse the section to create more space on the screen by clicking  . When a section is collapsed, the section name is visible; when it is expanded, it is not visible.

· You can create a purchase requisition by copying an existing purchase requisition.

· Click  . 

· Click  and select My purchase requisitions.

· Click  to the left of  with the desired document type.

· Drag and drop the desired  to the . All material data from original requisition will default. Make applicable inputs such as batch, work scope and delivery date.

· For purposes of this manual, the term "Buyer" means the Central Purchasing Buyer or Buyer Assistant who processes the Requisition into a Purchase Order. "Requisitioner" means the person entering the Requisition.

· The Purchase Requisition (ME51N) transaction is intended for high-dollar, non-repetitive needs when goods or services are not addressed by an established agreement. To aid in data gathering and departmental approvals prior to entering a Requisition, Requisition Worksheet Forms are available from the Central Purchasing web site at http://www.uc.edu/af/purchasing/resources.html.

· Prior to entering a Requisition, follow your departmental guidelines for obtaining purchase approval and approval to encumber departmental funds. You can print and use the Purchase Request Worksheet electronic form available on the Central Purchasing web site as a worksheet and to document the necessary approvals.

· More details of the University's purchasing policies and procedures are available in the Purchasing Manual, available through the Central Purchasing Department's web site at http://www.uc.edu/af/purchasing/resources.html.

· The Requisition screen consists of 3 sections:  the Header section, the Item Overview section, and the Item Details section. The Header section contains information that applies to the entire Requisition. The Item Overview section contains a grid of the primary fields for a line item. The Item Details section contains all of the available fields for a line item.

· The Header section only contains a field to store departmental notes. This information does not transfer to the order when the Buyer processes it.

· Depending on various factors and in what state you left the Requisition transaction, the different screen sections may be expanded or collapsed. When entering the transaction, open the sections as needed by clicking on the Expand buttons to the right of each section.  You cannot expand the Item Details section until you begin entering some information in the Item Overview.

· The Item Overview and Item Details do not remain synchronized on the screen. When clicking on another line in the Item Overview, the Item Detail does not automatically refresh to the next line.  Remember to use the large arrow keys at the top of the Item Details section to scroll to the information for the appropriate line. The line item number is indicated in the field in front of the arrow keys.

· Make sure to choose the correct Document type for the Requisition, depending upon whether it is a regular Requisition (NB) or a check request (ZCR). Note: check requests are only to be used when a mistake occurs and an invoice needs to be paid. Examples are: 1) additional unplanned freight and the original order is closed, 2) something that was erroneously shipped and accepted. You should never place an order with a vendor without first obtaining a valid University order number.

· Requisition numbers are in the range of 10000000 to 19999999 and Check Requests are 3000000000 through 3999999999.

· Quantity allows 3 places to the right of the decimal, and price allows 2 places to the right of the decimal.

· Material Groups are commodity codes. When trying to determine the correct commodity code, you can search for a Material Group in the system using the match code. A more extensive search, including keywords, is available on the Central Purchasing Web Site at http://www.uc.edu/af/purchasing/resources.html.

· When entering a Requisition, indicate a preferred or known source of supply for the item(s) required. If you do not know the Vendor Number, select the appropriate one from the matchcode on the Desired Vendor field. When using the matchcode, enter your criteria on the last tab, which is customized for UC. When searching by name put an * before and after the string. Only search with five or six characters in the name, not the entire name itself.

· If you cannot locate the Vendor in the system because it is an unregistered Vendor, select the Vendor record with the name "Vendor Not Registered" in the Desired Vendor field.  This record is a substitute record to facilitate submitting a Requisition without first having the Vendor in the system. You must enter the actual Vendor name and address in the Item Text field on the ItemDetails Texts tab. Once the Buyer contacts and registers the Vendor, they will enter that Vendor on the Purchase Order if the Buyer makes the award to that company. The vendor number to use is 100005.

