4.MM Purchasing Service

MM COURSE: PURCHASING SERVICES
BSNL
USER MANUAL: Purchasing-Services

Version:1.0
01/09/2010
Page | 1

Table of Contents
1.
Purchase Requisition ................................................................................................................................................ 3
1.
MM-ME51N-Create Purchase Requisition for Services ........................................................................................ 3
2.
MM-ME52N-Change_Purchase_Requisition ...................................................................................................... 10
3.
MM-ME53N-Display_Purchase_Requisition ...................................................................................................... 18
4.
MM-ME54N-Release Purchase Requisition........................................................................................................ 22
5.
MM-ME5A-Purchase Requisitions List Display ................................................................................................... 28
6.
MM-ME5F-Release Reminder Purchase Requisition.......................................................................................... 34
2.
Request for Quotation............................................................................................................................................. 40
1.
MM-ME41-Create Request for Quotation-RFQ.................................................................................................. 40
2.
MM-ME42-Change Request for Quotation ........................................................................................................ 65
3.
MM-ME43-Display Request for Quotation......................................................................................................... 71
4.
MM-ME47-Maintain_Quotation ........................................................................................................................ 76
5.
MM-ME48-Display_Quotation ........................................................................................................................... 85
6.
MM-ME4S-RFQs by Collective Number.............................................................................................................. 90
3.
Purchase Order/Release Order .............................................................................................................................. 96
1.
MM-ME21N-Create Purchase Order-Services.................................................................................................... 96
2.
MM-ME22N-Change Purchase Order............................................................................................................... 109
3.
MM-ME23N-Display Purchase Order ............................................................................................................... 114
4.
Service Entry Sheet .............................................................................................................................................. 118
1.
MM-ML81N-Create Service Entry Sheet .......................................................................................................... 118
2.
MM-ML83-Message Output Service entry sheet ............................................................................................. 127
Page | 2
1. Purchase Requisition
1.
MM-ME51N-Create Purchase Requisition for Services

Overview
Direct requirements from various departments for external services.
Business Process Description Overview

A requisition defines the need for a material or service. It is the primary document in the purchasing
cycle. It replaces the document called Indent.
Purchase Requisition for services will be used to procure external services as required by various
departments of BSNL.
Note :
-A Requisition of this nature can be created for both codified and non-codified services.
Input - Required Fields

Document Type
Field Value / Comments

Type of requisition
Short Text
Short text for the service
Account Assignment
U or F or K
Plant
Plant code requiring services - Click on the drop down button to select
Quantity
Quantity to be requisitioned - Always 1
Unit
Order unit - AU for services
Item category
D- Service
Requisitioner
Name and Initials Dept and Requisitioner
Req Tracking Number
A reference number for tracking this requisition
Cost Centre / Order
Cost Centre / Order to which cost of purchase will be booked if

Account assignment is K
Output - Results
Requisition will be created
Comments
The requisition is assigned a PR number which is now subject to
release as per release procedures. Only after approval the
requisition is available for further processing.
Page | 3

Procedure Steps
Access transaction by:
Via Menu
Via Transaction Code
Logistics>Materials Management>Purchasing>Purchase
Requisition>Create
ME51N
Transaction
Page | 4

On screen Create Purchase Requisition: enter header level information specified in the
table below:
Select document typeService Requisition
Fields
Document
Type
Header
Note
Description
Defines type of requisition
R/O/C
R
User Action and Values

Select Document type
service Requisition
Header Text
Any comments to appear as

Remarks in PR.
R = Required, O = Optional, C = Conditional
Page | 5
Comments

On the same screen, in Item Overview: enter information specified in the table below:
Fields
Item
Category
Description
Type of material or service
to be procured
R/O/C
R

Enter D
Account
Assignment
Account to book cost
K or F or U or Q
Short Text
Description of Service
Quantity
Quantity of service
Enter a description of the

service
Qty to be entered.
Material
Group
Classification of services on
basis of nature
Please refer the attached

annexure
Plant
Plant requiring Services.
Delivery
date
Service Completion date
Enter plant where services

are to be procured.
Current is defaulted. It
should be changed as per
requirement.
Page | 6
Comments

Purchasing
Group
Nature of group preparing

requisition
Requisitioner
Indicates for whom the

services is ordered
This number can be used to
facilitate the monitoring of
services procurement
Req. tracking
number

annexure
Dept. & Initials of
requisitioner
A reference number for
tracking this requisition
On screen Create Purchase Requisition: Item Details: enter information specified in the table below:
Page | 7

Fields
R/O/C
O
Short Text
Description
Service master record
number
Short text for service
Quantity
Quantity of service

Enter if a service master
already exists for the service
If number is not entered,
then short descriptive text is
mandatory
The quantity to be serviced
Unit
Unit for the quantity

specified
Price for the service
Enter relevant unit
Text field where we can

brief the requirement
Enter Unit price (Basic

Price).for the service, which
can be approximate and can
be changed
Enter the text which
describes the requirement of
the services mentioned in the
PR
Enter the list of probable
vendors .
Service No
Gross Price
Required for
Probable
Vendors
List
O
Text field where we can
suggest some vendors for the
Purchase of the mentioned
services in the PR
Comments
After completing the above fields system asks for the respective G/L account and Cost center that have to fill up
accordingly .
G/L account
Cost
Center
Page | 8

If a copy of the services already exists as Model specifications or in other purchasing documents, then these
can be copied into the Purchase Requisition by clicking on the
appropriate document.
icon, and selecting the
Repeat above for each item in Purchase Requisition.
Once all the required fields are filled completely then select the Icon Check
at the top of the screen.
If system does not display any error message then we can save the document and there is an
Requisition
Number is generated at the bottom of the screen.
CHECK icon
Purchase Requisition
number
Page | 9

2.
MM-ME52N-Change_Purchase_Requisition
Overview
A purchase requisition needs to be changed. A change in quantity and/or required date is the primary triggers for
this transaction.

Prior to changing or deleting a requisition, the requisitioned needs to know the status of the requisition. If
the requisition has
been processed into a purchase order, any changes will not be reflected on the purchase order. The
requisitioner needs
to contact the buyer directly. If someone else has deleted the requisition, a new requisition will have to be
created, as it is not
possible to change a deleted requisition.

Purchase requisition number
Item Details

Can be found using Display function or List display function
Identifies what can be changed or deleted
Output - Results
Requisition changed or deleted
Comments
If Requisition has status Not Edited then changes made will
reflect in RFQ and Purchase Order.
Page | 10

Procedural Steps
Via Menus
Logistics>Materials Management>Purchase>Purchase
Requisition>Change
ME52N
Transaction
Page | 11

On screen Change Purchase Requisition, the last Requisition saved will be shown.
Select
icon and enter information in the fields as specified in the table below:
Field Name
Requisition
Number
Description
Requisition Number
R/O/C
R

Comments
If you dont want to work with Requisition can
the defaulted requisition, click be found using
on the Other Requisition
the Display or
button on the header bar (It has List Display
been shown with an
function.
arrow).Enter a unique
requisition number that
requires to be changed.
(Note: On above table, in column R/O/C; R = Required, O = Optional, C = Conditional)
Page | 12

Click on the Enter button.
On the same screen, to delete requisition or item:

Click on the line of the item to be deleted
Click on the line of

the item to be
deleted
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Click on the Delete (trash can) icon,
Select Yes on the pop up box to delete the item
Page | 14

The item is now flagged for deletion ; there will be a checkmark.
Now select save document icon
. System will delete the item.
Select other Purchase Requisition and type the P.R. number and enter.
Page | 15

In other scenario to change quantity, price, date required, text etc., enter information in
the fields as specified in the table below:
Field Name
Item
Number
Val. Price
Delivery
date
Quantity
Text
Description
Item number
R/O/C
R
Price change
Date Change
O
O

Selects the item number that
needs to be changed
Change price if required
Change date if required
Quantity Change
Text change
O
O
Change quantity if required

Change or add text if required
Comments
This holds true

for all texts
Delivery date
Price
Quantity
Page | 16

Change the text in Purchase Requisition
After changes save the document either by Ctrl S or using icon
Now exit the transaction using icon
Page | 17

3.
MM-ME53N-Display_Purchase_Requisition
Overview
User needs to view information regarding purchase requisitions, including item information and status of
requisitions.
User may not have the authority to change, so they can only look in display mode.

