Work Instruction
Functional Area: Purchasing / Change a Saved Purchase Requisition (ME52N)
PurposeRequisitioning - Purchase Order Processing
Use this procedure to change a purchase requisition.
Trigger
Perform this procedure when you need to change a purchase requisition.
Prerequisites
  • Purchase Requisition Number
  • Information regarding what you need to change
Menu Path
Use the following menu path to begin this transaction:
  • SAP Easy Access User Specific Menu
  • Select Decentral Requisitioner Change Purchase Requisition
  • SAP Easy Access Generic menu
  • Select Logistics Materials Management Purchasing Purchase Requisition Change
Transaction Code
ME52N
Helpful Hints
  • The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
  • On certain screens you may have to scroll to view some data entry fields.
  • Click to expand sections of the requisition.
  • Click to close sections of the requisition.
  • For purposes of this work instruction, the term "Buyer" means the Central Purchasing Buyer or Buyer Assistant who processes the Requisition into a Purchase Order. "Requisitioner" means the person entering the Requisition.
  • You should follow the approval guidelines for Requisitions as noted in the work instruction for ME51N Create Purchase Requisition.
  • Requisitioners will only be permitted to change a Requisition that they have placed on hold. Once the Requisition is completely processed and saved by the end user department, only the Central Purchasing Buyer can make a change to it. If the Requisitioner discovers a small error, before the Requisition has been processed into an order, they will need to email or fax the change to the Buyer to make the correction. If the Requisition has already been processed into an order, they will need to send a Cancellation/Change Order form to the Buyer.
  • Buyers need to update the Requisition Status field on the Requisition's Customer Data tab in the Item Details, only if the Requisition cannot be processed within 24 hours. Otherwise they should leave this field blank. There are various codes for reasons why the Requisition cannot be processed right away. The following is the list of codes that the Buyers use along with their descriptions:
Code / Description
AMH / Asset Management Hold
ATT / Awaiting For Attachments
BDR / Bids To Dept. For Review
BID / In Process Of Being Bid
COM / Commodity Code Change
DEL / Delegated To Asst Or Replacement Buyer
JUS / Awaiting Letter Of Justification
PHO / Awaiting Dept/Vendor Call Back
RAD / Awaiting Radiation. Safety Approval
SPE / Awaiting Specs From Dept.
VEN / Vendor Reg. Form In Process
  • More details of the University's purchasing policies and procedures are available in the Purchasing Manual, available through the Central Purchasing Department's web site at
  • The Requisition screen consists of 3 sections: the Header section, the Item Overview section, and the Item Detail section. The Header section contains information that applies to the entire Requisition. The Item Overview section contains a grid of the primary fields for a line item. The Item Detail section contains all of the available fields for a line item.
  • The Header section only contains a field to store departmental notes. This information does not transfer to the order when the Buyer processes it.
  • Depending on various factors and in what state you left the Requisition transaction, the different screen sections may be expanded or collapsed. When entering the transaction, open the sections as needed by clicking on the Expand buttons to the right of each section. You cannot expand the Item Detail section until you begin entering some information in the Item Overview.
  • The Item Overview and Item Detail does not remain synchronized on the screen. When clicking on another line in the Item Overview, the Item Detail does not automatically refresh to the next line. Remember to use the large arrow keys at the top of the Item Detail section to scroll to the information for the appropriate line. The line item number is indicated in the field in front of the arrow keys.
  • Make sure to choose the correct Document type for the Requisition, depending upon whether it is a regular Requisition (NB) or a check request (ZCR). Note: check requests are only to be used when a mistake occurs, and an invoice needs to be paid. Examples are: 1) additional unplanned freight and the original order is closed, 2) something that was erroneously shipped and accepted. You should never place an order with a vendor without first obtaining a valid University order number.
  • Requisition numbers are in the range of 10000000 to 19999999 and Check Requests are 3000000000 through 3999999999.
  • Quantity allows 3 places to the right of the decimal, and price allows 2 places to the right of the decimal.
  • Material Groups are commodity codes. When trying to determine the correct commodity code, you can search for a Material Group in the system using the match code. A more extensive search, including keywords, is available on the Central Purchasing Web Site at
  • A Requisition must indicate a preferred or known source of supply for the item(s). If you do not know the Vendor Number, select the appropriate one from the matchcode on the DesiredVendor field. Remember that this particular search is case sensitive.