· When a source is not known or you wish to provide a suggested Bidders list, select the Vendor with the name "Bidders". Enter a list of suggested bidders in the Item Text field on the ItemDetails Texts tab (or send the list as an attachment). Note that you can copy and paste the list into the Item Text if you have the list already electronically stored. The vendor number for bidders is 100006.

· The Vendor is at the line item level on the Requisition so the Vendor must be entered on each line. Although the system will not stop you from saving a Requisition with multiple vendors, you must provide separate Requisitions per Vendor for them to be accepted by Central Purchasing.

· Provide complete specifications for Purchasing to accurately furnish the exact products or services required. Be sufficiently detailed in your specifications so any vendor in the marketplace who receives a bid from the Purchasing Department will have a complete understanding of all technical and service-related requirements. Specifications can be entered in the Requisition using the Short Text field in the Item Overview and the Item Text field on the Item Detail Texts tab.

· For additional product information, or extensive specifications, reference the attachments in the Requisition text and fax a copy of them to Purchasing indicating the Requisition number at the top of the front page. Make sure to check the Attachment field on the Item Details UC Information tab.

· The Account Assignment Category determines what fields in the Item Details Account Assignment tab are available. Different Account Assignment Categories can have different fields that appear for the Account Assignment. The Account Assignments available are K (Cost Center), P (Project), A (Asset), and Z (Prepaid/Check Request). It is recommended that you set these values in your personal list for this matchcode.

· Requisitions with items using a K account assignment will default on the resulting order to an overdelivery tolerance of 10%. This default tolerance was set up to alleviate receiving and payment issues with slight overshipments, which are not abnormal. Price tolerance is at the unit price level not at the overall order price total, so it could not be used in UC Flex to allow for overshipment.

· Resulting orders are set to default to a price tolerance of 20% above the unit price ($1,000 maximum) for each line item. The exception to this is a construction order and a Check Request, which do not have any price tolerance. The defaulted Price Tolerance can be changed by the Buyer to no tolerance in the case of a quote. If you have requested and obtained a price quote from a vendor, make sure to indicate "Price quote received from", the name of the vendor contact, and their phone number in the Item Text field on the Item Details Texts tab.

· To copy Account Assignment information from one line item to the next if you forget to turn on the repeat Account Assignment button, you can copy and paste the information. To do so, press Cntl Y to start the multiple line copy mode. Select all of the accounting lines by clicking and dragging the mouse across all of the fields and lines to be copied. Then press Cntl C to copy. Then paste the information into the next item by clicking in the first cell of the Account Assignment grid and then pressing Cntl V.

· To accommodate monthly or quarterly payments for service agreements, enter a Requisition for a Rental, Service Maintenance or Lease Agreement (RSML). To do this, always start the Line Item description (Short Text) with "Rental Agreement for", "Service Agreement for", etc., depending upon the circumstances. Make sure to check the RSML checkbox on the Item Details UC Information tab to identify this as an RSML. Indicate the period to be covered, usually the University's fiscal year i.e. July 1 through June 30. This checkbox will transfer to the PO when it is created and the heading "Rental, Service, Maintenance, or Lease Agreement" will automatically print before the line items. Enter the Unit of Measure as DOL (Dollars). The Quantity should reflect the extended price for the line. The Unit Price should be $1.00. The Quantity can handle up to 999,999,999.999. 

· Prepaid orders are to be avoided. However if a requisition must be entered for a prepaid item, the "Z" Account Assignment Category should be used. The Goods Receipt field on the Item Details Delivery tab will default to unchecked. This will cause the resulting purchase order to not require a Goods Receipt (2-way match). Make sure to also mark the Prepaid check box on the Item Details UC Information tab. The Buyer will assign payment terms of 15 (Pay Immediately). Do not confuse Prepaid with Check Requests.  Check requests are created with a special document type whereas Prepaids are a type of regular requisition.

· Confirmation Orders are generally orders where quick or immediate delivery is required. To convey to the Buyer that the purchase must be handled in this manner, check the Confirmation checkbox on the UC Information tab. The Buyer will contact the vendor immediately and fax a copy of the order. Language identifying this as a confirming order will automatically print before the line items on the resulting order.

