Table of Contents

1. Purpose and Scope..........................................................................................................................................

2. Responsibilities................................................................................................................................................

3. Hazards, Materials, and Equipment.................................................................................................................

3.1 Hazards...................................................................................................................................................

3.2 Materials.................................................................................................................................................

3.3 Equipment..............................................................................................................................................

4. Abbreviations and Definitions.........................................................................................................................

4.1 Abbreviations..........................................................................................................................................

4.2 Definitions...............................................................................................................................................

5. Execution.........................................................................................................................................................

5.1 Principles................................................................................................................................................
5.1.1 Considerations Prior to Raising a Requisition................................................................................6

5.2 Process....................................................................................................................................................
5.2.1 Overview.......................................................................................................................................8

5.3 Main SAP Screens Within Process.........................................................................................................

5.3.1 Purchase Requisition Screen.......................................................................................................17

5.3.2 Creating a Purchase Requisition..................................................................................................17

5.3.3 Approving a Purchase Requisition...............................................................................................22

5.3.4 Purchase Order Screen...............................................................................................................24

5.3.5 PO Output...................................................................................................................................31

6. Reference Documents...................................................................................................................................

7. Appendix / Appendices..................................................................................................................................

8. Regulatory Commitments..............................................................................................................................

9. Change Description........................................................................................................................................

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 a. Purpose and Scope
Purpose:

The aim of this Indirect Purchase Requisition Procedure is to support the Business need to control and manage
expenditure as per the Seqirus Delegation of Authority (DOA) whilst meeting the demands of operational
sourcing in an efficient and proactive manner.

This procedure seeks to formalize the approach of managing requisitions for indirect purchases in the Seqirus
SAP system, and the processes required to be followed by Requisitioners and Procurement.

Scope:

This procedure covers the requirement to procure the following:

 Non-GxP and non-Production materials

 All equipment
 All services (excluding tolling)
These items are classed as indirect goods and services.

It does not cover the procurement of the following:

 GxP / Production / Supply Chain Materials (SOP-000085709, Direct Materials Procurement Procedure)
 Engineering SAP managed materials (SOP-000085711, Engineering Materials Procurement)
 Tolling services (subcontracting of production processes) (GSOP-000086989, Internal Procurement)
There are a few categories of indirect purchases that do not require a Purchase Requisition (PR) or Purchase
Order (PO) to be created, and are instead managed via the finance only payment processes or via the purchasing
card. An example category would be government fees and licenses.

A full list of these non-PO categories can be found in Appendix A of this document.

Details of the purchasing card processes and usage can be found in the local country policy.

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b. Responsibilities
Roles and Responsibilities within the Business:

Role Definition

Requestor It is the responsibility of Requestor to ensure that requisitions are created compliantly
as per this SOP and the Seqirus procurement policy, documents are attached where
applicable, and the PR is checked for accuracy and completeness before being saved
and sent for approval.
For Liverpool only:
[If request is for GxP equipment, this MUST be clearly marked as “GxP equipment” on
the PR and the appropriate approved User Requirement Specification (URS) document
(see SOP-000075946, Preparation of User Requirement Specifications), and Vendor
Audit Assessment Form is attached (see SOP-000076221, Assessment and Auditing of
Facility and Equipment Vendors)]
They should ensure that sufficient time has been given for approvals to be obtained
and should never make any commitments to suppliers prior to a PO being approved.
It is their responsibility to ensure all goods and services are receipted when received in
a timely manner to support Accounts Payable.

Approvers It is the responsibility of those acting as Approvers to ensure that items are fully
reviewed and approved or rejected in an efficient and timely manner. Failure to
approve in a timely manner will lead to workflow escalations and a potential delay in
supply.
They should ensure that delegations are set up for planned periods of absence, to
again avoid any delays.

Procurement Procurement is responsible for ensuring requisitions are accurate and complete before
proceeding with PO creation, and should reject any PRs that do not meet requirements
or are non-compliant.
Approved requisitions should be processed in an efficient and timely manner by the
team and associated Approvers.
Purchase Order Approvers must ensure that POs are fully reviewed and approved or
rejected in an efficient and timely manner.

Finance Finance is responsible for ensuring invoices are processed and paid on time, including
highlighting blocked invoices to users and the requirements for receipts to be
performed.
Any “aged” Invoices which have not yet been paid should be communicated to
Procurement.

Business Ensure there are sufficient Requisitioners across the organization to support the
(departmental business, whilst ensuring Segregation of Duty (SOD) measures are correctly followed.
managers)

SAP Team Support management of delegates for approver’s absences.

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Role Definition

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 c. Hazards, Materials, and Equipment

c.1 Hazards
Adherence to the EHS Management System and applicable Policies, Standards, and Procedures covering EHS is
mandatory.

