Documenti di Didattica
Documenti di Professioni
Documenti di Cultura
Purpose
Use this procedure to review and release (approve) a purchase requisition.
Trigger
Perform this procedure when a purchase requisition is in your queue (SAP Inbox) to be released
(approved). For Central Buyers, you will need to run an ME55 report for your specific Purchasing Group
(for other notification processes, such as requisition transmittal form or email, you may use ME54N).
Prerequisites
There is a purchase requisition in your queue or Purchasing Group awaiting your approval.
You are an authorized approver in SAP.
Approvers must check the following items, as applicable, as you are responsible for approving this
expenditure:
- Check attachments, such as
o Quotation to make sure what is being purchased is what was quoted, include required
notations
o EEO, PTE Worksheet, and other City required documentations, as applicable
o Insurance Certificates, as applicable
o Any bureau required documentation, as applicable
- Check the Header section, Texts tab to make sure if there is additional information for approvers
- If a contract is referenced in the requisition, check the contract to make sure
o The item being purchased is covered by that contract
o The pricing is correctly entered
o If additional notations may be required per the contract
- Check the Line Item for accuracy, such as what is being purchased, proper description of item being
purchased, delivery date, etc.
- Check the tabs in the Item Details section for each Line Item in the requisition.
o Account Assignment tab for accuracy
o Source of Supply tab has the correct vendor being requested (Desired Vendor number must
start with a 1XXXXX)
o Texts tab includes required information per the quotation or contract
o Delivery Address tab to make sure the City Address Code (five digits) is entered in the
Address field
Page 1 of 12
Procedure
1.
Enter transaction code SBWP in the Command Field (identified below) and click the Enter button
(the green check mark icon). The Business Workplace of XXXX screen displays.
Business Workplace of XXXX
2.
3.
Click the Workflow icon (identified below) to open the list of items awaiting your approval. The
documents in the Inbox (circled below) display in the Business Workplace of XXXX pane on the
right side of your screen.
Business Workplace of XXXX: Workflow items
Page 2 of 12
4.
Double-click the Workflow item you wish to process (this instruction focuses on requisitions only).
The Release Purchase Req. XXXXXXXX screen displays
Release Purchase Req. XXXXXXXX
5.
Click left side of the Services for Object button (circled above). The Purchase requisition
001XXXXXXX menu displays.
Purchase requisition 001XXXXXXX
6.
Click the Attachment list button (circled above). The Service: Attachment list dialog box displays.
Review all attachments to ensure this requisition meets all City regulations and procedures.
NOTE: There may not be any attachment with requisitions. Common items that may be attached
are a quotation, an invoice, a copy of a contract, etc.
Page 3 of 12
Service: Attachment list
7.
Select the desired attachment by highlighting the entire row (line). Click the Display button (the
eyeglasses icon) to open for review. The attachment displays.
Example: Adobe Acrobat file
Page 4 of 12
8.
Click the Close button (the X icon) to exit the document. Keep track of items not in compliance,
including missing attachments.
NOTE: Continue to review the other attachments for compliance.
9.
Click the Continue button (green check mark icon) to close the Service: Attachment list screen
when youre done with your review of attached documents. Then click the Close button (the X) of
the Purchase requisition 00XXXXXXXX toolbar to return to the Release Purchase Req.
XXXXXXXX screen.
NOTE: As an approver, you are responsible for ensuring that the requested item(s) to be
purchased is/are pertinent to City business AND that what is being purchased is correctly
labeled / classified and charged to the correct account assignment category (correctly
coded). In the example below (Line Item #10), the requisition is amending a contract, and
the Material Group is MISC PROF SERVICES, which relates to Purchasing Group P99,
PROFESSIONAL SERVICES. Look for those types of relationships.
Release Purchase Req. XXXXXXXX
Page 5 of 12
10. Review the following fields in the Release Purchase Req. XXXXXXXX screen (Item Overview area)
to ensure the requisition is properly completed:
Field
Status
R/O/C
NA
Description
System generated icon. If there is a status message for that line item, an icon
would appear in this status field.
