Setting Default Values for a Purchase Requisition - SAP Transaction ME51N

This guide provides instructions on how to set default values for a purchase requisition in SAP Transaction ME51N. These values are a series of data elements appearing in each new requisition and repeated on each line. Setting user-specific defaults reduces data entry requirements and increases efficiencies when creating various purchase requisitions. Users can update their defaults at any time to support changing purchasing needs.

Gwen Hall-DiFabio
19 steps
2 minutes

The guidance below outlines how to change your defaults without changing the layout displayed for all Duke users. If you need to change your layout, guidance is availble here. It is critical that you do not change the default layout used by the Duke community.

Users should set their defaults before using the ME51N Create a Purchase Requisition transaction for the first time.

Click [here](https://duke.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=1b19120d-b97f-492f-a22e-b1530166e13a) to watch a 3-minute and 17-second video demonstrating how to set default values for a Purchase Requisition.

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.

When **Create Purchase Requisition** opens, notice that most fields are blank. Select **Default Values.**

The **Item Default Values** screen opens. Some of the necessary defaults will display. Select **More Fields**

**Display fields** will appear on the left side, and **Hidden fields** a user may choose to display are on the right. Highlight a Display field by selecting the square beside the **Column Content**. Highlight the **Hidden field** you would like to display by selecting the small square beside the **Content** to display. Select the **Left Arrow** to move the **Hidden field** to the **Column content** immediately above the highlighted line. For this example, **Document Type** is moving above **Item Category**.

With **Document Type** now in the **Displayed fields,** continue adding to the list.

Users should continue adding the following fields as **Displayed fields** in the order listed below: - Document Type - Pur. Group (Purchasing Group) - Item Category - AcctAssCat - Delivery date category/Delivery Date - Plant - Requisitioner - Req. Tracking Number - Source Determination

Once you add the recommended fields, select **Copy.**

Select **Save** to save your default with the selected **Display fields.**

Select **Default Values** to open the **Item Detail Values** pop-up box to set specific data for each recommend field. In **Document Type,** users should select a type of requisition based on the most common type of requisition they create. For most users, their most common will be **Purchase Requisition.** Users can change the **Document Type** for a specific requisition based on need.

In **Pur. Group (purchasing group)**, use the drop-down to select **Unassigned Orders** (Pgroup 001) as the purchasing group.

Effective April 15, 2024, only Procurement and Supply Chain's central office will be actively using purchasing groups. If your default is different than Unassigned Order - Pgroup 001, SAP will automatically flip your requisition to the default.

In **Item Category,** select **Standard.**

In **AcctAssCat,** use the drop-down to make the appropriate selection. The correct selection varies by Duke entity. If you are creating a requisition for **Duke Regional Hospital or Duke Raleigh Hospital,** select **Items Good Receipt.** If you are creating a requisition for ***any other area,*** select **All non-asset prchs**\ Click here:

Select the small square to enter the **Deliver Date Form** for entries.

Select the **Date Format D (first option)** and the **Green Check** to apply this selection. Do not set a specific delivery date, as SAP requisitions are set automatically to next-day delivery.

Select the **Search** that opens when you select the **Plant** field.

A list of **Plants** display. Review the list to find the appropriate location using the scroll bar as necessary. Notice that all of Duke's hospitals are unique Plants. Select the **Plnt Number/Abbreviation**. Select the **Green Check** to apply your selection.

Select **Requisitioner** and enter the appropriate name. This field is a free text field limited to 13 characters.

Leave the tracking number field blank. Confirm the box beside **Source Determination** has a check. If it does not, click the box to add a check.

Failure to have a check beside **Source Documentation** will cause problems when ordering items from the material master.

With data in all recommended fields, select **Save.** Please remember: **Default Values** apply to all requisitions. Users can make changes as necessary as they create individual requisitions.