 No hazards identified, not applicable

c.2 Materials

 N/A

c.3 Equipment

 Access to a Personal Computer with SAP GUI installed. The computer will need to be connected to the
Seqirus network.
 They will also need to be authorised SAP users with access to the following transactions within SAP:

Role Transaction
Requestor ME51N Create Purchase Requisition
Requestor ME52N Change Purchase Requisition
Requestor ME53N Display Purchase Requisition
Business Approver Procurement ME54N Approve Purchase Requisition
Procurement ME21N Create Purchase Order
Procurement ME22N Change Purchase Order
Procurement Approver ME29N Approve Purchase Order
Procurement ME9F Output for Purchase Order
Requestor MIGO_GR Good Receipt for Purchase Order
Finance Accounts Payable MIRO Perform Invoice Receipt
All Roles SBWP SAP Inbox
All Roles MK03 Display Vendor

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d. Abbreviations and Definitions

d.1 Abbreviations

 BOM Bill of Material

 DOA Delegation of Authority
 GxP Good x Practice (FDA compliance; “x” can mean: Clinical, Laboratory, Manufacturing,
Pharmaceutical, etc.)
 MRP Materials Requirement Planning
 Pcard Purchasing Card
 PIR Purchase Information Record
 PO Purchase Order
 PR Purchase Requisition
 SOD Segregation of Duty
 URS User Requirement Specification

d.2 Definitions

 Purchase Requisition: SAP document created by a business user or MRP (Materials Requirement Planning)
formalizing a request to purchase materials, equipment, services, or goods. This is an internal document
detailing expenditure and requirements for approval and then converted into a PO.
 Purchase Order: SAP document created by procurement or SAP automatically based on an approved PR,
MRP requisition, or outline agreement to purchase materials, equipment, services, or goods. The PO
represents a legal commitment with the vendor for the purchase.
 Purchase Document Types: When creating a PR for Indirect Purchases, attention should to paid to the PR
type used. The following PR types are available:
 ZCPX: CAPEX Procurement – purchases related to capital projects and expenditure. Includes
equipment, goods, and services.
 ZCAT: Catalogue Procurement – a request for goods or services selected from an approved
catalogue. An example would be stationary.
 ZIND: Indirect Procurement – a request for goods or services that is not a raw material or part
of a Bill of Material (BOM) for production. An example would be marketing services.
 ZIC: Intercompany Procurement – a request for materials, goods, or services from another
Seqirus entity. An example would be a transfer of syringes from Holly Springs to Liverpool.
 ZGRP: Intragroup Procurement - a request for materials, goods, or services from another CSL
entity. An example would be a transfer of bottles from Broadmeadows to Parkville.

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e. Execution

e.1 Principles
A requisition and PO MUST be raised for all in-scope purchases at the earliest opportunity.
 No commitments should be made to suppliers either verbally or in writing without an approved PO being in
place.
 Requisitions can be created based on an estimated amount if the final value is not known. Requisitioner
should make Procurement aware when this is the case.
 Communicating with a supplier to deliver goods or services without a PO is against company procedure.
 Due to segregation of duties requirements, a user can either be a Requestor or an Approver. No Requestors
in the business will be able to approve any requisitions. Procurement will review those requisitions
approved and in scope prior to processing and will reject any that are incorrect or non-compliant.
 Procurement will only process requisitions that have been fully approved in SAP.
 All purchases will be subject to a 3-way match (i.e., match between the PO, receipt, and invoice).
 Purchase Orders based on a catalogue requisition will be automatically processed by SAP following approval
of the requisition and at a pre-defined frequency.

e.1.1 Considerations Prior to Raising a Requisition

 Procurement Involvement – the requestor must have involved Procurement, where appropriate, based as a
minimum, on the value of the request as per the table below. Best practice is to ensure that the Requestor
is clear as to their business need and that they have given Procurement the chance to challenge this need to
ensure a value-add process is followed.
 Status of the vendor – if vendor has already been identified by the requestor check SAP via MK03
transaction using the search functionality to see if the vendor required is approved for use. If it isn’t, GSOP-
000081313, Seqirus SAP Vendor Master Data, should be followed to request a new vendor to be created or
effort should be made to use a vendor that is already approved and available in the system.

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Table 1, Types of Supporting Documentation Based on Value of Purchases

Requisition Value Supporting Documentation

GBP USD AUD EUR Required

<£1k <$1.5k <$2k <€1k Verbal confirmation of price

$1.5k -
£1k - £29,999 $2k - $49,999 €1k - €34,999 Minimum of 1 written quote
$39,999

Competitive tendering –
£30k+ $40k+ $50k+ €35k+
minimum of 3 written quotes

Impact on GxP – any requisitions for GxP services and/or equipment should follow the required quality
processes
For Liverpool:

