This is a dedicated FAQ blog for Purchase Requisitions. The content of the blog will be periodically updated based on most relevant questions received from Customers & Partners via different channels. Stay tuned!

Manage Purchase Requisitions - Professional

1. What is the usage of PO Price Type field?

This field is used to denote if and how Price in Purchase Requisition flows to the next succeeding document i.e. Purchase Order. 3 options are supported:  Do not adopt, As gross price and As net price.

Do not adopt: Purchase Order price will not be taken over from the Purchase Requisition.
As gross price: Purchase Order gross price will be taken over from the Purchase Requisition.
As net price: Purchase Order net price will be taken over from the Purchase Requisition

2. What is the meaning of ‘Advanced Purchase Requisition’ icon?

The ‘Advanced’ icon indicates that the Purchase Requisition shall be opened in Purchase Requisition Advanced app to support extended features which are not supported in the Manage Purchase Requisition – Professional app.

3. How can you identify a Purchase Requisition item that has been added from an external catalog?

If a Purchase Requisition item has been added from an external catalog, the associated Web Service ID and external Catalog Item ID are visible in Item Details page, as shown below.

4. Why is the customizing setting of 'Define Mapping of Material Groups to Purchasing Group‘ not taken into account during the creation of a Purchase Order?

a. The SSCUI ‘Define Mapping of Material Groups to Purchasing Group’  is used only in Purchase Requisition apps. (SSC UI Path -> Sourcing and Procurement -> Operation Procurement -> Requirements Processing)

b. If in the above configuration a unique mapping of Plant & Material to a Purchasing Group is maintained, then during creation of a PR in Manage PR Professional app this Purchasing Group is defaulted. 

c. If this configuration is not defined for a give Plant and Material, the Purchasing Group may still be defaulted based on the configuration maintained in the app Default Setting for User for the particular user creating the Purchase Requisition.

5. Do you have questions around Workflow in Purchase Requisition?

Check out our related blog: https://s4hanacloud.community.sap/blogs/show/x2ZiSzyyJVez5wXMYTZDSP

Purchase Requisitions OData API

1. Can the Status of the Purchase Requisition be updated using the API?

No, update of status using the OData API is NOT supported.

2. If a Purchase Requisition Item is marked for deletion, can it be updated using the API? 

No, this is NOT supported. A Purchase Requisition item that is marked for deletion, cannot be updated using the API.

3. How can we update the requested quantity of a Purchase Requisition Item using OData API?

Updates to item and its associated entities can be done via HTTP PATCH or batch updates. A sample batch would look the same as a header request, with appropriate entity – 

--batch
Content-Type: multipart/mixed; boundary=changeset
--changeset
Content-Type: application/http
Content-Transfer-Encoding: binary
PATCH A_PurchaseRequisitionItem(PurchaseRequisition='4000068920',PurchaseRequisitionItem='10') HTTP/1.1
Content-Type: application/json
Content-Length: 1231
{
              "RequestedQuantity ":"10"
}
--changeset--
--batch-- 

 3. How can we update the requested quantity of a Purchase Requisition Item using OData API?

Updates to item and its associated entities can be done via HTTP PATCH or batch updates. A sample batch would look the same as a header request, with appropriate entity – 

 4. Are Purchase Requisition Item Numbers generated or can be provided during Item Create?

While Adding a New Item, if the Purchase Requisition Item Number is not provided, then the item will be created with the next generated item number.
While Adding a New Item, if the Purchase Requisition Item Number is provided - 

  • If Item Number does not exists yet in the PR, the item is created with given item number.
  • If Item Number already exists in the PR, the item will be created with the next generated item number.

 

 5. For creating a Purchase Requisition, since the Create call is executed using the Communication User how can we maintain the Author and Requestor of a PR created by an   Employee?

 In case of Employee Self Service Purchase Requisitions, there are two attributes available for each property in the PR Item Entity, i.e. 
        For Requestor - “PurReqnSSPRequestor” and “SSPReqrUserId”, and, 
        For Author – “PurReqnSSPAuthor” and “SSPAuthorExternalBPIdnNumber”.

 If the executing application has the Internal User IDs available for Author and Requestor, the same should be maintained in field “PurReqnSSPAuthor”  and “SSPReqrUserId”   respectively during Create.

 If the executing application has the External Business Partner Identification Number available for Author and Requestor, the same should be maintained in field   “SSPAuthorExternalBPIdnNumber”  and “PurReqnSSPRequestor” respectively during Create.

 During a read call for such Purchase Requisitions, only the “PurReqnSSPRequestor” and “PurReqnSSPAuthor” attributes shall be returned.

 

 6. How to get response error messages in a specific language?

 If we add sap-language as request header, we get any errors/warnings in that language despite the logon language.

For the next set of questions, consider the Public CDS View –

I_PurchaseRequisitionAPI01

à association to I_PurchaseRequisitionItemAPI01

à association to I_PurReqnAcctAssgmtAPI01

All these Public CDS Views also have parent association back to a level above.

 

 7. If a custom view is created by querying the CDS View I_PurchaseRequisitionItemAPI01 using the app Custom Fields and Logic, can the fields of the associated CDS view, for  example I_PurReqnAcctAssgmtAPI01, be projected in this custom view?