This BPP demonstrates a function that allows you to view/monitor the status of individual purchase
requisitions.


Output - Results
View status of Requisition
Comments
Tips and Tricks
There are two methods for displaying requisitions - Display and List Display.
List display is a more comprehensive method of displaying requisitions, and is addressed in BPP MM-ME5A-List
Display-Purchase Requisitions
Page | 18

Procedural Steps
Via Menus
Requisition>Display
ME53N
Transaction
Page | 19

On screen Display Purchase Requisition, the last Requisition saved will be shown. To
display other Purchase Requisition select other purchase requisition icon
of the screen and press Other Document tab.
Field Name
Purchase
Requisition
Description
Requisition Number
R/O/C
R
at the top

Comments
If you dont want to work with Requisition can
the defaulted requisition, click be found using
on the Other Requisition
the Display or
button on the header bar (It has List Display
been shown with an
function.
arrow).Enter a unique
requisition number that
requires to be displayed.
System displays the Purchase Requisition as shown below
Page | 20
Menu
Name
Details
Description
Item Details
R/O/C
Displays every detail from the

item overview screen such as
material, qty, material master
data, plant etc.
Text
Text Overview
O
Displays any text fields in the
Overview
Purchaser requisition
Release
Purchase requisition approval O
Displays strategy for purchase
strategy
approval
Status
Item history statistics
O
Displays statistics on status of
PR and also the changes made
to the requisition
Account
Account assignments for
C
Displays the G/L account to
Assignment items
which the items are charged , if
s
it is an account assigned PR
Services
Service items
C
This is only possible in the case of
service items
Value
C
This is only possible in the case of
Limits
service items
To exit, click on the Exit button
Comments
at the top of the screen or press the <Shift + F3> keys.
Page | 21

4.
MM-ME54N-Release Purchase Requisition
Overview
A Purchase Requisition that is subject to a release procedure needs to be released by the required releasing
authority.
A two step release strategy is adopted. First step release will be done by Initiator. The second step release will be
done by the Competent Authority. The release procedure will be automated and it will be necessary for all persons
responsible for approving requisitions to understand how to release them in a timely manner so that goods and
services can be procured efficiently.
Releases will be processed for each line item in the requisition.

Both Initiator and Approver, who are release points in the release procedure, must be cognizant of the
daily requirements that their position entails.

Release Code

The applicable Release Codes which are needed to release the
requisition for quotation and or PO processing.
Output - Results
Requisition is released
Comments
Releasing the requisition results in a changed Requisition.
Page | 22

Procedural Steps
Via Menu
Logistics Materials ManagementPurchasing Requisition

Release Individual Release
ME54N
Transaction
Page | 23

On screen Release: Purchase Requisition ######; select other purchase requisition Icon
and type the requisition number and press enter:
Enter Purchase
Requisition number
Field Name
Purchase
Requisition
Description
R/O/C
R

Conduct match-code search to
find valid requisition for
release.
(Note: On above table, in column R/O/C; R = Required.)

Press <Enter>
Page | 24
Comments
Click On Purch.
Requisition in the
User Menu and
Click on Other
Requisition

On the Release: Purchase Requisition ####### screen:
RELEASE
STRATEGY tab.
Click the icon

under RELEASE
OPTIONS
1. Click on the Icon under the Release Options Column and under the Release Strategy tab .
Page | 25
For Initiator- By doing the first step release the requisition becomes available to the next release point which is
the final approver. Without Final release in the system the requisition is not available for further processing i.e.
quotation or Purchase Order creation.
Select the Final

Release option.
Now select the final release option
Page | 26
For Competent Authority- By doing Second step release, system displays window as shown below.
Once releasing from both the level then save

icon at the top of the window
the document and exit from the transaction using the
Page | 27

5.
MM-ME5A-Purchase Requisitions List Display
Overview
Need to identify/display requisitions by account assignment.

This process demonstrates a function that allows you to view/monitor the status of requisitions when you
search by the account assignment.

Scope of list
Sort indicator

A default value
1 default value
Output - Results
View list of requisitions
Comments
Tips and Tricks

When doing any display or reporting functionality in SAP, it is advisable to enter as much information as possible in
the initial screen. This will minimize both the running time of the report, and the amount of unnecessary
information displayed.
Page | 28

Procedural Steps
Via Menu
Logistics> Materials Management> Purchasing> Purchase

Requisition> List Displays> General
ME5A
Page | 29

On screen List Display of Purchase Requisitions, enter information in the fields as
specified in the table below:
Page | 30

Field Name
Purchase
Requisition
Material
Description
Purchasing requisition
number
Material master name
R/O/C
O

Enter number if it is known
Material
Group
Purchasing
Group
Scope of List
Material group code
Purchasing group code
Use to narrow search if

necessary
annexure
Please refer the attached annexure
Plant
Plant to which delivery is to

be made
Type of purchasing
document
Type of requisition
Account where costs are

allocated
Document
Type
Item category
Account
assignment
category
Delivery Date
Release Date
Materials/
Planner
Controller
Processing
Status
Requisitioner
Req Tracking
No.
Short Text
Cost Center
WBS Element
Order
Asset
Determines format of search report

R
O
O
Date that the items are

O
scheduled to be delivered
Date that the requisition needs O
to be
released in order for the buy to fit
within the allowable parameters
Number of the MRP
O
controller who is
responsible for this material
Key specifying the current
O
processing
status of the requisition
Note on the requisition
O
identifying who the material
is being purchased for.
Tracking No.
O
You may choose from list of drop-A is used for

down
requisitions
items
To narrow search, select plant
from drop down menu
annexure
necessary
necessary
necessary
Use to narrow search if necessary
To narrow search, select MRP

controller from drop down
menu
To narrow search, select plant from
drop down menu
necessary
Short description of the

material
Cost center number used on

Outline Agreement
Key identifying a WBS
element
Number that identifies an
order
Asset number

necessary
May use to narrow search
parameters for consumable
material.
Choose from pull-down menu
May use match-code search

technique to find number
Comments
Page | 31
Useful for Account

assigned PRs
Useful for Account
assigned PRs
Useful for Account
assigned PRs
Useful for Account
Network
Sort Indicator
Closed
Requisitions
O
Specifies the way the list of
requisitions is sorted
assigned PRs
Choose from pull-down menu Useful for Account
assigned PRs
You may choose from list of drop-8 is the default for
down
account assignment
items
Check box to narrow search
Specifies whether or not

O
the list display is also to
include closed purchase
requisitions.
Partly
Specifies whether or not the O
Ordered
list display is also to include
requisitions
partly ordered purchase
requisitions.
Only Released Specifies whether or not the O
Requisitions
released purchase
requisitions.
Requisitions
Specifies whether or not the O
for item
release
requisitions for item release.
Dynamic
Selection icon to select by
O
- Press the Dynamic Selections
Selections
one of 51 specific requisite
button and make selection.
fields
- Complete match requirements
All Selections Selection icon toggles
Press the All Selections button
between expand and
collapse selections.
Page | 32

Click on the Execute
button at the left hand side of the top of the screen
View the Purchase Requisitions list display screen:
This screen allows the user to view: the requisition number, material, requested quantity, ordered quantity,
delivery date, material group, and plant.
To exit, click on the Exit button
or press the <Shift + F3> keys in the key board.
Page | 33

6.
MM-ME5F-Release Reminder Purchase Requisition
Overview
Need to view/monitor requisition releases.

This process demonstrates a function that allows you to view/monitor the status of requisition
releases.