· Construction Requisitions are to be created basically the same as other Requisitions orders except a P should be used for the Account Assignment Category. This brings up the necessary fields for proper project account assignments and the Goods Receipt field on the Item Details Delivery tab should default to unchecked, creating a 2-way match that does not require a Goods Receipt. Construction Orders should also have the Quantity and Unit Price swapped. Enter the Quantity for the actual Line Item Price, and enter the Unit Price as $1.00. Use DOL (Dollar) as the Unit of Measure. This will allow multiple invoices to be processed against the order without closing it prematurely.

· When available checkboxes/fields are checked/completed on the first item line of the Item Details UC Information tab, they should default to all other line items, except for the Asset Trade-in, and the Capital Request Number.

· Identify whether the request is for a service and thus should bypass Receiving, or if it should come through the appropriate Receiving Center. Select and enter the appropriate delivery point and the appropriate Ship-To code. In UC Flex, the Ship-To code is not associated directly with the Delivery Point, so both will need to be entered.

· There is some information that is at the line item level but is actually for the entire order, like Storage Location (Mail Location) and Delivery Point. Where possible, this information was set up to default from the first line to each new line. However at times, this type of information will need to be added separately to each line, like the Vendor number mentioned above. Certain fields can be set to default using the Default Values button located in the Item Overview section.

· Review available delivery points using the transaction ZOX09.

· Accounting information is at the line item level. You can do split coding in various ways.  You can apply different accounts to each line. Multiple accounts for each line can be used and can be distributed by quantity or by percentage. For partial invoices, account assignments can be set up for each item line to either use each consecutive account line, or to be distributed proportionately across all the account lines. However, note that if you are using the same account assignment for the entire order, you will need to add these same account assignment lines to each line item.

· An asset is considered an item of a long-term permanent nature that is identified as having real worth (typically a piece of equipment or an instrument) and having a useful life greater than 2 years. For purposes of this documentation, capital assets are assets that are valued at $5,000 or greater.

· When requisitioning for an item that is considered a Capital asset, an Asset Shell(s) must be set up in the system, prior to entering the Requisition. When creating a requisition for an asset, the Requisitioner enters an existing asset number. An asset shell can be set up for non-capital items valued at less than $5,000 if the department wishes to track them. If a Requisition is for more than one of the same item, you will need to create separate Asset Shells for each piece. Sub-assets are required to be set up in the case of multiple account assignments, one for each different account per asset. Contact Asset Management for assistance when setting up Assets involving multiple account assignments. Refer to the work instruction titled, Create Asset Master Record for further details.

· The following list contains the Ship-to Codes and what happens when they are selected on the Customer data tab in the Item Details section.

· 0 The last 5 lines of the delivery point address will be printed on the order.

· 1 Campus and Branch Receiving address will be printed on the order.

· 2 Radiation Safety Laboratory address will be printed on the order.

· 4 Lab Animal Medicine address will be printed on the order.

· 5 Hoxworth Blood Center address will be printed on the order.

· 7 Printing Services address will be printed on the order.

· 9 The following prints on the order:  "This order either requires no shipping or has special shipping instructions that can be found in its body of text."

· 10 The following prints on the order:  "Do Not Ship!  Pickup only by University of Cincinnati personnel."

· You can create a Requisition by copying another one in its entirety or the individual line items from another one. Use the Document Overview to do this. Once copied, you can change the information on the new one before saving it. This should be useful when you have items that are purchased on a regular basis. You can also copy a line from the current requisition to use as a basis for the next line you are adding, by selecting the line to be copied and using the copy button above the Item Overview section.

Procedure

1.

Start the transaction using the menu path or transaction code.

Create Purchase Requisition

2.

Perform one of the following:

If

Then

The first two sections of the screen are not expanded

Click  .

The first two sections of the screen are expanded

--

Create Purchase Requisition

3.

