Purchasing Info Records

SAP AG

SAP AG

TAMM10 4.0B

14-1

Purchasing Info Records: Objectives

At the conclusion of this unit, participants will be

able to:
Maintain purchasing info records in the R/3

System.
Explain the link between the purchase order and

the info record.

Explain how the price is determined in the

purchase order.

SAP AG

SAP AG

TAMM10 4.0B

14-2

Purchasing Info Records

Info record
5300000816
Screw A21

Vendor
Vendor: :
Material:
Material:

1234
1234
A21
A21

PurchOrg:
PurchOrg:

3000
3000

Conditions
Conditions

Price/UoM
Price/UoM UNI
UNI6.25/Kg
6.25/Kg
Freight
2%
Freight
2%
Discount
4%
Discount
4%
Last
Lastpurchase
purchaseorder
order
4500006398
4500006398

Vendor 1234

SAP AG

Purchasing info records

contain concise information on a vendor and the material you procure from this
vendor.
Purchasing info records are an important source of information for buyers, allowing them to find out at
any time which vendors offer a particular material or which materials can be procured from a particular
vendor.
You 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
texts
When you create purchasing documents (for example, purchase orders or contracts), the system displays
data maintained in info records as default values.

SAP AG

TAMM10 4.0B

14-3

Purchasing Info Record: Structure

General data

Purchasing organization

Purchasing org.+ plant

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SAP AG

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.
In the first instance, the system searches for an info record for the purchasing organization/plant
combination. If there is no such info record, the system searches for the purchasing organization only.
You configure whether conditions are permitted at plant level.

SAP AG

TAMM10 4.0B

14-4

Purchasing Info Record

Pur.
Pur. order
order
1

Info record
Vendor
Material
Purch. org.

Material
Purchasing
data

Price
PO text

A
1
1000

Vendor
Purch. org.
Plant
Material

10.00
Pc.
Pc.

...

%
%

Price

A
1000
1000
1
10.00

Conditions
Conditions

Info record
Vendor
Material
Purch. org.
Plant
Price
PO text

$$
A
1
1000
3000
9.00

...

Pur. order

Pur. order
Vendor
Purch. org.
Plant
Material
Price

A
1000
3000
1
R

9.00

SAP AG

SAP AG

TAMM10 4.0B

14-5

Data in the Purchasing Info Record

General
General data
data
Vendor
Vendordata
data
Origin
Origindata
data
Order
Orderunit
unit

Control
Controldata
data

Prices
Prices and
and
conditions
conditions

Gross
Grossprice
price
Discount
Discount
Freight
Freight
Customs
Customsduty
dutyetc.
etc.

Texts
Texts

Delivery
Deliverytime
time
Minimum
Minimumquantity
quantity
Tolerances
Tolerances

Statistics
Statistics

PO
POtext
text
Int.
Int.info
inforecord
recordmemo
memo

Price
Pricehistory
history
PO
POstatistics
statistics
Change
Changehistory
history
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SAP AG

Data that is valid for every organizational level includes general data, texts in the purchasing info record,
or administrative data.
Control data (for example, prices and conditions) are valid for the organizational levels purchasing
organization or purchasing organization/plant.
In the standard system, the following type of texts are set in the purchasing info record:
internal info record memo: an internal comment that is copied to the purchase order item. This text
is not printed out.
purchase order text in the purchasing info record: this is used to describe the purchase order item
and is the equivalent of the purchase order text in the material master record. It is copied to the
purchase order item and printed out.
You can configure whether you want to maintain other types of text.

SAP AG

TAMM10 4.0B

14-6

Options for Maintaining Info Records

Manually
Info record

Quotation

Vendor:
Vendor:
Material:
Material:
PurchOrg:
PurchOrg:
Conditions
Conditions

10
20
30

1234
1234
A21
A21
3000
3000

Price/UoM
Price/UoMUSD
USD6.25/Kg
6.25/Kg
Freight
2%
Freight
2%
Discount
4%
Discount
4%
Last
Lastpurchase
purchaseorder:
order:
4500006398
4500006398

PO
10
20
30

Outline
agreement
10
20
30
R

SAP AG

In addition to creating and maintaining info records

automatically from quotations, purchase orders, or

outline agreements, you can maintain info records manually.
Different types of data are updated in info records, depending on the sources of information used in the
update:
conditions are updated from quotations.
the number of the last purchasing document is updated from purchase orders and contracts.

SAP AG

TAMM10 4.0B

14-7

Info Record: Automatic Update

Material
InfoUpdate

HIRE - 01

Hat

grp

001

I Description
No update
A Update including or excluding plant
B Update including plant (if plant not prohibited)
C Update excluding plant (if plant not obligatory)

AcctAssgtCat.
3000

Plant
Stor. loc.

