SAP Purchasing Info Record

This tutorial which is part of our SAP MM course talks about SAP Purchasing Info Record in Materials Management. You will learn about purchasing info records in SAP MM, their functions, and how to create a new info record in SAP. We will mention the SAP transactions that are related to this process.

SAP purchasing info record is an important source of information related to a buyer. When users are creating purchasing documents, the data from SAP purchasing info record is transferred to the purchasing document as default values.

SAP purchasing info record is considered to be part of SAP MM master data and is used to record purchasing information with the vendor for certain materials. In this master data, we store information about last purchasing price, planned delivery time, reminder for invoice verification, vendor material number, etc. Usually, the SAP system is configured to maintain SAP purchasing info record automatically when new purchase orders or contracts are created.

It is also possible to store texts in SAP purchasing info records. There are different types of texts:

• Internal Text: This information is maintained for internal company usage and is transferred from the info record to line items in a purchase order. As this text is for internal usage, it is not printed on any print forms.
• Purchase Order Text: The purpose of this text is to add explanations for a line item in a purchasing document and this text is printed on the print form (that will be sent to a vendor).

SAP purchase info record is divided into three levels:

1. Client
2. Purchasing Organization
3. Purchasing Organization / Plant

The client level contains the following information:

• Order Unit
• Administration Data
• Info Record Memo

The purchasing organization level contains the following information:

• Prices and conditions, e.g. discounts, freight, custom duty, etc.
• Purchase order text and other texts
• Delivery time
• Minimum quantity

The purchasing organization / plant level contains the following information:

• Prices and conditions, e.g. discounts, freight, custom duty, etc.
• Purchase order text and other texts
• Delivery time
• Minimum quantity

The information maintained at the purchasing organization / plant level will take a priority over the information maintained at the purchasing organization level.

In addition, by selecting Info Category you can determine for which procurement process an info record will be maintained. For example, you can choose the following options: Standard, Subcontracting, Consignment or Pipeline.

SAP purchasing info record can be created manually as well automatically. In this tutorial, we will show how to create an info record manually. To create a new SAP purchase info record manually, you should use the transaction ME11. To configure SAP system for automatic creation of info records, you should turn on Info Update Indicator checkbox when you maintain a quotation, purchase order, contract or scheduling agreement documents.

How to Create SAP Purchasing Info Record?

Let’s create SAP purchasing info record manually. To do it, please start the transaction ME11.

On the initial screen of ME11 transaction, it is necessary to enter Vendor, Material, Purchasing Organization and make sure that the Standard info category is selected. Next, press Enter button on the keyboard.

The system will show you the next screen of ME11 transaction. In this screen, you should provide all the necessary data and hit Enter button on the keyboard. On the screenshot below you can see some sample data for this screen.

The SAP system will open a new screen of the transaction where you need to enter data related to a purchasing organization. Enter all the relevant information and press Enter button on the keyboard. On the screenshot below you can see some sample data for this screen.

If Purchase Order Text is required in purchase order for this vendor and material, then you should provide the text in the next screen.

Finally you should click on Save button to create the purchasing info record.

The SAP system will generate a message that a purchasing info record was successfully created for a company code.

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