SAP Purchase Requisition Approval Form Template
Many plants still circulate a PDF or Word approval alongside the SAP purchase requisition, especially for capital items or non-stock purchases. This template captures the same fields an approver sees in the requisition so the paper trail and the system record agree.
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SAP Purchase Requisition Approval Form Template
Purchase Requisition Approval
Company: Acme Precision Ltd PR number: 10004582 Request date: 2026-10-20 Requester: A. Singh, Maintenance Plant: 1000 Purchasing group: P01
Line Details
| Field | Value |
|---|---|
| Account assignment | K cost center |
| Cost object | CC-4410 |
| Material / short text | Spindle bearing set, 7014 angular contact |
| Quantity | 4 EA |
| Delivery date | 2026-11-15 |
| Estimated value | 1,860.00 USD |
| Desired vendor | Northline Bearings (vendor 100245) |
Justification
Replacement for spindle on machine M-14 which shows rising vibration. Planned downtime window is 16 November.
Approval Routing
| Approver | Release code | Decision | Date |
|---|---|---|---|
| Cost center owner | |||
| Department head | |||
| Finance (if above limit) | |||
| Procurement |
Approvals
Release codes and value limits come from your release strategy configuration. This form is a paper or PDF companion, not a replacement for release in ME54N or the Manage Purchase Requisitions app.
Open requisition aging view
Optional expert review of how to report open and unreleased requisitions from SAP.
Optional. The tool and every export work without this. No spam.
How to use the form
Enter the requisition number after you create it in ME51N or the Fiori app, then fill in the account assignment category and the cost object. Add a clear justification: what is being bought, why now and what happens if it is late. The routing table lists approvers and release codes so reviewers know which code they hold. Export to PDF for email approval or to Word if your process needs edits. Keep the justification short enough that an approver can decide without opening SAP.
Fields that matter in SAP
Account assignment category decides which cost object is mandatory: K needs a cost center, F a production order, P a WBS element, A an asset. Items with no account assignment are stock or consumable items replenished by MRP or by hand. The purchasing group routes the requisition to a buyer, and the delivery date drives expediting. A desired vendor or fixed source from the source list can short-circuit sourcing, while a blank vendor leaves the buyer to run an RFQ.
Release strategies and thresholds
A requisition release strategy typically depends on a characteristic such as total value, account assignment category or purchasing group. Release codes are assigned to approvers, and the strategy defines the order of release. Items with a release strategy cannot be converted to a PO until fully released. Write the expected approvers on the form so the requester does not wait on someone who is not in the chain, and confirm limits with your SAP team rather than guessing.
Common mistakes
Requesters pick unknown account assignment to get past the screen and leave finance to correct it later. Free-text lines without a material or material group make spend analysis nearly impossible, so always give a material group. Delivery dates set to the day of creation produce permanent exceptions. Splitting one purchase into several small requisitions to dodge an approval threshold is also a control failure that auditors look for.
Frequently Asked Questions
What is the SAP transaction to create a purchase requisition?
ME51N creates a requisition in classic SAP GUI. In S/4HANA the Manage Purchase Requisitions and Create Purchase Requisition Fiori apps cover the same function. ME54N releases a requisition and ME53N displays it.
Why can a requisition not be converted to a purchase order?
Common reasons are an incomplete release strategy, a missing source of supply, a blocked material or vendor, or a requisition already assigned to another document. Check the release status on the item first.
Do I need an approval form if SAP has a release strategy?
Not necessarily. If your release strategy already covers the approvals, the form adds little. It helps where policy requires signed justification, or where some approvers do not work in SAP.
Which account assignment category should I use?
Use K for costs that belong to a cost center, F for a production or maintenance order, P for a project, A for an asset and blank for stock items. Avoid U unless your policy allows it, since finance must assign the cost later.
If approvals stall in your release strategy, Netray can build a read-only view of open requisitions by approver and age.
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