TOPIC – 8
PURCHASE REQUISTION (PR)
1. What is a Purchase Requisition (PR) in SAP?
A Purchase Requisition is an internal document generated within an
organization to initiate the procurement of goods or services. It is the first step
before creating a Purchase Order (PO).
Why is PR important?
Controls spending by requiring approvals before purchase.
Helps in budgeting and prevents unauthorized procurement.
Ensures materials/services are procured on time.
Acts as the starting document for automatic procurement in MRP
(Material Requirements Planning).
2. Types of Purchase Requisition
A. Manual PR (Created Manually by Users)
• Created using ME51N
• Requires input for material, quantity, plant, purchasing group, etc.
• Example: An IT department needs new laptops → Raises a PR for
approval.
B. Automatic PR (Generated by SAP System)
1. Material Requirements Planning (MRP)
o PRs are created based on stock requirements.
o Example: If stock of a raw material falls below a minimum level,
MRP automatically generates a PR.
2. Planned Orders
o In production, Planned Orders can be converted into PRs.
3. Maintenance Orders (PM Module)
o PRs are triggered for spare parts needed in equipment maintenance.
4. Project System (PS Module)
o PRs are created for materials required in a project.
3. Process Flow of Purchase Requisition
Step 1: PR Creation
Manual: Via ME51N
Automatic: MRP, Maintenance Orders, Production
Step 2: PR Release Strategy (Approval Process)
PR is sent for approval based on pre-defined release strategy.
Example:
• PR below $500 → Auto-approved.
• PR above $5000 → Requires Manager Approval.
Step 3: Source Assignment
Assign a vendor to the PR (ME57).
Check if an Info Record or Source List exists.
Step 4: PR to PO Conversion
Convert PR to PO (ME21N)
Approve PO and send it to Vendor.
Step 5: Goods Receipt & Invoice Posting
When goods are received → MIGO
Invoice verification → MIRO
4. PR Release Strategy (Approval Workflow)
What is PR Release Strategy?
It defines approval levels for PR based on:
Total Value (e.g., below $1000 auto-approved)
Material Group (e.g., IT equipment needs special approval)
Cost Center (e.g., different departments require different approvals)
Configuration Steps for PR Release Strategy
1. Define Characteristics (CL02) → Set conditions (e.g., PR Value >
$5000).
2. Create Class (CL01) → Assign characteristics.
3. Define Release Codes (OMGS) → Approver codes.
4. Define Release Strategy (OMGSCK) → Define the approval workflow.
T-Codes for Release Strategy
T-Code Description
CL02 Maintain Characteristics
CL01 Create Class
OMGS Define Release Codes
OMGSCK Define Release Strategy
ME54N Release (Approve) PR
T-Codes Related to Purchase Requisition
T-Code Description
ME51N Create Purchase Requisition
ME52N Change Purchase Requisition
ME53N Display Purchase Requisition
ME54N Release Purchase Requisition
ME5A List of Purchase Requisitions
ME5J Purchase Requisitions for Project
ME5K Purchase Requisitions for Cost Centres
ME57 Assign and Process Requisitions
ME59N Automatic PR to PO conversion
5. PR Tables in SAP
Important Tables for Purchase Requisitions
Table Name Description
EBAN Purchase Requisition Header and Item Data
EBKN Account Assignment Data for Purchase Requisition
EKET Schedule Lines for PR
EKPO Purchase Order Items (when PR is converted to PO)
T161 Purchase Requisition Document Type
T16FW Release Workflow Configurations
6.Common Errors & Solutions in Purchase Requisitions
Error
Error Message Cause Solution
Code
Missing mandatory
ME083 PR not created Fill all required fields
fields
Account assignment No Cost Center/GL Assign correct cost
ME141
mandatory assigned object
MEPO PR not subject to Wrong release Check release config
822 release strategy strategy config in OMGSCK
No source of supply Assign vendor in
ME013 No vendor assigned
found ME57
MEPO PR cannot be changed PR already Cancel release or
823 after release approved create a new PR
7. Navigation Path in SAP
Creating a PR
1. SAP Menu:
Logistics > Materials Management > Purchasing > Purchase Requisition
> Create
2. T-Code: ME51N
3. Enter Material, Quantity, Plant, Storage Location.
4. Save → PR Number Generated.
8. Real-Time Business Scenarios
Scenario 1: Stock Replenishment via MRP
• A manufacturing company runs MRP every night.
• SAP detects low stock levels and creates automatic PRs.
• The procurement team converts PRs into POs
Scenario 2: Capital Equipment Purchase
• A company needs new servers for the IT department.
• An employee raises a PR in SAP.
• The PR requires CFO approval (Release Strategy).
• Once approved, a PO is created and sent to the vendor.