As required, complete/review the following fields:

Field

R/O/C

Description

Order type (Purchasing)

Required

Example:

NB Purchase Requisition

    This field defaults to NB Purchase Requisition. Do not change it if you are entering a regular Requisition.  However if you are entering a Check Request, you will need to change it to ZCR Check Request.

This is the (Unlabeled field located to the right of  the shopping cart.)

Purchasing Document Number

Optional

Alphanumeric key uniquely identifying purchasing document

Example:

0010000290

    This field should always be left blank, the system will automatically assign a Purchase Requisition number when the document is saved.

Header note

Optional

Text for the header note

Example:

Cups for reception

    This note does not transfer to the PO and should only be used for your own notations regarding the Requisition.

Des.Vendor

Required

Vendor of choice

Example:

100035

    Enter the preferred vendor. If you do not know the Vendor number, use the last tab on the matchcode to find and select it. If the vendor is not in the system, select the Vendor record with the name "Vendor Not Registered" which is vendor number 100005. If the Vendor is unknown or you wish to provide a list of Bidders, select the Vendor record with the name "Bidders" which is vendor number 100006.

A (Account Assignment Category)

Required

Code used to identify the type of cost object that will receive the cost of the line item; For example, cost centers, internal orders, assets or WBS elements

Example:

K

    This code determines what fields are available to enter information in the Account Assignments for the item as well as some other settings. Enter K for Cost Center, P for Projects, A for Asset and Z for Prepaid / Check Requests. Requisitioners in Construction Management are typically the only ones using the P Account Assignment.

Quantity

Required

This is the quantity to be assigned to the account line.

Example:

20

    This is the amount of the item that you are requesting.

Unit

Required

Unit by which quantities are to be measured; Some examples include: pound, gram, meter, and liter

Example:

BOX

    This is the Unit of Measure.

Short Text

Required

Text description of an object limited to 40 characters

Example:

Cups, 8 Oz Styrofoam

    This is the 40-character item description. Enter a general description of the item and detailed specifications if space allows.

Matl Group

Required

Code identifying an allocated group of materials with the same features

Example:

0130-00

    The Matl Group (commodity code) should generally be the same for all items on the Requisition. You can only have one Purchasing Group (Buying Area) per Requisition. However, you can mix Material Groups on the same requisition within the same Purchasing Group.

Val. Price

Required

Estimated or actual unit price of the material or service

Example:

18.00

    Enter an estimated unit price per item.

Total Value

Optional

Total Value – Total sum of the quantity times the value price for the select line item

Example:

360

    Leave this field blank. The value is automatically calculated by the system.

Delivery Date

Optional

The requested or desired delivery date on the purchase document

Example:

4/11/2005

    This field is defaulted to the current date if left blank.  Change it if you have a required delivery date. You may get a warning message for the delivery date asking if it can be met. If so, click  . 

    If you are entering a requisition for a future date e.g an annual RSML, make sure it is the same or greater than the Requisition Date.

Stor. Loc.

Required

Name of the Mail Location for which items are ordered

Example:

0001

    Enter your departmental Mail Location.

Requisnr.

Optional

Requisitioner. User ID of the individual who created the requisition

Example:

smithjn

    Enter on the first line item the first 6 characters of the last name, the first character of the first name, and the middle initial of the person for whom the requisition is being entered.

Tracking No.

Optional

Category that indicated the usage of the requisitioned materials or services

Example:

0087A25900

    This is a unique user-defined alphanumeric character string that identifies a group of Purchase Requisitions for tracking proposes. Always start the tracking number with your 4 digit Mail Location to make it unique to your department, allowing you to easily find and search on your department's tracking numbers. Add up to 6 other characters of your choice after the Mail Location

Plant

Required

A place where materials are produced, or goods and services are provided

Example:

UC

    The plant will always be UC.

C (Category of Delivery Date)

Required

Indicates whether the delivery date is to be entered and displayed as a calendar day, week or month.

Example:

D

    The Category of the delivery date defaults to “D” and should not be changed.

