Purchase requisition conversion process

When the status of a purchase requisition is approved, a buyer can convert the requisition lines to a purchase order or a request for quotation (RFQ).

Preparing conversion

To prepare the conversion, a buyer can use the Purchase Requisition - Prepare Conversion (tdpur2600m100) session to specify the data that is required on the requisition header and lines for conversion in the Convert Purchase Requisitions (tdpur2201m000) session. However, if all conversion data is already specified in the Purchase Requisitions (tdpur2501m000) and Purchase Requisition Lines (tdpur2502m000) sessions, the Purchase Requisition - Prepare Conversion (tdpur2600m100) session can be skipped.

For each requisition line, you can specify its Conversion Type, which can be RFQ or Purchase Order. If all lines must have the same conversion type, you can specify a conversion type on the requisition header, which is defaulted to the lines.

Note: 
  • If the conversion type is Purchase Order, the line must contain an item code and a buy-from business partner; each of these fields is validated. If the requisition line does not include these values, you cannot set the conversion type to Purchase Order.
  • If the conversion type is RFQ, the item and business partner codes can remain blank on the requisition line.
  • You can replace an item on a requisition line with an item from a product catalog. For more information, refer to Using catalogs in purchase requisitions.

Converting purchase requisitions

Purchase requisition lines can be converted to a purchase order or an RFQ in the Convert Purchase Requisitions (tdpur2201m000) session.

Requisition lines are included in the conversion process if:

  • The Conversion Type field in the Purchase Requisition Lines (tdpur2502m000) session is RFQ or Purchase Order.
  • Valid number groups, series, and order type are specified for RFQs and purchase orders in the Convert Purchase Requisitions (tdpur2201m000) session.
Note: 
  • If, in the Purchase Requisitions (tdpur2501m000) session, the Allow Partial Rejection check box is selected, only the lines with the Rejected check box cleared can be converted to a request for quotation (RFQ) or a purchase order.
  • If the buy-from business partner is blank and the item code is specified, the conversion is based on an approved source list (ASL), if one exists. If no business partners are approved for the item, the specified business partner description is transferred to the RFQ process.
  • If the item code is blank and the buy-from business partner is specified, the RFQ is generated for the specified business partner.
  • If the item code and the business partner code are both blank, the RFQ is created using only the item description and business partner description.

Any errors encountered during processing can be reported along with a list of successfully converted requisitions. The reports include details about the new RFQ/PO such as original requisition number, position number, and error remarks.

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