PENNSYLVANIA STATE SYSTEM OF HIGHER EDUCATION OFFICE OF THE CHANCELLOR

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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.

PENNSYLVANIA STATE SYSTEM OF HIGHER EDUCATION OFFICE OF THE CHANCELLOR

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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.