  • If you cannot locate the Vendor in the system because it is an unregistered Vendor, select the Vendor record with the name "Vendor Not Registered" in the DesiredVendor field. This record is a substitute record to facilitate submitting a Requisition without first having the Vendor in the system. You must enter the actual Vendor name and address in the ItemText field on the Item Details Texts tab. Once the Buyer contacts and registers the Vendor, they will enter that Vendor on the Purchase Order if the Buyer makes the award to that company. The vendor number to use is 100005.
  • When a source is not known or you wish to provide a suggested Bidders list, select the Vendor with the name "Bidders". Enter a list of suggested bidders in the Item Text field on the Item Details Texts tab (or send the list as an attachment). Note that you can copy and paste the list into the Item Text if you have the list already electronically stored. The vendor number for Bidders is 100006.
  • The Vendor is at the line item level on the Requisition so the Vendor must be entered on each line. Although the system will not stop you from saving a Requisition with multiple vendors, you must provide separate Requisitions per Vendor for them to be accepted by Central Purchasing.
  • Complete specifications for Purchasing are needed to accurately furnish the exact products or services required. Be sufficiently detailed in any changes to your specifications so any vendor in the marketplace who receives a bid from the Purchasing Department, will have a complete understanding of all technical and service-related requirements. Specifications can be entered in the Requisition using the Short Text field in the Item Overview and the Item Text field on the Item Detail Texts tab.
  • For changes to additional product information, extensive specifications that you previously faxed to Central Purchasing, or new attachments, fax the new and/or revised copies to Purchasing indicating the Requisition number at the top of the front page and contact the Buyer to let them know you are sending changes.
  • Requisitions with items using a K account assignment will default on the resulting order to an overdelivery tolerance of 10%. This default tolerance was set up to alleviate receiving and payment issues with slight overshipments, which are not abnormal. Price tolerance is at the unit price level not at the overall order price total, so it could not be used in UC Flex to allow for overshipment.
  • Resulting orders are set to default to a price tolerance of 20% above the unit price ($1,000 maximum) for each line item. The exception to this is a construction order and a Check Request which do not have any price tolerance. The defaulted Price Tolerance can be changed by the Buyer to no tolerance in the case of a quote. If a price quote was obtained from a vendor, "Price quote received from", the name of the vendor contact, and their phone number should be indicated in the Item Text field on the Item Details Texts tab.
  • The Account Assignment Category determines what fields in the Item Details Account Assignment tab are available. Different Account Assignment Categories can have different fields that appear for the Account Assignment. The Account Assignments available are K (Cost Center), P (Project), A (Asset), and Z (Prepaid/Check Request).
  • To copy Account Assignment information from one line item to the next if you forget to turn on the repeat Account Assignment button, you can copy and paste the information. To do so, press Cntl Y to start the multiple line copy mode. Select all of the accounting lines by clicking and dragging the mouse across all of the fields and lines to be copied. Then press Cntl C to copy. Then paste the information into the next item by clicking in the first cell of the Account Assignment grid and then pressing Cntl V.
  • A Rental, Service Maintenance or Lease Agreement (RSML) is set up to accommodate monthly or quarterly payments for service agreements. Requisitions for an RSML should always start the Line Item description (Short Text) with "Rental Agreement for", "Service Agreement for", etc., depending upon the circumstances. The RSML checkbox on the Item Details UC Information tab should be checked to identify this as an RSML. This checkbox transfers to the PO when it is created and the heading "Rental, Service, Maintenance, or Lease Agreement" will automatically print before the line items. The period to be covered should be indicated in the Item text, usually the University's fiscal year i.e. July 1 through June 30. Enter the Unit of Measure as DOL (Dollars). The Quantity should reflect the extended price for the line. The Unit Price should be $1.00. The Quantity can handle up to 999,999,999.999.
  • Prepaid orders are to be avoided. However if a requisition was entered for a prepaid item, the "Z" Account Assignment Category should have been used. The Goods Receipt field on the Item Details Delivery tab will default to unchecked. This will cause the resulting purchase order to not require a Goods Receipt (2-way match). The Prepaid check box on the Item Details UC Information tab should be checked. The Buyer assigns payment terms of 15 (Pay Immediately) when they process the order.
  • Confirmation Orders are generally orders where quick or immediate delivery is required. The Confirmation checkbox on the UC Information tab should be checked. When processing the requisition, the Buyer will contact the vendor immediately and fax a copy of the order. Language identifying this as a confirming order automatically prints before the line items on the resulting order.