 Impact on GxP – PURCHASE REQUISITIONS SHOULD NOT BE SENT TO INDIRECT PROCUREMENT FOR DIRECT
MATERIALS. Users must follow SOP-000085709, Direct Materials Procurement Procedure, to determine
whether their requirements fall under the scope of that policy and take action accordingly.
 For any GxP Service (including external laboratory testing), the Requestor MUST consult the Site Compliance
Department, to ensure that only approved service providers are used.
 For any purchases of GxP equipment, the Requestor MUST clearly mark the PR as “GxP equipment” in the
description field of the PR. They must also ensure that they attach an approved URS (user requirement
specification) document (SOP-000075946, Preparation of User Requirement Specifications), and Vendor
Audit Assessment Form (SOP-000076221, Assessment and Auditing of Facility and Equipment Vendors)
before submitting the requisition to Procurement for approval.
 Procurement will ensure that any PRs marked as “GxP equipment” has an approved URS, and Vendor Audit
Assessment Form attached to it prior to approval.
 Total cost - Splitting PRs / Orders into parts or phases in order to circumvent proper DOA constitutes a
failure to comply with policy and is not permitted. Any PRs found to be “Split” will be rejected. Requisitions
should be raised based on the total projected spend for a specific product / service and authorised from that
perspective as per the DOA. Any additions to existing commitments / orders must be made to the original
requisition to ensure it is approved in line with the DOA.
 Purchase Order Amendments - Any additions to existing commitments / orders must be made to the original
requisition to ensure it is approved in line with the DOA.

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e.2 Process

e.2.1 Overview
The diagram below details the process flow for buying goods and services and the user / department responsible
for each step.

e.2.1.1 Process Flow for Indirect Procurement

Figure 1, Indirect Procurement for Goods or Services

A larger copy of this process flow diagram can be found in Appendix B.

Table 2, Process Steps for Indirect Procurement

Step Step Name Role Description

10. Requirement Requestor The process starts when there is a requirement to procure some
for Good or goods or services.
Service

20. Selection of Requestor If catalogue exists, item can be chosen from the catalogue during
Approved the creation of a Purchase Requisition within SAP.
catalogue
item

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30. Create PR Requestor Purchase Requisitions should be created via ME51N in Seqirus SAP.
They can be created either via free text manual entry or from an
approved catalogue loaded into SAP.
The format of the PR should match the expected invoice to
facilitate an efficient vendor payment process. For example, if the
vendor is expected to invoice monthly, the requisition should have
6 units of a service for a 6-month contract.
Additionally, the price should reflect the latest or best estimate
price quoted by the vendor. Where freight charges or additional
fees are known, these should be added to the requisition.
When creating a PR for Indirect Purchases, attention should to paid
to the PR type used. The following PR types are available:
 ZCPX: CAPEX Procurement – purchases related to capital
projects and expenditure. Includes equipment, goods, and
services.
 ZCAT: Catalogue Procurement – a request for goods or services
selected from an approved catalogue. An example would be
stationary.
 ZIND: Indirect Procurement – a request for goods or services
that is not a raw material or part of a BOM for production. An
example would be marketing services.
 ZIC: Intercompany Procurement – a request for materials,
goods, or services from another Seqirus entity. An example
would be a transfer of syringes from Holly Springs to Liverpool.
 ZGRP: Intragroup Procurement - a request for materials, goods,
or services from another CSL entity. An example would be a
transfer of bottles from Broadmeadows to Parkville.
The following fields must be populated so the PR can be
successfully converted into a PO, and to ensure there are no delays
in the procurement process:
 Fixed vendor
 Vendor part number (if available)
 Purchasing group
 Material group
 Item text detail
 Requisitioner/Recipient
 Plant / Storage location
 Account assignment detail – i.e., cost centre & GL Account
 Attachment (as per the Global Procurement Policy)
 Purchasing Organisation
 Value
 Quantity
If any of these fields are missing or are incorrect, the PR will be
rejected and returned to the Requestor for update and
resubmission.

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40. PR created Requestor Upon saving the requisition in ME51N, a PR is created with a
unique document number. This is an internal document number
and should not be communicated to vendors.
50. Add Requestor Once a PR has been created, documents can be attached in SAP via
attachments the ‘Services for Object’ icon located above the PR header.
to PR It is mandatory to attachment supplier quotations to all
Requisitions over £1,000/USD$1,500 in value. See for more
details.
A number of attachment types can be attached in SAP as required.
A copy of these documents is also loaded to the document
management tool to support viewing of these documents by
approvers, procurement and finance. Attachment types which can
be attached include:

• Microsoft Excel
• JPG
• PDF
• Microsoft Word
Requisitioners should include as much detail as possible on PRs and
documents could include quotations, specifications, contracts,
service agreements, etc. Figure 5 shows the layout of a PR.
60. Determine Requestor If a PR is subject to a release strategy, its approval path will be
approval determined as per the company DOA.
path
The Requestor can view whose approval is pending with for their
requisition in SAP.

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70. Workflow Business All indirect PRs require approval prior to a PO being raised and any
email sent to Approver commitments being made to a 3rd party. When a requisition is
Business created or changed, it will automatically trigger an approval
Approver workflow. Any changes made to a PR which impact the total value
will require re-approval.
Approvals will be based on the Seqirus DOA and will be managed
based on total requisition value. Approval flows will take on a
ladder approach, so some requisitions may require multiple levels
of approval depending on the value. Please refer to GSOP-
000086842, Procurement Document Approvals Procedure, for
more information and guidance. The approver will receive an email
notification containing a link to the requisition in SAP, where they
can choose to approve or reject the document within SAP via
transaction ME54N for the associated document.