Release Code
Scope of list

Code with which individual items or entire requisition may be
released.
A default entry
Sort indicator
1 default entry
Output - Results
View status of Requisition
releases
Comments
This will enable user to take either of two decisions
a. Release requisition that needs to be processed, or
b. Goto print transaction to print the requisition
Page | 34

Procedural Steps
Via Menu
Logistics> Materials Management> Purchasing> Purchase

Requisition> Release> Release Reminder
ME5F
On screen Release (Approval) Reminder: Purchase Requisitions; enter information in

table below:
Page | 35

Field Name
Release Code
Release
Prerequisite
Fulfilled
Requisitions
for Overall
Release
Requisitions
for Item
Release
Description
Code with which the items of
a purchase order may be
released (approved).
Determines whether or not
the suggested purchase
requisition items or
purchasing documents must
fulfill the release prerequisite
for the specified release
code.
If you set this indicator, the

system lists all purchase
requisitions that have to be
released (approved) in their
entirety.
If you set this indicator, the

system lists all purchase
requisitions that have to be
released by the item level.
R/O/C
R

Enter your release code, A or I
Comments
Set the indicator if you only

wish to see the purchase
purchasing documents that
you can release (approve)
immediately.
A tick is defaulted
and need not be
changed
Purchase
Requisition
Material
Requisition number
Material
Group
Purchasing
Group
Scope of List
Material group code
Determines format of search
Do not set the indicator if you

also wish to see the purchase
purchasing documents that
you cannot yet release
(approve).
Depending on the scope-of-list
parameter, you see either all
items belonging to a purchase
requisition or only one "header
line" per requisition item.
Tick to be
removed since we
are using item
wise release only
If you see all items and release

one of them, the entire
requisition is released.
Depending on the scope-of-list A tick is defaulted
parameter, you see either all
and need not be
items belonging to a purchase changed
requisition or only one "header
line" per requisition item.
If you see all items and release
one of them, the entire
requisition is released.
Enter a particular requisition
number to see its status
necessary
annexure
annexure
You may choose from list of
Page | 36
A is the default

report
Plant
drop-down items
Document
Type

be made
Type of purchasing
document
Item category
Type of Requisition
Acct.
assignment
allocated
category
Delivery Date Date that the items are
Release Date Date that the ordering should
be processed based on
parameters set in material
master.
Materials/Pla Number of the MRP
nner
controller who is responsible
Controller
for this material
Processing
Key specifying the current
O
O

from drop down menu
annexure

necessary
necessary
necessary
necessary
To narrow search, select MRP

controller from drop down
menu
Page | 37
for requisitions
The document
type can, for
instance,
differentiate
between a
standard
purchase
requisition and a
requisition
relating to a stock
transport order,
although both
documents
belong to the
purchasing
document
category
purchase
requisition.

Status
Requisitioner
Short Text
Sort Indicator
Cost center
WBS
Element
Order
Asset
Network
processing status of the

requisition
Note on the requisition
identifying who the material
is being purchased for.
Short description of the
material
Specifies the way the list of
requisitions is sorted
Key uniquely identifying a
cost center.
Key identifying a WBS
element.
Number which identifies an
order within a client.
This is the main asset
number which, together with
the asset sub-number,
identifies a fixed asset in
Asset Accounting.
Key identifying the network
used for account assignment.
from drop down menu

O

necessary

parameters for consumable
material.
You may choose from list of
drop-down items
R
O
O
O
O
You can enter here the number

of the network from which
you want to copy purchase
requisitions.
R = Required, O = Optional, C = Conditional
Select the execute button
On the List Display of Purchase Requisitions screen:
Page | 38
1 is the default
for requisitions
This screen allows the user to view: the Requisition number, material, requested quantity, ordered quantity,
delivery date, material group, and plant (along with a few other items).
To exit from this area, press the Yellow
Exit button on the top of the screen or
Page | 39
Shift + F3.
2. Request for Quotation

1.
MM-ME41-Create Request for Quotation-RFQ
Overview
Purchasing determines that a quotation is required from vendors.
Business Process Procedure Overview

SAP provides the capability of creating and issuing single or multiple items Request for Quotes (RFQs).
Vendors must have master records created or be categorized as one time vendors
The Request for quotation may be created w.r.t a Purchase Requisition incase requirement has come from
user department else it can be created without any reference also. Both cases have been discussed in this
document.

RFQ Type
Language
RFQ Date
Quotation Deadline
Purchasing Org
Purchasing group

Default is AN for Services
Default is EN for English
Default is creation date
Due date for submission of vendors quotations , Must be prior to
required delivery date specified
Enter Purchasing Organization identifier
Enter Purchasing group number
Output - Results
Saved RFQ
Comments
Each RFQ per vendor will receive a separate document number.
Tips and Tricks
The collective number in the header screen of the RFQ is an important method to link the copies of the RFQ issued
to the different vendors. SAP treats each issuance to a different vendor as a separate RFQ document and this
collective number can be used to search and provide comparison reporting.
Page | 40

Procedural Steps
CASE 1: CREATION OF RFQ W.R.T PURCHASE REQUISITION
Access Transaction by:

Via Menu
(a) Logistics > Material Management > Purchasing >

RFQ/quotation > Request for Quotation> Create
ME41
Transaction
Page | 41

On screen Create RFQ: Initial Screen, enter information in the fields as specified in the
table below
Field Name
RFQ Type
Language
RFQ Date
Description
Default is AN
Default is EN - English
R/O/C
R
R
R

Enter RFQ type
Not to be changed
May be changed if required
Quotation
Deadline
The due date for vendor

quotations
Enter the due date in the date

format assigned in the system
Page | 42
Comments
The RFQ can

be created for
future issuance.
If the deadline
is stated as a
date after the
required
delivery date,
the user will be

given an error
message when
the delivery
date is entered.
Purchasing
Org.
Reference
to Preq
Purchasing Organization
responsible for RFQ
Field to allow Purchase
Requisition reference
R
R

annexure
Click on this field
Now select the Reference to PReq tab
Field Name
Purchase
Requisition
Requisn
Item
Description
Purchase Requisition field for
entry
Requisition Item number
and type the following data.
R/O/C
R

Comments
Enter Requisition No. against
which RFQ is being floated
O
Enter only if all requisition
items are not to be taken to
RFQ
Note: On the above table, in column R/O/C; R = required, O = Optional, C = Conditional)
Page | 43

Note: The Default Data for Items fields will carry these values against all items on the RFQ. Although carried onto
the Item screens, these values may be changed within the transaction. Useful if the majority of the items have
common data (delivery date, plant, etc.). Enter the appropriate data if desired. (Optional)
After entering above values press enter to move to next screen - Create RFQ: Header Data.
On screen Create RFQ: Header Data, enter information in the fields as specified in the
table below:
Page | 44
Field
Name
Coll. No.
Validity
start
Validity
end
Applic. By
Bindg.
Per.
BSNL
Number
Description
R/O/C
Collective number
Enter a number to track

vendors of the same RFQ
Validity start
Validity end
Application date
Binding period
O
O
Enter date of quotations

validity starts
validity ends
Enter closing date of Bids
Enter date period is binding
BSNL document number
Enter a sequential BSNL

internal doc number
Comments
This will be a
10 digit code
This can be up
to 50
characters.
After entering above values press enter to move to next screen - Create RFQ: Selection List: Purchase Requisitions
On screen Create RFQ: Selection List: Purchase Requisitions :

