Create a Purchase Requisition for Items Not in the Material Master - ME51N - Web GUI View

This guide provides instructions on creating a purchase requisition for items not in the material master material master using SAP Transaction ME51N. The Duke community references these requisitions as "text orders." The guide details the view when using the Web SAP/S4 GUI accessed via the Fiori S4 Launchpad available in Duke@Work.

Gwen Hall-DiFabio
31 steps
3 minutes

Users should set their defaults before using the ME51N Create a Purchase Requisition transaction for the first time. Review this [quick reference ](https://scribehow.com/shared/Setting_Default_Values_for_a_Purchase_Requisition__SAP_Transaction_ME51N__B5kTCEC6S_mTDtLiM7QNsw)to select your defaults.

Failure to set all required personalizations may cause problems creating purchase orders and processing associated invoices. It is critical to set all the necessary fields. Repetitive failure by requisitioners to set all required defaults as outlined may result in the suspension of your requisitioning role until you set the required defaults.

Enter the transition action name, **ME51N,** in the **Command Field** or find the transaction in the **SAP Users Menu** in the **Purchasing** folder. Double click the transaction or select **Execute** found in the lower right corner to launch the transaction.

When **Create Purchase Requisition** opens, notice information populates based on your **Default Values.** If you do not see this section, open the **Item Overview** section of the screen.

If you have not set your [**Default Values**](https://scribehow.com/shared/Setting_Default_Values_for_a_Purchase_Requisition__SAP_Transaction_ME51N__B5kTCEC6S_mTDtLiM7QNsw?referrer=documents), please stop and set those values before proceeding. You can create requisitions more effectively and efficiently once these defaults are in place.

**Purchase requisition** should display as the Document Type. The box beside **Source Determination** should have a check. If this information does not display, select the drop-down and select the appropriate document type or click the box to display the check.

Enter **Short Text** to describe the good or service. This description may include a part or item number or a specific description for services. A best practice is to align the **Short Text** with the information in the attached quote. Please note: Depending on how Duke sends purchase orders to the vendor, information from the short text may not populate from the requisition to the purchase order. ***Always*** include the manufacturer part number on the **Source of Supply** tab, as outlined later in this guide, to ensure the vendor clearly understands the items included in the order.

Leave the **Material** field blank so SAP does not search for a material master item.

Enter the item **Quantity** based on the **Unit of Measure.**

Creating a Favorite when you search for the unit of measure and material group is best practice. To add a Favorite, select the appropriate line (will be highlighted in blue) and select **Add to Favorite.**

Select the **Search** in the **Unit of Measure Field** to see a list of SAP's standard units of measure and the abbreviation SAP associates with each.

Select the appropriate unit of measure. With your selection highlighted, select **OK** to apply your selection. You may also choose to create a favorite that will be available whenever you choose to **Search**.

Select the **Search** in the **Material Group** to see a list of SAP's material groups and the abbreviation SAP associates with each.

Select the appropriate **Material Group** With your selection highlighted, select **OK** to apply your selection. You may also choose to create a favorite that will be available whenever you choose to **Search**.

Once you've entered the appropriate information, select **Enter** to pull in all **Default Values**. The **Item Detail** at the bottom of the screen will display.

As you begin to work in the requisition, you may see red or yellow icons in the far left status column. Only be concerned about the red icons once you believe the requisition is complete. These red icons indicate information is missing from the requisition and will disappear as you work.

Go to the **Item Detail** section of the cart. Select the **Account Assignment** tab. Enter the following information on this tab: - **Unloading Point:** This is the location at the address where the vendor should deliver the items. For example: Room 204, Deliver Dock, Front Desk, Operating Room - **Recipient:** Name of the person receiving the items. This field is limited to 13 characters. - **G/L Account:** This is the six-digit code that defines the type of expense that will post to Duke's financial ledger. This field will default based on the item type of material master items. - **Cost Center or WBS Element:** Enter the funding source paying for the item.