Figure 2, Email Requesting PR Approval

If an approver has not responded to a notification within a set time,
a reminder email will be sent to them at pre-determined intervals.
If they have not responded within 7 days, the approval will
automatically escalate to the next approver in the hierarchy.
80. Review PR Business The approver can click a link within their approval email which will
Approver take them into the SAP transaction ME54N. From there, they will
be able to review the PR in detail, including looking through any
attachments. The Approver can then choose to approve or reject
the PR.

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90. Workflow Requestor If an approver decides to reject a requisition, a reason for rejection
sent to must be entered into SAP. An email will then be automatically sent
Requestor to the requisition creator, including any comments entered by the
with approver in SAP.
Rejection
Reason

Six months of services should be entered as 6 line items. One

for each month of service

Figure 3, PR Reason for Rejection Email

100. Change PR Requestor When a Requestor receives a rejected PR, they can make any
relevant changes and re-submit for approval. Or if required can
cancel the requisition.
In order to ensure compliance to the DOA, it is important that any
changes to a purchase, project, contract, etc., are recognized on
the original PR to ensure approvals are made based on total cost.
Therefore, if an amendment to a PO is required, the change should
be made to the original requisition via ME52N and notification of
the requested change should be sent to the procurement team.
Once the amended requisition has been approved, Procurement
can then seek to amend the original PO.
If a PO hasn’t been created, the requisition can be amended at any
time via ME52N and the system will then re-trigger the approval
workflow. Once approved, the requisition can then be converted
to a PO by Procurement.

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110. Cancel PR Requestor Whether a PR can be cancelled straight away will depend if a PO
has already been created for it. If it has, the Requestor will need to
contact Procurement to ask for the PO to be cancelled in SAP. A
cancellation reason will be required to be entered by selecting one
of the following from PO cancellation codes located in the
'Additional Data' tab of the PO header. PO cancellation code
PO Cancellation Codes

Cancellation Code Description

01 Ordered in error

02 No longer required

03 Supply not available

04 Order incorrect

05 Incorrect vendor used

06 Supplier/material now blocked

Once the PO has been cancelled, the Requestor can then cancel the
PR via ME52N using the ‘dustbin’ icon. This will cancel the line(s)
and close the requisition. The document will however still exist in
SAP.

If a PO hasn’t yet been created, the Requestor can cancel the

requisition via ME52N.
120. Send request Requestor When a PR that needs to be cancelled has an open PO, the PO
for PO to be needs to be cancelled before the PR can be cancelled. The
cancelled Requestor needs to contact the Procurement Operations Team to
ask them to cancel the PO first.
130. Automatic System Once the ZCAT PR has been approved, the system will via a batch
Conversion job generate a ZCAT PO; this will then be automatically emailed to
to PO the Vendor.

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140. Review PR Procuremen Procurement will review requisitions before processing them to
t ensure they are compliant with the procurement policy and
associated SOPs. They should check the items detailed below:
• Attachments – are all relevant documents included (i.e.,
quote, contract, sourcing justification form, etc.)
• Purchasing group – has the correct group been used? Does it
need to be reassigned to the correct group/person?
• Has the correct document / item type been used?
• Has a vendor been assigned?
• Spend – has Procurement been involved in sourcing high value
items / services?

150. Reject PR Procuremen If during the above checks, the PR does not meet the necessary
t guidelines, it can be rejected back to the Requestor by
Procurement via transaction ME54N so it can be updated and
resent for approval.
160. Create PO Procuremen Requisitions will only be converted into POs once they have been
t fully approved in SAP. Procurement will review indirect
requisitions and ensure they meet the requirements of this SOP
before processing them.
170. Determine System Purchase Orders subject to approval will be directed to the
Approval path appropriate approver.
180. Workflow System Like PRs, a system generated email will be sent to the approver.
sent to
Procurement
Approver
190. Review PO Procuremen Indirect POs (with the exception of catalogue orders) will require
t approval. Purchase Orders will be subject to ‘procurement
approval’ which looks to ensure the purchase meets the
requirements of the Seqirus Procurement Policy, provides best
value and quality to the business, and are compliant to this SOP.
Approval is based on the total PO value and will be subject to the
ladder approach, in which multiple levels of approval may apply
based on document value. Approval is performed by the members
of the Procurement team in the associated purchase organization
and global team.
Approvals will be managed via SAP workflow, with email
notifications sent to the required approvers which will direct them
to perform approval via transaction ME29N. Reminder emails and
escalations will also apply.

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200. Change PO Procurement Procurement may change a rejected PO that could re-trigger the
PO approval process. Changes are performed via transaction
ME22N.
210. Cancel PO Procurement In order to facilitate the cancellation of a PR, Procurement maybe
asked to cancel a PO. A cancellation reason will be required to be
entered by procurement from a defined list. Once this has been
done, the Requestor will be able to cancel a PR.
220. Create PO Procurement Once the PO has been fully approved in SAP, it is available to be
output to outputted via email or print, using the ME9F transaction. See section
Vendor 5.3.5 for more details.

