1. PURCHASE REQUISITIONS SERVICE REQUISITIONS CHANGE REQUISITIONS
SAP REQUISITIONS
PURCHASE REQUISITIONS
SERVICE REQUISITIONS
CHANGE REQUISITIONS

2. PRIOR TO INPUT CHECK USER PROFILE SETTINGS SHOULD REMAIN IN SYSTEM
SETTINGS MAY CHANGE DUE TO SYSTEM UPDATES

3. CHECK USER PROFILE Click SYSTEM>USER PROFILE>OWN DATA
Select ADDRESS TAB
SYSTEM

4. ADDRESS TAB
FILL IN INFORMATION
CHANGE PASSWORD
CLICK ON DEFAULT TAB

5. DEFAULT Decimal Notation, Date Format
Center DECIMAL NOTATION button on (black dot). Should read: 1,234,567.89
DATE FORMAT should be MM/DD/YYYY (second button)
SAVE

6. DEFAULT Output controller box
Check following boxes in OUTPUT CONTROLLER box:
OUTPUT IMMEDIATELY
DELETE AFTER OUTPUT
Click Save

7. CREATE DEFAULTS FOR REQUISITIONER FOR PGR (Purchasing Group) FOR PLANT
PORG CAN NOT BE DEFAULTED (Purchasing Organization)

8. SCREEN ME51N PERSONAL SETTINGS
GO TO PERSONAL SETTINGS
CHECK ITEMS MARKED
CLICK ON DEFAULT VALUES
CLICK ON MORE FIELDS

9. DISPLAY AND HIDDEN FIELDS
CHOOSE THE FOLLOWING FIELDS
PLANT
REQUISITIONER
CURRENCY
PURCHASING GROUP
CLICK ON COPY

10. DEFAULT VALUES FILL IN : Purch. group Item category Plant
Requisitioner
Currency
CHECK BOXES Always propose

11. SAVING PERSONAL DATA CLICK ON THE SAVE ICON
REBOOT MACHINE TO MAKE THE CHANGES TAKE EFFECT

12. REQUISITION FOR GOODS

13. REQUISITION FOR GOODS
Double click CREATE or enter ME51N

14. CREATE PURCHASE REQUISITION SCREEN
Four main sections:
SHOPPING CART.
HEADER Click to expand and collapse.
ITEM OVERVIEW Click to expand and collapse.
ITEM Click to expand and collapse.

15. Expand HEADER Use all capital letters.
Enter vendor names, complete address, phone numbers, contact person, etc…
Unlimited free form text.
Not printed on Purchase Order.

16. Expand ITEM OVERVIEW ITEM number is system assigned.
“A” (account number) is required. Enter a “G” for a Grant or “K” for regular Cost Center.
“I” (item category). Leave blank

17. GRANTS ONLY

18. Move Cursor to MATL GROUP
Click icon to get list of Material Group descriptions.
Place cursor in Material Group Description heading to sort.
Click to sort alphabetically.
Select group that best matches what you are ordering.

19. MATERIAL GROUP CONTINUED
The following groups drive other parts of the system:
COMPUTER SOFTWARE
COMPUTER HARDWARE
IT SERVICES
Include the following unlisted items under COMPUTER HARDWARE:
Digital Copiers
Printers
Digital Cameras
Overhead projectors
Any networked items

20. ITEM OVERVIEW CONTINUED
SHORT TEXT is a 40 character field.
Enter short description always starting with the part number.
Remainder of description is placed in TEXT notes.

21. ITEM OVERVIEW CONTINUED
Enter QUANTITY
UNIT Place cursor in field and click on icon to sort. (Double click on unit to transfer to overview).
DELIVERY DATE when goods are required. Can click calendar date. (Give at least a 2-3 week turn around)

22. ITEM OVERVIEW CONTINUED
VALUATION PRICE is your estimated price.
Underestimated costs may cause budget problems.

23. ITEM OVERVIEW CONTINUED
Move scroll bar to see remainder of display.
REQUISITIONER (Defaults)
TRACKING is your reference field (APR # number or other identifier)
DES VENDOR Leave blank.

24. ITEM OVERVIEW CONTINUED
PGR: (Defaults)
PLANT: (Defaults)
PORG:LOCL (on every line)
Hit Enter

25. Account Assignment You will get a message to enter account number.
Click OK.
Enter GL ACCOUNT NUMBER. (see attached list)
Enter COST CENTER or WBS ELEMENT (Grants only)

26. GRANTS ONLY

27. Account Assignment Cont.
Enter UNLOADING POINT: Building & room number where order is to be delivered
Enter RECIPIENT: Person to receive this order.
If have more than one line click the ‘Match Stick’, this will copy all Account Assignment information.
Hit Enter

28. Account Assignment Cont.
If have more lines to input go to next blank line enter information, when get to Account Assignment the info is already in because the ‘Match’ was lit on
line 1.

29. Click TAB EXPANSION button
Extreme right tab past the arrows lists all the tabs
Click TEXTS
EXPANSION
BUTTON

30. TEXTS TAB
Click ITEM TEXT (info typed here will print on Purchase Order).
Enter detailed description of material required on this line item.
50 character line no word wrap (do NOT type past Account Assignment Tab)
Each line item must have item text if material cannot be adequately described in the SHORT TEXT field .
Check will appear in box titled “A” when entered.