4.

Click .

The example below shows the entry of a line item which is account assigned to a Cost Center (expensed) with a single account assignment. There is a K Cost center in the AccAssCat field. The Cost Ctr and Earmarked… fields are unique to the "K" account assignment category.

Create Purchase Requisition (Account assignment tab)

5.

As required, complete/review the following fields:

Field

R/O/C

Description

AccAssCat

Required

Code used to identify the type of cost object that will receive the cost of the line item; For example, cost centers, internal orders, assets or WBS elements

Example:

Cost center

    This is the same field as the Account Assignment Category on the Item Overview.

Distribution

Required

Distribution indicator for multiple account assignment. Indicates how the quantity and value of this purchase order item are apportioned among the individual account assignment items

Example:

Single account assignment

    If there are multiple account assignments, the value will indicate how to distribute the total charges for the item to the accounts. 

Partial Inv.

Required

Determines how invoice amounts in partial invoices are to be distributed among the individual account assignments in the case of an item subject to multiple account assignment

Example:

Derive from Account Assignment – single account assignment

    Enter how you want to distribute the charges to the accounts assigned to the line item, when there is a partial invoice posted. Choose the second or third for multiple account assignments. The first defaults for single account assignments and cannot be changed without changing the Distribution field. 

Quantity

Optional

This is the quantity to be assigned to the account line.

Example:

20.000

    This is the quantity to be assigned to the account assignment line. For a single account assignment the value is the order quantity. For multiple account assignments the total of all the account lines must equal the order quantity for that item line.

    This field is grayed out and not available to be changed, if Distribution by Percentage is selected in the Distribution field.

Perce

Optional

Percentage of the total order quantity that you want to allocate to this account assignment item

Example:

25

    For multiple account assignments the line items can be distributed by percentages if values are entered in this field. This field is grayed and not available to be changed, if Distrib. on quantity basis is selected in the Distribution field. 

    For single account assignment this field should be left blank. If you try to enter something, it won't be accepted.

G/L Acct

Required

Code identifying the account in the general ledger where this item will post; from a collection of balance sheet and profit and loss statement accounts; includes Assets (1), Liabilities (2), Fund Balance Accounts (3), Revenue Sources (4), Expense Accounts (5), GAAP Only Accounts (7), Transfer Accounts (8), and CO Secondary Postings (9)

Example:

530201

Fund

Required

A fund is a separate & distinct fiscal/accounting object containing a complete self-balancing set of accounts used to segregate cash and other financial resources, together with associated liabilities, residual equities, and related changes. Amounts are separated by fund so that certain activities can be performed or objectives achieved in accordance with special regulations, restrictions, or limitations. Funds are classified into fund types, which have distinctive accounting and reporting requirements.

Example:

D600033

Cost Ctr

Required

An area of responsibility for capturing costs

Example:

3503001000

Functional Area

Required

Organizational unit in accounting that classifies the expenses of an organization by functions; i.e. Instruction (0), Research (1), Public Service (2), Academic Support (3), Student Services (4), Institutional Support (5), Operation and Maintenance (6), Scholarship and Fellowship (7), Auxiliaries (8), Hospital (9), None (X)

Example:

5

Grant

Optional

An award to the university as additional resources to support instruction, research, or public service; A type of financial assistance awarded to an organization for the conduct of research or other program as specified in an approved proposal.

Example:

Not Relevant

    This field will default to Not Relevant and should not be changed unless a grant is being used

Order

Optional

Number which identifies an internal order within a client

Example:

P34500

    This is an optional field for departments to use in order to identify the Requisition as part of a group of financial documents based on a certain event or non-capital project. You must have the internal order set up first, and enter the number here, otherwise leave blank.

Earmarked…(Earmarked funds)

Optional

Funds that are used to reserve portions of a budget for expected outgoings or incomings

Example:

100003190

Itm

Conditional

Number that identifies a line item on a document; Line items are assigned by the system

Example:

1

    This field should only contain a value if the Earmarked funds field is populated.

