TutorialKart.comIn this SAP MM tutorial, you will learn how to define text fields for purchase requisition (PR) as per requirements of an organization. These text fields are used to maintain item-level long texts such as material notes, delivery instructions, technical specifications, or buyer comments in a purchase requisition.
Define text fields for purchase requisition in SAP MM
In this activity, you define the text types that can appear for purchase requisition items in SAP MM. A text type is not the actual text entered by the user. It is the text category or text field under which users can maintain PR item text during purchase requisition creation or change.
For example, an organization may require separate PR item text fields for internal remarks, vendor instructions, inspection notes, project notes, or delivery-related comments. By maintaining the required text types, you make these text fields available in the purchase requisition document.
Purchase requisition text types and where they are used
Text fields for purchase requisition are mainly used when the short text field is not enough to describe the business requirement. The short text normally gives a brief item description, while PR long texts provide additional information for purchasing, approval, sourcing, or follow-on purchase order processing.
| PR text area | Typical business use |
|---|---|
| Item text | Detailed requirement, specification, or service note for the PR item. |
| Delivery or instruction text | Information that helps purchasing or the vendor understand delivery expectations. |
| Internal note | Remarks meant for internal buyers, approvers, or departments. |
| Copy-relevant text | Text that may be adopted into follow-on purchasing documents based on text adoption or copy rules. |
This configuration controls the available purchase requisition item text types. If your requirement is to add or process PR header text, evaluate the header-text requirement separately, because it may involve a different design, enhancement, or document processing approach depending on the SAP system and business process.
Configuration path for PR text fields in SAP IMG
You can define text fields for purchase requisition in SAP by using the following navigation method.
| Transaction code | SPRO |
| SAP IMG Path | IMG > Materials Management > Purchasing > Purchase Requisition > Texts for Purchase Requisition > Define Text Types |
Perform the following configuration steps for maintaining the text elements in SAP system.
Step 1 : – Execute t-code “SPRO” in command field from SAP easy access screen.
Step 2 : – Choose SAP reference IMG”
Step 3 : – From display IMG screen, follow the navigation path Material Management – Purchasing – Purchase Requisition – Texts for Purchase requisition and choose img activity “Define text types”.
Step 4 : – On change view “item texts purchase requisition overview screen, choose new entries button to define new text elements for purchasing requisition in document in SAP.
Step 5 : – On new entries text fields overview screen, enter the following details.
- Seq No: – Enter sequence number code, that defines as text field for purchasing requisition in SAP
- Meaning: – Update the descriptive text of item text.
After maintaining all the required details for item text, choose save icon and save the configured details.
Field details for defining purchase requisition item texts
When you create a new purchase requisition text type, maintain the sequence number and description carefully. The sequence number controls the order in which the text type is listed, while the meaning helps users identify the purpose of the text field in the PR item.
| Field | What to maintain | Example |
|---|---|---|
| Seq No | A sequence value that identifies and orders the PR text type. | 10, 20, 30 |
| Meaning | A clear business description for the purchase requisition text field. | Internal Note, Delivery Instruction, Technical Specification |
Use meaningful descriptions instead of generic labels. A buyer or requester should be able to understand where to enter each type of PR text without checking a separate instruction document.
Important checks after maintaining SAP MM purchase requisition text fields
After saving the configuration, test the text type in a purchase requisition transaction. Create or change a PR item and verify whether the newly defined text field appears in the item text area. If the text should move into a purchase order, also check the relevant text adoption or copy rule configuration for PR texts.
- Check whether the PR text type appears for the required purchase requisition item.
- Confirm that the description is clear for requesters and buyers.
- Verify whether the text should remain only in PR or be copied to follow-on purchasing documents.
- Test the configuration in a non-production client before transporting it.
- Ensure the sequence numbers follow a consistent numbering pattern for future text types.
Purchase requisition text fields and follow-on purchasing documents
Defining a PR text field only makes the text type available in the purchase requisition. It does not automatically guarantee that the text will be copied to a purchase order, request for quotation, or other follow-on purchasing document. Copying behavior depends on the relevant text adoption and copy rule settings used in the purchasing process.
This distinction is important in sourcing transactions such as assignment of source of supply or conversion of purchase requisitions into purchase orders. For example, when a buyer works with purchase requisitions in sourcing or conversion transactions, the text entered at PR item level may need to be reviewed or copied depending on business requirements.
Common mistakes in PR text field configuration
- Creating too many similar text types, which makes the PR item screen harder to use.
- Using vague meanings such as “Text 1” or “Remarks” without explaining the business purpose.
- Expecting PR item text to copy to a purchase order without checking text adoption rules.
- Mixing item-text requirements with header-text requirements in the same configuration decision.
- Changing sequence numbers without checking how users are already trained to enter PR texts.
SAP MM PR text fields editorial QA checklist
- Does the tutorial clearly explain that this configuration defines PR item text types, not the actual text content?
- Is the SAP IMG path for purchase requisition text types shown correctly?
- Are the sequence number and meaning fields explained in practical purchasing terms?
- Does the article warn readers to check text adoption or copy rules when PR text must flow into purchase orders?
- Are header-text questions separated from item-text configuration so readers do not apply the wrong setting?
FAQs on defining text fields for purchase requisition in SAP MM
What is a purchase requisition text field in SAP MM?
A purchase requisition text field is a long-text category used to store additional information for a PR item. It helps users maintain details that cannot be captured properly in the short text field.
Does defining a PR text type create text automatically in the purchase requisition?
No. The configuration creates the available text type or text field. The user still has to enter the actual text in the purchase requisition item during transaction processing.
Can purchase requisition item text be copied to a purchase order?
Yes, it can be copied if the relevant text adoption or copy rule settings support the requirement. Defining the PR text type alone is not enough to control the copying behavior.
Is PR header text maintained in the same place as PR item text types?
This configuration is for purchase requisition item text types. Header-text requirements should be reviewed separately because the design may differ based on the SAP release, document process, and enhancement approach used by the organization.
Why is the sequence number important for purchase requisition text types?
The sequence number controls the order in which text types are displayed. A consistent sequence helps users find the required PR text field quickly and keeps future configuration easier to maintain.
Successfully we have defined text fields for purchase requisition in SAP MM.