Example: Delete Icon
Texts
NA
System generated icon. If there is a message/text for that line item, an icon
would appear in this field. This text or message is usually entered by the
Requisitioner. You can review the text by clicking the icon.
Item of
Requisition
NA
Agreement
There is something in this field if there is a contract for what is being purchased.
Action: If there is something here, you will need to check the contract to ensure
that what is listed here is covered under the contract.
Item of
Agreement
Page 6 of 12
Account
Assignment
Category
The code to indicate what is being purchases and how it will be paid.
Action: Check to ensure the correct code is being used so that the proper
account is affected by this purchase.
Material
If there is something here, this means that what is being purchased has been
assigned a uniquely identified material number and is normally reflected in the
outline agreement that is referenced.
NOTE: Most items being purchased do not have this unique number
assignment.
Short Text
Quantity
Unit of
Measure
Page 7 of 12
Val. Price
Total Value
NA
System generated total value. This number indentifies the total value to be
purchased.
Delivery
Date
Indicates the date for when the last order will be delivered or when the service
will be completed.
Action: If the date is today or in the past, you should check to make sure that
the requested item is properly purchased. If the product has been delivered or
service has been rendered, double check to make sure that you are not
approving an unauthorized purchase. Call Procurement Services if you have
questions.
Material
Group
You should see a five-digit code for what is being purchased. A Material Group
is a collection of goods or services that share common characteristics. For
example, Office Supplies would be used if your requisition is for pens, papers,
staples, etc.
Example: 61500 for Office Supplies
Plant
Action: Check to ensure this code matches what is in the outline agreement, if
the agreement number is referenced. Also, check to ensure this code matches
the Short Text (description) referenced in an earlier field.
This field identifies the bureau or office organizational unit number.
Example: PK00 for Portland Parks & Recreation
Sto.Loc
Storage Location is not common, and is usually left blank. This is a unique
number to identify the specific storage location at which the material is stored. A
plant may have one or more storage locations.
PGr
This field identifies the proper purchasing group, based on what is being
purchased.
Example: G99 for Goods & Services (when purchasing office supplies)
Requisnr.
This field identifies the person who entered this requisition. The naming
convention is LAST_NAME_FIRST_INITIAL.
Example: YOUNGG for Gayle Young
TrackingNo
This field identifies optional tracking number to identify a specific person who
enters the requisition or office. This is generated by the bureau or office and is
usually used as one of the parameters when generating requisition reports.
Des.
Vendor
This field identifies the desired vendor from whom the Requestor would like to
purchase.
Page 8 of 12
11. Review the following field in the Release Purchase Req. XXXXXXXX screen (Item Detail area) to
ensure the requisition is properly completed:
NOTE: Be sure that you are working in the correct Item. Each line has its own Item Details.
Tab
Delivery Address
Field
Address
R/O/C
R
Description
This field should contain a 6-digit code to identify a
specific City delivery address. If it is blank, you will need
to contact the Requisitioner to have this information
added.
Customer Data
Purchasing Doc
No. Changed
Source of Supply
Purch. Org.
Page 9 of 12
12.
THEN
In the Release Purchase Req. XXXXXXXX screen, Header area,
click the Release strategy tab (identified below). Click the
Release icon (identified below) or the Combi. final release
button (identified below). The Status field will change from the
yellow triangle to a green check mark. Then click the Save button
(circled below). You have now released (approved) the
requisition.
Release Options
Page 10 of 12
IF
You wish to reject the
requisition
THEN
In the Release Purchase Req. XXXXXXXX screen, Header area,
click the Texts tab, and then enter the reason for rejection in the
Header note field (identified below).
Click the Release strategy tab, then click the Reject button
(identified below).
Reject Option
Page 11 of 12
Release refused
13.
Result
You have either released (approved) or rejected a purchase requisition.
Next Steps
You need to send an email to the Requisitioner to advise them that you have either approved or rejected
their requisition.
Page 12 of 12