Welcome to the Efficient eLearning S A P training series.
In this video we'll be releasing a purchase requisition in S A P using transaction ME54N.
And here's our list of topics.
We'll start by confirming where transaction code ME54N fits in the procure-to-pay process.
Before releasing the purchase requisition we'll review the status of the purchase
requisition using transaction ME53N (Display Purchase Requisition) and transaction ME5A
(Purchase Requisition List Display).
We'll then release the purchase requisition in S A P using transaction ME54N.
And, finally, once the purchase requisition is released, we'll
again review the status of the purchase requisition using transaction ME53N
(Display Purchase Requisition) and transaction ME5A (Purchase Requisition List Display).
Let's begin with where transaction ME54N fits in the procure-to-pay process.
Transaction ME54N is used to release or approve a purchase requisition.
In most organizations it's necessary to obtain approval for spend.
This approval can be provided offline (for example, by signing a piece of paper), online (by
approving within the relevant financial software - in this case S A P) or a combination of the two.
Okay, so we've established where transaction ME54N fits in the procure-to-pay process. Now let's
review the status of the purchase requisition in S A P prior to releasing the purchase requisition.
Navigate to S A P menu folder "Logistics",
"Materials Management",
"Purchasing" and "Purchase Requisition".
Double-click on the entry for transaction ME53N (Display Purchase Requisition).
If the correct purchase requisition is not currently displayed click on
the "Other Purchase Requisition" button.
Click in the "Purchase Requisition" field,
type in the relevant purchase requisition number and then click the "Other Document" button.
Let's now click on the relevant tabs and confirm the status of the purchase requisition.
Click on the "Release Strategy" tab at header level.
The current "Release Indicator" is "Blocked". This means the
purchase requisition cannot be converted to a purchase order.
This section of the tab displays the releases or approvals that need to
take place before the purchase requisition is fully released.
As you can see the current status for the release code is "Release Possible".
Now click on the "Status" tab at item details level.
The "Requisition Processing State" is currently set to "In Release".
Click the green "Back" arrow to return to the S A P main menu.
Expand the "List Displays" folder and double-click on transaction ME5A.
Click in the "Purchase Requisition" field and type in the relevant purchase requisition number.
Clear out any other fields that have automatically populated so that we are
left with scope of list A L V (to utilize the more efficient A L V grid reporting style),
sort indicator 1 (sorting by purchase requisition number and item)
and the following check boxes.
Now click the "Execute" button to run the report.
Then click in the gap to the right of the horizontal scroll bar to
scroll across the report one page at a time.
You'll notice the "Release Indicator" field is currently set to "B" for "Blocked"
and the "Requisition Processing State" is set to 03 (In Release).
Click the green "Back" arrow twice to return to the S A P main menu.
We'll now release the purchase requisition using transaction ME54N.
Expand the "Release" folder and double-click on transaction ME54N.
If the correct purchase requisition has not been
selected click on the "Other Purchase Requisition" button.
Click in the "Purchase Requisition" field,
type in the relevant purchase requisition number and then click the "Other Document" button.
My screen is already in change mode so I can now proceed with the release of the purchase
requisition. There are three key characteristics within this screen that make this clear.
When in change mode the changeable fields on the purchase requisition have a white background.
If I have authorization to release the purchase requisition there is an option
to release the purchase requisition for the relevant release code
and the title bar contains the wording "Release Purchase Req.".
You may find the program initially displays the purchase requisition.
I'll click the "Display/Change" icon to demonstrate how the screen appears when
the program is in display mode. As you can see, when in display mode, the fields on the purchase
requisition are no longer changeable. That is, the fields no longer have a white background.
There is no longer an option to release the purchase requisition for the relevant release code
and the title bar contains the wording "Display Purchase Req.".
If your screen is currently in display mode, as is the case here,
click the "Display/Change" icon to switch to change mode. You can now
click the "Release" icon to release the purchase requisition for the particular release code.
Note the message at the bottom of the screen.
Please note the release is only complete once we save the changes.
Click the "Save" button to save the
changes.
Note the message at the bottom of the
screen indicating the purchase requisition has been changed.
Click the green "Back" arrow to return to the S A P main menu.
Let's now display the purchase requisition again to see the
impact of the release on the purchase requisition status.
Double-click on the entry for transaction ME53N (Display Purchase Requisition).
If the correct purchase requisition is not currently displayed click on
the "Other Purchase Requisition" button.
Click in the "Purchase Requisition" field,
type in the relevant purchase requisition number and then click the "Other Document" button.
Let's now click on the relevant tabs and confirm the updated status of the purchase requisition.
Click on the "Release Strategy" tab at header level.
As you can see, after the release of the purchase requisition,
the "Release Indicator" has now changed to "RFQ/Purchase Order".
This means the purchase requisition can now be converted to a purchase order.
This section of the tab displays the releases or approvals that need to
take place before the purchase requisition is fully released.
As you can see the current status for the release code is now "Release Effected".
Now click on the "Status" tab at item details level.
As a result of the release of the purchase requisition the
"Requisition Processing State" has been updated to "Release Completed".
Click the green "Back" arrow to return to the S A P main menu.
Now double-click on transaction ME5A.
Click in the "Purchase Requisition" field and type in the relevant purchase requisition number.
Clear out any other fields that have automatically populated so that we are
left with scope of list A L V (to utilize the more efficient A L V grid reporting style),
sort indicator 1 (sorting by purchase requisition number and item)
and the following checkboxes.
Now click the "Execute" button to run the
report. Click in the gap to the right of the horizontal scroll bar
to scroll across the report one page at a time.
You'll notice the "Release Indicator" field has now changed to 2 (RFQ/Purchase Order)
and the "Requisition Processing State" has changed to 05 (Release Completed).
That's all we have for this video. Remember to "Like" the video and subscribe to the
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