Figure 4, PO Output Messages Screen

Orders should be monitored by the buyer on a routine basis to

ensure orders are issued to suppliers in an efficient and timely
manner.
Any changes made to a PO should trigger an updated output
message via email or print.
Transaction ME22N can be used to repeat an output (original /
changed document) if required.
230. PO processing Vendor When the Vendor receives the PO, they will acknowledge the
order, process, and prepare delivery to Seqirus.
The Requestor is responsible for monitoring order confirmation
with the supplier.
240. Delivery to Vendor The Vendor will then deliver the goods or supply the service to
Seqirus Seqirus.
250. Receive goods Requestor The Requestor has to confirm the receipt of the purchased goods
/ service from or service using the transaction code MIGO_GR.
Vendor

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260. Perform Requestor Once goods / services are delivered, Requisitioners are required to
Goods Receipt confirm the receipt within 24 hours of receipt of goods / services.
against PO
270. Create InvoiceSupplier Upon delivery of the goods or service, the supplier will issue an
invoice. This must quote the PO number.

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280. Perform Finance When Finance receives the invoice, they input it into SAP using the
Invoice Accounts transaction MIRO.
Receipt Payable
290. Three way Finance After a successful 3-way match (between the Incoming Invoice, the
match Accounts PO, and the Goods Receipt), Finance will pay the invoice to settle
complete Payable the payment, according to the Vendor’s agreed payment terms.

e.2.1.2 Emergency Requests

An urgent situation is when an order for goods or services is essential to prevent loss of production time or other
critical processes on site, and is outside of normal business hours. Requisitioners must seek Line Manager’s
approval before proceeding with the purchase.

 In emergency situations, Requestor must still create a PR in SAP, and the document number can be used in
place of the PO number.
 The Requestor must ensure the requisition number is visible on all documentation submitted by the
supplier, and must still ensure that the PR is approved, PO created and supplied to the Vendor. The PO
number must be quoted on the Invoice. The goods / services need to be receipted in SAP to support
payment of the invoice.
 The Requestor should also ensure that they advise Procurement and Finance when this process has been
used.
Remember that the above procedure is only to be followed for emergency orders - all other requests can and
should wait until the relevant approval is available and a valid PO can be issued. Any misuse of this
emergency procedure will be escalated as being non-compliant with this GSOP.

Alternatively, purchases can be made using the site Purchasing Card, providing it is compliant with the local
Pcard policy.

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 e.3 Main SAP Screens Within Process

e.3.1 Purchase Requisition Screen

The screenshots below provide guidance on the key areas and fields within the ME51N Create Purchase
Requisition screen that users will use in order to create PRs.

Attachments

Document
type and
Header area

Items
Overview
area

Item detail
area

8028005

1401

Figure 5, Requisition Header and Item Detail Screen Shot

e.3.2 Creating a Purchase Requisition

When creating a PR for Indirect, Capex, or R&D Procurement, select the relevant document type
“ZIND”/“ZCPX”/”ZRD”. Then complete the fields within the Item Overview described in the next section.

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e.3.2.1 Fields for Entry Within PR Item Overview
The fields listed in Table 3 need to be completed when creating the Item Overview for a PR.

Table 3, Entry Fields for Create Purchase Requisition: Item Overview

Field Name Mandatory User Action and Values Comments

/ Optional

Item Overview
A Mandatory “A” is the Account Assignment Select the appropriate
Column. account type that will be
charged:
Enter Account Assignment
F is for order

K is for all other cost centres

P is for project

R is for R&D cost centre

I Do not use This is the Item Category field.

this field.
Leave blank
Material Optional If there is a material number for Either enter a material
the item to be purchased, it number or Short text
should be entered
Short text Optional When no SAP material number Either enter a material
exist for the item to be number or Short text
purchased, free text should be
entered
Quantity Mandatory Enter number of required items
Unit Mandatory Enter the unit of measure for
the quantity
Delivery Date Mandatory Enter the Required by date This should be the date you
expect to receive the goods
based on the vendor’s lead
time, service contract or end
of service contract
Material Group Mandatory Select the Material Group Select the group that best
matches the type of
item/service you are buying

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 Field Name Mandatory User Action and Values Comments
/ Optional

Plant Mandatory Enter the plant number for

where the item will be
delivered to
Storage Location Mandatory Enter the storage location for The delivery address will be
where the item will be taken from the storage
delivered to location address
PGrp Mandatory Enter the Purchasing Group Select the option that best
matches your location or
category of purchase so that
your request is sent to the
right buyer
Requested by Optional This should be the goods
recipient
Req. Tracking Optional This is a free field that can be
Number used to group requisitions as it
is a field available in list display
Desired Vendor Do not use Leave this field blank. The
this field. vendor should be entered in
the fixed vendor field
Fixed Vendor Mandatory Enter the Vendor See Appendix C if a Legacy
Vendor is required
POrg Mandatory Enter the Purchasing This is your purchasing entity
Organization as detailed in the org
structure

e.3.2.2 Fields for Entry Within PR Item Detail

As shown Figure 6, there are a number of tabs within the PR Item Detail screen area. Data only needs to be
entered within the tabs mentioned.

