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Title:

Create Purchase Information Record – Materials Management Purchasing

File Name: MM1.6 Doc PIR Solution/Release: 4.6BResponsibility: MM Team (ILS) Status: Complete

Process Description

When purchasing an item from a specific vendor a Purchase Information Record (PIR) needs to be in place if a price is to be proposed in the purchase order. Therefore when sourcing an item from a new vendor the need to create a PIR will exist. The PIR will also hold other relational data relevant to the material and vendor for which it has been created. This data will default into a purchase order whenever a PIR exists for a particular purchasing relationship.

Purchase Information Records can suggest a number of vendors to allow price comparison when multiple sources of supply are available for a Material. Each PIR is updated by the last price paid when invoice processing procedures are completed for a Material + Vendor.

Contents

This document will take you through the process required to create a Purchase Information record (PIR) following the steps below.

Section Contents

1.1 Required Fields1.2 Accessing the Create Info Record screen1.3 Creating an Information Record1.4 Changing an Information Record1.5 Deleting an Information Record1.6 Listing Information Records

Last changed on: Last changed by Version: Page:12/10/00 11:57 IS!M 1 of 12

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1.1 Required Fields

Input - Required Fields Field Value / Comments

Vendor

Material

Purchasing Organization

Plant

Info category

Order unit

Conversion factor

Purchasing group

Planned delivery time in days.

Record number on finance system of the vendor

Master record number of the material

Code of the business defined within the SAP system (UNIV)

Code of the location defined within the SAP system (UNIV)

Standard is default

Description of purchase unit, each, box etc.

1 to 1 is assumed but must be changed for a price division

eg 1 box = 12 each

Purchasing group responsible for PIR

Number of days expected between date of order and delivery

Tax Code VAT code applicable to materials use

1.2 Accessing the Create Info record: Initial Screen

To access the 'Create Info Record: Initial Screen' follow the SAP standard menu path:Logistics > Materials Management > Purchasing > Master Data > Info Record > Create

Or use the transaction code ME11


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1.3 Creating an Information Record

Enter data from the table below

Field NameDescription R/O/C User Action and Values Comments

Vendor Record number of the vendor on the finance system

R Key in the required data orselect from drop down list

Material Master record number of the Material

R Key in the required data orselect from drop down list

Purchasing

Organization

Code representing the University in the SAP System

Key in the required data UNIV

Plant Code representing the University in the SAP System

R Key in the required data UNIV

Info category

Type of information record R Set selection to Standard


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or key ‘Enter’ to move to the Create Info Record: General Data screen

On the screen Create Purchasing Info Record: General Data, enter information from the table below


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Field Name Description R/O/C User Action and Values CommentsVendor mat. No.

Enter the vendors part number for this material

O Key in the required data Entries may default in from Vendor master record.

Salesperson Enter the name of a specific salesperson at the vendor


Telephone The vendors telephone number


Prior vendor The Vendor master record number of the previous supplier on the SAP system that supplied this item.

O Key in the required data

Order unit The order unit of measure for this material with this vendor.

R Key in the required data. If the order unit is changed from that defaulted from the material master record then the conversion of that unit with the previous will need to be reviewed in the next field ‘Equals’.

Entries may default in from Material master record

Equals The conversion factor between firstly the order unit and secondly the base unit of measure as entered in the Material master record

R If the order unit above has been changed then an initial 1 to 1 relationship will be assumed which can now be altered if necessary

Entries may default in from Material master record

Var. order unit

Key to activate the ability of ordering with differing order units

O Select from drop down list

Once the above data has been entered press the Purch. org. data 1 screen button to proceed to the Create Purchasing Info Record: Purch Organization Data 1 screen.


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On the Create Purchasing Info Record: Purch Organization Data 1 screen enter data from the table below


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Field Name Description R/O/C User Action and Values Comments

Plnd dely time

Time in days it takes the vendor to supply the items. Minimum of 1 day must be entered

R Key in the required data

Purch. Group

Purchasing group of the those responsible for maintaining the PIR or the material.

R Key in the required data Entries may default in from Material master record

Standard qty.

Quantities of the material normally purchased from this vendor


Minimum qty.

Smallest quantity of the material that can be purchased from this vendor.


No mat. Txt Indicator specifying whether the PIR PO text is to be copied into the purchasing document item instead of the PO text that is stored in the material master

O Tick the check box if text has been added in the PIR to that already defaulted from the material master

GR-based IV

R Leave check box blank

Tax code The default tax code to be used for this vendor/material relationship.

R Select/Key in the required data

Net Price Net price of the material from this vendor. Exclusive of VAT


Qty. conversion

The conversion factor between firstly the order unit and secondly the base unit of measure as entered in the Material master record

R If the order unit has been changed then an initial 1 to 1 relation ship will be assumed which can now be altered if necessary

No cash disc,

R Leave check box blank


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Additional data may be required before saving a new record

Click on the TEXTS screen button to go to the Create Info Record: Text Overview screen

On the screen Create Purchasing Info Record: Text Overview enter information from the table below

Field Name Description R/O/C User Action and Values Comments

Info record note

Text field to contain notes relevant to the PIR. Not printable on purchase order.


Purchase order text

Text field that contains the description of the material as described on the PO when this PIR is used. This text area is also where additional text can be added relating to the supplier such as contract

O Key in the required data Initially defaults in from the Material Master but may be altered. To invoke the use of this description


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number, price or additional descriptive text

select the ‘No mat txt.’ Indicator on the Purch. Org. Data 1 screen.

Save the PIR record and note a number will be displayed in message band at bottom of screen1.4 Changing an Information Record

To access the Change Info Record transaction follow the SAP standard menu path:Logistics > Materials Management > Purchasing > Master Data > Info Record > Change


To select the PIR either key in the record numberorKey in the Vendor code and material code

or key ‘Enter’ to access the General Data ScreenFrom this screen use screen buttons Purch org data Conditions Textsto move to all other screensData can be changed on any screen by over typing

To change a price select the conditions screen and in a pop up screen select the NEW VALIDITY PERIOD screen button


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enter a new time period and the new priceSave the changed PIR

1.5 Deleting an Information record

To access the Change Info Record transaction' follow the SAP standard menu path:Logistics > Materials Management > Purchasing > Master Data > Info Record > Flag for Deletion


To select the PIR either key in the record numberorKey in the Vendor code and material code

or key ‘Enter’ to access the Flag Info Record for Deletion Initial Screen

Check that the correct record has been selectedSet the deletion flag check box for Complete info record and save the alteration


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Note message band at bottom of screen confirming PIR has been changed

1.6 Listing Information records

To access the Change Info Record transaction follow the SAP standard menu path:Logistics > Materials Management > Purchasing > Master Data > Info Record > List Displays > by Vendor transaction ME1L

or by Material transaction ME1M


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Enter data into any combination of search fields Use the execute screen icon o r key F8 to view a display of PIR's that meet the search criteriaThe drill down facility is available to see any selected line item in the list displayed


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