SAP Purchase Requisition
The SAP Purchase Requisition is a request for the procurement of materials or services and is often the first step in the procure-to-pay process. In SAP S/4HANA, it remains central, but is made more efficient through Fiori apps and automation.
A purchase requisition (abbreviated as PurRqs; German: BANF) is an internal document created to meet an identified requirement for materials or services. It therefore represents the central procurement item prior to the purchase order. Unlike a purchase order, the PurRgs is not sent to the supplier but is used solely for internal coordination purposes.
What are the typical elements of a Purchase Requisition?
- Material number or description
- Quantity and unit
- Delivery date
- Plant and storage location
- Account assignment (e.g. cost centre)
- Supplier (optional)
The aim is to provide a clear overview of requirements and to initiate the procurement process in a structured manner.
What types of PurReqs are there?
In SAP, a distinction is made between different types of purchase requisitions:
| PurRqs-Type | Description |
| Manuelle PurRqs | Created directly by the user (e.g. via ME51N) |
| Automatic PurRqs | Generated by MRP (Material Requirements Planning) |
| PurRqs with reference | Based on, for example, a customer order or a production order |
| Service-PurRqs | For external services without a materials master |
How does the PurRqs process work in SAP?
The typical process for a purchase requisition can be broken down into several steps:
- Needs assessment
Requirements are generated in various ways. Either:
- manually by a member of staff or
- automatically by the system (MRP run)
- Creating the purchase requisition
The purchase requisition is created in the system, for example via:
- ME51N (classic GUI)
- Fiori app “Create Purchase Requisition”
- Approval workflow
Many companies have an approval process built in:
- Review by line managers
- Budget control
- Automatic approval strategies
- Conversion to an order
Once the purchase requisition has been approved, a purchase order is created:
- automatically or manually (ME21N)
- The supplier must be assigned before the purchase order can be created; without a supplier, the purchase order cannot be created
Key transactions and Fiori apps
Classic SAP GUI transactions
| Transaction | Function |
| ME51N | Create a purchase requisition |
| ME52N | Amend purchase requisition |
| ME53N | View purchase requisition |
| ME54N | Approve the purchase requisition |
| ME57 | Convert a purchase requisition into an order |
SAP S/4HANA Fiori-Apps
- Create Purchase Requisition
- Manage Purchase Requisitions
- Approve Purchase Requisitions
- Monitor Purchase Requisition Items
- Process Purchase Requisitions
Advantage: Intuitive user interface, mobile use and a clearer overview.
PurRqs in the context of SAP S/4HANA
SAP S/4HANA has optimised many processes relating to purchase requisitions:
Key new features:
- Real-time data processing using in-memory technology
- Simplified data models
- Integration with Central Procurement
- Improved user guidance via Fiori
Furthermore, Purchase Requisition processes benefit indirectly from structural changes – similar to the material master, where central tables such as MATDOC have been introduced.
What are the benefits of SAP Purchase Requisitions?
Transparency
All requirements are recorded centrally, can be viewed at any time and can be tracked throughout the entire procurement process.
Control
Approval workflows ensure that budgets are adhered to and that only authorised requests are processed.
Efficiency
Automated processes, such as those using MRP, reduce the amount of manual work involved and speed up the transfer of requirements into the procurement process.
Traceability
Every purchase requisition can be traced in full: it is clear who created and approved it, and when it was converted into an order.
Relationship with other SAP objects
The purchase requisition does not exist in isolation, but is closely linked to other SAP objects:
- Material master: Provides all relevant material data
- Vendor master: Optional for subsequent purchase orders
- Info record: Establishes the link between the material and the vendor
- Cost centres / internal orders: For account allocation
- Purchase order (PO): Follow-on document to the PurRqs
Without accurate master data, the Purchase Requisition cannot be used efficiently.
Challenges and best practices
Common challenges encountered in daily business practice
Unclear definition of requirements
- Missing or incorrect details
- Unclear quantities or dates
Media breaks
- Requirements outside SAP (e.g. Excel, email)
Delayed approvals
- Inefficient approval processes
Redundant purchase requisitions
- Duplicate requirements due to a lack of transparency
Best practices for handling purchase requisitions
1. Standardised processes
- Clear guidelines for creating purchase requisitions
- Define mandatory fields
2. Make use of automation
- MRP for automatic purchase requisition generation
- Workflow automation
3. Using Fiori apps
- Improved usability
- Mobile sharing
4. Conduct training sessions
- Raising user awareness
- Reducing sources of error
FAQ on SAP PurRqs
What is the difference between a purchase requisition and an order?
The PurRqs is an internal request, whereas the purchase order is an external document for the supplier.
Is a PurRqs always necessary?
No. In some cases, an order can be placed directly. However, a purchase requisition is recommended for:
- better control
- structured processes
Can a Purchase Requisition be generated automatically?
Yes, for example through:
- Material Requirements Planning (MRP)
- Production orders
Who is authorised to create a Purchase Requisition?
That depends on the authorisation policy. Typically:
- Line departments (requesting departments)
- Purchasing (in exceptional cases)
What happens after approval?
The purchase requisition is converted into a purchase order and sent to the supplier.
Conclusion: Why the SAP Purchase Requisition is indispensable
The SAP PurRqs is far more than just a simple requisition document. It forms the basis for a transparent, controlled and efficient procurement process. In SAP S/4HANA in particular, companies benefit from modern user interfaces, automation and real-time data.
Companies that optimise their PurRqs processes achieve:
- faster procurement
- lower error rates
- better cost control
This makes the PurRqs an essential component for successful procurement in the SAP environment.