Scenario 3: Services PR
• A business needs facility maintenance.
• A PR is raised with account assignment (Cost Center/GL Account).
• Once approved, a Service PO is created for the vendor.
Scenario 4: PR with Multiple Line Items
• A department raises a PR for 5 different types of office supplies.
• Each line item has a different purchasing group & vendor.
• The PR is split into multiple POs based on vendors.
9. PR Automation & Best Practices
Automation:
MRP-Driven PRs: Use MRP for automatic PR generation.
Auto-Conversion to PO (ME59N)
Workflow for PR Approval (Fiori Apps Available)
Best Practices:
Use correct document types (Standard PR, Subcontracting PR).
Ensure source determination is configured (Source List, Contracts).
Use Release Strategy for approvals to prevent unauthorized purchases.
Enable PR-to-PO automation for efficiency.
10. Uses of Purchase Requisitions
• Requesting materials/services from vendors.
• Used in automatic procurement from MRP (Material Requirements
Planning).
• Helps in cost control and approval processes.
• Streamlines purchasing workflow in large organizations.
11. Summary
PR is essential for structured procurement.
SAP provides automation via MRP & workflows.
Proper PR release strategy prevents unauthorized purchases.
Integration with MM, PM, PS, and FI modules ensures efficiency.
T-codes & tables help in tracking & troubleshooting PRs.
➢ Step-by-Step Configuration Guide for Purchase Requisition (PR) in
SAP
This guide will walk you through the Purchase Requisition (PR)
configuration, including document types, number ranges, release strategy, and
a hands-on case study.
1. PR Configuration in SAP (Step-by-Step)
The configuration is done in SPRO under the Materials Management module.
Step 1: Define Document Type for PR
Path:
SPRO > IMG > Materials Management > Purchasing > Purchase Requisition >
Define Document Types
T-Code: OMEB
Steps:
1. Click New Entries to create a new PR document type.
2. Define:
o Doc Type (e.g., ZNB – Capital PR)
o Number Range (Assign a pre-defined number range)
o Field Selection (Optional Fields, Mandatory Fields)
3. Save.
Step 2: Define Number Ranges for PR
Path:
SPRO > IMG > Materials Management > Purchasing > Purchase Requisition >
Define Number Ranges
T-Code: OMH7
Steps:
1. Click Intervals and define a number range (e.g., 5000000000 -
5999999999).
2. Assign this number range to the PR document type.
3. Save.
Step 3: Define Release Procedure for PR (Approval Workflow)
Path:
SPRO > IMG > Materials Management > Purchasing > Purchase Requisition >
Define Release Procedure
T-Code: OMGS
Steps:
1. Define Characteristics (CL02)
o Create a characteristic for PR approval (e.g., PR Value > 5000
USD).
o Assign a table field (EBAN-GSWRT for PR Value).
2. Create Class (CL01)
o Create a class and assign characteristics.
3. Define Release Codes
o Example:
▪ R1 (Manager Approval)
▪ R2 (Finance Approval)
4. Define Release Strategy (OMGSCK)
o Assign release codes to PR Value.
5. Activate Workflow (PFTC)
o Create approval workflow for PR.
6. Save & Test.
Step 4: Assign Source of Supply (Optional)
Path:
SPRO > IMG > Materials Management > Purchasing > Source Determination
T-Code: ME57
• Assign a vendor to PR for direct PO creation.
Hands-on Case Study: Real-Time Purchase Requisition Scenario
Business Scenario: Office Equipment Purchase
A company needs 10 laptops for its IT team.
The IT department creates a PR, which requires Manager & CFO approval before converting it to a Purchase Order (PO).
Step 1: Create a PR (ME51N)
1. T-Code: ME51N
2. Enter Details:
o Document Type: NB (Standard PR)
o Material: LAPTOP
o Quantity: 10
o Plant: 1000
o Storage Location: 0001
o Delivery Date: 10 Days from today
3. Click Save → PR Number Generated: 5000000123
Step 2: Approve PR (ME54N)
1. T-Code: ME54N
2. Enter PR Number: 5000000123
3. Click Release
4. Status → PR Released
Step 3: Convert PR to PO (ME21N)
1. T-Code: ME21N
2. Select PR No. 5000000123
3. Assign Vendor (Dell Inc.)
4. Click Save → PO Created
Step 4: Goods Receipt (MIGO)
1. T-Code: MIGO
2. Enter PO Number
3. Post Goods Receipt
Step 5: Invoice Verification (MIRO)
1. T-Code: MIRO
2. Enter PO Number
Post Invoice
Conclusion
• PR ensures controlled procurement.
• Release strategy enables approval workflows.
• End-to-end process integrates with PO, Goods Receipt & Invoice
Posting.
