Info Record

(i) Definition: Purchasing Info Record contains purchasing information on a material and vendor combination. (or) Purchasing info-record provides the information about, which vendors can supply which materials and at what price. This information is defaulted at the time of PO creation

(ii) Purpose: The main purpose of Info Record is to adopt the data from info record to all purchasing document (RFQ,PO and Outline agreement). So that we can avoid manual entries and we can speed up document preparation process.

(iii) Creation of Info Record: Info Record can be created manually in ME11 or it can be created or updated automatically in back ground during creation of RFQ or PO etc.. by selecting InfoUpdate option.

Info Record can create with or without material master and with or without plant (Imp)

(iv) Types of Info Record:

  • Standared Info Record
  • Pipeline Info Record
  • Consignment Info Record
  • Sub- Contracting Info Record

(v) Configuration Settings:

• SPRO → Materials Management → Purchasing → Purchasing info Record → Define Number ranges (T-Code ECMO)

Click maintain "Group" button- Here IL and IN are predefined transaction types.

     IL - Info record with material master
     IN - Info record without material master

• SPRO → Materials Management → Purchasing → Purchasing info Record → Define screen layout

(vi) Go to ME11

Vendor: 21 --> This field is Mandatory Material: 1001 --> we need to enter either Material or Material Group

Purchasing Org: 1350 --> Generally we will create Info record with purchase organization but some times we can also create info-record without p.org, in such cases we will only maintain general data and text. Purchasing information will not be available if we not enter our purchasing organizational data.

Plant:1350 --> If we have not maintain our plant here, then info-record will be applicable for all plants in our company code. Here we created plant 1350 then the purchasing info record belongs to 1350 plant.

Info Record: A1 --> If we create Info record with external number ranges the we enter our own Info record number, otherwise system generate as per internal number range.

(vii) Fields:

(a) General Data Screen:

• Remainder fields (1st/2nd/3rd): we can enter number of days which represents the time intervals for vendors about delivery date.

• Vendor Sub-Range: Using this field we can sub divide into vendor products.

• Sales person and Telephone: Gives the sales person information

• Prior vendor: Prior vendor is generally the manufacturer of the material.

• Order Unit: Here we can specify the order of unit that which material is ordered.

• Conversion: we need to specify the unit so that,system will convert from order unit to base unit.

• Available from/to: we can enter the range of dates that the vendor can supply the material,here system checks the delivery date of purchasing documents comes under this date range, if not it will throw a warning.

(b) Purchasing Org data 1:

• Plant delivery time: Number of days to supply the material to plant for a vendor.

• Purchase group: the number allocated to a group of persons,who are take care about the purchasing activities.

• Minimum Quantity: The minimum amount of quantity to create a purchase order from this vendor, if we try to create a PO below, this qty it will throw an error message/warning msg.

• Shipping instructions: It specifies the package of shipping instructions issued to the vendor.

• Under/Over Delivery tolerance: Here we can mention the % which is based on order quantity which under delivery/over delivery of the item accepted.

• Ack Required: This indicator specifies the acknowledge required or not from the vendor.

• Confirmation control key: (Imp) This will determines which confirmation categories are expected for PO item. For example whether order ack is required or ASN (Advanced shipping notification) is required or not relevant to PO or an outline agreement.

• Tax code: This field represent a tax category........ and other fields Net Price, Valid price, Cash discount etc...

(c) Conditions Screen: Here we will maintain conditions which can adopt to Purchasing documents such as PO and outline agreements.

(d) Text Screen: We will enter texts corresponding to Info record and Purchase order.