User Guide

Purchase Requisition
Management

Enabled with

ERPConnect Services

Theobald Software GmbH

Olgastraße 15
70182 Stuttgart
Fon: +49 711 46 05 99 0
Fax: +49 711 46 05 99 20
Mail: [email protected]
Web: www.theobald-software.com
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Contents
1 Manage Purchase Requisitions Page ............................ 3
1.1 Purchase Requisitions list with filter control .......................................3
1.2 Purchasing Contacts Web Part ..........................................................5
1.3 Purchasing Documents .....................................................................5
2 Create Purchase Requisition ......................................... 6
3 View Purchase Requisition ........................................... 8
4 Edit Purchase Requisition ........................................... 10
5 Release Purchase Requisition ..................................... 12
6 Delete Purchase Requisition ....................................... 13
7 Additional References ................................................. 14

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 Deployment & Configuration Guide – Purchase Requisition Management

1 Manage Purchase Requisitions Page

After installation and configuration of the Purchasing Management solution, you can
browse to the solution at http://<SharePoint_Server>/<Site>/BANF/BANF.aspx. For
example, if the solution was deployed to the site http://sharepoint2010/purchasing, the
Purchasing Management solution page will be available at
http://sharepoint2010/purchasing/BANF/BANF.aspx.

Figure 1 - Manage Purchase Requisitions Page

The Manage Purchase Requisitions page is composed of three Web Parts that the user can
interact with.

1.1 Purchase Requisitions List with Filter Control

The Purchase Requisitions list displays requisition items from SAP that are subject to a
release procedure. The list can be filtered by:

Items for release Checked: the list will only show items that are subject to release
for the selected Release Code and Release Group
Unchecked: the list will show items that have already been
released for the selected Release Code and Release Group

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Release Code Allows the release of a purchase requisition in SAP. A release code
is typically associated with an individual or an organization that can
process the release.
Release Group A release group allows the usage of a release strategy, e.g. across
purchase requisitions and purchase orders.

After you changed any of the filter values, use the Refresh button next to the filters to
refresh the contents of the Purchase Requisitions list.

Figure 2 - Purchase Requisitions List

Using standard SharePoint list functionality, you can sort the list by the columns displayed
or page through the list with the page navigation at the bottom of the list. By default the
list will display five rows per page with the following columns.

Requisition Unique identifier for a purchase requisition number in SAP

Item Unique identifier of an item (position) within a purchase
requisition in SAP
Material Unique identifier for a material in SAP
Description Description of the material in SAP
Qty (Unit) Quantity to be ordered with requisition
Amount (Currency) Value of the item to be ordered with requisition
Del.Date Date on which the goods or services are to be delivered
Req.Date Date on which the requisition was created

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 Deployment & Configuration Guide – Purchase Requisition Management

1.2 Purchasing Contacts Web Part

The Purchasing Contacts Web Part is connected to the Purchase Requisitions list and will
show related contact information for the currently selected purchase requisition.

Figure 3 - Purchasing Contacts

The following contact details are displayed.

Created by Name of the SAP user that created the requisition
Requisitioner Name of person or entity for whom the products or servers is
ordered
Purchasing Group Identifier, name and phone number of the person or group
who is responsible for the purchasing activity

1.3 Purchasing Documents

The Purchasing Document Web Part represents a document library where you can share
purchasing related documents, for example documents related to the products and services
being purchased or documents related to the purchasing process. By default, the library
will contain the User Guide (this document) for the Purchase Requisition solution.

Figure 4 - Purchasing Documents

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2 Create Purchase Requisition

You can create a new purchase requisition by selecting the Add new item link below the
purchase requisitions list.

Figure 5 - Add New Item

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 Deployment & Configuration Guide – Purchase Requisition Management

The New Item dialog will be displayed. To create a new purchase requisition, enter the
information shown below.
Please note that the fields and values shown are exemplary only and can be customized to
the specific requirements of your organization and configuration of your SAP environment.
The fields DocumentType, PurchasingGroup and AcctAssignmentCat are validated
against existing values from the SAP system when the data is entered in the dialog.

Figure 6 - New Item Dialog

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3 View Purchase Requisition

To view the details of an SAP purchase requisition you can select the requisition number in
the list or the View Item command from the item menu.

Figure 7 - View Item

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 Deployment & Configuration Guide – Purchase Requisition Management

The View Item dialog will be displayed showing the available details of the purchase
requisition item from SAP, including release information and accounting details.

Figure 8 - View Item Dialog

From this dialog, you can directly edit, delete or release a purchase requisition item, as
described below, without going back to the list.

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4 Edit Purchase Requisition

To change the details of an SAP purchase requisition, select the Edit Item command from
the item menu.

Figure 9 - Edit Item

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 Deployment & Configuration Guide – Purchase Requisition Management

The Edit Item dialog will be displayed allowing you to change the values of existing fields
on the purchase requisition.
Please note that the fields and values shown are exemplary only and can be customized to
the specific requirements of your organization and configuration of your SAP environment.
The fields DocumentType, PurchasingGroup and AcctAssignmentCat are validated
against existing values from the SAP system when the data is entered in the dialog.

Figure 10 - Edit Item Dialog

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5 Release Purchase Requisition

To release a purchase requisition, select the Release command from the item menu.

Figure 11 - Release

The Release dialog will be displayed, showing the Release Status and Release
Indicator of the selected requisition item.
Select the Release button to proceed with the release of the requisition step or close the
window to go back to the previous page.

Figure 12 - Release Dialog

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6 Delete Purchase Requisition

To delete a purchase requisition, select the Delete command from the item menu.

Figure 13 - Delete Purchase Requisition

A confirmation message will be displayed, allowing you to proceed with the deletion step or
cancel.

Figure 14 - Delete Confirmation

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7 Additional References

 Purchase Requisition Management – Deployment and Configuration Guide (delivered

with the solution)
 Online Help portal at http://help.theobald-software.com. Follow the ERPConnect
Services link for detailed information on how to use ERPConnect Services.

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