Bu…(BusA)

Required

Key that uniquely identifies a business area.

Example:

U

    This field defaults based on the G/L cost center.

6.

Perform one of the following:

If You Want To Set The

Then

Indicator to delete an account assignment line.

 

Select  in the D (Deletion indicator) column.

    It has the same function as the trash can icon.

7.

Click  to validate entries.

8.

Click the  tab.

Create Purchase Requisition (Customer data tab)

9.

As required, complete/review the following fields:

Field

R/O/C

Description

Storage Location

Required

Name of the Mail Location for which items are ordered

Example:

0001

    This will automatically default from the Item Overview and cannot be changed on this tab.

Delivery Point:

Required

Code within a Storage Location that will default the Internal Papers and Delivery Addresses

Example:

01

    The Delivery Point associated with the Mail Location should be entered in this field. Once Enter is pressed after changing the Delivery Point, the Internal Papers and Delivery Address information is populated. If you need additional Delivery Points to be set up in the system, contact Central Receiving.

Ship To Code:

Required

Ship-to Code

Example:

1

    The Ship to Code defaults to “1” (Central Receiving) and can be changed if necessary.

This is the Customer data tab. It is a custom tab that was designed to contain both the Internal Papers address and the final destination Delivery Address. There is a corresponding field in the Delivery Address column that corresponds to each field in the Internal Papers column, except for the "Attention To" field. These addresses could be the same or could be completely different. For each Storage Location, there can be multiple sets of these addresses, i.e. multiple Delivery Point codes. Refer to the transaction ZOX09 to view delivery point information for your storage location.

This tab also contains special indicators noting special types of orders, the requisition status, and information which is needed for tracking and reporting purposes by Capital Finance on construction orders.

The Ship-to code indicates to which Central dock the shipment is to be made, whether there is no shipping required, or whether the order is to bypass Central Receiving. Refer to the list of codes and their explanations in the Helpful Hints. 

Always enter the information for this tab on the first line only, except for the Asset Trade in and Capital Request number fields. These two fields can be entered on subsequent lines since they are unique per line.

10.

Scroll down to view additional selections.

Create Purchase Requisition (Customer data tab) (2)

11.

Perform the following:

If You Want To Set The

Then

Indicator signifying that the document has attachments you will be faxing to the buyer

Select  to the left of Attachments.

Indicator signifying that the order is a confirming order

Select  to the left of Confirming Order.

    Use only if you have an urgent request and need the Buyer to fax the order to the vendor prior to mailing the hard copy of the PO.

Indicator signifying that the order is a pre-paid order

Select  to the left of Pre-Paid Order.

    Prepayments are discouraged and you should only select this box in the rare instance when the vendor is the only source available and insists on prepayment.

Indicator signifying that the line item will have an asset that is traded in to cover some of the expense

Select  to the left of Asset Trade-In.

    Select if you are trading in a Capital asset as a partial payment for a new one.

Indicator signifying that the order is for a Rental, Service, Maintenance or Lease order

Select  to the left of RSML.

    When creating a Rental, Service, Maintenance or Lease Agreement (RSML) this box must be selected. You must also change the short text of the line to read appropriately. (refer to Helpful Hints.)

Indicator signifying that the order will have escrow associated with it

Select  to the left of Escrow.

    This is only used by Construction Management Requisitioners. They will select this if the contract requires that it is necessary to deposit a retainage amount as an escrow at a bank.

Indicator signifying that the order will require retainage

Select  to the left of Retainage.

    This is only used by Construction Management Requisitioners. They will select this to indicate that a purchase order is subject to retainage. Retainage is a percentage of a contract price withheld from a contractor as assurance that subcontractors will be paid, and that the job will be completed. 

12.

As required, complete/review the following fields:

Field

R/O/C

Description

Req. Status

Conditional

Indicator documenting the Requisitions status outside of the system

Example:

    Leave this field blank. The Req. Status field is only used to document a Requisition's status by the Buyer if it cannot be processed into a Purchase Order within 24 hours. If you copy an existing requisition, make sure to remove any information in this field before saving the requisition.

