Manage Purchase Requisition Approvals

in SAP R/3
Purchase Requisition Approval

Why Use the BizAps’ SAP Purchase Requisition Approval Solution?

Many organisations find the process of dealing with purchase requisitions

both a lengthy and cumbersome process, where there is no record of the
approval chain within the system. Only when these documents are dealt
with, can the information be used to create a purchase order. Delays in this
process can be detrimental to your business’ productivity.

The BizAps solution for automating and tracking purchase requisitions can
help you to significantly streamline this process. It detects purchase
requisitions that have been blocked by SAP, pending further processing.

Benefits at a Glance Features at a Glance

o Manage & optimise o Works on standard

requisition process requisitions created in SAP
o Automatic instigation of directly or via SRM or
approval process interface
o Configurable approval chain o Approval process is e-mail
o Inactivity escalation facility based
o Declined requisitions allow o Can be used in conjunction
feedback to initiator with SAP HR or
o Reduces requisition to independently if HR not
purchase order lead time installed
o Audit tracking o Requisition approvers need
o Increased visibility of the not be SAP users
requisitions process o Approver’s overview screen
o Ability to approve multiple to view multiple requisitions
requisition items at same awaiting action
time o All POs and requisitions are
o Improved internal stored in SAP
communication o Non-stock purchases can be
o Easy to use, web & e-mail set so that goods receipts
based solution are not required
BizAps SAP
Purchase
R/3 P-Card
Requisition
Solution
Approval
in Detail
Solution in Detail:

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The diagram below outlines the process for using P-Cards as a payment
The
method
approver
without
willneeding
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screen when they log-in to
the application – multiple items may be displayed, showing summary
information for each. Multiple items can be approved at once from this view or
individual items can be opened and approved or rejected one by one.

The Requisition Item Screen - this enables the user to obtain an overall view
of the details contained within the requisition item prior to any further action
being taken.

In our experience many buying organisations using SAP, use procurement

cards as a way of not needing to raise a purchase order for low to medium
value transactions.

The BizAps solution can integrate directly to a number of banks or card

providers to automate the receiving of statements. Once the integration is in
place the buying organisation can receive statements in a more frequent
manor.

The BizAps SAP Procurement Card solution provides a fully integrated and
automated way of managing the reconciliation and settlement process within
R/3.
Note the Requisition Approval Trace list on this screen. This is the approval
chain for the requisition item, created based upon the overall cost of the item.
It enables the user(s) to see what actions have already been taken against
the requisition item and also who else still has to take action prior to reaching
the final approval stage where, upon approval the requisition item will be
released within SAP.

If approved and there is no one else in the chain, the requisition is unblocked
automatically in SAP. From this point, the standard SAP process of assigning
and processing the requisition can proceed as normal.

If the request is declined, a reason must be outlined in the text box and this
information is available to the requisitioner.

As well as monitoring for new requisitions, the solution monitors those that
are pending approval from within the business. When a time limit is exceeded
the system will send a reminder e-mail to the approver. If no response is
received, the system will elevate the issue to the next approval layer within
the chain. The time periods and escalation chain are determined during the
implementation as this will be different for every company.

Adminstration & Security

The system can be maintained in house by your own administrators – they are
able to configure the system and create new users, but they cannot approve
requisitions. This is a mechanism to prevent fraudulent activity. Only users
with the status ‘Approver’ are able to approve requisitions within the system.

A full audit trail is logged for each status change that occurs for a document
including a log showing status from and to, as well as user details and a time
stamp. Details are also provided in the long text on the accounting document.

The system will notify the administrator if an approval chain becomes invalid
for any reason. This may occur if an approver leaves the business or changes
e-mail address.

Finally, approved requisitions can be changed; however, any significant

changes cause the approval to be reset so that it requires re-approval.

About BizAps

BizAps is an SAP Software Development Partner with extensive experience in

delivering process automation solutions.

For more information contact us using the details below or visit our web site
www.bizaps.net.