Purchase Requisition (PR) Workshop Deck

SAP S/4HANA Cloud, Private Edition (PCE)
Process Scope: Purchase Requisition Create & Change – Direct Procurement Focus (extendable to Stock / Services / Subcontracting / Consignment / STO)
Audience: Business SMEs, Plant / Site Buyers, Process Owners, IT / SAP Core Team, Change Management
Presenter: [ Your Name]
Client: [Client Name]
Date: [DD-MMM-YYYY]

Use of this Deck
Structure for client workshop (2–3 hrs) in S/4HANA PCE Greenfield program (legacy ECC background).
Mix of education (what S/4 offers), demo, fit/gap capture, and decision logging.
Replace bracketed text, add client branding, insert screenshots from sandbox, and tailor scope notes.

Slide 1. Welcome & Introductions

Today’s Session Goals

Give business a clear view of how Purchase Requisitions work in SAP S/4HANA PCE.
Highlight what’s new / improved vs legacy ECC.
Align on scope: PR Create & Change for Direct Procurement (materials & services) – other scenarios noted.
Demo Fiori vs GUI (ME51N vs Create PR Fiori).
Capture questions, decisions, fit/gap & data needs.

Who’s in the room

Business (Requisitioners, Requesters, Approvers).
Central / Plant Procurement.
Finance / Controlling (account assignment impacts).
IT / SAP Core Team.
Change / Training / Security.

Speaker Notes: Quick round of intros; confirm session recording if applicable.

Slide 2. Agenda

Context, Terminology & Scope
Where PR fits in Source‑to‑Pay
ECC vs S/4HANA – What’s Changed / Improved
PR Business Scenarios & Document Types
User Experience: Fiori Apps vs GUI
Process Walkthrough (Direct Procurement)
Approval: Release Strategy vs Flexible Workflow
Data, Integration & Automation (MRP, Catalogs, Source of Supply)
Configuration Overview & Design Decisions
Reporting & Analytics
Extensibility in Private Cloud (Clean Core)
Migration Considerations from ECC
Risks, Controls & Good Practices
Q&A / Fit‑Gap Capture / Next Steps

Slide 3. Workshop Logistics & Ground Rules

Interactive: Please stop me anytime for clarifications.
Parking Lot: Off‑scope topics captured; addressed later.
Decisions: Mark Draft, Confirmed, or Needs Follow‑up.
Sandbox Demo: Data is illustrative; not final.

Slide 4. What is a Purchase Requisition?

Business Definition: Internal request to procure a material or service. Triggers review, sourcing, and conversion to Purchase Order (or other follow‑on doc).
Key Purposes: Demand capture, internal approval, budget visibility, start of compliance trail.
Created By: End users, planners (MRP), maintenance, projects, or auto‑generated interfaces.
Consumed By: Purchasing, supply chain, finance.

Why It Matters: Good PR data = faster PO cycle, fewer errors, better spend control. Poor PR = delays, maverick spend, rework.

Slide 5. Where PR Fits in Source‑to‑Pay (S2P) End‑to‑End

Upstream Inputs: Forecast / MRP / Maintenance orders / Project Systems / Manual Self‑Service / External requisition tools (e.g., Coupa, Ariba Guided Buying).
PR Review & Enrichment: Cost assignment, material / service selection, quantity, delivery date, plant, source of supply.
Approval: Release strategy (classic) or Flexible Workflow (Fiori‑based).
Follow‑on: Convert to RFQ, PO, Outline Agreement call‑off, Subcontracting PO, STO etc.
Downstream: Goods Receipt, Service Entry, Invoice, Payment, Analytics.

Insert swimlane visual here.

Slide 6. SAP Landscape Context – Private Cloud Edition (PCE)

Deployment Model: Customer‑specific (single‑tenant) cloud hosted by SAP or hyperscaler; functionally close to on‑prem but with SAP‑managed infra + upgrade cadence.
Implications for PR Design:

Broad customizing flexibility (IMG) similar to on‑prem.
Restricted classic modifications to SAP core; use Enhancements, BAdIs, In‑App & Steampunk (ABAP Cloud) when needed.
Upgrade windows set by SAP; regression testing needed for custom PR fields & workflows.
Integration via SAP Cloud Connector, BTP, APIs, ALE/IDoc (where still used).

Slide 7. Release Version & Assumptions

Please confirm: Target S/4HANA release (e.g., 2023 FPS02 PCE). Update slide once confirmed.

Assumptions for this workshop (adjust when confirmed):

S/4HANA 2023 PCE baseline.
Group Reporting & Central Procurement out of scope for Wave 1 (note if in).
Guided Buying / Ariba integration optional future phase.
Lean Services in scope for Indirect buy? (TBD).
No classic Enjoy transactions for casual users; power users may retain ME51N/ME52N.