 Yes, if a whitelisted CDS view has another whitelisted CDS view included within as an association then its fields can be projected in the consuming custom CDS view like _AssociationName.ProjectedFieldName.

 8. If a custom view is created by querying the CDS View I_PurReqnAcctAssgmtAPI01, can the fields of the associated CDS view, for example I_PurchaseRequisitionItemAPI01, be projected in this custom view?

 Yes, it is same as above and fields of I_PurchaseRequisitionItemAPI01 can be projected in the consuming custom CDS view like _AssociationName.ProjectedFieldName.

 9. If a custom view is created by querying the CDS View I_PurchaseRequisitionItemAPI01, can the fields of an association in the associated CDS view (for example I_PurReqnAcctAssgmtAPI01 is association which has association back to I_PurchaseRequisitionItemAPI01) be projected in this custom view?

 This is not the correct way of using the fields from association since the fields of a PR Item can be accessed from the first level CDS View itself. Technically this is allowed and possible, however before projecting the attributes of an association within an association please consider that this should not form a cyclic approach to include the fields of the parent CDS itself. Hence, attributes of I_PurchaseRequisitionItemAPI01 should be directly projects in the custom CDS view rather than using the association within the association of I_PurReqnAcctAssgmtAPI01.

 Self Service Requisition (SSP PR)

 1. Can we influence the follow-on indicators GR_IND, IR_IND, GR_BASEDIV, GR_NON_VAL in PR change BADI – S4_PR_MODIFY_BADI

 Follow-on flags are not allowed to be modified through the BADI, as the determination of these flags are done later, so sometimes the changes / modification on these flags cannot be  retained. Due to this, these fields are not part of the S4_PR_MODIFY_BADI interface.

 2. Whether Shopping carts can be searched using Purchase Order number from My Purchase Requisitions app?

 Shopping Cart is an Employee based requisition creation application, Casual / Employee user may not be aware of the Purchase Order number. Search is possible based on the Shopping Cart / Purchase Requisition number, not with the corresponding Purchase Order number.

 3. Whether Storage Location option / field can be maintained in the Shopping Cart?

 Shopping Cart application is for casual users (in direct procurement scenario)  to create requisitions, the requirements are to be delivered to Employee location ( Plant ). In case the plant address is not a valid delivery address, the users are allowed to maintain a different delivery address. As the delivery address is purely based on Employee’s decision the storage location is not required in Shopping Cart. Storage Location is available for Purchaser persona using the app – “Manage Purchase Requisitions – Professional”, this is app can be used to procure items in direct procurement scenario.


 4. How can I view the PR which is in status “Deleted” from My Purchase Requisitions app?

 Deleted PRs won’t be available in the search result set by default, explicit search with status – “Deleted” is required.


 5. 
How to view the follow-on document information for a shopping cart, how to view the entire follow-on document information?

  Follow-on document information can be viewed from the app – “My Purchase Requisitions”

  Click on "Items", then click on “>” icon of any item which has the status – ‘Follow on Document Created’

 

 Here you can view the follow-on document details like document number, item number, created on & supplier info:

 In case the user wants to view the follow-on document i.e. entire document ( for example “Purchase Order”), depending on whether the user has the authorization to those documents, object page of the corresponding document shall open, otherwise the user will receive authorization errors.

 Refer to note 2372209 for more details on how the follow-on document Purchase Order can be accessed from business process flow


NEW!

 6. Why Purchase Requisition / Shopping Cart numbers are not in sequence?

 Requisition number is buffered in order to increase the performance of the server, and to ensure that documents don't lose their properties. This may cause gaps in the internal number assignment and sometimes the numbers may not be continuously assigned. However this does not cause inconsistencies in the system. You may refer to SAP Notes 62077 and 1915126 for more details.


 7. 
Why I am unable to order Shopping Cart in Shop on Behalf scenario where the requester doesn’t have authorization to the catalog?

  While adding items in the Shopping Cart, both the author and requester should have authorizations for the particular Catalog being used. These checks are required in order to avoid the wrong usage of Catalog items for any user.

 8. Why I am unable to search for Suppliers using Supplier search while creating purchase requisitions using Create Purchase Requisitions?

 Proper roles and corresponding role catalogs are required to be assigned to the user who is trying to create PRs using app Create Purchase Requisitions.
 Below are the business catalogs which business role SAP_BR_EMPLOYEE_PROCUREMENT  contains;

a. Master Data - Business Partner Display (SAP_CMD_BC_BP_DISP_PC) Self Service

b. Master Data - Customer Display (SAP_CMD_BC_CUSTOMER_DSP_PC) Self Service

c. Master Data - Product Display (SAP_CMD_BC_PRODUCT_DSP_PC) Self Service

d. Master Data - Supplier Display (SAP_CMD_BC_SUPPLIER_DSP_PC) Self Service

e. Materials Management - Employee Self Services (SAP_MM_BC_PR_PROCESS_PC) Self Service

f. Materials Management - Supplier Appraisal (SAP_MM_BC_SUP_EVAL_APPRSL_PC) Core

g. Materials Management - Procurement-Related Tasks (SAP_MM_BC_SUP_TSK_PART_PC) Core

Purchase Requisition Workflow

 Find FAQ on Flexible Workflow in this Blog!