purchasing info record
TRANSCRIPT
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Purchasing Info Record• Procurement types in info record• Creating a Purchasing Information Record
with a Material Number• PO with Information Record
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Purchasing Info Record
Serves as a source of information for Purchasing. The purchasing info record (also referred to in abbreviated form as the "info record") contains information on a specific material and a vendor supplying the material. For example, pricing and conditions, over delivering and under delivering limits, planned delivery date, availability period.
Purchasing General Data
Information from an information record is defaulted (copied) during the purchase order creation process. You can maintain the following data in purchasing information records:
• Current and future prices and conditions (gross price, freight, and discounts)• Delivery data (planned delivery time and tolerances)• Vendor data (vendor material number, vendor material group, etc.)• TextAn information record contains the following
An information record contains the following:
1. General data: vendor’s material number, reminder data, order unit, etc.2. Purchasing organization data: delivery time, minimum quantity, gross price, freight, discounts, price history, and text3. Purchasing organization/plant data: delivery time, minimum quantity, gross price, freight, discounts, price history, and
text
Procurement types in info record
Standard purchasing information record - The Standard type of purchasing information record contains information supplied by the vendor for a specific material, service, or group of materials or services.
Subcontracting purchasing information record - The Subcontracting purchasing information record can be used when the order is a subcontracting order. In manufacturing plants, a material being produced may require some outside service, such as enameling or partial assembly. The work may be performed by a subcontractor, and the price that the subcontractor charges for the work is included in a subcontracting purchasing information record.
Pipeline purchasing information record - Pipeline materials, such as electricity, water, and oil, are supplied by utility vendors and are used by the customer through pipeline withdrawals. The Pipeline purchasing information record reflects the information for this vendor/material combination. With pipeline materials, the system assumes that material will always be available, and the company will only pay for what it consumes.
Consignment purchasing information record - When a vendor supplies material to be stored at a customer’s site for customer withdrawal, the purchasing department can create a Consignment purchasing information record for that material.
Creating a Purchasing Information Record T-code ME11 or follow the navigation path is Logistics - Materials Management - Master Data - Info Record - Create.
Creating a Purchasing Information Record with a Material Number
A purchasing information record can be created for a specific material by entering the supplying Vendor. A record can be created with or without a purchasing organization. If no Purchasing Org. is entered, then the purchasing information record will only be created with general data
Creating a Purchasing Information Record without a Material Number
Simply entering a Vendor in the initial data screen can create a purchasing information record. This purchasing information record will be valid for the vendor and a Material Group, which is a mandatory entry on the General Data screen. Entering a description for the purchasing information record that describes the material group entered in the purchasing information record is also mandatory. This description isn’t required if a Material is entered because the material already has a description attached. The description allows a purchasing user to describe the service that the vendor will provide for the materials in the entered material group. This type of record can be created with or without a purchasing organization. If no purchasing organization is entered, then the purchasing information record will only be created with general data.
General Data Screen Reminder fields—1st Rem./Exped., 2nd Rem./Exped., and 3rd Rem./Exped.— contain the number of days that urging letters or emails can be sent to the vendor for this material. Negative numbers indicate the message should be sent prior to the delivery date; positive numbers indicate the message should be sent after the date.
Vendor subrange - The Vendor Subrange can be used to subdivide a vendor’s products into different ranges. For example, if our vendor is an office supply company, its vendor subranges (VSRs) could be computer media, paper products, ink products, and so on.
Vendor subrange sort number - The VSR Sort No. allows VSRs to have different values, which can then be used to create sort sequences. When a PO is created, the VSR sort number from the purchasing information record will be used to sequence the materials in the PO. For example, if computer media has a sort number of 40, and the sort number for ink products is 24, then the ink products will be sequenced before the computer media products in the PO.
Points - The points system can be used when the purchasing department has negotiated a subsequent settlement or rebate arrangement with a vendor. The Points field in the purchasing information record allows a purchasing user to enter the number of points recorded each time a certain value of the material is ordered. The numbers of points is recorded for the amount ordered rather than the total value ordered. At the end of the rebate period, the number of points accumulated determines the value of the rebate from the vendor.
