Title:
File Name:
Responsibility:
MM1.6 Doc PIR
MM Team (ILS)
Create Purchase Information Record –
Materials Management Purchasing
Solution/Release:
Status:
4.6B
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
1.2
1.3
1.4
1.5
1.6
Required Fields
Accessing the Create Info Record screen
Creating an Information Record
Changing an Information Record
Deleting an Information Record
Listing Information Records
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1.1
MM1.6 Doc PIR
MM Team (ILS)
Create Purchase Information Record –
Materials Management Purchasing
Solution/Release:
Status:
4.6B
Complete
Required Fields
Input - Required Fields
Vendor
Field Value / Comments
Record number on finance system of the vendor
Material
Master record number of the material
Purchasing Organization
Code of the business defined within the SAP system (UNIV)
Plant
Code of the location defined within the SAP system (UNIV)
Info category
Standard is default
Order unit
Description of purchase unit, each, box etc.
Conversion factor
1 to 1 is assumed but must be changed for a price division
eg 1 box = 12 each
Purchasing group
Purchasing group responsible for PIR
Planned delivery time in days.
Number of days expected between date of order and delivery
VAT code applicable to materials use
Tax Code
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
1.3
Creating an Information Record
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Create Purchase Information Record –
Materials Management Purchasing
Title:
File Name:
Responsibility:
MM1.6 Doc PIR
MM Team (ILS)
Solution/Release:
Status:
4.6B
Complete
Enter data from the table below
Description
Field Name
Vendor
Material
Purchasing
Organization
Plant
Info
category
Record number of the
vendor on the finance
system
Master record number of the
Material
Code representing the
University in the SAP
System
Code representing the
University in the SAP
System
Type of information record
R/O/C
User Action and Values
R
Key in the required data or
select from drop down list
R
Key in the required data or
select from drop down list
Comments
Key in the required data UNIV
R
Key in the required data UNIV
R
Set selection to Standard
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
Vendor mat.
MM1.6 Doc PIR
MM Team (ILS)
Description
Enter the vendors part
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Create Purchase Information Record –
Materials Management Purchasing
Solution/Release:
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R/O/C
O
4.6B
Complete
User Action and Values
Key in the required data
Version:
Comments
Entries may
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MM Team (ILS)
Create Purchase Information Record –
Materials Management Purchasing
Solution/Release:
Status:
4.6B
Complete
No.
number for this material
Salesperson
Enter the name of a specific
salesperson at the vendor
O
Key in the required data
Telephone
The vendors telephone
number
O
Key in the required data
Prior vendor
The Vendor master record
number of the previous
supplier on the SAP system
that supplied this item.
The order unit of measure
for this material with this
vendor.
O
Key in the required data
R
The conversion factor
between firstly the order unit
and secondly the base unit
of measure as entered in the
Material master record
Key to activate the ability of
ordering with differing order
units
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’.
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
Select from drop down list
Order unit
Equals
Var. order
unit
O
default in from
Vendor master
record.
Entries may
default in from
Vendor master
record.
Entries may
default in from
Vendor master
record.
Entries may
default in from
Material master
record
Entries may
default in from
Material master
record
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.
On the Create Purchasing Info Record: Purch Organization Data 1 screen enter data from the table
below
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Field Name
Plnd dely
MM1.6 Doc PIR
MM Team (ILS)
Description
Time in days it takes the
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Create Purchase Information Record –
Materials Management Purchasing
Solution/Release:
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R/O/C
R
4.6B
Complete
User Action and Values
Key in the required data
Version:
Comments
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Title:
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MM1.6 Doc PIR
MM Team (ILS)
Create Purchase Information Record –
Materials Management Purchasing
Solution/Release:
Status:
4.6B
Complete
time
vendor to supply the items.
Minimum of 1 day must be
entered
Purch.
Group
Purchasing group of the
those responsible for
maintaining the PIR or the
material.
R
Key in the required data
Standard
qty.
Quantities of the material
normally purchased from this
vendor
O
Key in the required data
Minimum
qty.
Smallest quantity of the
material that can be
purchased from this vendor.
O
Key in the required data
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
R
Leave check box blank
R
Select/Key in the required data
O
Key in the required data
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
R
Leave check box blank
GR-based
IV
Tax code
Net Price
Qty.
conversion
The default tax code to be
used for this vendor/material
relationship.
Net price of the material from
this vendor. Exclusive of VAT
The conversion factor
between firstly the order unit
and secondly the base unit of
measure as entered in the
Material master record
No cash
disc,
Entries may
default in
from
Material
master
record
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
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Materials Management Purchasing
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Status:
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Complete
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Create Purchase Information Record –
Materials Management Purchasing
Solution/Release:
Status:
4.6B
Complete
Field Name
Info record
note
Description
Text field to contain notes
relevant to the PIR. Not
printable on purchase order.
R/O/C
O
User Action and Values
Key in the required data
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
number, price or additional
descriptive text
O
Key in the required data
Comments
Initially defaults
in from the
Material Master
but may be
altered. To
invoke the use
of this
description
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 screen
1.4
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
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MM Team (ILS)
Create Purchase Information Record –
Materials Management Purchasing
Solution/Release:
Status:
4.6B
Complete
Or use the transaction code ME12
To select the PIR
either key in the record number
or
Key in the Vendor code and material code
or key ‘Enter’ to access the General Data Screen
From this screen use screen buttons Purch org data Conditions Texts
to move to all other screens
Data 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
enter a new time period and the new price
Save 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
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MM Team (ILS)
Create Purchase Information Record –
Materials Management Purchasing
Solution/Release:
Status:
4.6B
Complete
Or use the transaction code ME15
To select the PIR
either key in the record number
or
Key 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 selected
Set the deletion flag check box for Complete info record and save the alteration
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
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or by Material
Create Purchase Information Record –
Materials Management Purchasing
Solution/Release:
Status:
4.6B
Complete
transaction ME1M
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
criteria
The drill down facility is available to see any selected line item in the list displayed
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