How to Create a Purchase Requisition (PR)

A Purchase Requisition is created via Open PR → Create Purchase Requisition, where you fill in material details, quantity, UOM, plant, and delivery date for each line item, then click Submit Request.

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Complete step-by-step process:

1. Go to Purchase Requisition/RFQ to Order → Open PR.
2. Click Create Purchase Requisition (or + Add Item if adding to an existing draft).
3. For the first line item (Item #10), fill in:
   • Line Item Number (auto-numbered, e.g., 10, 20, 30 for subsequent items)
   • PR Number (auto-generated once submitted)
   • Material Details* — search and select from your material master
   • Short Text — a brief description of the item
   • Status — shows as "Released" once cleared for the next stage
   • Quantity* and UOM* (Unit of Measure)
   • Plant — the specific plant/location this requisition is for
   • Delivery Date
   • Requisitioner Name and Release Date
   • Req Tracking No — for internal reference
   • Product Group and Product Type
   • Estimated Price and Estimated Amount
   • Storage Location and Purchase Organisation
   • Purchasing Info Record and Purchasing Group
   • Account Assignment Category, Item Text, and Item Category
   • Planned Delivery Days
   • Currency and Assign Purchaser
4. Click + Add Item in the top-right to add additional line items (e.g., Item #20, #30) to the same requisition — useful when ordering multiple materials together.
5. Use Search line items... and Sort by Qty tools at the top if managing a PR with many line items.
6. Once all mandatory fields (marked with *) across all items are complete, click Submit Request.
7. If the requisition isn't ready, click Discard to remove the draft instead of submitting incomplete data.

Why accurate field entry matters downstream: A well-filled PR with the correct Plant, UOM, and Material Details prevents costly mismatches later — during vendor assignment, during ASN creation (where quantities and UOM must align), and during gate entry/store certification (where the received goods are checked against this original PR data).

Practical tips:

• Always double-check UOM — a mismatch between "EA" (each) and a weight/volume unit can cause major reconciliation issues later.
• Use Estimated Price and Estimated Amount even if approximate — this gives your purchasing team a benchmark to compare against actual vendor quotes later.
• Assign a Purchaser at PR creation time whenever possible, so the item doesn't sit unassigned in the queue.

Understanding every field's purpose, grouped logically: The identification fields (Line Item Number, PR Number, Material Details, Short Text) uniquely define what's being requested. The quantity and location fields (Quantity, UOM, Plant, Storage Location) define how much and where. The process fields (Delivery Date, Requisitioner Name, Release Date, Req Tracking No, Assign Purchaser) define who's involved and by when. The financial fields (Estimated Price, Estimated Amount, Currency, Account Assignment Category) support budgeting and approval. Understanding these groupings makes the form far less intimidating even with 20+ visible fields.

Frequently Asked Questions

What does "Status: Released" mean on a PR item? 

It means the line item has cleared internal review and is ready to move to the vendor assignment stage.

Can I edit a PR after submitting it? 

Minor corrections are often possible before vendor assignment begins; once vendors are engaged, changes typically require going through appropriate change or rejection workflows.

What's the difference between Estimated Price and Estimated Amount? 

Estimated Price is typically the per-unit cost, while Estimated Amount is usually the total (Price × Quantity) — useful for budget approval checks.

Do I need to fill every single field, or only the ones marked with an asterisk? 

Only fields marked with a red asterisk (*) are strictly mandatory to proceed, though filling optional fields like Product Group and Item Category improves reporting accuracy later.

How many line items can a single PR have? 

There's no fixed practical limit — use + Add Item to add as many items as needed, and use the search/sort tools to manage larger PRs easily.

What happens if I choose the wrong Plant for an item? 

This can cause delivery and inventory mismatches later, so it's best corrected as early as possible — before vendor assignment — by editing the draft or discarding and recreating it.

What's the purpose of the Req Tracking No field? 

It provides an internal reference number, separate from the system-generated PR Number, that some organizations use for cross-referencing with their own internal budgeting or project tracking systems.

Can Planned Delivery Days differ from the specific Delivery Date field? 

Yes — Planned Delivery Days is typically a standard lead-time expectation for that material/vendor combination, while Delivery Date is the specific target date for this particular requisition.