Select Requisition line items for processing and click on the Adopt+Details button to copy requisition details to
RFQ.
Adopt Details
Select requisition line item for processing.
Page | 45

System will take you to the next screen Create RFQ: Item 00010. Delivery date adopts from
Purchase Requisition.
Delivery date
adopts from PR.
Now press enter and system will move to the screen Create RFQ: Item Overview and check the following data.
Page | 46

Field Name
RFQ
Quantity
Delivery
Date
Description
RFQ Quantity
R/O/C
C
Date of delivery

Defaulted from Requisition ,
cannot be changed
Defaulted from Requisition,
needs to be changed if it is
earlier than Quotation deadline
date
Comments
In case there are other items to be chosen, choose next item from screen menu RFQ > Create with reference > To
purchase req.
Page | 47

System will pop up another small window to type other purchase requisition. Similar process can be followed for
more than one purchase requisitions.
Type other Purchase
Requisition.
To maintain any relevant text Go to Header > Text, and maintain texts which are
relevant.
Page | 48

System will display Create RFQ : Header Texts
Now select the icon at the top of the screen
to go back to the Create RFQ : Item Overview
Screen.
Page | 49

Now specify the vendors invited to quote by clicking on the Vendor address
button .
Vendor address button
System will display the following screen and type the vendor code in the vendor field .
Page | 50
On screen Create RFQ: Vendor Address, enter information in the fields as specified in the table below:
Page | 51
Field Name
Vendor
Description
Vendor number
R/O/C
R

Enter valid vendor number and
press enter. If vendor master
does exist then system will
adopt data from vendor master.
Name
Vendor Name
Up to 4 lines available
Street &
House #
Street address and/or House #
Postal Code Postal code and city / town / village

C
& City
Country
Name of country
Table validated / selection
Region
In some countries, the region

forms part of the address. The
meaning depends on the
country.
Postal Code Zip Code / Postal Code
Page | 52
Comments
If vendor
master does
not exist, use
a one-time
vendor
number (if
allowed)
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
Telephone
Telephone #
Fax
Fax #
E-mail
E-Mail address
Now select the save button
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
at the top of the screen.
System will display an RFQ number at the bottom of the screen
Page | 53

Similarly to create different RFQs for different vendors we have to type vendor code in the respective field as shown
below and save the document.
Return to Main Purchasing Menu Select the icon
or press Shift F3.
Page | 54
CASE 2: CREATION OF RFQ WITHOUT PURCHASE REQUISITION
Access Transaction by:
Via Menu
(a) Logistics > Material Management > Purchasing >

RFQ/quotation > Request for Quotation> Create
ME41
Transaction
Page | 55

On screen Create RFQ: Initial Screen, enter information in the fields as specified in the
table below:
Field Name
RFQ Type
Language
RFQ Date
Description
Default is AN
Default is EN - English
R/O/C
R
R
R

Enter RFQ type
Not to be changed
May be changed if required
Quotation
Deadline
The due date for vendor

quotations
Enter the due date in the date

format assigned in the system
Page | 56
Comments
The RFQ can

be created for
future issuance.
If the deadline
is stated as a
date after the
required
delivery date,

the user will be
given an error
message when
the delivery
date is entered.
Purchasing
Org.
Purchasing
group
responsible for RFQ
Requisitioning group
Identifier
R
R

annexure
annexure
Item
Category
If RFQ is being
created w.r.t
Purchase
Requisition
then system
will pick from
Requisition,
user need not
enter
Key defining how the

O
Enter Item Category if required
procurement of a material or
service item is controlled.
Delivery
Date on which the goods are
O
Enter delivery date
Date
to be delivered or the service
is to be performed.
Plant
Key for location within the
O
Enter Plant
company code where goods
are required.
Storage
Number of the storage
O
Enter Storage Location
Location
location where the material is
stored. A plant may contain
one or more storage locations.
Material
Key that you use to group
O
Group
together several materials or
annexure
services with the same
attributes, and to assign them
to a particular material group.
Requisition Number that facilitates
O
Enter requisition tracking
Tracking
monitoring of the
number
Number
procurement process for
required materials or services.
This number can relate to an
external "need note" (notice
of requirements) that was not
generated in the system.
Note: On the above table, in column R/O/C; R = required, O = Optional, C = Conditional)
Page | 57

Note: The Default Data for Items fields will carry these values against all items on the RFQ. Although carried onto
the Item screens, these values may be changed within the transaction. Useful if the majority of the items have
common data (delivery date, plant, etc.). Enter the appropriate data if desired. (Optional)
After entering above values press enter to move to next screen - Create RFQ: Header Data.
On screen Create RFQ: Header Data, enter information in the fields as specified in the
table below:
Page | 58

Field
Name
Company
code
Coll. No.
Validity
start
Validity
end
Applic. By
Bindg.
Per.
Description
R/O/C
Company code
Needs to be entered
Collective number
Enter a number to track

vendors of the same RFQ
Validity start
Validity end
Application date
Binding period
O
O

validity starts
validity ends
Comments
This will be a
10 digit code
After entering above values press enter to move to next screen - Create RFQ: Item overview
On screen Create RFQ: Item Overview, enter information in the fields as specified in the
table below:
Page | 59
Field Name
Item
I
Short Text
Description
R/O/C
Number that uniquely
R
identifies an item within the
RFQ
Item Category - determines if O
standard
purchase or other such as 3rd party
order, etc.
Short text
R

Defaults - Line items are
defined by the system in
increments of 10.
Enter D
RFQ
Quantity
Delivery
Date
Material
Group
Quantity of Services
requested for quotation
Date required if ordered
Enter a short description of

Service
Enter the Required Quantity
Must be in correct date format
Group of material which this

material belongs to
N/A

annexure
Plant
Plant where material is

required
Enter or select Plant from

table.
Note: the material master must
exist for that plant.
Comments
No User
Action
Needs to be
entered in
case of non
codified
materials
Press enter to proceed.

On screen Service Specifications: RFQ specs for ItemMaintain, enter information in the fields as specified in the
table below:
Page | 60
Service selection icon.
If service specifications already exist, then click on the copy SERVICE.SEL icon on the menu bar and enter the
required data.
Field Name
Service
No
Short Text
Quantity
Unit
Description
No of the Service Master
R/O/C
O

Enter Service Master
Text for service
Description of service
Quantity
Unit
R
R
Page | 61
Comments

To enter another item begin from line 2.
From Menu Go to Header > Texts. Maintain texts which are relevant like EMD, PBG, PRS, Enclosures etc.
Now specify the vendors invited to quote by clicking on the Vendor address
button or F7 key.On screen
Create RFQ: Vendor Address, enter information in the fields as specified in the table below:
Field Name
Vendor
Description
Vendor number
R/O/C
R

Enter valid vendor number and
press enter
Name
Vendor Name
Up to 4 lines available
Page | 62
Comments
If vendor
master does
not exist, use
a one-time
vendor
number (if
allowed)
Only
required if
One-time
Street &
House #
Street address and/or House #
Postal Code Postal code and city / town / village

C
& City
Country
Name of country
Region
In some countries, the region

forms part of the address. The
meaning depends on the
country.
Postal Code Zip Code / Postal Code
Telephone
Telephone #
Fax
Fax #
Page | 63
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
E-mail
E-Mail address
required if
One-time
vendor.
Defaulted
from vendor
master.
Only
required if
One-time
vendor.
Defaulted
from vendor
master.
After entering all vendor details, save the RFQ. This will refresh the Create RFQ: Vendor Address screen to allow
creation of the same RFQ data to a new vendor by following the steps outlined in 2.5 above. The system will display
the message RFQ Created under the number ___________.
Return to Main Purchasing Menu select the icon
or Shift F3.
Refer to Business Process Procedure Display a RFQ - to verify this result.
Page | 64

2.
MM-ME42-Change Request for Quotation
Overview
An RFQ needs to be changed. A change in quantity and/or required date are the primary triggers for this transaction.

