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Purchase Requisitions

Paper Requisitions

Departments can submit approved paper requisitions to Procurement and Supply Chain Management. Procurement uses SAP to create electronic purchase orders and transmits the order to the supplier via EDI or computer to fax.

SAP Online Requisitioning

Departments create their purchase requisition in SAP at their PC. The requisition is routed electronically for necessary departmental approvals. Once the requisition has been approved by the departmental approver, it is forwarded to Procurement and Supply Chain Management where a purchase order is generated and sent to the supplier.

How to Find Information in SAP

1. Has an invoice been entered into SAP?

If you have the Purchase Order number…

  1. Follow the menu path:
    Logistics > Materials Management > Purchasing > Purchase Order > Display
    (SAP Transaction ME23)
  2. Enter your purchase order number and press "enter" 
  3. Check the items > Click on the bar graph icon (PO history) 
  4. Double-click on the IR Document Number (5200… or the 1…. #) 
  5. Double-click on the “Follow on Document” then double-click Accounting Document, then on the vendor’s name. 
  6. If the “Clearing” field displays a date and a number beginning with “300…., the invoice has been paid and  this is the date the check was sent out and the check document number.
    If the clearing box does not exist, the check has not gone out. 
  7. Double-click on the “Clearing” document number.   
  8. Double-click on the vendor name again.  
  9. Go to “Environment” at the top, click on “Check Information” - the actual check number will be the first ten digits listed in the "Check Number" box.
    If there is no number listed, then the check number is the same as the check document number on the previous screen.

If you only have an invoice number…

  1. Follow the menu path:
    Accounting > Financial Accounting > Accounts Payable > Document > Display
     (SAP Transaction FB03)
  2. Click on the Document List button 
  3. Enter "0010" to "0080" in the company code fields 
  4. Put your invoice # in the reference number field 
  5. Click the "execute" button 
  6. Double-click on the Document Number (5100…or the 1….#) 
  7. Double-click on the first line of the description. 
  8. On the bottom of the screen there is a box that says Clearing. This is the date the check went out on and the check document number.
    If the clearing box does not exist, the check has not gone out.
  9. Double-click on the check document number. The actual check number will be the first ten digits listed in the "Check Number" box.
    If there is no number listed, then the check number is the same as the check document number on the previous screen.

2. How do I get the amount of a check, address & date?

  1. Follow the menu path:
    Accounting > Financial Accounting > Accounts Payable > Document > Display
     (SAP Transaction FB03)
  2. Click on the Document List button
  3. Enter "0010" to "0080" in the company code fields 
  4. Key in the check number (doc #) in the document number field 
  5. Click the "execute" button 
  6. Double-click on the check number. 
  7. Go to Environment > Payment usage 
  8. Double-click on the check number.

3. How do I find the delivery address of a Purchase Order?

  1. Display the PO # (see above) 
  2. Check the item
  3. Click on the "Acct. assgts." icon
  4. This will give you the room # and person receiving the order.
  1. Display the PO # (see above)
  2. Check the items
  3. Click on the delivery truck icon
  4. This will give you the building the items were shipped to.

4. How do I see what was ordered on a PO?

  1. Follow the menu path:
    Logistics > Materials Management > Purchasing > Purchase Order > Display
    (SAP Transaction ME23)
  2. Enter PO #

5. How do I find the accounting code charged?

  1. Follow the menu path:
    Logistics > Materials Management > Purchasing > Purchase Order > Enter PO#
    (SAP Transaction ME23)
  2. Enter PO# 
  3. Select "Item" line 
  4. Click on "Account Assignment" 
  5. Double-click on IR Doc # 
  6. This screen has the Cost Center and General Ledger Numbers. If no cost center is listed, look under WBS element.

6. How do I verify the tracking number (requisition number)?

  1. Follow the menu path:
    Logistics > Materials Management > Purchasing > Purchase Order > Display
    (SAP Transaction ME23)
  2. Enter PO #
  3. Select the line
  4. Click on the Item Details icon (yellow puzzle piece).
  5. The requisition number will be listed in the "Tracking No." box.

7. How do I find the PO# from a tracking number (requisition number)?

  1. Follow the menu path:
    Logistics > Materials Management > Purchasing > Purchase Order > List Display > By Tracking Number
    (SAP Transaction ME2B)
  2. Key in tracking number (If you have a Daft requisition, enter a "D" and the last six digits of the Daft requisition number.)
  3. Click on the "execute" button.

8. How do I find the PO# from a charge code (account number)?

  1. Follow the menu path:
    Logistics > Materials Management > Purchasing > Purchase Order > List Display > By Account Assgt. > General
    (SAP Transaction ME2K)
  2. Key in Cost Center (Fund Code)
  3. Click on the "execute" button
  4. This screen contains a listing of all of the Purchase Orders created from the charge code.

9. How do I find cost center information (responsible person and company code)?

  1. Follow the menu path:
    Accounting > Controlling > Cost Center > Master Data > Cost Center > Individual Processing > Display 
  2. Enter the cost center 
  3. Click on green arrow icon.