Forthcoming Procurement Technology Changes

Note: All SAP enterprise technology initiatives are managed by University of Kentucky Information Technology Services (ITS) and part of Project RISE. Visit the Project RISE website for the latest enterprise updates and progress.

As an update to forthcoming SRM Sunsetting and Decommissioning planned for May 29, the SAP Requisition (T-code ME51N) now facilitates functionality that allows for Ariba Network E-catalog shopping and ordering. SRM shoppers who have received access to the SAP Requisition may begin to create requisitions to place orders from e-catalog suppliers via the requisition. A dedicated punchout e-catalog icon is now located within the requisition screen providing access to the Ariba Network.

Important: The SAP Requisition requires specific default application settings and Delivery Address settings in order to process correctly, for the requisitioner to receive email notifications, and for items to deliver to the correct building and room number. Customized help guides are now available on the Procurement Services website Learning and Training Resources page. To access the materials:

• Visit: https://purchasing.uky.edu/
• Login at the top right using your Linkblue ID and password
• Return to the home page and navigate to the Learning and Training Resources tile. Key resources include:
   
  • A-01      Create SAP ME51N Requisition for Ariba Network e-Catalog orders 
  • A-02      Create SAP ME51N Requisition for Free Text Orders
  • A-03      Display/Edit Requisition
  • A-04      Approvers Desktop Reference

Other help guides are available for SAP Goods Receipts, etc. It is important to follow the specific details in A-01 and A-02 help guides regarding default settings and Delivery Address settings.

Further communications and reminders are planned for SRM sunsetting and transition to SAP Requisitions. Should you have questions or need support as part of this transition, you may contact our help team at eprocurement@uky.edu. Please visit our website or Information Technology Services (ITS) Rise website on a regular basis for updates and most recent information.

Supplier Relationship Management (SRM) Sunsetting Timeline

As part of the University’s modernization and technology improvements, detailed on Information Technology Services (ITS) Project Rise website, units will be transitioning to use new SAP Procurement functionality in July 2026. As part of these efforts, the current Supplier Relationship Management (SRM) system will be decommissioned and no longer utilized for e-catalog or free text Shopping Cart ordering or confirmation of goods and services. 

Listed below are important details and dates related to decommissioning of the SRM Shopping Cart system. To facilitate needed ramp-down of the SRM system, current SRM Shoppers and Goods Confirmers will utilize an interim experience post-SRM while awaiting the new SAP Procurement experience with planned go-live July 20, 2026.

MAY 29, 2026

Last day to submit a new SRM Shopping Cart for e-catalog or free text orders or to create SRM Goods Receipts in myUK. 

• SRM Shopper and Goods Confirmation tabs within myUK will be removed after this date. 
• Employees currently holding the SRM Shopper and Goods Confirmer roles will be provided access to the current SAP Requisition and SAP Goods Receiver roles. These roles reside in SAP and utilize transaction codes (T-codes) of ME51N and MIGO, respectively.
  • These roles represent an interim experience to order and receive needed goods and services until new SAP Procurement technology becomes available July 20.
  • Current SRM Shoppers and Goods Confirmers will not be required to take additional coursework or training to receive the interim SAP roles. Completing SAP Requisitions (ME51N) and Goods Receipts (MIGO) from a navigational perspective represent similar experiences as SRM Shopping Carts and Goods Confirmations.
  • Quick Reference Cards and help videos will be provided by Procurement Services to support users utilizing the SAP Requisition (ME51N) and Goods Receipt (MIGO) during this interim period with additional support available as needed. Employees transitioning to use of the SAP Requisition and Goods Receipt also have the option of taking the related role-based courses in myUK Learning on demand for additional support and knowledge-building.
  • Access to the Ariba Network to make purchases from e-catalogs will be available via a dedicated icon within the SAP Requisition (ME51N).
  • Utilizing the SAP Requisition (ME51N) and Goods Receipt (MIGO) early during this interim period will serve as a primer for users transitioning to the new SAP Procurement experience in July.
  • Access to the SAP Requisition (ME51N) and Goods Receipt (MIGO) will be available in the near future for early transitioning to SAP for SRM Shoppers and Goods Confirmers. Users are encouraged to transition as early as possible rather than waiting until the SRM cutoff date of May 29. Exact date of early availability of and access to SAP Requisition (ME51N) will be communicated via the Project Rise website and Procurement Services communications.

