Create Purchase Information Record –

Materials Management Purchasing

Title:

File Name: MM1.6 Doc PIR Solution/Release: 4.6B

Responsibility: 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 Fields

1.2 Accessing the Create Info Record screen
1.3 Creating an Information Record
1.4 Changing an Information Record
1.5 Deleting an Information Record
1.6 Listing Information Records

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 Create Purchase Information Record –
Materials Management Purchasing
Title:

File Name: MM1.6 Doc PIR Solution/Release: 4.6B

Responsibility: MM Team (ILS) Status: Complete

1.1 Required Fields

Input - Required Fields Field Value / Comments

Vendor 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
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

1.3 Creating an Information Record

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 Create Purchase Information Record –
Materials Management Purchasing
Title:

File Name: MM1.6 Doc PIR Solution/Release: 4.6B

Responsibility: MM Team (ILS) Status: Complete

Enter data from the table below

Description R/O/C User Action and Values Comments

Field Name
Vendor Record number of the R Key in the required data or
vendor on the finance select from drop down list
system
Material Master record number of the R Key in the required data or
Material select from drop down list

Purchasing Code representing the Key in the required data UNIV

University in the SAP
Organization System
Plant Code representing the R Key in the required data UNIV
University in the SAP
System
Info Type of information record R Set selection to Standard
category

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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 Create Purchase Information Record –
Materials Management Purchasing
Title:

File Name: MM1.6 Doc PIR Solution/Release: 4.6B

Responsibility: MM Team (ILS) Status: Complete

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

Vendor mat. Enter the vendors part O Key in the required data Entries may

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 Create Purchase Information Record –
Materials Management Purchasing
Title:

File Name: MM1.6 Doc PIR Solution/Release: 4.6B

Responsibility: MM Team (ILS) Status: Complete

No. number for this material default in from

Vendor master
record.
Salesperson Enter the name of a specific O Key in the required data Entries may
salesperson at the vendor default in from
Vendor master
record.
Telephone The vendors telephone O Key in the required data Entries may
number default in from
Vendor master
record.
Prior vendor The Vendor master record O Key in the required data
number of the previous
supplier on the SAP system
that supplied this item.
Order unit The order unit of measure R Key in the required data. If the Entries may
for this material with this order unit is changed from that default in from
vendor. defaulted from the material Material master
master record then the record
conversion of that unit with the
previous will need to be
reviewed in the next field
‘Equals’.
Equals The conversion factor R If the order unit above has Entries may
between firstly the order unit been changed then an initial 1 default in from
and secondly the base unit to 1 relationship will be Material master
of measure as entered in the assumed which can now be record
Material master record altered if necessary
Var. order Key to activate the ability of O Select from drop down list
unit ordering with differing order
units

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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 Create Purchase Information Record –
Materials Management Purchasing
Title:

File Name: MM1.6 Doc PIR Solution/Release: 4.6B

Responsibility: MM Team (ILS) Status: Complete

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

Plnd dely Time in days it takes the R Key in the required data

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 Create Purchase Information Record –
Materials Management Purchasing
Title:

File Name: MM1.6 Doc PIR Solution/Release: 4.6B

Responsibility: MM Team (ILS) Status: Complete

time vendor to supply the items.

Minimum of 1 day must be
entered
Purch. Purchasing group of the R Key in the required data Entries may
Group those responsible for default in
maintaining the PIR or the from
material. Material
master
record
Standard Quantities of the material O Key in the required data
qty. normally purchased from this
vendor
Minimum Smallest quantity of the O Key in the required data
qty. material that can be
purchased from this vendor.
No mat. Txt Indicator specifying whether O Tick the check box if text has been
the PIR PO text is to be added in the PIR to that already
copied into the purchasing defaulted from the material master
document item instead of the
PO text that is stored in the
material master
GR-based R Leave check box blank
IV
Tax code The default tax code to be R Select/Key in the required data
used for this vendor/material
relationship.
Net Price Net price of the material from O Key in the required data
this vendor. Exclusive of VAT
Qty. The conversion factor R If the order unit has been changed
conversion between firstly the order unit then an initial 1 to 1 relation ship
and secondly the base unit of will be assumed which can now be
measure as entered in the altered if necessary
Material master record
No cash R Leave check box blank
disc,

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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 Create Purchase Information Record –
Materials Management Purchasing
Title:

File Name: MM1.6 Doc PIR Solution/Release: 4.6B

Responsibility: MM Team (ILS) Status: Complete

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 Create Purchase Information Record –
Materials Management Purchasing
Title:

File Name: MM1.6 Doc PIR Solution/Release: 4.6B

Responsibility: MM Team (ILS) Status: Complete

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

Info record Text field to contain notes O Key in the required data
note relevant to the PIR. Not
printable on purchase order.
Purchase Text field that contains the O Key in the required data Initially defaults
order text description of the material as in from the
described on the PO when Material Master
this PIR is used. This text but may be
area is also where additional altered. To
text can be added relating to invoke the use
the supplier such as contract of this
number, price or additional description
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 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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 Create Purchase Information Record –
Materials Management Purchasing
Title:

File Name: MM1.6 Doc PIR Solution/Release: 4.6B

Responsibility: MM Team (ILS) Status: 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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 Create Purchase Information Record –
Materials Management Purchasing
Title:

File Name: MM1.6 Doc PIR Solution/Release: 4.6B

Responsibility: MM Team (ILS) Status: 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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 Create Purchase Information Record –
Materials Management Purchasing
Title:

File Name: MM1.6 Doc PIR Solution/Release: 4.6B

Responsibility: MM Team (ILS) Status: Complete

or by Material 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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