Purchase Requisitions in SAP S/4HANA Workshop Deck

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Unlocking Procurement Excellence

A Deep Dive into Purchase Requisitions in SAP S/4HANA

For Direct Procurement | Private Cloud | Greenfield Implementation

Workshop | July 2025

Workshop Agenda

  • Setting the Stage: Project Goals & Workshop Objectives
  • A Quick Look Back: Purchase Requisitions in SAP ECC
  • The S/4HANA Evolution: What's New for PRs?
    • The Fiori Experience: Modern, Intuitive, and Role-Based
    • Flexible Workflow: Simplified, Transparent Approvals
    • Embedded Analytics: Real-time Insights, Zero Latency
    • Situation Handling: Proactive Issue Resolution
  • System Walkthrough: Key Fiori Apps in Action
  • ECC vs. S/4HANA: A Head-to-Head Comparison
  • Your Greenfield Journey: Key Considerations
  • Open Discussion: Q&A

A Quick Look Back: PRs in SAP ECC

The Traditional Approach

  • Primary Transaction: ME51N, ME52N, ME53N.
  • GUI-based interface, requiring significant user training.
  • Complex, header-and-item-detail screen layout.
  • Release Strategy (Workflow) based on complex classification data and custom code (ABAP).
  • Reporting via standard list display transactions (e.g., ME5A) with limited real-time analytics.
  • Fragmented user experience, often requiring navigation to multiple screens.
ME51N Screenshot

The familiar, but often cumbersome, ME51N interface.

The S/4HANA Evolution (1/4): The Fiori Experience

A modern, intuitive, and role-based user experience for all users.

Manage Purchase Requisitions - Professional

The power user's new cockpit. A centralized hub to create, manage, and track all PRs.

  • Replaces the core functions of ME51N/ME52N/ME53N.
  • Intelligent search and filtering capabilities.
  • Create PRs from scratch or by copying existing ones.
  • Directly convert PRs to Purchase Orders.
  • Access to related documents (POs, Contracts) with a single click.

Create Purchase Requisition (Self-Service)

Designed for casual users across the business. Simple, guided, and efficient.

  • Streamlined 3-step process: (1) Add Item, (2) Add Details, (3) Order.
  • Catalog-based purchasing for easy item selection.
  • Minimal training required.
  • Reduces reliance on central purchasing teams for simple requests.

Key Benefit: Increased user adoption and efficiency, reduced training overhead.

The S/4HANA Evolution (2/4): Flexible Workflow

Move beyond rigid Release Strategies to a transparent and configurable approval process.

Flexible Workflow Diagram

Visually define multi-step approval processes based on business rules.

How it Works

  • Managed through Fiori apps, no more complex transaction codes (SWDD).
  • Business users can (with permission) adjust workflow rules.
  • Define approvers based on roles, users, or manager hierarchies.
  • Set start conditions and step sequences using simple drop-downs.
  • Approvers receive notifications in their Fiori "My Inbox" app and can approve via any device.
  • Provides a clear graphical log of the approval process for auditing.

Key Benefit: Increased agility, transparency, and business ownership of approval processes.

The S/4HANA Evolution (3/4): Embedded Analytics

From static reports to real-time, interactive dashboards directly within your work context.

Real-time Insights

  • Analytics are built on the Universal Journal (ACDOCA) - no batch jobs, no latency.
  • Interactive charts and KPIs on the Fiori Launchpad.
  • Drill down from a high-level KPI directly to the transactional documents.
  • Monitor PR cycle times, approval bottlenecks, and spend by category in real-time.
  • Empowers procurement managers to make data-driven decisions instantly.
Fiori Analytical Dashboard

Example: Purchase Requisition KPIs on a Fiori Launchpad.

Key Benefit: Proactive monitoring and faster decision-making with live operational data.

The S/4HANA Evolution (4/4): Situation Handling

Intelligently notifies the right users about business situations needing their attention.

From Reactive to Proactive

Instead of users discovering problems, the system brings problems to the users.

Example Situation 1:

"Pending PRs nearing deadline"

The system can automatically notify a purchasing manager if a high-priority PR hasn't been converted to a PO within a set timeframe.

Example Situation 2:

"Contract is nearing consumption limit"

When a user creates a PR against a contract that is 90% consumed, the system can notify the contract owner to start renegotiations.

How it helps:

  • Provides users with contextual information and proposed actions.
  • Reduces the risk of process delays and supply chain disruptions.
  • Automates monitoring tasks, freeing up user time.

Key Benefit: Reduces operational risk and improves process efficiency through automated monitoring.

Head-to-Head: ECC vs. S/4HANA PRs

Aspect SAP ECC SAP S/4HANA
User Interface SAP GUI (ME51N) SAP Fiori Apps (Role-based, responsive)
Workflow Release Strategy (Complex config, ABAP) Flexible Workflow (Fiori-based, transparent, adaptable)
Analytics Separate BI system, batch reporting (ME5A) Embedded Analytics (Real-time, interactive, drill-down)
Core Technology Multiple aggregate tables, disk-based DB Simplified Data Model (Universal Journal), In-Memory HANA DB
Proactive Monitoring Manual tracking or custom reports Situation Handling (Automated notifications & alerts)
User Experience Transaction-focused, requires training User-centric, intuitive, guided procedures

Your Greenfield Journey: Key Considerations

1. Master Data Simplification

A Greenfield project is the perfect opportunity to cleanse and simplify master data. With the introduction of the Business Partner (BP) concept, vendor master data management is centralized. Let's ensure a clean slate.

2. Redesigning Processes, Not Just Lifting-and-Shifting

We must avoid recreating old ECC processes in the new system. We will leverage S/4HANA capabilities like Flexible Workflow and Fiori from the ground up to build streamlined, efficient procurement processes.

3. Change Management & User Enablement

The shift to Fiori is significant. A robust change management plan is crucial for user adoption. We will focus on role-based training, highlighting the benefits of the new UX to ensure a smooth transition.

Q&A

Open Discussion & Next Steps

Thank you!

Your Name/Consulting Firm

contact@email.com

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