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Figure 6, Screen Shot of PR Item Detail

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Table 4, Data for Create Purchase Requisition: Item Detail

Field Name Mandatory User Action and Values Comments

/ Optional

Material Data tab

Material This will be defaulted from the
Item Overview if it was
populated
Material Group This will be defaulted from the
Item Overview if it was
populated

Vendor Mat. Optional The vendor part number should

be entered here
Short text This will be defaulted from the
Item Overview if it was
populated

Valuation
Valuation Price Mandatory Enter the price from the vendor Ensure the defaulted currency
and per unit are correct
Account
Assignment
AccAssCat
This will be defaulted from the
Item Overview
G/L Account Mandatory Enter the G/L Account
Cost Element Mandatory Enter the correct Cost Centre or
WBS element for CAPEX or Cost
Centre and WBS for R&D
Recipient Optional Type the recipient’s name This should be the goods
recipient
CoCode Company Code will be
automatically derived by SAP

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 Field Name Mandatory User Action and Values Comments
/ Optional

Texts Optional All texts are optional, however  Item text – this text will copy
you should add further detail to into and print on the PO
the request, using the most  Item Note – this text does
appropriate field depending on if not copy into the PO
it needs to be printed on the PO  Delivery Text – this text will
form copy into and print on the
PO
 Material PO Text – this text
will copy into and print on
the PO

Once all data has been entered, clicking the Check icon will enable SAP to validate data entered. If the PR is
subject to a release strategy, the ‘Release Strategy’ tab will appear in the header of the requisition as shown in
Figure 7.

Figure 7, Screen shot of PR Header with Release Strategy Tab Visible

The PR is ready to be saved. This can be done by Clicking on the save icon .

When the PR is saved, SAP will issue message “Purchase requisition number xxxxxxxxxx created”.

Workflow will be triggered and an email is sent to the appropriate approver.

At this stage, you can re-enter the requisition number that has just been created in the 'other requisition' search

box to add any attachments that may be required such as a quote, contract, specification, SOW etc. You
can also re-enter a PR by using transaction ME52N.

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e.3.3 Approving a Purchase Requisition
Purchase Requisitions can be approved individually via transaction ME54N or collectively via SBWP.

e.3.3.1 Approving Purchase Requisitions Individually

You can use transaction ME54N to release PRs individually. Clicking the hyperlink within the approval emails will
also take you to the ME54N transaction.

Figure 8, Release Purchase Requisition Screen

Figure 8 shows the Purchase Requisition screen. It looks very similar to the Create / Change Purchase

Requisition screens, but with the addition of Release and Reject icons. The Work Instructions,
WRK1-000085516, Approving a purchase requisition directly in SAP, and WRK1-000085524, Approving a
purchase requisition via Email, provide more details about PR approval.

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e.3.3.2 Viewing all Purchase Requisitions That Require Approving
If you have been inundated with SAP workflow emails to approve PRs, instead of clicking the hyperlinks within
each of your individual Outlook emails, you can use access your SAP Inbox directly via transaction SO01 to see all
the PRs that are waiting your approval.

Figure 9, SAP Inbox Showing PR Approval Workflow Emails

Figure 9 shows a SAP Inbox, with the “Workflow” folder highlighted. In the upper right hand side pane, a list of
PRs awaiting approval are listed. The message preview at the bottom right of the screen contains a hyperlink to
the PR. Clicking on the hyperlink will take you directly to the Display Purchase Requisition ME53N screen. From
there, you can review the PR and when you are ready to approve / reject, click on the “Display/Change” icon
and follow the process in section e.3.3.1.

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 e.3.4 Purchase Order Screen
Manual creation of POs is a function performed by Procurement, once a PR has been fully approved.

Purchase Orders can be created using transaction ME21N, ME58, or ME59N. The following sub-sections
describes PO creation via ME21N, but the principles of PO creation are the same using ME58 or ME59N.

The ME21N Create Purchase Order screen displayed in Figure 10 looks very similar to the PR screen, in that it
has three main areas: a header, item overview, and item details.

To start the PO creation process for Indirect purchases, select PO type “ZIND Indirect PO” from the PO header.

Attachments

Document
Overview
toggle button
Shopping

cart
PO Type

Document type
and Header
area

Items
Overview area

Item detail
area

Figure 10, Purchase Order Header and Item Overview Screen

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e.3.4.1 Converting a PR to PO using PO Document Overview Panel
There are a variety of ways to convert a PR into a PO. The following describes using the Document
Overview panel. This can be revealed by clicking the icon or by pressing the “F8” button
on your keyboard.

Figure 11, Purchase Order Header and Item Overview Screen

The Document Overview panel will appear on the left hand side of the screen. SAP will have been set up to
display a list of released PRs for your Purchasing Group.

To convert a PR into a PO, click one of the PR numbers listed and drag into the shopping cart or click the

“Adopt” icon.

This will pull data from the PR into the PO and prompt for confirmation of Delivery Date.

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e.3.4.2 Fields for Entry Within PO Header
The following data should have been pulled through from the Purchase Requisition. If any is missing, enter
appropriate data.