CapitaI Request Number:

Conditional

The Capital Request Number is a reference number used by the University’s Capital Finance group. The Capital Request number and Capital Request Date act as a composite key to reference the Capital Request form in a separate system

Example:

    This field is only used by Construction Management, in conjunction with the Capital Request Approval Date, to reference a Capital Request Form in a separate system. If you enter a value into this field, you must also populate the Capital Request Approval Date field.

CapitaI Request ApprovaI Date:

Conditional

The date that the Capital Request was approved by the State of Ohio’s Controlling Board and the University’s Controlling Board

Example:

    This field is only used by Construction Management Requisitioners, in conjunction with the Capital Request Number, to reference a Capital Request Form in a separate system. If you enter a value into this field, you must also populate the Capital Request Number field.

13.

Click  to validate entries.

14.

Click the  tab.

Create Purchase Requisition (Quantities/dates tab)

15.

As required, complete/review the following fields:

Field

R/O/C

Description

Delivery Date

Required

The requested or desired delivery date on the purchase document

Example:

04/05/2005

    This field appears on, and defaults from, the Item Overview.

Request date

Required

Date on which the ordering process is to be initiated based on the purchase requisition

Example:

04/05/2005

    This date is defaulted to the current date and can be changed if necessary. This date should be changed if the order is for a later date, for example an RSML for the next fiscal year.

Release Date

Required

Date on which the ordering process is to be initiated based on the purchase requisition

Example:

04/05/2005

    This date is defaulted to the current date, and should not be changed.

16.

Click the  tab.

Create Purchase Requisition (Valuation tab)

17.

Perform one of the following:

If The

Then

Goods are linked to an invoice receipt

(item is not free)

Select  to the left of Invoice receipt.

    This is the system default.

Goods are to be delivered free of charge

Deselect  to the left of Invoice receipt.

18.

Click the  tab.

The Texts tab contains all of the Long Text. If one of the Long Texts fields contains information, there will be a checkmark next to the Long Text name. Click on the name of the texts to switch between them and to enter information for that category of text. You can use Item text , Item note , and Delivery text. Material PO text is not used on Requisitions; it is used for Term Contract Releases.

Create Purchase Requisition (Texts tab)

19.

Perform one of the following:

If You Want To Add

Then

Additional long description of item

Click Item text.

    The Item text is transferred to the UC Flex purchase order and is printed on the hardcopy PO. If you have received a phone quote from the vendor, enter the quoted price and indicate that it is a quote in the Item Text field on the Item Details Texts tab. For information that applies to the entire order, enter that information on the last line item.

Example:           Color:  White.  100 cups per package, 10 packages per box.

Long text used to make a notation regarding item

Click Item note.

    The Item note is available to view in the system, but will not be printed on the PO.

Example:           For the staff kitchen area.

A description of the delivery, designed to identify the delivery

Click Delivery text.

    The Delivery text is transferred to the PO and is printed on the last item of the hard copy PO only. 

    Enter text here only if you chose Ship-To code of 9 and you need to give special handling and shipping instructions.

Material PO text is not used on a Requisition and should be left blank.

20.

Perform one of the following:

If You Want To

Then

Go To

Copy a line item on the current requisition

1.      Click  to the left of Line item 1 to select the line.

2.      Click  to create a copy of the line item.

Step 21

Split code an account assignment for an item

Click the  tab.

Step 24

Put the requisition on hold

Click  .

    The requisition number is displayed in the status bar at the bottom of the screen. The Hold button does not appear on the menu bar if the displayed document has already been saved or certain errors need to be corrected before the system will allow the requisition to be put on hold.

Step 27

Save the requisition

Click  .

Step 28

Create Purchase Requisition (Text tab) (2)

21.

