Name Create Catalog Requisition
Updated: 9/5/2023
PURPOSE
This Quick Reference Guide (QRG) is designed to show the steps needed to create a Catalog-based
Requisition in SAP Ariba.
HELPFUL HINTS
• Assemble all supporting documentation prior to beginning work in SAP Ariba.
• For the best experience, please use the following browsers:
Google Chrome (64-bit) Apple Safari (64-bit)
Microsoft Edge (32-bit) Microsoft Edge Chromium (32-bit and 64-bit)
Mozilla Firefox (64-bit)
PROCEDURE
1. Access SAP Ariba by clicking the “SAP Ariba – Procure to Pay” tile in Firefly.
2. Search for items as shown below.
A. Search by entering a keyword, part
number, or other search term.
OR
B. Scroll to review the tiles (categories) of
goods and services available. Click a tile
to continue.
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Name Create Catalog Requisition
Updated: 9/5/2023
PROCEDURE (CONTINUED)
2. (continued) As shown below, items can be located directly within Guided Buying (i.e., ”hosted
catalog” items) or via a link to a supplier website (i.e., “punchout catalogs”).
Hosted Catalog Items
Search for and select desired items.
Enter the desired quantity. Click “Add to
cart.”
Proceed to Step #3 below.
Punchout Catalog Items
Search for the desired supplier. Click the
“Buy from supplier” link. The supplier
website will open within SAP Ariba.
Search for item(s) on the supplier site. Add
item(s) to your shopping cart. Follow the
prompts to “checkout” of the supplier site
and return to SAP Ariba. NOTE: Click
“Close session” to exit the supplier site
without item(s) in your shopping cart.
Proceed to Step #3 below.
3. The confirmation screen displays. Continue shopping and add additional items to your cart or click
“Check out” to proceed.
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Name Create Catalog Requisition
Updated: 9/5/2023
PROCEDURE (CONTINUED)
4. The ”Summary” screen displays. Complete the screen as noted below.
A. Click into the field to create a title for the Requisition (the item name
defaults as a title). Be as descriptive as possible.
B. Validate “Ship to” information.
C. Indicate “Need by Date”. NOTE: This date will be validated in the
LINE ITEM area of the Checkout screen based on supplier lead
time.
D. Validate “On Behalf Of” information. The “On Behalf Of” defaults to
the current user; however, you can search for and select a new
user. The Requisition will then update to reflect that user’s “Charge
to” information and approval workflow.
E. (optional) Modify line item quantity. NOTE:
Quantity of punchout catalog items cannot be
modified here. To modify punchout catalog line
items, delete the line item and return to the
supplier website.
F. Enter or validate the Cost Center to be charged
for this line item (it will default to the Requester’s
Cost Center).
G. Validate the GL Account.
H. Search for or validate the Project/WBS for this
line item.
I. Validate the shipping info for this line item.
J. (optional) Comments – Can be added here for
the line item. Indicate if text should be visible to
the supplier.
K. (optional) Attachments – Can be added here for
the line item. Indicate if the attachment(s)
should be available to the supplier. NOTE: You
cannot open/view an attachment once it is
added here.
NOTE: See “Split Accounting” info on next page of
this Guide.
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Name Create Catalog Requisition
Updated: 9/5/2023
PROCEDURE (CONTINUED)
4. (continued) The ”Summary” screen displays. Complete the screen as noted below.
(optional) Line items can be split between cost
centers, GLs, or Project/WBS. In all cases, the
total of splits must equal 100%.
5. Scroll to the bottom of the Checkout screen and view the current approval workflow. The approval
workflow will update as the requisition progresses through the approval process. (optional) To add
an Approver/Watcher, mouse over the dashed line on either side of an existing Approver and click
the “ + “ icon.
A. Select type of role:
• Approver – Must take action on the
request.
• Watcher – Will receive notifications
regarding the status of the request but
will not be required to take action on the
request.
B. (optional) Provide a reason why this user is
being added to the workflow.
C. Search for and select the user to be added.
D. Click “Add”.
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Name Create Catalog Requisition
Updated: 9/5/2023
PROCEDURE (CONTINUED)
6. Once all edits on the Checkout screen have been completed, scroll to the top of the screen and click
“Send Request” to send the Requisition for approval.
NOTE: If there is missing/incorrect information on the Checkout screen, the “Submit” button will
remain grayed-out until all items are corrected.
7. The confirmation screen displays.