Table 5, Entry Fields for Create Purchase Order Header

Field Name Mandatory User Action and Values Comments

/ Optional

Delivery / Invoice
tab
Payment Terms Mandatory A four-digit payment term The Payment Terms field
should be present. If not, when completed will auto
select an appropriate one. populate the following
fields:
 Payment in x days
 Currency
 Exchange rate
Conditions tab Mandatory When unit price is present
for the items, Gross Price
and any discounts will
automatically be populated

Texts tab Optional Any PR Header texts would

be transferred into the PO
header
Address tab Mandatory Address from Vendor will
auto populate the address
fields
Communication
tab
Salesperson Optional These are Optional fields

Telephone
Language
Your Reference
Our Reference

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 Field Name Mandatory User Action and Values Comments
/ Optional

Partners tab
Ordering address Mandatory These fields are auto-
populated when a Vendor is
Vendor
entered
Invoicing Party

Additional data
VAT number Mandatory This field is auto-populated
from the Vendor

Org. Data
Purch.Org Mandatory These fields are copied from
the Purchase Requisition
Purch. Group
Company Code

e.3.4.3 Fields for Entry Within PO Item

Once a Vendor has been entered into the PO Header, the first item’s delivery date will be highlighted within the
Item Detail Delivery Schedule tab and the system will display message “Can delivery date be met?”. You can
either press enter to accept the proposed delivery date or over write the date with one that is more suitable.

Next, check that the following data has been pulled through from the PR. If it is missing, enter appropriate data.

Table 6, Entry fields for Create Purchase Order Item

Field Name Mandatory User Action and Values Comments

/ Optional

Material tab

Material group Mandatory This field is used to aid

Procurement to categorise text
Purchase Orders, alongside
Purchase Group

Quantities / Weights
tab
PO Quantity Mandatory The quantity should have been
pulled through from the PR

PO Order Unit Mandatory This should also have pulled

through from the PR
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 Field Name Mandatory User Action and Values Comments
/ Optional

Delivery Schedule
tab
Delivery Date Mandatory Date should have been
proposed from PR

Sched. Qty Mandatory Scheduled quantity should be

proposed from PR
Stat. Del. Date Mandatory Will be same as Delivery Date

Purchase Req. Mandatory This will be the Purchase

Requisition number that was
dragged into the Shopping
Cart
Requisn Item Mandatory Will default to “10” for the
first item
Invoice tab
Inv. Receipt Mandatory This check box will be ticked This is the only required field
within this tab

Conditions tab
Gross Price Mandatory Derived from PR Currency and unit of
measure would also have
pulled through
Account Assignment
tab
AccAssCat Mandatory Derived from PR

Unloading Point Optional If there is a particular place

within the delivery address
where the delivery should be
left, this field can be used

G/L Account Mandatory Derived from PR

CO Area Mandatory Derived from PR

Cost Center Mandatory Derived from PR

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 Field Name Mandatory User Action and Values Comments
/ Optional

Recipient Optional If a named individual is to

receive the goods/service,
they can be named here
Texts
Item text
Optional All texts are optional.
Info record PO text
Some will have been pulled
Material PO text
through from the PR.
Delivery text
Some will be printed on the
Info record note
PO output to the Vendor
MRP Cockpit
Delivery Address tab Mandatory These fields are derived from
the Plant/Storage location
entered when creating the PR

No information is required to be entered within the Confirmations, Condition Control, and Retail tabs. An
additional “PO History” tab also exists, but is not visible while a PO is being created. It will appear when goods /
services have been receipted against the PO or when invoices have been posted against the PO.

Once all data has been entered, clicking the Check icon will enable SAP to validate data entered. If the PO is
subject to a release strategy, the ‘Release Strategy’ tab will appear in the header of the requisition as shown in
Figure 12.

Figure 12, Screen Shot of PO Header with Release Strategy Tab Visible

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e.3.4.4 Messages Within PO
It is also worth checking that messages have been set up correctly within the PO. Click on the Messages
icon, above the PO Header. This will present you will the following screen:

Figure 13, Screen Shot of PO Messages

Figure 13 shows the output messages that have been setup for the PO. It is essential that both output types are
visible 'ZNEU' for printing of PO to send to the vendor and 'ZMAI' for sending the PO to the vendor by email. In
order to print a PO, it must have output messages setup for it. Section details the process to print the output
of a PO.

The PO is now ready to be saved. This can be done by Clicking on the save icon .
When the PO is saved, SAP will issue message “Purchase order number xxxxxxxxxx created”.
Workflow will be triggered and an email is sent to the appropriate approver.

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e.3.5 PO Output
When a PO has been fully approved, Procurement can run the transaction ME9F or double-click the transaction
from the SAP menu as show in Figure 14 below.

Figure 14, Access the ME9F – Print/Transmit PO from SAP Easy Access Menu

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Upon access the ME9F transaction, you will be presented with the following screen:

Figure 15, ME9F – Message Output Selection Screen

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Enter the PO document number within the “Document Number” field and click the execute icon.