Slide 8. ECC vs S/4HANA – Quick Comparison for PR

Area	ECC	S/4HANA PCE	What It Means For You
UI	SAP GUI ME51N / ME52N	Fiori apps + GUI fallback	Role‑based, simplified fields, mobile approvals.
Approvals	Classic Release Strategy	Flexible Workflow (rule‑based, dynamic) + Release Strategy still available	Easier maintenance, multi‑dimensional conditions, email & mobile approvals.
Self‑Service	Limited / SRM add‑on	Self‑Service Requisitioning Fiori, Catalog punch‑out	Wider adoption across casual users.
Analytics	ALV reports	Embedded Analytics (CDS, KPIs, PR Aging, Spend)	Near‑real‑time dashboards.
Extensibility	User exits, BADIs, Z‑fields	In‑App Extensibility + BAdIs + Key User fields + Side‑by‑Side BTP	Cleaner upgrades, governance.
Data Model	Similar	Simplifications in master data, business partner vendor harmonization	Consistent supplier data across processes.
MRP	Classic	MRP Live, Fiori Monitor apps	Faster planning -> PR creation.

Add client‑specific deltas (e.g., custom fields, approvals, integrations) after design workshops.

Slide 9. Value Messages for Business Stakeholders

Faster Request to Order: Guided, catalog‑enabled PR reduces manual typing.
Better Compliance: Pre‑sourced, contract‑linked items drive spend under control.
Mobile Approvals: Approvers act from phone; cycle time drops.
Analytics for Demand & Budget: Real‑time visibility to open PR value by cost center / project.
Reduced IT Debt: Clean Core extensibility vs heavy Z‑mods in ECC.

Slide 10. PR Use Cases In Scope vs Out of Scope (Wave 1 Draft)

In Scope:

Manual (ad‑hoc) PR for Direct Material / Consumables.
MRP‑generated PR (stock items).
Service PR (Lean Services if approved).
Account Assignment: Cost Center, WBS, Asset Under Construction.
Source Determination from Info Record / Outline Agreement (where available).

Out of Scope / Later:

Ariba Guided Buying integration.
External Catalog (OCI) enablement.
Central Procurement (hub).
Complex Subcontracting structures.
Intercompany STO auto‑PR.

Update based on client decisions.

Slide 11. PR Document Types & Number Ranges – Design Template

Add/rename per client naming standard.

Slide 12. Account Assignment & Item Category Considerations

Account Assignment: Cost Center, Order, Project, Asset, Sales Order, Unknown (K, F, P, A, etc.).
Item Category: Standard, Consignment, Subcontracting, Third‑Party, Services (D/B), Limit Item.
Design Decisions: Which combinations allowed? Mandatory fields? Defaulting logic?

Speaker Tip: Walk through top 5 combinations used today in ECC; confirm they remain valid.

Slide 13. Field Control Strategy in S/4

Use Field Selection Keys per PR doc type.
Fiori personalization can hide fields for casual users.
Key User Extensibility: add custom fields to PR header/item; include in workflow & reporting.
Derivations via BAdI ME_PROCESS_REQ_CUST (on‑stack) OR BTP logic if Clean Core strict.

Slide 14. User Experience – Fiori App Landscape (PR)

Common Fiori Apps:

Create Purchase Requisition (ME51N alt for casual).
My Purchase Requisitions (track & edit).
Manage Purchase Requisitions – Professional (mass edit, assign sources).
Manage Purchase Requisitions – Central Procurement (if hub).
My Inbox (approve PR release in Flexible Workflow).
Monitor Purchase Requisition Items (analytics).
Process Purchase Requisitions for Catalog Items (optional).

Insert Fiori launchpad tiles screenshot.

Slide 15. GUI vs Fiori – When to Use What

Goal: 80% Fiori adoption to improve UX; keep GUI for edge / bulk cases.

Slide 16. Process Walkthrough – Manual Direct PR (Happy Path)

Swimlane: Requester → System Validations → Approver → Buyer.

Requester opens Create Purchase Requisition Fiori.
Search / select material (or free‑text).
Enter qty, delivery date, plant, account assignment.
System proposes source (info record / contract) if maintained.
Submit – triggers Flexible Workflow.
Approver reviews budget, qty, need date; approves / rejects.
PR becomes Released.
Buyer converts to PO (Manage PR – Professional / ME57 / ME21N).

Show flow diagram referencing Signavio L3 you already modeled.

Slide 17. Alternate Paths & Variants

Free‑Text PR (no material master).
Service / Limit PR (value‑based, service sheet to follow).
MRP‑Generated PR (auto; may bypass requester).
Framework / Blanket (validity period, value cap).
Stock Transfer PR (between plants).
Subcontracting PR (component provision).

Capture which of these apply to client, priority & volume.