JUNE 1, 2026

• The SAP Requisition and SAP Goods Receipt will be required usage and the only options available to conduct ordering and receiving of needed goods and services.

JUNE 12, 2026

• Last day for Approvers to approve any pending SRM Shopping Carts within their myUK Approvers’ tab. Any SRM Shopping Carts that are not approved by close of business will come to an end and the order must be created anew by the SAP Requisitioner under their new replacement role assignment. 
• Approvers will use the SAP standard workflow inbox on the SAP landing page to approve SAP Requisitions post June 12. 

JUNE 18, 2026

• Last day for Procurement Services buyers to create and place SRM 75 series Purchase Orders converting from approved SRM Shopping Carts through that date. Any SRM Shopping Carts not converted to SRM 75 series purchase orders by close of business will be rejected and creation of a new SAP Requisition will be required as replacement order. 
• Last day for Procurement Services buyers to perform change orders (i.e., edits, quantity or price changes, line-item additions or deletions, closing encumbrances, etc.) to SRM 75 series purchase orders. After this date, SRM buyer access will be removed and Procurement buyers no longer will create or change SRM 75 series purchase orders. 

JULY 20, 2026

• Transition to new SAP Procurement experience with additional information forthcoming soon via Project RISE website communications and Procurement Services. 

Procurement Services will provide support to units during this time of transition. Please send any support needs or inquiries to eprocurement@uky.edu.

Payment Request Document (PRD) Cutover Timeline

The current PRD process is a sub-process of SRM and is also being decommissioned. Here are the important dates related specifically to PRD:

JULY 8, 2026

• Last day to create and submit a PRD

JULY 10, 2026

• Last day for departmental approvals for PRDs in the workflow

JULY 15, 2026

• Last day for Procurement Services/ Accounts Payable Services to approve PRDs.

Any PRD not submitted, approved, and posted to SAP by July 15^th will not move forward to SAP S/4 and will have to be recreated after 07/20/2026 in the new system. 

Concur Cutover Timeline

As part of Project Rise, UK’s strategic investment in modernizing and improving the way the University uses SAP software and the myUK portal, some minor changes will impact Concur Travel and Expense Management. Listed below are important dates related to Concur report deadlines for a successful cutover to SAP S/4 in mid-July.

JULY 6, 2026

• Last date to create and submit a Concur Travel or General Expense report until 07/20/2026

JULY 13, 2026

• Last day for approvers to approve Concur reports pending in their queues until 07/20/2026 

JULY 16, 2026

• Last day for Accounts Payable approval of Concur reports until 07/20/2026

If possible, please hold new fiscal year ProCard transactions as Available Expenses until 07/20/2026. Reports created before 07/20/2026 that are not fully approved will not post to SAP S/4. Any report submitted but not fully approved and posted to SAP by 07/16/2026 may need to be deleted and resubmitted after go-live. All FY26 reports should be submitted and approved in accordance with the standard UFS Year-End Schedule.

SRM Purchase Order and Shopping Cart Document Cleanup

As part of modernization and technology improvements, University units will be transitioning to use of new SAP Procurement functionality later in 2026 to order needed goods and services for their areas. As part of these efforts, the current Supplier Relationship Management (SRM) system will be decommissioned and no longer utilized for e-Catalog or Free Text Shopping Cart ordering. 

