Purchasing info record
Purchasing
info records contain information on a vendor and the material we procure from
this vendor.
We can
store and maintain the following data in info records:
Current
and future prices and conditions (for example, freight and discounts)
Delivery
data (for example, planned delivery time and tolerances)
Vendor
data (for example, contacts) Texts.
When we
create purchasing documents (for example, purchase orders or contracts), the
system displays data maintained in info records as default values.
Structure of Purchasing Info Record
A
purchasing info record contains general data that is valid for every purchasing
organization or every plant. It also
contains data (for example, prices and conditions) that is only valid for the
relevant purchasing organization or relevant plant. We configure whether
conditions are permitted at plant level.
When we
create a purchase order, the system searches for info record for the purchasing
organization/plant combination. If there is no such info record, the system
searches for info record for the purchasing organization only.
In the
standard system, the following type of texts is set in the purchasing info
record.
Internal
info memo record: this is an internal comment that is copied to the purchase
order item. This text is not printed out.
PO text
in the purchasing info record: this is used to describe the PO item. It is
copied to the purchase order item and printed out.
Options for maintaining info
records
We can
maintain info records manually or automatically from quotations, purchase
orders, or outline agreements.
Manually
we can create an info record for a vendor, material for a purchasing
organization/plant using transaction ME11.
Updating an info record
automatically
When we create or change quotations, contracts,
and purchase orders, we can use the info update indicator to define that the
info record is to be created or updated.
The system copies the conditions from
the quotations, contracts and purchase orders to the info record.
The document number from a purchase
order or contract release order is updated as the last purchasing document.
If no info record exists for the
combination of vendor, material, and organizational level when we create or
change a contract, the system creates an info record with the conditions from
the Purchase order or contract release order.
Info
update indicator
The info update indicator is set in
configuration in below path
SPRO > Material Management >
Purchasing > Environment Data > Define Default Values for Buyers
Click above
In the pop up Double click on Settings
for Default Values
Select 01 – Default values for group 1
and click Details
Info update indicator for purchase order
and Quotation is A – update with or without plant
close the pop up
Double click on Maintain Users
Input our user ID and click Display
In Parameters tab we have EVO and
Parameter is 01 which means the info update indicator for Purchase order and
quotation is A (update with or without plant) as seen in previous step.
Note: If the parameter EVO is not set
for your user ID, then you need to click create and input parameter EVO and
Parameter value 01 and Save.
Info
update indicator: Purchase order
The condition control at plant level is
set in customizing in below path
Click Define Condition Control at Plant
Level
For our Plant 1111 conditions allowed
with and without plant
The standard recommended condition at
plant level is as above which is Conditions allowed with and without plant
Info
records and prices
If info record is available system will
copy the price and conditions from info record, if not it will copy from last
purchase order. If last purchase order is also not available then we need to
enter price manually.
Transaction code to create Info record –
ME11
Transaction code to change Info record –
ME12
Transaction code to display Info record
– ME13
Exercise
Create a purchasing info record for the
following
Material – 3483
Vendor – 500000
Purchasing organization – 1111
Planned delivery time – 7 days
Purchasing group - 001
Standard qty – 10 kg
Gross price – 55 Rs/Kg
Validity period – 1 year
Discount on gross RA01 – 10% from 50 Kg
onwards and 15% from 100 Kg onwards
Save
Note down the purchasing info record
number
Purchasing info record 530000 created.
ME11
Input above data and press Enter
No Entry in general data press Enter
Click Conditions button at the top
Input validity period up to 1 year and
condition type RA01 and put 10% and Enter
Select the line of condition type RA01
click Details
Input lower limit as 50 kg as per our
requirement and click Back
Input condition type RA01 again and put
15% in amount field and click Details button
Input lower limit as 100 kg and click
back button
Click Back button
Click Save
Note down the Purchasing info record
number created
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