PR Header Accounting

Configuring Accounting Information in a Purchase Requisition

If your organization's system setup allows it, you can assign accounting information, such as cost centers, at the header level of a Purchase Requisition (PR). Use the checkbox to switch between accounting information at the header and item levels.

When accounting is enabled at the PR header level, you can update the accounting details directly at this level.

Configuring Accounting Information in a Purchase Requisition in PR Header/Overview

Go to the Accounting section.
Check or change the Account Assignment Category and enter the correct accounting details (e.g., Cost Center, GL Account) if they are different from the default.

Using the Same Accounting for All Items

If all items should use the same accounting, check “Same for all items”.
The accounting details you entered will be applied to every item automatically.
In this case, it is sufficient to maintain the accounting at the Overview level.

System Behavior

When accounting data is maintained at the Overview level, the system uses these values to automatically post costs to the corresponding Cost Center and G/L Account.

To verify this:

Go to the Items section.
The Cost Center field is not editable (greyed out) because the account assignment is controlled at the Overview level.
All items in the PR have the same Cost Center and G/L Account.

The G/L Account is typically automatically determined based on:

The selected Cost Center, and
Additional company-specific logic (for example, combinations of Material Group, GTP, or other internal rules).

Configuring Accounting Information in a Purchase Requisition in PR Items Level

If a Purchase Requisition (PR) contains multiple items that require different accounting information (e.g., different Cost Centers or Account Assignment Categories), accounting must be maintained at the item level.

In the Basket Overview, ensure that the option “Same for all items” is not selected.

Navigate to the Item Overview.
click onthe relevant item and open the Accounting section.
Choose the appropriate Account Assignment Category (e.g., Cost Center).
Enter the required accounting details.

The G/L Account is automatically determined by the system based on predefined logic (e.g., Cost Center, Material Group, or other company-specific configuration).

Repeat the above steps for each item as required.

Each item is assigned its own accounting information. This ensures that costs are posted accurately according to the specific requirements of each item when the Purchase Requisition is created.

Cost Center: Represents the department or unit where the cost is posted (e.g., IT, Marketing). It helps track expenses within the organization.
GL Account (Account Ledger): Represents the type of expense (e.g., Office Supplies, Travel). It is linked to the Cost Center to record transactions correctly, we retrieve the Cost center from SAP based on the logic defined by your Company

Pre-Check of Budget Availability

Before submitting a Purchase Requisition (PR), users have the possibility to check the available budget at header level for their cost center, WBS element (project), or other account assignment objects.

To verify the budget assigned to your account assignment category,navigate to the Basket Overview, oin the Accounting section, and select “Budget Information.” This provides a quick and transparent overview of the current budget situation.

Prerequisite:
The budget availability check must be properly maintained in SAP Customizing.

Note: The budget availability check during Purchase Requisition submission is only supported in SAP S/4HANA and is not available in SAP ECC.

By clicking on “Budget Information,” the system retrieves real-time data from SAP, allowing users to see the total budget, as well as the reserved, consumed, and remaining available amounts.

Prerequisite:
The budget availability check must be properly maintained in SAP Customizing.

Budget Information

The pop-up window Budget Information provides detailed information about the budget defined in SAP for a specific cost center or project.

The following fields are displayed:

Allocated:
The total budget planned for the cost center or project (e.g., 6,000 EUR).
Reserved:
Budget that is already assigned to Purchase Requisitions (PRs) but not yet converted into Purchase Orders (POs) (e.g., 2,028.03 EUR).
Ordered (Consumed):
Budget that has already been consumed through created Purchase Orders (e.g., 0 EUR).
Available:
Remaining budget after deducting reserved and consumed amounts (e.g., 3,961.97 EUR).

Budget Check During Purchase Requisition Submission

To prevent budget overruns, a budget availability check is executed when the user submits the shopping cart or PR. The system retrieves the latest budget data from SAP in real time.

If the budget is exceeded, an error message is triggered, and the Purchase Requisition is blocked/rejected

Examples

Cost Center Example:
A user attempts to submit a PR for cost center 10101801 , but the available budget is already fully consumed or would be exceeded by this PR. In this case, the system triggers an error message, and the PR is blocked and cannot be submitted.

WBS Element (Project) Example:

A user creates a Purchase Requisition for project T1/R1000 (WBS element). Before submission, the system performs a real-time budget check. If the new PR leads to a budget consumption of 90%, the Purchase Requisition is still created, but the user receives a warning message indicating that the budget is almost fully consumed and may not be sufficient for future requests.

The system behavior fully aligns with the configuration maintained in SAP. If the budget availability check is correctly set up, all validations are performed consistently during the PR submission process.