Service items or quantities may sometimes need to be changed in an RFQ.

RFQ number
Item Details

Identifies what can be changed or deleted
Output - Results
RFQ changed or deleted
Changes can be displayed
Comments
Page | 65

Procedural Steps
Via Menus
Logistics>Materials Management>Purchasing >RFQ/Quotation

>Request for Quotation> Change
ME42
Page | 66

On the Change RFQ : Initial Screen type the RFQ number generated at the time of
creation of RFQ.
On screen Change RFQ: Item Overview, the RFQ items are displayed. On this screen,
only the short text can be changed.
Page | 67

To change the quantity Select the item and click on Services icon to go to the service
specifications screen.
Click on SERVICES
icon.
Select the
item
On screen Service specifications: RFQ specification for item xxxxx change any
information in the fields as specified in the table below:
Page | 68

Field Name
Service no
Short text
Quantity
Overall
limits
Description
Number of the service master
Description of service
Quantity of service
Value limit
R/O/C
O
O
O
O

Can be deleted
Can be changed
Change if required
Comments

On the same screen, to delete service item:
Click on the Delete service line icon, or use menu path at the menu bar Edit>Delete
Page | 69

On the same screen make any changes to the fields like quantity, add items etc.
Use the Icon
to go back to change RFQ : Item overview screen and Click on the Save button
Page | 70

3.
MM-ME43-Display Request for Quotation
Overview
An RFQ needs to be displayed

Service items or quantities may sometimes need to be displayed

RFQ number

Output - Results
RFQ changed or deleted
Changes can be displayed
Comments
Page | 71

Procedural Steps
Via Menus
Logistics>Materials Management>Purchasing >RFQ/Quotation

>Request for Quotation> Display
ME43
Page | 72

Now type the RFQ number in the RFQ field
Type RFQ
number
On screen Display RFQ: Item Overview, the RFQ items are displayed.
Page | 73

Select the item and click on Services icon to go to the service specifications screen.
Select the line item.
On screen Service specifications: RFQ specification for item xxxxx Display all information
are displayed.
Page | 74
Click on the Exit button to exit this transaction.
Page | 75

4.
MM-ME47-Maintain_Quotation
Overview
Vendor communicates price for material and as a result the RFQ (Request for Quotation) needs to be updated.

In Purchasing, the RFQ and the quotation form a single document. Prices and conditions quoted by
vendors are
entered in the original RFQ. If you have issued an RFQ to several vendors, you can have the system
display the
most favorable quotation submitted. You can also store the prices and terms of delivery from certain
quotations in an info record
for future accessing. A quotation is legally binding on the vendor for a certain period. The quotation is the
vendors response
to a request for quotation issued by a purchasing organization. A quotation consists of items in which the
total quantity
and delivery date of an offered material or service are specified.
Input Required Fields

RFQ
Output - Results
Quotation entered
Field Value/Comments
Enter RFQ No. for which a price or prices need to be entered.
Comments
Enter all relevant data received by vendor, price, date available,
etc.
Tips and Tricks

If you are simply entering a price against a RFQ, you can follow these easy steps:
Choose RFQ/quotation Quotation Maintain.
(The initial screen for maintaining quotations appears.)
Enter the number of the RFQ and press ENTER.
(The RFQ item overview screen appears.)
Page | 76

You can enter the vendor's price per item on the item detail screen (see steps 4 and 5) or directly on the item
overview screen.
Choose Item
to enter quotation data on the item detail screen.
Enter the vendors quotation. Save your data.
Procedural Steps
Via Menu
(a) Logistics > Materials Management > Purchasing >

RFQ/quotation > Quotation > Maintain
ME47
Transaction
Page | 77
On screen Maintain Quotation: Initial Screen, enter information in the fields as

Field Name
RFQ
Description
RFQ Number
R/O/C
R

Enter RFQ Number for
which price entries are to be
made.
Comments
Search help can
be used to locate
the appropriate
value.
Page | 78
Press the Enter. System will display the following screen
Select the icon Header details
Page | 79

View the screen Maintain Quotation: Header Data by clicking on the Header data icon
in the toolbar.
Enter information in the fields as specified in the table below. Some fields will not be
available for input, as they are reference fields only.
Field Name
Administrative
Fields:
Qout. Dead.
Validity start
Validity end
Applic. By
Bindg. Per.
Terms of
Payment &
Delivery:
Payment terms
Description
R/O/C
Quotation deadline
Validity start
Validity end
Application date
Binding period
R
O
O
O
O
Supplied from initial screen

Enter date quotation will start
Enter date quotation will end.
Key for defining
Enter appropriate value if
Page | 80
Comments
(F4) search help can

payment terms
composed of cash
discount percentages
and payment periods.
Reference
Data:
Quotation Date
Quotation Ref
Date quotation
submitted
Number of vendor's
quotation.
necessary.
be used to locate the

appropriate value.
Enter date if desired.
Enter the Quotation Reference

Number.
Once all necessary header data has been maintained, the user can then enter the price
information in one of two fashions:
To enter the price click on the Services icon on the Maintain Quotation: Item
Overview screen. Then select the item for which you are maintaining the price.
Services icon.
Page | 81

This price should be the basic price exclusive of discounts/surcharges.
You can either maintain the price in the Gross Price column or give an overall limit in the Overall Limits field.
Page | 82

To enter more detailed information in addition to the net price, on the Service
Specification :Quotation Specs screen, select the line item and click on the Item
conditions icon
at the bottom of the screen.
Here various conditions as per vendor quotation will be maintained.

Drop down on the open field of Condition type and choose the type of condition to be levied for this basic price.
Please note that basic price is referred to as Gross price in this screen since Net will be calculated after taking into
account all conditions.
Examples could be Discount (start with -), Surcharge (start with +), Freight charges, Inspection charges
conditions are either in % or per unit or Absolute value basis.
Page | 83
etc. Most

If CST/LST or Excise duty is applicable, the same has to be entered via the tax code. To choose this code go back to
Item overview screen. Select the material item line and go to Item Details screen. Enter the tax code here... If a
purchase order is created by referencing an RFQ, this code facilitates the determination of the tax amount when the
invoice is entered in the system. The tax code has to be entered for each item in the Quotation.
Header Conditions There may be some conditions that are applicable on the total amount of the Quotation. These
header conditions can be maintained at header level so that item wise repetition is not required. To enter these
conditions, goto Item overview screen and Choose Header Conditions. The value of these conditions will be
apportioned to individual items.
Click on the green Back arrow to return to the Overview screen once data has been
maintained.
There is a field for quotation comments that will segregate quotations as per their status, Comments such as Not
Responded, Regret case, Technically Unqualified, Commercially Unqualified, Techno commercially Accepted,
Unsuccessful bid, Lowest Technocomm. Accepted are available to choose from. These status comments can be
entered / reentered as and when their status is known till the stage when price comparison and DEPT finalizes one
vendor for awarding of work. These comments are to be entered in the Item details screen under Quotation
comments.
Once all quotation information has been successfully entered, save the data by clicking
on the Save button, or press the <Ctrl + S> keys. A message will be displayed that the data
has been saved.
Page | 84

5.
MM-ME48-Display_Quotation
Overview
The need arises to display a quotation already maintained for an RFQ (Request for Quotation) in the system.