31. ITEM NOTE Click ITEM NOTE
Include Justification and any information helpful to purchasing.
Note here that on-line or written documentation exists to support the purchase.
Info does not print or transfer to Purchase Order.

32. Click the CHECK BOX
If inputs are correct you will get NO MESSAGES ISSUED DURING CHECK.
Click OK.
CHECK
MESSAGE

33. SAVE AFTER LAST LINE ITEM IS ENTERED
Click SAVE icon.
NOTE: If you do not save you will not get a requisition number and you must re-input.
SAVE

34. SAVE CONTINUED
When successfully saved, you will get a message as shown.
Click OK.

35. Check Requisition Status
Display requisition
Under Item Details > Status Tab
If there is a “45” number showing double click
If no information is showing go to the PGR field to see who is processing.

36. PURCHASE ORDER Takes you to purchase order
Under purchase order history will show if order is received or paid

37. *Note
If you entered a Saturday, Sunday, or holiday as a DATE REQUIRED, you will get a message when you go to the TEXT tab telling you when the next work day is. Click OK. You can change the delivery date on that tab (Quantities/Date) if you wish. Click the TEXT tab and enter the remaining information.

38. REQUISITION FOR
SERVICE

39. Service Scenerio
Your department requires a renewal of a preventative maintenance agreement to clean, check, and repair four Colortran ENR racks located in Steele Auditorium. You have general specifications and additional written information from the vendor outlining the service that you desire.

40. REQUIRED INFORMATION
You must provide Purchasing the necessary information to prepare a contract.
Who is the vendor.
What they are required to do.
When do you want the service.
Where is the vendor to provide the service.
How they are to provide the service.
Why the service is necessary.

41. Open HEADER and type: VENDOR: KNIGHT SOUND AND LIGHTING CO..
2409 CHESTNUT BLVD
CUYAHOGA FALLS, OH 44223
PHONE
FAX
ATTN: MARK, MATT, STACEY OR TIFFANY

42. Service Requisition Short Text: SOUND AND LIGHT EQUIPMENT MAINTENANCE
NOTE: You cannot enter more than 40 characters. The remainder of the description must be entered as an ITEM TEXT.

43. Service Requisition Cont.
QUANTITY: 1
UNIT: AU (activity unit)
VALUATION PRICE: $2,500
Delivery Date: 10/1/10
Enter Account Assignment Info

44. Service Requisition Cont.
Enter Item Text to include: Dates of service or event, location, contact person, model of equipment if needed, etc…
CLEAN, CHECK, AND REPAIR FOUR (4) ENR RACKS. SERIAL NUMBERS 4216, 4218, 4219, 5720 AS OUTLINED BY INCORPORATED ATTACHMENT. EQUIPMENT IS LOCATED IN THE PERFORMANCE AREA OF STEELE AUDITORIUM. VENDOR IS REQUIRED TO CLEAN AND CHECK EQUIPMENT QUARTERLY DURING NORMAL UNIVERSITY WORKING HOURS AND REPAIR AS NECESSARY. MAINTENANCE IS REQUIRED TO SUPPORT UNIVERSITY TRAINING PROGRAMS.
10/1/10 – 6/30/11

45. Click ITEM NOTE
Type: “CURRENT CONTRACT IS K WHICH EXPIRES 9/30/10”.
This is information to the Purchasing Agent that is not printed on the contract.

46. Click the CHECK BOX
Note if error messages. If no error messages, click OK.
Click SAVE after correcting any error messages.
The requisition number will be shown at the bottom of the screen. Record the number.

47. CHANGE REQUISITION

48. CHANGE REQUISITION
Click Change Purchase Requisition ME52N

49. Change Requisition Cont.
Click on orange & white box

50. Change Requisition Cont.
Type Requisition number
Hit Other Document

51. Change Desired Information
Expand window that you want to change (HEADER, ITEM OVERVIEW, ITEM DETAILS).
Enter changes.
Check.
Save.
NOTE: Price changes will send requisition through approval cycle again.

52. NOTES SAP is an online paperless system.
You cannot print a requisition.
You will not get a copy of the Purchase Order.
You must get all your information on-line.

53. Check Status of Requisition
Double Click Display Requisition ME53N

54. Check Status Cont. Find desired Requisition to check
Click on Status Tab under Item, if a ‘45’ Number does not appear it means a PO hasn’t been created.

55. Check Status Cont.
In the Item Detail scroll to the right to PGr Column to see what number it’s assigned. Can click the drop down to view all codes. This tells you where the Req is. The example is 150 meaning it’s in Judy’s box and not assigned yet.

56. Check Status Cont.
If it’s still in the 150 box go down to the Item section and open the Release Strategy Tab to make sure the order has been approved.

57. Check Status Cont.
If the Status Tab does show a ’45’ or ‘40’ number double click on the number and it will take you to the PO.

59. Notes: When using the ‘Match Stick’ if the
additional lines have different GL or
Cost Center Numbers they will have to
be manually changed.
Try to use the Material Group Number
that best matches the buy.
Always include a Justification in the
Item Note.