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Purchase requistions are internal documents you use to request your Purchasing department to procure a particular quantity of a material or a service for a particular date.
Purchase requisitions are either created manually by the department responsible or automatically by MRP.
When you create a purchase requisition for materials that have a material master record, the R/3 System supports you when you enter data by transferring data in the material master record into the purchase requisition.
Purchasing converts the purchase requisition into a request for quotation (RFQ), purchase order, or outline agreement.
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When the system creates a purchase requisition automatically, a user program (for example, MRP or order management) determines the material, purchase order quantity, and the delivery date. If required, the purchase requisition is automatically assigned to an account.
Your user department can create a purchase requisition using a standard Internet Application Component (IAC) via a browser-oriented interface.
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The item category defines whether an item requires and/or can have a material number, account assignment, goods receipt, and/or invoice receipt. The item categories displayed depend on the document type. In Customizing, you can define which item categories are allowed for which documents. 
The items categories that are defined include the following:
Standard: Used for materials that are to be procured externally. 
Subcontracting: The finished product is ordered from a vendor. The components that the vendor needs to manufacture the finished product are entered as “material to be provided” items.
Consignment: The vendor makes material available, which you then manage as consignment stock. A liability only arises when material is withdrawn from consignment stock, not when the stock is placed in the consignment stores.
Stock transport orders: The material is transferred from one plant to another. 
Third-party order: The ordered material should be delivered directly to a third party (for example, a customer). The vendor sends your company an invoice for the material.
Note: Subcontracting, consignment, stock transfer orders and third-party orders are covered in the Materials Management documentation on Inventory Management: Special Stocks and Special Forms of Procurement in Materials Management. 
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Consumable materials debit different account assignment objects depending on the account assignment category specified. The account assignment category determines which category of account assignment is to be debited and which account assignmnent data you have to prepare.
If you choose the account assignment object K (cost center) in the purchase requisition when you procure consumable materials, you have to enter the G/L account number of the consumption account and the cost center for which the material is to be procured on the account assignment data screen. In Customizing, you can define that the system automatically proposes the number of the G/L account that is to be debited.
If you choose the account assignment object A (asset) in the purchase requisition when you procure consumable materials, you have to enter the asset number on the account assignment data screen. The system automatically determines the G/L account to be debited from the asset number. You cannot enter it manually.
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If you do not know the account assignment object for which the consumable material is being procured when the requirement coverage request is created, you can use account assignment category U in the purchase requisition.
The system does not require any further details about the account assignment for the relevant item in the purchase requisition.
In the purchase order, account assignment category U is not usually permitted. (Blanket purchase orders are an exception. The last topic of this unit contains more information.) The buyer has to specify the relevant account assignment object and maintain all the required entries on the account assignment data screen.
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If you choose the account assignment object K (cost center) in the purchase requisition for the procurement of consumable materials, you have to enter the G/L account number of the consumption account and the cost center for which the material is to be procured on the account assignment data screen.
If you set automatic account determination for the chart of accounts of the company code in Customizing, the system automatically suggests the G/L account that is to be debited.
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To distribute the costs of an item among several cost centers or assets, you can assign the item to several accounts.
Once you have filled out the account assignment screen for the relevant item, you can go to the screen for multiple account assignment by choosing “Switch display”.
Now enter the relevant detailed information. You can define how the item quantity should be divided, enter the cost centers involved, change the G/L account proposal for each cost center, and separately define recipients or unloading points.
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When assigning multiple accounts to an item, you should pay attention to the following points:
How should the net value of the purchase order item be distributed among the account assignment items?
The costs can be distributed by quantity (for example, 4 pcs for cost center 3000 and 
6 pcs for cost center 3200) or on a percentage basis (for example, 20 % of the purchase order value for cost center 3000 and 80 % of the purchase order value for cost center 3200).
The partial invoice indicator determines how the costs are distributed when only part of the ordered quantity has been delivered and invoiced. You can distribute the invoice amount proportionally, i.e. equally among all cost centers, or distribute it on a progressive fill-up basis. In this procedure, account assignment 1 is completed first and then account assignment 2 etc. until the invoice value has been reached.
Multiple account assignment does not allow for valuated goods receipts. If you allow goods receipts for a purchase order item with multiple account assignment, you have to select the GR non-valuated field for the non-valuated goods receipt.
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Purchase requisitions are either created manually by the requesting department or automatically (for example, via MRP). You can tell which procedure was used to create the purchase requisition from the creation indicator in the statistical data for the purchase requisition item. When creating a purchase requisition, the requester can specify a source of supply or preferred vendor for the relevant item.
The Purchasing department is ultimately responsible for determining the source of supply and converting the purchase requisition into a purchase order or RFQ. The buyer firstly has to assign the purchase requisition; that is, choose a permitted source of supply. He or she then has to convert the requisition into a purchase order or request for quotation. You can automate the process for determining the source of supply (see the unit on automated procurement or the training course LO520). 
You can define release procedures for purchase requisitions to check the content of a purchase requisition and ensure that the specified account assignment and the source of supply are correct. You can define a release procedure very flexibly, according to various elements, such as item value, requester, account assignment, and so on. 
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The buyer responsible normally converts purchase requisitions into purchase orders. In the R/3 System, you can:
Create a purchase order with reference to a purchase requisition: If you have not yet entered a valid source of supply for the material in the system, you can create a purchase order with reference to the purchase requisition. You can make reference to the purchase requisition on the initial screen as well as on the item overview for purchase order entry.Convert a purchase requisition into a purchase order: Before converting the purchase requisition into a purchase order, you have to define sources of supply for the purchase requisition items. You can enter a valid info record or an outline agreement for each requisition item. The system can suggest all possible sources of supply if you do not know of any. By means of a price simulation, the system compares these sources of supply so that you can decide on the most reasonable one. You then convert the purchase requisition into a purchase order manually or the system converts it automatically. 
Note: For further information on purchasing document output, refer to the Materials Management documentation on Purchasing: Optimized Purchasing, or the R/3 Training Course LO520 Optimized Purchasing.
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If you want to adopt a purchase requisition item with account assignment into the purchase order, and there is no purchasing info record in the system, you are required to enter a net price on the detail screen for the purchase order item.
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For purchase requisition items with account assignment, but which do not have a material master record, you have to maintain the pricing data for the item. The system suggests the valuation price from the purchase requisition as the default value. As the buyer, you can then change this if required in the procurement price that is currently valid at the vendor.
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