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PENNSYLVANIA STATE SYSTEM OF HIGHER EDUCATION

OFFICE OF THE CHANCELLOR

QUICK VIEW
CREATING A PURCHASE REQUISITION
TRANSACTION CODE: ME51N

The purchase requisition (PR) is an internal document that authorizes the procurement department to purchase
goods/services on behalf of a requisitioner.

The main document screen is divided into three sections. Use to expand a section. Use to collapse a
section.

1. Check budget availability prior to entering a purchase requisition.

2. Header Section: Enter vendor information (vendor name, address, contact name, telephone number, fax
number, email address, and Federal ID number or Social Security number if known). Enter any
specifications regarding the order. Lengthy or detailed specifications should be sent separately to the
procurement department. Header Notes are for internal use only and will not appear on the
contract/purchase order. Header Text will appear on the contract/purchase order.

3. Item Overview Section:

A .............................................K (Cost Center) or G (Grant)


MATERIAL GROUP ..............Use dropdown menu
SHORT TEXT ........................Short description of item being ordered
QUANTITY .............................Quantity being ordered*
UNIT.......................................Unit of measurement (EA=each, MON=months)
DELIVERY DATE ..................Delivery date or completion date (MMDDCCYY)
VALUATION PRICE ..............Unit price*
PLANT....................................90
PGR........................................901 (Linda Venneri) o r 903 (Scott Bailey)
REQUISITIONER ..................Your name
PORG.....................................LOCL

*“Flip-flop” the Quantity and Valuation Price fields when entering a PR for services. As an example, for
consulting services where the contract is not to exceed $20,000 for a period of 24 months and
where no firm price has been established, enter “20,000” in the Quantity field and enter “1” in the
Valuation Price field. Later, this will allow you to enter the invoice amount directly into SAP when
receiving the services (in MIGO).

4. Item Detail Section:

Valuation Tab:

GR NON-VALUATED Check box

Account Assignment Tab: Select either the single account assignment screen or the multiple account
assignment screen. Use and to toggle back and forth between the two. Accounting information
must be entered for each line item listed in the ITEM OVERVIEW section.

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PENNSYLVANIA STATE SYSTEM OF HIGHER EDUCATION
OFFICE OF THE CHANCELLOR

Single Account Assignment Entry Screen:

UNLOADING POINT ............Delivery location (Optional)


RECIPIENT............................Name of person receiving goods/services (Optional)
G/L ACCT NUMBER............6-digit general ledger number
COST CENTER .....................10-digit cost center number (only if using cost center)
WBS.......................................11-digit grant number (only if grant funded)

Multiple Account Assignment Entry Screen: Click to select more than one account assignment.
Click on the Distribution dropdown menu to make a selection of how the distribution of costs will be
made, i.e., by quantity or by percentage.

QUANTITY .............................Enter amount if split is on a quantity basis


PERCENTAGE ......................Enter amount if split is on a percentage basis (do not use a decimal point; enter 50 for
50%, not .50)
G/L ACCT NUMBER............6-digit general ledger number
UNLOADING POINT ............Delivery location (Optional)
RECIPIENT............................Name of person receiving goods/services (Optional)
COST CENTER .....................10-digit cost center number (only if using cost center)
WBS.......................................11-digit grant number (only if grant funded)

Grants are WBS elements in SAP. SAP does not allow the split between cost centers and grants. If more
than one cost center is entered, the PR is only sent through the release strategy for the first cost center
listed.

Status Tab: The status of the PR changes during the procurement process. The contract/purchase order
number and payment status will appear when those functions have been performed.
Release Strategy Tab: Lists the release strategy and the release codes of the required approvers. The
cost center manager reviews and approves (releases) the PR via transaction ME54 or ME54N. Budget
approval is required for any PR that exceeds $10,000. IT approval is required for all IT purchases. After
the approvals have been completed for all line items, the PR is available for processing by the
procurement department.

Delivery Address Tab: Change any information as required.

5. Repeat above procedure for each additional item ordered in the PR. To save time in re-keying when
entering multiple line items, you can duplicate the first line item. Click the gray box to the left of the line
item so the line is highlighted. Right click and select Duplicate. This copies all of the information from all
areas to the new line and saves time in re-keying duplicate information. Edit the required fields.

6. Click to save the PR. A purchase requisition number will appear at the bottom of the screen. Funds
are encumbered when the PR is saved.

7. To print a hardcopy of the PR, click and select hardcopy. This will print a screenshot.

8. Click to exit.

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