As part of this transition, all SRM Shopping Carts and 75 number series Purchase Orders will come to the end of their transaction lives and will no longer be available for changes or continued usage past the point of SRM decommissioning. As a component of this transition, all 75 series Purchase Orders should be balanced with all needed Goods Receipts and invoicing complete and no encumbrances remaining. In preparation for these changes, departments are requested to assist in cleanup of open SRM purchase orders and related documents with the following:

1. Please review and take required action(s) for any past or current SRM 75 Purchase Orders for your unit(s) that may have:
    
   • Open pending Goods Receipts
   • Open invoicing to be submitted by suppliers for posting to balance purchase orders including those for Ariba e-catalog orders
   • Open encumbrances or other unresolved imbalances requiring attention for transaction closure
      
2. Some purchase orders may continue to be needed post-SRM decommissioning with specific suppliers providing longer term delivery of goods or services. Examples may include:
    
   • Enterprise vehicle leases 
   • Equipment leases 
   • Equipment maintenance agreements 
   • Ongoing research agreements 
   • Reverse purchase orders utilized over time for multiple orders/invoices
   • Furniture orders with long multi-month lead times 

For any departments anticipating current SRM 75 series Purchase Orders to be needed for further procurement or invoicing activity after June 2026, please take the following steps now to transition remaining funds to that of an SAP 45 series purchase order. Open SAP series 45 purchase orders will continue post-SRM decommissioning and be available for receiving, invoicing, funds additions, and other changes through the end of their needed term.

Actions needed:

• Please review the above information and any potential purchase orders described above within your area with your local business officer or manager.
• Determine whether any purchase order will be completed with all Goods Confirmations and invoicing completed by June 30. No action is needed for any SRM 75 purchase order that will reach completion with all closure actions completed by June 30.
• For any that will extend past this date and will be needed for continuing creation of Goods Confirmations or invoicing:
   
  • The Shopper creating the original Shopping Cart or other person(s) will need to apply now for the current SAP Requisitioner role via the SAP Access Request Form. A local business officer is required to complete the form on behalf of the employee. Request the NB document type on the SAP Access Request Form. There will be a comments section on the form; please insert a comment “Role requested for cleanup of current SRM purchase orders.”
    • Note: Discuss with your business officer whether it may be more appropriate for a centralized person within your area to obtain the role and create the replacement requisition on behalf of the original Shopper for an order.
  • Once the SAP Access Form and role are approved, you will receive an email notice with information for taking the course in myUK Learning.
  • Once receiving the role, please create an SAP requisition (type NB) to transition remaining quantities of goods or services from any open SRM 75 Purchase Order extending past June 2026 to an SAP 45 purchase order. 
  • Ensure to include a header note to the Procurement Services Buyer that it is a replacement order to move remaining funds from SRM PO 75XXXXXXXX to an SAP 45 purchase order. 
  • Once approved, the Procurement Services responsible buyer will close the current SRM 75 purchase order and process and send the new SAP 45 purchase order to the vendor notifying them of the replacement order. All balances on the purchase order history for Goods Confirmations and/or invoicing must match on the current SRM 75 purchase order before it can be closed.

Please note that the current SAP requisitioner role needed for the above actions does not automatically qualify an employee to create requisitions in the new Procurement system after the go-live date later in 2026. Information on training for any new system role will be forthcoming at a future date.

Useful Reports for Open Purchase Order Analyses: 

1. SAP Business Analysis Report – T-code ZMM_BA_RPT
    
   • Comprehensive – All POs 
   • Date Range is Required; everything else optional 
   • Search criteria – Single or Multiple Values – Vendors, Shopper ID, cost center, WBS-grant, department number 
      
2. SAP Purchase Order Analysis – T-code ZMM_PA_RPT (New)
    
   • 30+ point end-to-end analysis of single or multiple POs at line-item details level (or single/multiple invoice numbers)
   • Key pertinent details: Goods Receipts, invoice postings, freight, pricing tolerance, Ariba orders, clearing and payment information 

For questions or assistance regarding any transactions or other needed support with closing SRM 75 series purchase orders or other needs, feel free to contact eprocurement@uky.edu for support.