This BPP will discuss the procedure to display a quotation in the R/3 system.

RFQ number

RFQ number for which you want to display quotation information.
Output - Results
Quotation is displayed.
Display Only format.
Comments
Tips and Tricks
By consistently using the collective number field on RFQs, the search for the required RFQ number is much simpler.
Changes can not be made in this mode. If changes are required, transaction ME47can be used to maintain quotation
data. See BPP MM-ME47-Maintain Quotation.doc for reference.
Page | 85

Procedural Steps
Via Menu
Logistics > Materials Management > Purchasing > RFQ/Quotation >

Quotation > Display
ME48
Transaction
Page | 86

On the Display Quotation: Initial Screen screen, enter information in the fields as
Field Name
RFQ
Description
RFQ number
R/O/C
R

Enter RFQ number
Comments
Can type the RFQ
number or call the
F4 menu to search
the RFQ number.
Press the Enter key .
Page | 87

On the Display Quotation: Item Overview screen the following data will be returned in
display-only format:
Field Name
Item Number
Material
Short Text
RFQ quantity
OUn
Delivery Date
Price
Material Group
Plant
Storage Location
D
R
Texts
Description
Item within RFQ
Material master number
Description of the material or service to be procured
The quantity of material required
Order Unit
Date that the material will be due
The price that the vendor has quoted for this item
Material group that the item most closely belongs to
Plant number
Storage location number
Deletion indicator
Rejection indicator specifying that the vendor is to receive a rejection letter in
respect of his quotation.
Text associated with a line item. An icon will appear in the text field if text has
Page | 88

been entered. Simply click on the icon to view the associated text
More detailed information can be viewed by clicking on any one of the following toolbar
icons.
Button Name
Information Returned
Header details (F6)
Administrative field values and Reference data.
Vendor address (F7)
Vendor name, address, search terms, communication data, etc.
Partners (Ctrl-Shift-F5)
Partner Schema (if applicable)
Messages (Shift-F1)
Printing information
Services (Shift-F4)
Service specific data (select line on RFQ and click on icon)
Example:
In the event that the header data needs to be displayed, use the menu path Header Details, or
click on the Display Header icon. On the Display Quotation: Header Data screen the following data will be returned
in display only format:
Field Name
RFQ
RFQ Type
Vendor
Company Code
Purchasing Group
RFQ date
Validity start
Validity end
Payment terms
Collective number
Quot. dead.
Applic. by
Bindg. per.
Target val
Quotation date
Description
RFQ number
Type of RFQ
Vendor number
Company code
Purchasing organization number
Date of RFQ creation.
Start of the period in which the RFQ may be submitted
End of the period in which the RFQ may be submitted
Terms stipulated by vendor
Number used to collectively group RFQs
Date by which the vendor is to submit the quotation
Date by which the bidder is to express an interest in submitting a bid.
Date for which the quotation is valid and binding
Target value of the contract.
Date quote submitted by vendor
To return to the Main R/3 menu, click on the green Back button, the yellow Exit button or depress the
<Shift + F3> keys.
Page | 89

6.
MM-ME4S-RFQs by Collective Number
Overview
Need to identify/display RFQs by Collective Number.

This process demonstrates a function that allows you to view/monitor the list of RFQs when you search
by Collective Number

Scope of list

ANFR default value
Output Results
View list of requisitions
Comments
Tips and Tricks

When doing any display or reporting functionality in SAP, it is advisable to enter as much information as possible in
the initial screen. This will minimize both the running time of the report, and the amount of unnecessary
information displayed.
Page | 90

Procedural Steps
Access Transaction
Via Menu
Logistics> Materials Management> Purchasing>RFQ/Quotation>

List Displays> By collective number
ME4S
Transaction
Page | 91
On screen RFQs by Collective Number, enter information in the fields as specified in the
table below:
Page | 92

Field Name
Collective
Number
Purchasing
Orgn
Scope of List
Description
Collective Number
R/O/C
O
Purchasing
Group
Plant

be made
Type of requisition
Date that the items are

Date for submission of offer
Vendor code
Material
Material
Group
Document
Date
Vendor Name
Material group code
Date of creation of RFQ
Name of Vendor
Item category
Delivery Date
Deadline
submission of
quotations
Vendor
Determines format of search report

R

Comments
Enter the number for fastest
retrieval
annexure
You may choose from list of drop-ANFR is used for
down
this search
items
Please refer the attached annexure
from drop down menu
necessary
necessary
necessary
To see RFQ for a
necessary
particular vendor only
necessary
annexure
Use to narrow search if necessary
parameters.
Click on the Execute button
Page | 93
View the RFQs per Collective Number: List Display screen:
This screen allows the user to view: the RFQ number, material, requested quantity, ordered quantity, delivery date,
material group, and plant.
Page | 94

More information may be gathered by double clicking on the RFQ number or selecting line item number and then
clicking on one of the following buttons: Display document, print preview, changes or Services.
Display Document
To exit, click on the Exit
button or press the <Shift + F3> keys.
Page | 95
3. Purchase Order/Release Order

1.
MM-ME21N-Create Purchase Order-Services
Overview
A purchase order for services needs to be created and the vendor is known.

A purchase order is a legal document used to record an individual purchase (negotiated terms, conditions
and pricing) with the vendor or arrange for a delivery based on prior agreement. It also provides the
vendor with a reference document to link to service confirmation (service entry sheet) and invoicing
(invoice verification) processes. The purchase order is a commitment to a vendor for a given material, in
a specified quantity at a predetermined price and delivery date.

Vendor
Purchasing Group
Date
Qty
Net Price
Delivery Date
Plant
Account Assignment
Item Category
Service Numbers
Short Text
Document Type
Purchase Order Date
Req Tracking Number
Tax Code

Vendor number
Purchasing Organization code
Purchasing Group code
Purchase order date default is system date
Quantity of Purchase
Effective purchase price
Anticipated Delivery Date
Plant code
Cost Centre or Project or Internal Order
Service
Service Numbers
Description of the service
Nature of Purchase - Domestic / Foreign / Projects
System Date will default
File Tracking Number
Tax code for ED / CST / LST
Page | 96
Output - Results
Purchase order document
Comments
Can be changed, displayed or printed which can then be printed to
send to vendor
Tips and Tricks
Click the Personal Settings button on the tool bar, this function is for default information for purchase order header
data and also purchase order item data. This will reduce the amount of redundancy in the data entry, i.e. plant,
company code.
One Purchase Order may be created for several purchase requisitions or RFQs.
Page | 97

Procedural Steps
CASE I: Purchase Order Creation w.r.t Quotation

Via Menu
Logistics>Materials Management>Purchasing>Purchase Order>

Create>Vendor/Supplying Plant Known
ME21N
Transaction
Page | 98

On screen Create Purchase Order Header, enter information in the fields as specified in
the table below:
Enter the
purchase order
date.
Enter the
document type.
Field Name
Document
Type
Doc. date
Description
Document type
R/O/C
R

Comments
Select document type for
,
Service order
Purchase order date
R
Date PO created (defaults to
todays date)
Click on the Document Overview On button
Page | 99

Click on the Selection Variant
and select Requests for Quotation
On Screen Purchasing Documents, enter the relevant data and press execute (F8)
Page | 100

