Creating Purchase Orders with References in SAP

In our SAP MM course, we have included a tutorial that focuses on creating a Purchase Order in SAP with reference to an RFQ. This tutorial will guide you through the various business processes involved in generating a purchase order based on a request for quotation (RFQ) within the SAP MM module. We will provide detailed step-by-step instructions on how to create a new purchase order using SAP ERP.

SAP purchase orders (POs) are formal requests made to suppliers for the provision of specific goods or services, based on predetermined conditions. These POs are considered external documents as they are sent outside of your company to suppliers. They can be generated independently or in relation to purchase requisitions (PR), requests for quotation (RFQ), or contracts.

In this guide, you will find comprehensive instructions on how to generate an SAP purchase order by referring to a request for quotation (RFQ).

Creating Purchase Order (PO) with Reference in SAP

Generating a Request for Quotation (RFQ) and evaluating the quotes received are essential steps in the procurement process. This involves creating an RFQ document and analyzing the quotations obtained from potential suppliers.

In the previous tutorial chapters, we have covered the process of creating RFQs and managing quotation comparisons. In this guide, we will be referring to an existing RFQ as an example for our topic.

RFQ Type: A – Standard RFQ

Vendor: The vendor to whom the RFQ is sent (e.g., 1000)

Purchasing Group: e.g., 001

Purchasing Organization: The purchasing organization responsible for the RFQ (e.g., 1000)

RFQ Date: The date on which the RFQ is created

Validity Start/Validity End: The specified period during which the RFQ remains valid

Coll. No.: Collective Number used to group multiple RFQs together

The RFQ items information also includes several significant fields.

– Item Code: The code assigned to the materials you require for quotation details.

– Quantity for RFQ: The amount of materials requested in the quotation.

– Scheduled Delivery Date: The specific date on which the materials should be delivered.

– Requested Location: The designated plant where these materials are needed (e.g., 1000).

Creating a purchase requisition with reference in SAP: A step-by-step guide for Indian users

To create a Purchase Order with reference in SAP, follow these steps:

1. Enter the transaction code ME51N: This is a code that you need to enter in the SD Master Data Screen of SAP. You can find this screen by navigating through the following path: Logistics -> Materials Management -> Purchasing -> Purchase Requisition -> Create.

2. Fill in all the required fields: Once you are on the Create Purchase Requisition screen, make sure to fill in all the necessary information such as vendor details, material description, quantity required, and any other relevant data.

3. A new purchase requisition will be created: After filling in all the required fields and saving your entries, a new purchase requisition will be generated. This means that your request for purchasing goods or services from a specific vendor has been recorded and saved within SAP.

By following these steps, you can easily create a Purchase Order with reference in SAP. It is important to accurately input all necessary information to ensure smooth procurement processes within your organization.

How to Create SAP Purchase Order with Reference in India

There are two methods to initiate the process of creating SAP purchase orders, as outlined below.

To initiate the process, you can directly access the ME21N transaction from the command field. Alternatively, you can follow these steps in SAP Easy Access Menu: Logistic -> Material Management -> Purchasing -> RFQ/Quotation -> Request for Quotation -> Create.

Step 1

Select the Document Overview On button and then opt for the Request for quotations feature.

Step 2

Once the outcome is shown, select the RFQ Number and click on the Adopt option. The SAP system will automatically transfer all information from the RFQ to the new SAP Purchase Order.

Step 4

1. After verifying all the data, click on the Check button. The system will double check everything to make sure your SAP Purchase Order is ready to be saved. In this case, a green message is displayed at the bottom of the screen which means all the data is OK. If there are any problems, the SAP system will show some red message to indicate errors that are still not solved.

Once you have completed the detailed instructions for creating a SAP Purchase Order (PO) with reference to a Request for Quotation (RFQ), your task is finished.