  • Construction Requisitions are created basically the same as other Requisitions orders except a P should be used for the Account Assignment Category. This brings up the necessary fields for proper project account assignments and the Goods Receipt field on the Item Details Delivery tab should default to unchecked, creating a 2-way match which does not require a Goods Receipt. Construction Requisitions should also have the Quantity and Unit Price swapped. Enter the Quantity for the actual Line Item Price, and enter the Unit Price as $1.00. Use DOL (Dollar) as the Unit of Measure. This allows multiple invoices to be processed against the order without closing it prematurely.
  • All available checkboxes/fields on the Item Details UC Information tab should default to all other lines, when they are checked/completed on the first item line, except for the Asset Trade-in, and the Capital Request Number.
  • Ship-To codes should be selected depending on whether the request is for a service and thus should bypass Receiving, if it should come through the appropriate Receiving Center, or if it should have special delivery instruction. In SAP, the Ship-To code is not associated directly with the Delivery Point, so both are entered separately.
  • There is some information which is at the line item level but is actually for the entire order, like Storage Location (Mail Location) and Delivery Point. Where possible, this information was set up to default from the first line to each new line. However at times, this type of information will need to be added separately to each line, like the Vendor number mentioned above.
  • Accounting information is at the line item level. You can do split coding in various ways. You can apply different accounts to each line. Multiple accounts for each line can be used and can be distributed by quantity or by percentage. For partial invoices, account assignments can be set up for each item line to either use each consecutive account line, or to be distributed proportionately across all the account lines. However, note that if you are using the same account assignment for the entire order, you will need to add these same account assignment lines to each line item.
  • An asset is considered an item of a long-term permanent nature that is identified as having real worth (typically a piece of equipment or an instrument) and having a useful life greater than 2 years. For purposes of this documentation, capital assets are assets that are valued at $5,000 or greater.
  • When requisitioning for an item that is considered a Capital asset, an Asset Shell(s) must be set up in the system, prior to entering the Requisition. When changing a Requisition to add an Asset, the Requisitioner must enter an existing asset number. An asset shell can be set up for non-capital items valued at less then $5,000 if the department wished to track them. If a Requisition is for more than one of the same item, you will need to create separate Asset Shells for each piece. Sub-assets are required to be set up in the case of multiple account assignments, one for each different account per asset. Contact Asset Management for assistance when setting up Assets involving multiple account assignments. Refer to the work instruction titled Create Asset Master Record and the work instruction ME51N Create Purchase Requisition for further details.
  • The following list contains the Ship-to Codes and what happens when they are selected on the Customer data tab in the Item Details.
  • 0 The last 5 lines of the delivery point address will be printed on the order.
  • 1 Campus and Branch Receiving address will be printed on the order.
  • 2 Radiation Safety Laboratory address will be printed on the order.
  • 4 Lab Animal Medicine address will be printed on the order.
  • 5 Hoxworth Blood Center address will be printed on the order.
  • 7 Printing Services address will be printed on the order.
  • 9 The following prints on the order: "This order either requires no shipping or has special shipping instructions that can be found in its body of text."
  • 10 The following prints on the order: "Do Not Ship! Pickup only by University of Cincinnati personnel."
  • You can add a line or lines to a Requisition by copying from another one either using the entire Requisition or the individual line items. Once copied, you can change any information on the new items before saving.

11/9/2017
Ver: Rev 2013-1 / PUR_ME52N_Change Purchase Requsition.udc
© University of Cincinnati / 1/1
Work Instruction
Functional Area: Purchasing / Change a Saved Purchase Requisition (ME52N)
Procedure
1. / Start the transaction using the menu path or transaction code.
Change Purch. requisition XXXX

2. / Perform one of the following:
If This / Then / Go To
Is not the requisition you want to change / Click . / Step 3
Is the requisition you want to change / -- / Step 6
/ If you use ME52N and are a Requisitioner, you can only edit held requisitions, so you need to open the appropriate requisition. The Hold button is available to put the requisition on hold again, if necessary.
/ The system remembers the last item that you created or edited. It will automatically open when you enter the change transaction.
Select Document

3. / As required, complete/review the following fields:
Field / R/O/C / Description
Purchase Requisition / Required / Document used to request materials and services; Purchase requisitions are converted to purchase orders so materials can be procured externally
Example:
10000063
4. / Click.