Your released PO together with its output messages will be displayed:

Figure 16, ME9F – Message Output Selection Screen

Click the checkbox next to the “ZNEU” message and click on the icon. This will present you
with the Print dialog box:

Figure 17, Print Dialog Pop-Up

From here you can press the icon to see how the PO will look.

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 Figure 18, Example PO Output

If all data is correct, PO can be printed using the print icon.

To output a PO by email to the vendor the ‘ZMAI’ option needs to be selected. Once selected, the
option needs to be used to send the PO as a PDF attachment on an email to the vendor. The email address from
the vendor master data will be used so it is important this information is kept up to date.

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f. Reference Documents
 Seqirus Procurement Policy
 GSOP-000081313 Seqirus SAP Vendor Master Data
 GSOP-000081416. Seqirus SAP Procurement Master Data
 GSOP-000081312 Outline Agreements (SAP contracts)
 GSOP-000086989, Internal Procurement
 SOP-000075946, Preparation of User Requirement Specifications
 SOP-000076221, Assessment and Auditing of Facility and Equipment Vendors
 SOP-000085709, Direct Materials Procurement Procedure
 SOP-000085711, Engineering Materials Procurement
 GSOP-000086842, Procurement Document Approvals Procedure
 WRK1-000085516, Approving a purchase requisition directly in SAP
 WRK1-000085524, Approving a purchase requisition via Email

g. Appendix / Appendices
 Appendix A, Non PO Categories of Spend
 Appendix B, Indirect Procurement Process Flow
 Appendix C, Looking Up a Legacy Vendor

h. Regulatory Commitments
Regulatory commitments must not be removed when the SOP is revised.

DR / CC /
Version Change History
CAPA #

N/A N/A N/A

i. Change Description
Changes Made Reason

1. Format updates to entire document 1. Uplifting to new template

2. References to new EDMS document numbers 2. Document numbers changed during migration
to new document management system EDMS
3. Addition of Appendices 3. Add more information and step-by-step guide
to looking up “Legacy” Vendor numbers

Page 38 of 42
 Appendix A: Non-PO Categories of Spend

The following table lists the categories of spend where a Purchase Requisition or Purchase Order is not required.
Payments can be processed following the manual approval process – Invoice to be approved manually by a
signature and the recording of the correct General Ledger (GL) Code and Cost Centre.

Non PO Categories of Spend

Charitable donations Postal fees

Emergency services for emergencies only Medical services for individuals (e.g. medicals, drugs
(maintenance costs to be managed via PO) testing)

Government fees & licenses Rent / lease payments for building & land

Financial services – accountants, tax and audit fees Company subscriptions (Personal subscriptions /
memberships through expenses)

Fines and penalties Taxes

Grants, sponsorship & honorariums Travel

Direct payments to individual HCPs (less than $5k Training

Legal fees Treasury services

Interview expenses Telecoms and utilities*

* PO must be raised for BT service POs and not for regular charges

Page 39 of 42
Appendix B: Indirect Procurement Process Flow

Page 40 of 42
 Appendix C: Looking Up a Legacy Vendor (Page 1 of 5)

Whilst creating a PR, it is necessary to enter a Fixed Vendor. If the Vendor is from a Legacy system, it is
necessary to look for it via SAP Classifications. They have been set up as Vendors within SAP, but have inherited
a new Vendor number. To aid the search for them, during the migration of Vendors from Legacy to SAP, the old
Vendor number was uploaded into a field within the Vendor characteristics.

This appendix details how to search for a Legacy Vendor.

The following is the PR creation screen. Within the Item Detail, Source of Supply tab, is the “Fixed Vendor” field.

Figure 1, Create PR Screen Showing “Fixed Vendor” Field

Click the magnifying glass icon or press the “F4” search help button on your keyboard, while “Fixed Vendor”
field is highlighted by the cursor.

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 Appendix C: Looking Up a Legacy Vendor (Page 2 of 5)

Figure 2, Vendor Search Help Pop-Up

The Vendor search help pop-up will appear. Click on “Vendors by Class” button.

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 Appendix C: Looking Up a Legacy Vendor (Page 3 of 5)

Enter Class Type “010” (vendor class).

Figure 3, Vendor Search Help Pop-Up

and when the “Class number” sub-screen pops up, click the icon or press “Enter”.

Page 43 of 42
 Appendix C: Looking Up a Legacy Vendor (Page 4 of 5)

This will present you with a list of Vendor classes:

Figure 4, Vendor Class Pop-Up

Double-click the “LEGACY_VENDOR” class and you will be presented with the following screen:

Enter a legacy Vendor

number into the
appropriate
characteristic

Figure 5, Legacy Vendor Class Search

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 Appendix C: Looking Up a Legacy Vendor (Page 5 of 5)

Enter the legacy vendor number in the appropriate characteristic row and click “Find in initial class”

button.

If there is a match, a Vendor will be retrieved:

Figure 6, SAP Vendor Retrieved from Legacy Vendor Search

Double-click on the Vendor number within the “Object” column and the selected Vendor will be transferred into
the Purchase Requisition.

Figure 7, Field Populated with Retrieved Vendor

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