SAP S/4 Updates: Procurement Services

Update: Transition to SAP Requisition Ordering and Goods Receiving

The Supplier Relationship Management (SRM) system will be decommissioned on May 29, 2026. This will also be the last day SRM Shopping Carts will be available.

The SAP Requisition (T-code ME51N) and Goods Receipt (T-code MIGO) transactions are now available within SAP. Employees with SRM Shopper and Goods Confirmer roles may now begin using SAP T-codes.

The SAP Requisition interface features punch-out e-catalog icon, enabling Requisitioners to access, shop, and check out from the Ariba Network e-catalogs, mirroring the shopping experience previously provided by SRM Shopping Carts.

Please review the following as SRM users transition ordering and goods receiving to the SAP environment.

As of May 19, employees who currently have SRM Shopper and/or Goods Confirmer role(s) have transitioned to replacement SAP Requisitioner and/or Goods Receiver role(s). SRM role holders are not required to submit additional SAP Access Request Forms for these new roles. Courses are available for each new role within myUK Learning.

Customized guides for each process are available on the Procurement Services website, Learning and Training Page (login required). Quick Reference Cards (QRCs) are available in section A with steps for:

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 Approver Desktop Reference

Goods Receipts – Create, Cancel, Return

For each type of ordering, please be sure to follow the steps outlined in the documents A-01 and A-02 for setup and usage of the SAP Requisition.

Important: Default settings must be set on the SAP Requisition prior to your first order. Each Requisition Guide contains steps to establish correct default settings.

Important: Please follow the exact steps outlined in the SAP Requisition help guides to establish and use your Delivery Address for goods or services orders. Failure to follow the delivery steps set up will cause an order to fail to process or deliver to an incorrect location.

Unit approvers should review and approve/eject Requisitions via their SAP inbox. Refresher information to access the SAP inbox, along with managing approvals for SAP requisitions, can be found on the Procurement Services website, Learning and Training Resources page, document A-04.

Note: Approvers currently accustomed to reviewing SRM Shopping Carts within their myUK Approvers tab must review and approve/reject requisitions from their inbox icon within the SAP environment. The Approvers’ help guide contains key steps to navigate the inbox and manage requisition approvals.

If you encounter issues when using SAP within myUK, you may use the SAP Web application available in your myUK home page. Alternatively, you may request the most recent SAP GUI update by submitting a ticket to Information Technology Services (ITS). Tickets may be submitted to ITS via myUK Enterprise Services tab.

Requests for technical e-procurement support may be submitted to eprocurement@uky.edu.

As a reminder, please review the previous communication below provided in April along with key dates for ramp down and decommissioning of SRM.

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 in July.
- 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 S4 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:

UFS Year-End Schedule

24/7 Urgent Assistance	859-218-HELP (4357)
Non-Urgent Matters	techhelpcenter.uky.edu/assistance
Online Support	techhelpcenter.uky.edu
1:1 Assistance	Student Tech Help @ The Hub in W.T. Young Library