Article 45: How are Purchase Requisitions created - manually vs automatically?

What are the two methods for creating PRs?

Purchase Requisitions can be created through two primary methods - manual creation by users or automatic generation by the system based on planning requirements.

Manual PR Creation

When to create manually:

• Ad-hoc requirements not covered by automatic planning
• Services that cannot be planned automatically
• One-time purchases for special projects
• Emergency requirements needing immediate attention
• Non-stock items like office supplies or maintenance parts

How to create manual PRs:

1. Use Transaction ME51N (Create Purchase Requisition)
2. Enter material number or description for services
3. Specify quantity and delivery date required
4. Add account assignment (cost center, project, order)
5. Include justification and special instructions
6. Save to submit for approval

Who typically creates manual PRs:

• Department users requesting materials for their operations
• Project managers needing project-specific items
• Maintenance personnel for repair and operations
• Administrative staff for office and general supplies

Automatic PR Creation

When created automatically:

• Material Requirements Planning (MRP) detects shortages
• Reorder point planning triggers replenishment
• Consumption-based planning identifies needs
• Production orders require additional materials

How automatic creation works:

1. MRP run analyzes current stock vs. future requirements
2. System identifies shortages for externally procured materials
3. PR generated automatically as procurement proposal
4. Routed for approval based on configured workflow
5. Available for conversion to Purchase Orders

Benefits of automatic PRs:

• Proactive planning prevents stockouts
• Reduced manual effort and errors
• Consistent timing based on lead times
• Integration with production and sales planning

Which method should I use?