InfoUpdate

Valuation price
Price printout

SAP AG

The system automatically creates or updates info records if the info record update indicator is set in
quotations, outline agreements, or purchase orders.
Update indicators mean:
A: update of the info record at purchasing organization/plant level. If there is no info record for this
level, the system updates the info record at purchasing organization level. If there is no info
record for purchasing organization level, the system creates one for purchasing organization
level.
B: the system updates the info record at purchasing organization/plant level. If there is no info
record, the system creates one for this level.

C:

update of the info record at purchasing organization level. If there is no info record for
purchasing organization level, the system creates one for this level.

SAP AG

TAMM10 4.0B

14-8

Info Records and Prices

Create Purchase Order

Item

Material

Short text

20

T-RA120

Chromolux 2000

Price

...

.....
Piece
Piece

%
%

Conditions
Conditions

Piece
Piece

USD
USD
Info record

%
%

Conditions
Conditions

USD
USD
Info record

Last
Lastpurchase
purchaseorder:
order:
4500006285
4500006285

Conditions
Conditions

Price/UoM
Price/UoMUNI
UNI50.00/pc
50.00/pc
Freight
2%
Freight
2%
Discount
4%
Discount
4%
Last
Lastpurchase
purchaseorder:
order:
4500006398
4500006398

SAP AG

Purchasing info records determine the prices suggested in purchasing documents in two ways:
Conditions:
Conditions are included if they have been maintained for an info record manually or from a quotation.
Last purchase order:
If an info record does not contain any conditions, the system reads the number of the last purchasing
document in the info record and then suggests the price from this document.

SAP AG

TAMM10 4.0B

14-9

Conditions
Conditions
Prices
Outline
agreement

Discounts/surcharges
General Conditions

Piece
Piece

Vendor
Condition group
Material type
Incoterms
Invoicing party

%
%

C
Conditions
onditions

USD
USD

Info record

Price 1
01.01.

Price 2
07.01.

12.31

FF DM
$

Surcharge 5%
from 100 pcs
from 500 pcs

3%
1%
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SAP AG

Conditions are stipulations agreed with vendors concerning prices, discounts and surcharges, and
suchlike. The effective net price in purchase orders is determined on the basis of these conditions.
Conditions can be maintained when you create quotations, info records, outline agreements and
purchase orders.
Conditions in info records, contracts, and extended conditions, are master conditions. Conditions in
purchase orders are document conditions.
As of Release 3.0, master conditions are also available for quotations and scheduling agreements if you
set the master conditions indicator for the document type in Customizing.
Extended conditions provide you with the option of specifying master conditions independently of
outline agreements and info records.
Master conditions can be restricted to a certain period of validity.
If, for example, a vendors prices vary according to quantity, you can enter the pricing data in the form
of a price/quantity scale.
You can enter conditions in the document header or in the item details. Item conditions apply to one item
only. Header conditions apply to all the items in the document.

SAP AG

TAMM10 4.0B

14-10

Info Record Without Material Master Record

Info record
Vendor
Purch. org.
(Plant)

A
1000

Info cat.: standard

Material group :
:
Short text
:
Sort string
Price
PO text

:
:

OFFICE
Note pad, white
Pad
2.50
Note pad, size A4,
recycling paper
white, 50-leaf

Optimized
purchasing

SAP AG

There are two types of info records:

Info record with material master record (e.g. stock material)
Represents the relationship between a material or service (with a material master record) and a
vendor.
Info record without material master record (e.g. material for direct consumption)

Represents the relationship between a material or service (without a material master record) and a
vendor.
For an info record with reference to a material master record, you can specify the following for each
purchasing organization:
Whether only the info record PO text is to be displayed and printed in purchasing documents.
(To do so, set the No MText indicator in the purchasing organization data of the info record.)
Whether the info record PO text and the purchase order text from the material master record are to
be displayed and printed in purchasing documents.
If the No MText indicator is not set, both texts are displayed and printed out.

SAP AG

TAMM10 4.0B

14-11

Purchasing Info Records: Summary (1)

The purchasing info record contains information on a
special vendor relationship:

Data on the vendor / material master pair or

Data on the vendor / material group pair

Info records can be created or updated manually or

automatically when you maintain purchasing documents.
When info records are updated by purchase orders, the
last purchase order, rather than conditions, is marked in
the info record.
On the other hand - if the info record does not contain
conditions that have been entered manually - the price of
the purchase order item is determined from the previous
purchase order.
R

SAP AG

SAP AG

TAMM10 4.0B

14-12

Purchasing Info Records: Summary (2)

In addition to the last purchase order or conditions,
info records contain other data, such as:

Texts

Delivery times

Tolerances

The vendors article numbers.

Data maintained in info records is displayed as

default values when you create purchasing
documents.
An info record can be valid for only one plant or for

all plants belonging to a purchasing organization.

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SAP AG

SAP AG

TAMM10 4.0B

14-13