As required, complete/review the following fields:

Field

R/O/C

Description

Short text

Required

Text description of an object limited to 40 characters

Example:

Cups, 12 Oz Styrofoam

    This is the 40-character item description. Enter a general description of the item and detailed specifications if space allows. Otherwise enter the general description of the item in the Short text and then enter further detailed specifications in the Item Text field for the Item Details.

Val. price

Required

Estimated or actual unit price of the material or service

Example:

20.00

    Enter an estimated unit price per item. If you have received a phone quote from the vendor, enter the quoted price and indicate that it is a quote in the Item Text field on the Item Details Texts tab.

22.

Click  .

23.

Return to Step 20.

Create Purchase Requisition (Account assignment tab) (2)

24.

As required, complete/review the following fields:

Field

R/O/C

Description

Distribution

Required

Distribution indicator for multiple account assignment. Indicates how the quantity and value of this purchase order item are apportioned among the individual account assignment items

Example:

Distib. on quantity basis

    Select an appropriate account distribution. If there are multiple account assignments, the value will indicate how to distribute the total charges for the item to the accounts.

Partial Inv.

Required

Determines how invoice amounts in partial invoices are to be distributed among the individual account assignments in the case of an item subject to multiple account assignment

Example:

Distribute Proportionally – multiple account assignments

    Enter how you want to distribute the charges to the accounts assigned to the line item, when there is a partial invoice posted. The values can be "Derive from Account Assignment Category", "Distribute Proportionally", and "". Choose the second or third for multiple account assignments. The first defaults for single account assignments and cannot be changed.

Quantity

Required

This is the quantity to be assigned to the account line.

Example:

15.000

    On the Account assignment tab, change the first account line quantity to the new quantity to reflect the quantity being assigned to the account assignment.

Quantity

Required

This is the quantity to be assigned to the account line.

Example:

5

    In the Account Assignment tab, change the second account line quantity to the new quantity.

G/L Acct

Required

Code identifying the account in the general ledger where this item will post; from a collection of balance sheet and profit and loss statement accounts; includes Assets (1), Liabilities (2), Fund Balance Accounts (3), Revenue Sources (4), Expense Accounts (5), GAAP Only Accounts (7), Transfer Accounts (8), and CO Secondary Postings (9)

Example:

530201

Fund

Required

A fund is a separate & distinct fiscal/accounting object containing a complete self-balancing set of accounts used to segregate cash and other financial resources, together with associated liabilities, residual equities, and related changes. Amounts are separated by fund so that certain activities can be performed or objectives achieved in accordance with special regulations, restrictions, or limitations. Funds are classified into fund types, which have distinctive accounting and reporting requirements.

Example:

D600033

Cost Ctr

Required

An area of responsibility for capturing costs

Example:

3503002000

Functional Area

Required

Organizational unit in accounting that classifies the expenses of an organization by functions; i.e. Instruction (0), Research (1), Public Service (2), Academic Support (3), Student Services (4), Institutional Support (5), Operation and Maintenance (6), Scholarship and Fellowship (7), Auxiliaries (8), Hospital (9), None (X)

Example:

5

25.

Click  .

26.

Return to Step 20.

For the screen below. The system displays the message, “Purchase requisition put on hold under the number XXXX.”

When trying to save or check a requisition and you receive account validation messages, change the Account Assignment Category to “U” so you can place the order on hold. The Hold button does not appear when there are account validation errors. After you contact the B.A. or the Controller’s Office to determine the problem with the account string, return to the held requisition and enter the correct Account Assignment Category and Account Assignment (s).

Create Purchase Requisition (2)

27.

Go to Step 28.

On the screen below' the system displays the message, "Purchase requisition number XXXX created."

Create Purchase Requisition (3)

28.

Click  until you return to the SAP Easy Access screen.

29.

You have completed this transaction.

Result

You have created a purchase requisition.

Comments

You can create another Requisition without exiting the Create Purchase Requisition screen.

Fax any attachments for the Requisition to Central Purchasing with the Requisition number noted at the top of the attachments.

11/9/2017Ver: Rev 2012-1

PUR_ME51N_Create Req.udc© University of Cincinnati 

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