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Work InstructionFunctional Area: Purchasing

Run Purchase Requisitions by Account Assignment Report (ME5K)

Purpose Requisitioning - Construction Management and State Invoice Processing - Purchase Order Processing - UC Flex Financial Display and Reporting

Use this procedure to display a list of purchase requisitions by account assignment.

Trigger

Perform this procedure when you need to view purchase requisitions by account assignment for reporting or analysis.

Prerequisites

A Cost Center, WBS Element, Internal Order, or Asset Number must exist.

Menu Path

Use the following menu path to begin this transaction:

SAP Easy Access User Specific Menuo Select Decentral Financial Viewer Purchasing Requisitions

Requisitions by Account Assignment

SAP Easy Access Generic Menuo Select Logistics Materials Management Purchasing Purchase

Requisition List Displays By Account Assignment General

Transaction Code

ME5K

Helpful Hints

The R/O/C column in the field description tables below defines whether the field is required R), optional (O), or conditional (C).

On certain screens you may have to scroll to view some data entry fields. You must enter selection criteria in at least one of the following fields: Cost center, WBS

element, and/or Asset.

Click (Dynamic Selections) if you want to search by other account segments. However, if you use this option, these other account segments do not appear in the report.

While dynamic selections off additional selection options, the fields to not display as a column in the list output.

When selecting a cost center, requisitions for assets will not be displayed since the cost center is saved in the asset master shell, not on the requisition. There is a similar issue with Project requisitions. If you want to list all orders by certain areas, it is best to run the List Display by selecting the appropriate Storage Location.

This display includes each line item of an order. If you restrict the display by a particular cost center, it will only include line items that were

charged against that cost center. From the report you can drill down to the order to see additional detailed information.

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PUR_ME5K_Run Pur Reqs by Acct Assign Rpt.udc© University of Cincinnati 1/15

https://help.ucflex.uc.edu/gm/folder-1.11.46565






When in a data field, you can click to search for data.

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Procedure

1. Start the transaction using the menu path or transaction code.

List Display of Purchase Requisitions

2. As required, complete/review the following fields:

Field R/O/C Description

Cost Center Required Organizational unit for capturing costs

Example:3620000000

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WBS Element Optional Work Breakdown Structure Element utilized to track plant projects

Example:9802A

Level 1 WBS elements require five numerical characters plus an alpha character. (The five numerical characters should be derived from the project definition but does not have to be the same.) Level 2 WBS elements require the six characters from Level 1 and two additional numeric values. Examples of the additional numeric values are as follows: 10 Construction, 20 Financing Costs, 30 Equipment, 40 Non-Capital Expenses, and 70 Revenue.

Order Conditional Number which identifies an internal order within a client

Example:P34500

This field is currently used for internal orders. Do not confuse it with a purchase order number.

Asset Optional The asset number internally assigned by UC Flex to track the asset

Example:100573

Subnumber Optional This is the number which, together with the main asset number, uniquely identifies a fixed asset in Asset Accounting

Example:0

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Purchase Requisition Optional Document used to request materials and services; Purchase requisitions are converted to purchase orders so materials can be procured externally

Example:10000127 to 10000133

For this process example, we have used a range of requisitions to narrow our search.

Material Group Optional Code identifying an allocated group of materials with the same features

Example:0130-00

Purchasing Group Optional Code used to identify a buyer or group of buyers responsible for purchasing activities

Example:A

Scope of List Required Parameter that determines how the list is edited

Example:ALV

Always use ALV. This should automatically default.

Plant Optional A place where materials are produced, or goods and services are provided

Example:UC

Always leave this field blank. If UC defaults into it, delete the entry.

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Document Type Optional Key that identifies to which group of documents this document will be assigned; Documents of the same type contain common information which is relevant to posting and updating of the value fields in the database

Example:

Leave this blank or use the NB document type (Standard PO).

Item Category Conditional Determines classification of material; For example, stock material, consumed material, etc.; Classification determines which fields and screens are required. In LIS, defines how purchase of an item is controlled

Example:W

Only enter data in this field if you are selecting term contract catalog items, then enter W.

Account Assignment Category

Optional Code used to identify the type of cost object that will receive the cost of the line item; For example, cost centers, internal orders, assets or WBS elements

Example:K

This allows you to narrow the search by assets, etc.

Delivery Date Optional The requested or desired delivery date on the purchase document

Example:09/25/2013

Release Date Optional Date on which the ordering process is to be initiated based on the purchase requisition

Example:09/27/2013

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Processing Status Optional Processing status for document

Example:B

Processing status “B” (PO Created) is currently the only status that is available to use, otherwise leave it blank.

PReq. processing state Optional Indicates the processing phase the requisition is currently going through (e.g. In process of release)

Example:In Process...

Requisitioner Optional User ID of the individual who requested that goods or services be purchased

Example:train01

This is the individual identified as the requisitioner on the Contact Person tab in the requisition.

Short Text Optional Text description of an object limited to 40 characters

Example:

This is the short text for a requisition line item.

Sort Indicator Optional Code used to sort documents and records

Example:8

3. Perform one of the following:If You Want To ThenInclude purchase requisitions that have already been assigned to a source of supply Select to the left of Assigned Purchase

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Requisitions.

This should automatically default.Include purchase requisitions that have also been closed (no open quantity left) Select to the left of Closed Requisitions.

Include purchase requisitions that have only been partly ordered (still has an open quantity)

Select to the left of “Partly Ordered” Requisitions.

This should automatically default.

Display only purchase requisitions that have been released (approved)

Select to the left of Released Requisitions Only.

Include purchase requisitions that have to be released (approved) in their entirety

Select to the left of Requisns. for Overall Release.


Include purchase requisitions that have to be released (approved) by line item

Select to the left of Requisns. for. Item-Wise Release.


4. Perform one of the following:If You Want To Then Go ToUse a selection variant Click . Step 5

Choose additional fields to help narrow your search.

Click .

Dynamic selections provide increased flexibility to define reporting criteria. They enable you to use additional fields not provided on the standard selection screen.

Step 8

Run the report Click . Step 12

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ABAP: Variant Directory of Program XXXX

5. Click on the variant you want to use.

6.Click .

7. Return to Step 4.

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List Display of Purchase Requisitions (2)

8.Click to the left of .

A dialog box that displays all available selections enables you to select the dynamic selections (fields) that you want to use. The same dialog box enables you to enter the values required for individual fields.

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9. Double-click on the fields you want to add.

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10. As required, complete/review the following fields:


Document type Optional Key that identifies to which group of documents this document will be assigned; Documents of the same type contain common information which is relevant to posting and updating of the value fields in the database

Example:NB

Processing status Optional Processing status for document

Example:B

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11. Perform one of the following:If You Want To Then Go To

Execute your selections Click . Step 12

Hide your selection Click . Step 4


12. Review the displayed information

13.Click until you return to the SAP Easy Access screen.

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14. You have completed this transaction.

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Result

You have viewed a list of requisitions by account assignment.

Comments

If you need to display another list, you can repeat the process without exiting the List Display of Purchasing Requisitions screen.

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