From the list of RFQ displayed, drag and drop the required RFQ to the basket
top left corner at the side of the document type.
on the
On the Item details screen, enter the following for each Item. Enter information in table
below:
Field Name
Tax Code
Description
Tax Code
R/O/C
R

Will default from RFQ if
maintained there.
Comments
Will need to be
entered by
choosing from
drop down
Page | 101

The Purchase Order may be posted by clicking on the Save button
A message with a document number will be displayed at the bottom of the screen.
CASE II: Purchase Order Creation w.r.t Requisition

Via Menu

ME21N
On screen Create Purchase Order, enter information in the fields as specified in the
table below:
Page | 102
Field Name
Vendor
Description
Vendor number
R/O/C
R
Document
Type
Doc. date
Document type
Purchase order date
Header
Purchasing
Organization
Purchase req
Section Header
Purchasing organization code R
Reference document number
Req. item
Item number
Item
Overview
Service No
Short Text
PO quantity
Delivery Date
Item Overview
Net Price
Vendor selling price for good R
Currency
Currency for the order
Tracking
number
Number that facilitates

monitoring of the
procurement of required
materials
No based on Service master

Description of the service
Quantity to order
Completion date of Service
O
R
R
R

Vendor number known or
search by drop down
annexure
todays date)
Comments

annexure
Use tool bar
button to
reference other
purchasing
documents
Item number
within purchasing
document
Will flow from PR.

Will flow from PR.
Will flow from PR.
Will flow from PR. Can be
changed if required
Enter price for each service
item(s).
Currency maintained for

vendor
Defaults from Requisition, to
be changed as per Purchasers
requirement
Pop up sub screen

for price
maintenance
appears for each
SOR item to
maintain prices.
Can be used in
List display to list
all POs created
by a certain
buyer. Potential
entry is employee
number. Eg.
N/04/0034
Requisitioner To whom service is ordered
O
Defaults from Requisition
Not to change
Page | 103

On the Item Details screen, enter the following for each Item. Enter information in table
below:
Field Name
Tax Code
Description
Tax Code
R/O/C
R

Will default from RFQ if
maintained there.
Comments
Will need to be
entered by
choosing from
drop down
Page | 104

Conditions Item and Header Level conditions are to be maintained. In case of Header level, the path is Header
Conditions and maintain the required conditions. In case of Item level, the path is Item Conditions and maintain
the required conditions.
Header Texts to be maintained based on the requirement. Path is Header Text.
The Purchase Order may be posted by clicking on the Save button.
A message will be displayed at the bottom stating that the purchase order was saved, with the purchase order
number.
Page | 105

CASE III: Direct Purchase Order Creation

Via Menu

ME21N
On screen Create Purchase Order, enter information in the fields as specified in the
table below. After each entry press enter to proceed in the below mentioned sequence:
Field Name
Document
Type
Doc. Date
Description
Document type
R/O/C
R
Purchase order date
Vendor
Vendor number
Header
Section Header

todays date)
Vendor number known or
search by drop down
Page | 106
Comments

Purchasing
Organization
Purchasing
Group
Company
Code
Item
Overview
Acct.
assignment
category
Purchasing organization code
Company code for purchase

allocated
For a service.
Enter to book costs
Item category
Short Text
Category of the item

Short text for service
R
R
P O Quantity
Unit
Plant
Quantity
Unit for the purchase qty
Facility where goods are
produced or sold.
Grouping together of
services by characteristics
For whom service is ordered
R
R
R
Enter D
Description of the
service(Heading)
Should always be 1
Defaulted as AU
Enter plant
Material
group
Requisitioner

annexure
annexure
Enter if not defaulted in from
purchasing org or group
Item Overview
R
O
Tracking
number
Number that facilitates

monitoring of the
procurement of required
materials
Item Details
Item details
Service No
No of the Service master
Short text
Short text t for the service
Net Price
PO Quantity
Unit of
measure
Vendor selling price for good

Required units / quantity
Unit that good is purchased
R
R
R

annexure
Dept. & Requisitioner Name
or initials
To be entered as per
Purchasers requirement
Search by drop down menu to

locate non valuated material
code
Enter the description of the
service
Enter Unit price
Enter quantity
Defaults from material master,
change if required
Page | 107
Choose either
Project (Q),
Order (F),
Unknown (U) or
Cost Center (K)
to charge costs
Projects, orders
and cost centers
will have assigned
numbers
Eg. Mech/Srama
Can be used in
List display to list
all POs created
by a certain
buyer. Potential
entry is employee
number.
.

Reason for
Ord.
Reason for Ordering
Tax Code
G/L Account
Tax Code
General Ledger Account
R
C
Choose from drop down and

select depending on nature of
purchase
Select from drop down
Required to be chosen from
drop down
Cost Center
Represents a separate
location of cost
incidence. The
definition can be
based on functional
requirements,
allocation criteria,
activities or services
provided physical
location, and/or area
of responsibility.
Choose cost centre from drop

down
Order
Represents an Internal
Order or Non Plan
scheme where
inventory tracking is
not required
Choose order number from

drop down
Network
A sub element of a
Project scheme
Choose Network from drop

down
Required to be
manually entered
only if material
code has not been
entered
This action only
to be done when
A/c assign K is
used
This action only

to be done when
A/c assign F is
used
This action only

to be done when
A/c assign N is
used

If a model service specifications or other specifications already exists, then these can be copied into the item screen
by clicking on the SERV.SELECTION button at the bottom of the screen. On entering the relevant details in the popup box, the selected document is opened and required data can be copied by selecting the line items and clicking on
the
icon
The Purchase Order may be posted by clicking on the Save button.

A message will be displayed stating that the purchase order was saved, with the purchase order number.
Page | 108

2.
MM-ME22N-Change Purchase Order
Overview
A purchase order needs to be changed. A change in quantity and/or required date are the primary triggers for this
transaction.

Prior to changing or deleting a purchase order, a written approval needs to be taken. If part of the
purchase order quantity has
already been received, then any changes made in the purchase order will only reflect in subsequent goods
receipts. If someone
else has deleted the purchase order, a new purchase order will have to be created, as it is not possible to
change a deleted
Purchase order.

Purchase order number

Can be found using drop down
Output Results
Purchase order changed or deleted
Comments
The Purchase order records changes made including old value,
new value, date, time and id of the person who has made changes.
Tips and Tricks

If a purchase order has been deleted, you can still use that purchase order and create a new one using the canceled
purchase order as a reference.
System by default displays the most recently opened Purchase order, so if changes need to be made to another
order, the number has to be typed on the Other Purchase order button.
To save the document, you can click on the save folder.
Page | 109

Since Purchase order processing is an enjoy transaction, change purchase order can also be viewed from transaction
ME21N by clicking on the
button.
Procedural Steps

Via Menus
order>Change
ME22N
Transaction
On screen Purchase Order ############ Created by ########, the last Purchase order
saved will be shown. Enter information in the fields
Page | 110
as specified in the table below:
Field Name
Purchase
order
Number
Description
Purchase order Number
R/O/C
R

Comments
If you dont want to work with Purchase order
the defaulted purchase order,
can be found
click on the Other Purchase
using the
order button on the header bar Display or List
(It has been shown with an
Display
arrow).Enter a unique purchase function.
order number that requires to
be changed.
Page | 111

On the same screen, to delete purchase order or item:
Click on the line of

the item to be
deleted.
Click on the Delete (trash can) icon
, or use menu path Edit>Delete
Page | 112
The item is now flagged for deletion.
The item is now

flagged for
deletion.
On the same screen, to change quantity, price, date required, text etc., enter information in the fields as specified
in the table below:
Field Name
Item
Number
Net Price
Delivery
date
Quantity
Text
Description
Item number
R/O/C
R
Price change
Date Change
O
O

Selects the item number that
needs to be changed
Change price if required
Change date if required
Comments
Quantity Change
O
Change quantity if required
Text change
O
Change or add text if required
Click on the Save button
Page | 113
3.
MM-ME23N-Display Purchase Order
Overview
A purchase order needs to be displayed. A display of quantity and/or required date is the primary triggers for this
transaction.

