Converting requisitions into PO's

[former_member114630]

Our users create shopping carts in SRM. Once approved, they become a purchase requisition in SAP. If the items were to a fixed vendor, a PO is automatically created. However, for those times that a preferred vendor was used, the requisition is manually turned into a PO. Is there a way to prevent multiple requisitions on the same PO even though the steps are done by human intervention? Each requisition is unique and should not be combined on one PO.

[revi_wiratman · Accepted solution]

Monique,

You may want to consider custom solution through user exit on this requirement. Enhancement LMEKO001 / LMEKO002 provides you an access to requisition number used to create PO, so you can possibly provide a check in this user exit. You will need to work through several conditions on the check logic, though (e.g., will the check be done only to prevent several requisitions from being converted to one PO in a single transaction, should the check be done on other POs that are previously created for the same vendor).

The other alternative you may consider is setting up material group based contract. It's been a while since I touched SRM, but I believe sourcing based on contract will allow you to create PO directly from shopping cart.

Hope this helps.

[former_member114630 · Accepted solution]

Is there a way to convert the requisitions automatically into a PO and place it on hold?

I know that I can run ME59N for the fixed vendor requisitions. But, what about the desired vendor requisitions? Our process is normally to convert the requisition into a PO and place it on hold. Our buyers then pull up their held PO's and process them as usual.

Multiple requisitions should not be converted over into one PO even if they are to the same vendor.

[Former Member · Accepted solution]

Hello Monique,

In ME59N - You know this functionality.

In ME21N - Instead of SAVE button, you can press HOLD button which will put the purchase order on hold and in future, the buyer can pull it from "Document overview -> Change -> My purchase order on Hold".

Hope this helps.

Regards

Arif Mansuri

[former_member114630 · Accepted solution]

We are already using ME21N for the desired vendors. That is the problem. Our buyers are converting the req's into PO's by using a variant displaying all requisitions for a particular vendor. They are accidentally converting multiple req's into one PO. I want to prevent user error has much as possible. That is why I would like to know if there is a program that will create the PO for them and automatically place it on hold so they only have to deal with PO's and not requisitions.

[revi_wiratman · Accepted solution]

Hi Monique,

There are two ways you can do this: automation through ME59 user exit (check enhancement ME590001), or validation through ME21N. I will discuss the second approach in detail in the following paragraph.

As I mentioned in my previous reply, enhancement LMEKO001 allows you access to requisition number that is used to create PO in ME21N. This user exit is called for every PO line item. So technically, you can do the followings:

- When the user exit is called, get the requisition number from EKPO-BANFN.

- If there is no requisition number in global memory, this is the first time the user exit is called in PO. So export the requisition number to global memory.

- If there is a requisition number in global memory, this means that this is the next line item of PO. So you can compare the value with the requisition number you just retrieved from EKPO-BANFN. If the value is different, you can then provide an error message.

Obviously you can expand on the logic above to cater your needs. But this should give you an idea on how you can provide the check in ME21N. Your ABAP developer should be familiar with the syntax to export variable to global memory so the variable is retained even beyond the call to user exit.

[former_member114630 · Accepted solution]

I will have our programmers look at your suggestion when they are available to do so. We will obviously need to test this thoroughly. If there is a need to take a requisition and turn it into a new PO (initial PO was wrong and deleted), would that still be possible if the user exit is active?

[revi_wiratman · Accepted solution]

That should still be possible because the user exit will only validate against other requisitions created within the same ME21N session and the same PO number. It will not check against other POs that have been created prior to the transaction.

[former_member114630 · Accepted solution]

I had the programmer take a look at some of the suggestions provided by this forum. He did not think it would be possible to use the user exits. Those user exits do not provide a way to cancel the creation of PO even if we find several purchase requisitions are going to be converted into one PO.

[former_member114630 · Accepted solution]

Does anyone know how to convert a requisition to a preferred vendor to a PO automatically and place it on hold automatically (instead of save)? By putting it on hold, the purchasing department will be able to pull up the PO, make any necessary changes, and then submit to the vendor. If the PO is saved, there are certain changes they would not be able to make (ie vendor).

[dipak_kumar3 · Accepted solution]

Hi ,

Your query -

Does anyone know how to convert a requisition to a preferred vendor to a PO automatically and place it on hold automatically (instead of save)?

Yes it is possible through source list . But for 2nd you have to look for some user_exits .

Thnks

Dipak

[former_member114630 · Accepted solution]

We do not use source lists. I will probably have to see if our programmers can work their magic on something like this. Thanks.

[Former Member · Accepted solution]

Monique

Did you ever resolve this question?

As I have an identical requirement.

[Former Member]

Hello Monique,

When you use ME59 to convert PR to PO there are several options on how you want to combine your purchase requisition for new purchase order.

You need to select the option as per your requirement, in this case you need to uncheck all options but "Per Requisition".

Hope this helps.

Regards,

Arif Mansuri

[former_member114630]

ME59N only works for requisitions to fixed vendors and the auto PO box is checked on the vendor master record. I am talking about "free text" orders where the vendor is preferred, not fixed. Our process is as follows:

User runs ME21N and generates a list of open purchase requisitions to preferred vendors. They adopt the requisition to a PO.

I want to prevent the users from adopting multiple requisitions to the same PO since it was done accidentally.

[Former Member]

Hi,

converting the Reqs from MD04 directly will create one PO per one PurReq.

BR

Bea

[former_member114630]

Our items are non-stock items.

I will need to determine if the user gets a message using ME21N and including multiple requisitions on one PO. If they receive a message, maybe I can change that message to a hard error.

[Former Member]

Hello Monique,

In ME21N, when selecting more than one Pur requisitioin, they System is not issuing any message so you need to try some other option.

Regards,

Arif Mansuri