Return agreement - The Return Agmt field determines what arrangement the company has with the vendor for the return of
material. The Return Agmt field can be configured so that unique return agreements can be defined. The return agreement is usually
used for retail implementations and can be configured by following the navigation path Logistics General - Material Master - Retail-Specific Settings - Settings for Key Fields - Return Agreement.
Regular vendor - The regular vendor is used by the system during source determination. This vendor is who you regularly buy a particular
material from. You can set the Regular Vendor indicator in the general data of a purchasing information record. Only one purchasing information record for each material can be designated as the regular vendor. If the use of a regular vendor is permitted and configured for a specific plant in Customizing, the regular vendor will always be suggested during source determination.
Purchasing Organization Data –
1.Planned delivery time: default time in days in which the material
delivery is planned.
2.Purchasing group: purchasing group mentioned in material master
lessons.
3.Standard quantity: standard purchase quantity for material.
4.Minimum quantity: do not allow procurement of a quantity less
than stated here.
5.Maximum quantity: we do not want to purchase more than this
quantity at a time.
6.Net price: net price of material per procurement unit.
7.Incoterms: trading and delivery terms.
Field Setting Layout - menu path MaterialsManagement Purchasing Purchasing Info Record Define Screen Layout.
Conditions :- The purchasing information record contains data that defines the conditions for the
material/vendor.
Validity :- The conditions entered in a purchasing information record are valid for a certain time period. For instance, if an agreement with the vendor is valid for three months, then the Valid to date should reflect that If the information is for future agreements, validity dates can be entered to reflect this situation
The Scales fields allow a purchasing user to enter information on the condition type if valid for scaling. Scaling is when a discount from a vendor isn’t a blanket 4% but is changes depending on the amount ordered. A vendor can give discounts for a specific material with increasing discounts the more the company purchases. For example, if a PO is for a quantity up to 30 units, the vendor could give the company a 1% discount; for 31 to 60 units, the discount could be 2%; from 61 to 120 units, the discount could be 4%; and for over 121 units, the discount could be 6%.
Configuration TipYou can define how prices are stored in purchasing information records for each plant by following the menu path Materials
Management Purchasing Conditions Define Condition Control at Plant Level. For each plant, you can select one of the
following options:
Conditions Allowed with and without Plant
You can create purchasing information records either at the plant level or at the purchasing organization level.
Only Plant-Related Conditions Allowed
You must create purchasing information records and contract items at the plant level. Therefore, centrally agreed contracts can’t
be created.
No Plant-Related Conditions AllowedYou may not create any purchasing information records or contract items at the plant level.
Text Screen - Texts fields can be used to enter specific information regarding a particular purchasing information record. The relevance of the text fields can be determined in configuration. For each purchasing document, request for quotation (RFQ), PO, contract, and so on, the texts defined in master records can be prioritized.
Text Input Screen for a Purchasing Information
Record
Status field is displayed when text has been entered. (In this example, the Status fieldisn’t shown.) This field indicates how the text can be used:Text should be used as is, with only changes to the original text allowed.Text should be used, and changes to the text are allowed, which will be reflected inthe original text, but the modified text will be adopted.Text should be displayed but not printed or changed.
Configuration TipThe text entered on a purchasing information record should be relevant to a PO lineitem. In configuration, you can define the priority against other text fields. This transactioncan be accessed by following the navigation path Materials Management Purchasing Messages Text for Messages Define Texts for Purchase Order.The configuration for the PO texts can be further subdivided into header, line item,supplement, and headings texts. The purchasing information record text is most relevantto the document item.
Statistical Data
Within a purchasing information record, statistical information is recorded and can be reviewed. The statistical
screens can be accessed from within the General Data screen by selecting Extras Statistics.
The Statistical Data can be controlled to allow
a comparison
between two different time periods. The
statistical data reflects information on
the following:
• Order quantity and invoice value
• Number of purchasing documents
• Delivery time information
• Delivery reliability information
• Quantity reliability information
PO with Information Record
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