There are two methods for Displaying Purchase Orders - Display and list Display.

Purchase order number

Can be found using drop down
Output Results
Purchase order displayed
Comments
The Purchase order records all changes made even details such as
old value, new value, date, time and id of the person who has
made changes.
Tips and Tricks
System by default displays the most recently opened Purchase order, so if displays need to be made to another
order, the number has to be typed on the Other Purchase order button.
Page | 114

List display is a more comprehensive method of displaying Purchase Orders, because it will allow for detailed
searches on various criteria. It is covered in the BPP MM-ME2N-Purchase Orders by PO Number.
Since Purchase order processing is an enjoy transaction, display purchase order can also be viewed from transaction
ME21N by clicking on the
button.
Page | 115

Procedural Steps
Via Menus
order>Display
ME23N
On screen Purchase Order ########## Created by ######## , the last Purchase order
saved will be shown. Enter information in the fields as specified in the table below:
Page | 116

If we dont want to work with default P.O. then select other purchase order icon
Field Name
Purchase
order
Number
Description
Purchase order Number
R/O/C
R

If you dont want to work with
the defaulted purchase order,
click on the Other Purchase
order button on the header bar
(It has been shown with an
arrow).Enter a unique purchase
order number that requires to
be displayed.
(Note: On above table, in column R/O/C; R = Required)
Comments
Purchase order
can be found
using the
Display or List
Display
function.
On the same screen, to display quantity, price, date required, text etc., select item
number and view the item specific fields in the item details screen as below:
Field Name
Net Price
Delivery
date
Quantity
Text
Description
Price display
Date Display
R/O/C
O
O

Display price if required
Display date if required
Comments
Quantity Display
O
Display quantity if required
Text display
O
Display if required
Page | 117
4. Service Entry Sheet

1.
MM-ML81N-Create Service Entry Sheet
Overview
Requirement for recording services performed by service provider. This transaction is to be performed upon
submission of a Service Invoice/ RA (Running Account) Bill by service vendor.

This document describes the procedure for creating a service entry sheet. Within purchasing, this
service entry sheet document is designed for the recording of the services that have been performed by
the service provider. The service entry sheet is a list of all planned services that have actually been
performed. It can also be used to list and specify unplanned services that have been performed and
whose precise scope and nature were unknown at time of planning phase.

Purchase Order Number for Services
Enter the purchase order you wish to reference
Output - Results
Service Entry Sheet
Comments
Page | 118

Procedural Steps

Via Menus
a) Logistics>Materials Management>Service Entry

Sheet>Maintain
ML81N
Transaction
Page | 119

On screen Display Service Entry Sheet
Click on the Other Purchase Order button

in the following window and press Enter.
Page | 120
and enter the PO number
Click on the Create Entry Sheet icon
and type short text in the short text field
On Screen (Entry Sheet Number): Create Entry Sheet: enter the information in the fields
as specified in the table below:
Field Name
Short Text
Description
R/O/C
Comments
Short text of service entry
R
Enter description of service entry
sheet
sheet
Page | 121
Click on the Service Selection icon at the bottom of the screen

and
type the Service Purchase Order number in the Service Selection window and press enter.
Type SERVICE
PURCHASE
ORDER number
Page | 122

Select the line of services performed and click on Adopt Service icon.
ADOPT SERVICE icon
Page | 123

Now select the Icon Accept
at top of the Entry Sheet screen.
Page | 124

System shows Entry Sheet will be accepted
Click on the Save button
Page | 125
Service Entry Sheet

acceptance number
A service entry sheet acceptance document number is generated at the bottom of the window.
Page | 126

2.
MM-ML83-Message Output Service entry sheet
Overview
A Service entry sheet needs to be printed

This procedure details how to print a service entry sheet created in R/3

Message Data
Details the type of message to print.
Output - Results
A successfully printed Service entry
sheet
Comments
Tips and Tricks
The more search parameters that are entered the more efficient the search and the less unnecessary information that is
displayed.
Page | 127

Procedural Steps

Via Menu
Logistics>Materials Management>Purchasing >Service entry

sheet > Print /Transmit
ML83
On screen print /transmit message, enter information in the fields as specified in the
table below:
Select execute button
Enter Entry sheet

number
Page | 128

Click on the Execute button.
On screen print /transmit message select the appropriate Service entry and perform
the following:
Display/Print
Select proper Document

number
Click <Display Output> and/or

Click <Trial Print out
Page | 129
Page | 130

4.MM Purchasing Service

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MM COURSE: PURCHASING SERVICES

USER MANUAL: Purchasing-Services

MM COURSE: PURCHASING SERVICES

Purchase Requisition ................................................................................................................................................ 3

MM-ME51N-Create Purchase Requisition for Services ........................................................................................ 3

MM-ME54N-Release Purchase Requisition........................................................................................................ 22

MM-ME5A-Purchase Requisitions List Display ................................................................................................... 28

MM-ME5F-Release Reminder Purchase Requisition.......................................................................................... 34

Request for Quotation............................................................................................................................................. 40

MM-ME41-Create Request for Quotation-RFQ.................................................................................................. 40

MM-ME42-Change Request for Quotation ........................................................................................................ 65

MM-ME43-Display Request for Quotation......................................................................................................... 71

MM-ME4S-RFQs by Collective Number.............................................................................................................. 90

Purchase Order/Release Order .............................................................................................................................. 96

MM-ME21N-Create Purchase Order-Services.................................................................................................... 96

MM-ME22N-Change Purchase Order............................................................................................................... 109

MM-ME23N-Display Purchase Order ............................................................................................................... 114

Service Entry Sheet .............................................................................................................................................. 118

MM-ML81N-Create Service Entry Sheet .......................................................................................................... 118

MM-ML83-Message Output Service entry sheet ............................................................................................. 127

MM COURSE: PURCHASING SERVICES

MM-ME51N-Create Purchase Requisition for Services

Direct requirements from various departments for external services.

Business Process Description Overview

Input - Required Fields

Field Value / Comments

Short text for the service

Quantity to be requisitioned - Always 1

Order unit - AU for services

Name and Initials Dept and Requisitioner

Req Tracking Number

A reference number for tracking this requisition

Cost Centre / Order

Cost Centre / Order to which cost of purchase will be booked if

MM COURSE: PURCHASING SERVICES

Access transaction by:

MM COURSE: PURCHASING SERVICES

Select document typeService Requisition

User Action and Values

Any comments to appear as

R = Required, O = Optional, C = Conditional

MM COURSE: PURCHASING SERVICES

User Action and Values

Account to book cost

Enter a description of the

Please refer the attached

Plant requiring Services.

Service Completion date

Enter plant where services

MM COURSE: PURCHASING SERVICES

Nature of group preparing

Indicates for whom the

Please refer the attached

MM COURSE: PURCHASING SERVICES

User Action and Values

Unit for the quantity

Enter relevant unit

Text field where we can

Enter Unit price (Basic

MM COURSE: PURCHASING SERVICES

icon, and selecting the

Repeat above for each item in Purchase Requisition.

at the top of the screen.

MM COURSE: PURCHASING SERVICES