Create a Purchase Requisition for Items in the Material Master - ME51N

This guide provides instructions on how to create a purchase requisition which includes items from the material master using SAP Transaction ME51N.

Gwen Hall-DiFabio
22 steps
2 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.

Click [here](https://duke.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=bbda708a-a47c-4d48-8b9f-b16f013b37ea) to watch a 4-minute and 32-second video demonstrating how to Create a Purchase Requisition for Items in the Material Master using ME51N.

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. Select the **Green Check** or **Enter** on the keyboard 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**, 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.

Select the **Material** column. A **Search** appears. Select the **Search.**

A pop-up box appears. Use tab **D: Duke's specific Search Help for Manufacturer Part Number** to find your items. **Please note: The first time you use this search, you will need to scroll to this tab using the right arrow. After the first time, SAP will remember your preference.**

From the recommended tab, begin your search. You may choose to enter the **Mfr. Part Number.** You may also choose to search using a material description.

When searching on text in SAP, it is best practice to use the asterisk to allow a wild card search. In this example, using asterisks before, between, and after two keywords ensures the search includes all items with "needle" followed by "biopsy" in their description. Select the **Green Check** to return the results.

SAP returns a list of material master items based on the search criteria. Review the list and double-click the item to add it to the requisition.

If this is an item you frequently use, select **Insert in personal list** to create a custom list specific to you. Review the quick reference, Creating a Personal Value List, for detailed instructions.

Select **Enter** on the keyboard to pull information about the material master item into the requisition.

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.

Enter the item **Quantity.** The **Item Detail** at the bottom of the screen now displays.

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.

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.

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 **Green Check** once complete.

Select the correct location. Select the **Green Check.**

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.

As an option, if you know the SAP material master item, you can enter it directly into the **Material** column in the **Item Overview** section of the screen. Enter the quantity and select **Enter** on the keyboard.

Select **Text 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.

Once you've entered all items and provided the required information on the Account Assignment and Delivery Tabs, select **Save** to create the requisition and launch 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.