Forthcoming Procurement Technology Changes

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 July 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 July 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.