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Creating a purchase order with reference to a sales order in SAP

To create a purchase order with reference in SAP, follow these steps:

1. Create a sales order as mentioned earlier and click on the “Add” button.

2. Click on “Next”.

3. Select the sales order(s) for which you want to purchase items and click on “Next”.

4. Choose the target document type as Purchase Order.

5. Click on “Next”.

– Start by creating a sales order and selecting the option to add it.

– Proceed by clicking on the next button.

– Then, choose the specific sales orders that require item purchases before moving forward again.

– Afterward, select Purchase Order as your desired document type for referencing purposes.

– Finally, proceed by clicking on Next.

The meaning of ME58 in SAP

In SAP, the ME58 transaction allows users to convert assigned purchase requisitions into purchase orders manually. To begin, you need to enter specific criteria for selecting the purchase requisitions you want to work with. Once these requisitions are selected, they are grouped based on vendors and contracts.

Next, as a user, you have the flexibility to manually choose a vendor from the list in order to proceed with processing. This means that you can review different vendors associated with the selected requisitions and make an informed decision on which one to use for creating the purchase order.

Overall, ME58 simplifies the process of converting requisitions into POs by providing a user-friendly interface where users can select and group relevant requisitions before choosing a vendor for further processing. It streamlines workflow efficiency and ensures accurate creation of purchase orders within SAP system.

1. Use ME58 in SAP for manual conversion of assigned purchase requisitions into POs.

2. Enter selection criteria for choosing specific requisitions.

3. Requisitions are then grouped by vendors (and contracts) allowing users to manually select a vendor for further processing

Creating a purchase order with sales order reference

To create a Purchase Order (PO) with reference in SAP, follow these steps. First, navigate to the Sales and Marketing section and select “Sales Orders” followed by “All sales orders.” Next, click on the “New” button to start creating a new PO. In the Customer account field, you will find a drop-down button that needs to be clicked in order to open the lookup feature. Within this list, locate and choose the desired record for which you want to create a PO. Once selected, click on OK to proceed.

Creating a Purchase Order with reference in SAP involves several steps that can be easily followed. Begin by accessing the Sales and Marketing module within your SAP system. From there, go into the Sales Orders section and select All sales orders option. To initiate the creation of a new PO with reference, simply click on New.

Within this process, it is important to specify the customer account for which you are creating this purchase order. To do so, utilize the drop-down button located next to Customer Account field which will open up a lookup window displaying various options available.

Once you have accessed this lookup window containing different records related to customers or accounts within your system database; search for and identify your desired record from among them all.

After selecting your preferred record from this list of options displayed within lookup window; confirm your selection by clicking OK button provided at bottom right corner of screen interface.

By following these simple yet effective instructions mentioned above; users can successfully generate their required Purchase Order (PO) along with necessary references using SAP software platform

Adding references in SAP: How is it done?

In Design mode, you can assign a reference to a table cell by following these steps. First, right-click on the desired cell and select “Assign Reference” from the options that appear. Next, choose whether you want to assign a new reference or an existing one to the cell. Once you have made your selection, click on the “OK” button to confirm.

P.S: Remember that this feature is only available in Design mode and allows for easy referencing of data within SAP tables.

Creating PR with reference PR in SAP: A Step-by-Step Guide

In SAP, there is no direct functionality available to create a PR from a Contract document. To generate a PR based on an existing contract, you need to follow certain steps within the system.

Firstly, open transaction code ME51N for manual creation of PR. In this screen, enter all relevant details like material number or description along with its corresponding quantity required for procurement purposes.

Can we create PO from sales order in SAP?

In SAP, it is not possible to create a Purchase Order (PO) directly from a Sales Order. However, it is possible to create a Purchase Requisition (PR) from the Sales Order. A PR serves as a request for materials or services needed by the company.

1. Create a Purchase Requisition (PR) from your Sales Order.

By following these steps, businesses can efficiently manage their procurement activities within SAP, ensuring accurate tracking and control over purchasing processes while maintaining compliance with internal policies and procedures

Katy