Slide 18. Approval Options – ECC vs S/4

Classic Release Strategy (Still Supported)

Config‑driven; keys by doc type, plant, value, acct assign etc.
SAP GUI maintenance.
Rigid; difficult for org changes.

Flexible Workflow (Recommended)

Managed in Fiori; rule‑based using org data, custom fields, dollar thresholds.
Multi‑step approvals, substitutes, escalations.
E‑mail / mobile notifications.
Simulation & change logs.

Decision Point: Migrate old Release Strategy or redesign using Flexible Workflow?

Slide 19. Flexible Workflow Design Questions

Which PR fields drive approval routing (plant, spend value, material group, cost center)?
Single vs multi‑level approvals?
Capex vs Opex paths?
Auto‑approval thresholds?
Can maintenance PR auto‑flow to Maintenance Supervisor first?
SLA for approvals; escalation?

Template table to capture answers during workshop.

Slide 20. Source Determination & Automation

Master Data Objects Used: Purchasing Info Record, Source List, Quota Arrangement, Contracts / Scheduling Agreements.
System Behaviour: At PR creation system proposes fixed source if valid; buyer can override.
MRP Integration: MRP chooses source using Source List priority, quota, lot sizing.
Catalog Integration: For indirect spend, catalog items punch‑in to PR with supplier & price.

Slide 21. Data Elements Required in PR Line

Material / Short Text
Plant / Storage Location (optional)
Quantity / UoM
Delivery Date / Delivery Address override?
Account Assignment Category & Object (Cost Center, WBS etc.)
Material Group / Service Group
Purchasing Group
Desired Supplier (if known)

Mark which are mandatory vs optional by doc type.

Slide 22. Validation, Defaults & Derivations

Derive Plant from user parameter ID.
Default Purchasing Group by plant or org structure.
Auto‑populate account assignment from requester cost center mapping (HR org).
Validations: block non‑approved suppliers, check budget availability (FM / PSM or CO).
Custom check BAdI for lead time & min order qty.

Slide 23. Integration Touchpoints

Slide 24. Configuration Deep Dive Map

IMG Path Highlights:

Materials Management → Purchasing → Purchase Requisition.
- Document Types & Number Ranges.
- Field Selection for PR.
- Screen Layouts.
- Text Adoption.
- Account Assignment Categories.
- Message Output (rare for PR).
Materials Management → Purchasing → Source Determination.
Materials Management → Purchasing → Workflow for PR Approval (Classic) OR Fiori Flexible Workflow scenario IDs.

Add screenshot placeholders.

Slide 25. Configuration Decisions Capture Sheet (Workshop Working Slide)

Copy & expand live during session.

Slide 26. Demo Script – Fiori Manual PR

Pre‑Req Data: Material 10000001, vendor w/ info record, cost center 400100, plant 1000.
Steps:

Log in as Requester (role: Employee Self‑Service PR).
Open Create Purchase Requisition.
Search & select material; change qty; set delivery date.
Pick cost center; review price default.
Submit; note workflow triggered.
Switch to Approver user; approve via My Inbox.
Show PR status changed to Released.
Convert to PO from Buyer role (Manage PR – Professional).

Key Talking Points: fewer required fields, guided search, workflow transparency, analytics tile shows open PR count.

Slide 27. Demo Script – Compare with GUI ME51N / ME52N

Launch ME51N; show tab‑heavy screen.
Show same PR data entry complexity; need manual field navigation.
Emphasize training load vs Fiori simplicity for casual users.
Show ME52N change + release strategy classic (if configured).

Slide 28. Reporting & Analytics – Standard Content

Operational:

Monitor Purchase Requisition Items.
My Purchase Requisitions (status tracking).
PRs for Conversion.
Overdue PR items by delivery date.

Analytical (Embedded CDS):

Open PR Value by Plant / Purchasing Group.
PR Aging (days since create / since last action).
Budget vs Actual (using CO / FM data).

Custom KPIs: Approval SLA breaches, PR rejection reasons, catalog vs free‑text %.

Slide 29. Security & Authorizations

Role Types:

PR Creator (casual requester).
PR Professional / Buyer.
Approver.
Central Procurement (if used).
Reporting only.

Key Auth Objects: M_BANF_BSA (doc type), M_BANF_EKG (purch group), M_BANF_WRK (plant), Fiori catalog roles.
Segregation: Creator cannot approve own PR; dual control for high value.

Slide 30. Data Migration – ECC to S/4 Considerations

Questions:

Do we migrate historical closed PRs? Usually no (reporting archive).
Open PRs at cutover: migrate or re‑enter?
Open approval chains: freeze approvals pre‑cutover?
Field mapping: doc type conversions, acct assign, vendor numbers (now Business Partner).
Number range continuity vs restart?

Recommended: migrate only open / relevant PRs; archive history; communicate cutover freeze window.