You can also save GL account and cost center information. On the GL account search, select **Go** to display a list of all GL accounts. On the cost center search, enter the four digit company code (0044 for DHIP, 0053 for Lake Norman as examples) to return all cost centers. Use the secondary search box and asterisks as "wild cards" for a more effective search. Select **Find** and **Find Next** to move through the list. When you find your desired results, **Add to Favorites** will create a custom list for you.

Select the **Repeat On** icon if you will use the entered information for all lines of the requisition. This action ensures that information on the **Account Assignment** tab repeats on all lines without additional data entry.

The **Valuation** tab opens. Enter the price per item based on the unit of measure. Select the **Item Detail** drop-down to add the amount of each requisition line. Please pay special attention to the enter the price based on the unit of measure.

Select **Delivery Address.**

Select **Address** to search for the unique SAP delivery address number. You may also enter the number if you know it.

Using asterisks, enter the location in **Company Name**. You may search by other fields if you prefer. Please note: This search is case-sensitive, so you should try all caps if SAP does not return anticipated results. Select the **OK** once complete to start the search.

Select the correct location by highlighting the line in blue. Select **Ok.**

If your requisition has multiple lines, the box below appears. Select **Yes** to apply this location to all lines.

If you have not added a second line, once you add additional lines, a **Repeat Address** button appears on the **Delivery Tab** that allows you to apply the same delivery address to a multi-line requisition.

Select **Source of Supply.**

Select the **Fixed Vendor** field to search for the SAP Vendor number or if you know the correct SAP vendor number, you may key it into the field.

Using asterisks, enter the vendor name in the **Name** field. Select **Go** to begin the search. Please note: Sometimes, the commonly referenced vendor name is the vendor's "Doing Business As (DBA) name. Duke enters DBA names in the **Name 2** field. Confirm that your **Search and Select** is set on **0: Purchasing Vendors - Ordering Address.** If it is not, use the drop-down menu to find the correct search.

The search will return vendors based on the data entered. Select the **ORD1 Supplier** line associated with your vendor. With the correct vendor highlighted in blue, select **OK.** You can also select **Add to Favorites** to create a list of vendors you routinely use.

If multiple Supplier numbers exist for the same vendor, you ***must*** select the **ORD1** number, as that is the ordering number associated with the vendor and may differ from where Duke sends payments. If the vendor only has one number, select that number.

Continue working on the **Source of Supply** tab. Select the **Supplier Material Number** field. Enter the manufacturer part number associated with the item. Providing this information is **critical** to ensure you to receive the correct item quickly.

Repeat the steps to enter the **Fixed Vendor** and the **Supplier Material Number** for all requisition lines.

Select **Texts and Item Text** to type in a note that will display on the purchase order sent to the vendor. Notes are not required but might be helpful if you need to provide the vendor with specific instructions.

Select **Item Note** to enter a text note that goes to Procurement.

You may enter a different **Item Text and Item Note** for each requisition line.

Select the **Services for Object** button to add supporting documentation for the requisition. Documentation requirements for text orders vary based on the goods or services you purchase. At a minimum, the order should include a quote or other price documentation. There is no limit on the number of documents you can attach.

Select **Create** and then **Create Attachment.**

You will receive a File Upload message. Select Yes. Find the location where you've saved the attachment. Select the document to attach to the requisition. Select **Open.**

You will not be able to view attachments until you save the requisition.

Once you've entered all data and attached supporting documentation, select **Save** to create the requisition and launch the necessary approvals defined by your business unit and Duke's standard operating procedure.

If you are not ready to launch the workflow approvals, select **Hold,** which will save the requisition without launching the workflow approvals. To continue working with a requisition you saved, use the [Change Purchase Requisition Transaction - ME52N](https://scribehow.com/shared/Changing_a_Purchase_Requisition__ME52N__fpMxT0A5QriyQtgfLyPtvA).

Notice that the purchase requisition number will be displayed, which may be helpful for tracking purposes.