Slide 31. Change Impact & Training

From ECC to Fiori: fewer tabs, guided search, mandatory fields may change.
Approvals on Mobile: behavioral change – faster turnaround expected.
Catalog Buying: possible shift of data entry from buyer to end user.
Accountability: Requesters responsible for correct coding; budget controls visible.

Training Assets: Quick reference cards, role‑based simulations, sandbox practice, micro‑videos (2 min).

Slide 32. Controls, Compliance & Audit Points

Approval trace (workflow log).
Change history on PR fields.
Budget check before approval (if activated).
Blocked supplier warning.
Value tolerances vs PO.
Segregation of Duties (SoD) rules in GRC.

Slide 33. Performance & Volume Considerations

Peak PR volume periods (month/quarter end?).
Background jobs to convert MRP PR to PO.
Archiving strategy to keep table EBAN lean.
Fiori performance: use relevant catalogs; avoid heavy custom UI scripts.

Slide 34. Extensibility Options in S/4HANA PCE (Clean Core Lens)

Guiding Principle: Keep core clean; push custom logic outward unless mandatory for legal / business rules.

Slide 35. Open Design Decisions (Capture Live)

Add rows during workshop.

Slide 36. Risks & Mitigations

Slide 37. Workshop Fit‑Gap Log Template

Slide 38. Next Steps & Action Items

Immediate (This Week):

Confirm scope scenarios in/out.
Identify approval data drivers.
Provide sample ECC PR extracts (top 100 by value).
Provide org hierarchy for approval mapping.

By Next Workshop:

Sandbox config prototype for 2 doc types.
Demo Flexible Workflow.
Draft training storyboard.

Slide 39. Appendix – Reference T‑Codes & Tables

GUI Transactions: ME51N, ME52N, ME53N, ME54N (release), ME57 (assign & convert), ME5A (list), ME5K (acct assignment), ME5J (project), MD04 (stock/requirements).
Tables: EBAN (PR header/item), EBKN (acct assignment), EBANH (history), T160/T161 (control), T16FW (workflow), T161A (doc types).

Slide 40. Appendix – Key Fiori App IDs (Sample; verify release)

(Verify exact app IDs for target release; update slide.)

Slide 41. Appendix – Integration Objects Quick List

Business Partner (Supplier)
Material Master
Service Master / Lean Services
Purchasing Info Record
Source List
Contracts / Scheduling Agreements
Cost Center / Internal Order / WBS
Plants / Storage Locs / Valuation Areas

Slide 42. Appendix – Mapping ECC Custom Fields

Slide 43. Appendix – Cutover Play (Day in Life)

T‑7: Freeze PR creation in ECC except critical.
T‑5: Extract open PRs; cleanse data; map vendors to BP numbers.
T‑3: Load open PRs to S/4 (conversion program).
T‑1: Validate counts; route remaining urgent reqns manually.
Go‑Live: PR create only in S/4; ECC read‑only.

Slide 44. Memory Hooks – How to Remember PR Process (4C Ladder)

Chunk the PR lifecycle into 4C: Create → Complete → Check/Approve → Convert.

Create: capture need (material, qty, date).
Complete: enrich with account assignment & source.
Check: approval via workflow; validates budget & policy.
Convert: buyer turns into PO / follow‑on doc.

Mnemonic: "Right Request, Right Route, Right Release, Right Result".
Visualize a ladder; each rung must be solid before climbing.
Practice by mapping 5 real ECC PRs to 4C and see where delays occurred.

Slide 45. Frequently Asked Questions (Prep for Workshop)

Can we keep using ME51N? Yes, but Fiori recommended for casual users; both can coexist.
Do we need to rebuild Release Strategies? You can migrate, but Flexible Workflow is easier to maintain and offers better UI.
Will PR numbers change after migration? Choice: continue range or start fresh; alignment needed with audit.
How do catalog items flow into PR? Via OCI punch‑out or Ariba integration; populates supplier & price.
Can a PR have multiple account splits? Yes; percentage or quantity splits across cost objects.
What happens if supplier not approved? Validation can block or warn; workflow step to procurement.
Is budget check available before approval? Yes if Funds Mgmt / CO availability control active.
Can we auto‑convert MRP PRs to PO? Yes with background jobs + source data; buyers review exceptions.
How are services handled? Service PR leads to Service PO; Lean Services simplify UI and reporting.
Mobile approvals supported? Yes via My Inbox Fiori app.

Slide 46. Thank You & Contact

Questions?
Email: [your.email@company.com]
Working Docs: [SharePoint link]
Next Session: [Date / Topic]

Presenter Prep Checklist (Do Not Show on Client Slide)

Confirm release version & Fiori app availability in sandbox.
Preload demo data with 3 PR scenarios (capex, service, MRP).
Validate workflow agents exist.
Capture screen recordings as backup (in case system down).
Print Fit‑Gap template for live capture.

End of Deck