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{{Template:MetaDesc|Understand the master record in procurement and purchasing named purchasing info record. Get tips for application with Fiori apps, customizing and development.}}
[[Category:Master_data]]
Get an understanding of Purchasing Info Record (PIR) in SAP ERP system.
Also get hints for application, customizing and development.
== Overview ==
In the SAP system, the Purchasing Info Record is a central element in the procurement process. It serves as a master data object that provides detailed information about the relationship between a supplier and a material. Essentially, the PIR is a combination of the vendor and material and contains information relevant to the purchasing process, such as prices, conditions, and delivery terms.

Here’s a breakdown of the key components and importance of a Purchasing Info Record:

==== Basic Data ====

* Vendor: The supplier from whom the material will be procured.
* Material: The specific material or product being purchased.
* Purchasing Organization: The organizational unit responsible for procurement activities. This is used to maintain vendor-material data specific to the purchasing organization.
* Plant: The physical location where the material will be delivered (for stock-based procurement).
* Purchasing Group: The buyer or the group responsible for negotiating and processing the purchase order.

==== Pricing Information ====

* Price: The price of the material as agreed with the vendor. This can include various conditions such as the base price, discounts, and surcharges.
* Currency: The currency in which the transaction will take place.
* Valid Dates: The period during which the price and conditions are valid.
* Price History: A log of prices that have been used over time for the material from this vendor.

==== Delivery Information ====

* Delivery Times: The time it takes for the supplier to deliver the material after an order is placed.
* Shipping Conditions: These define how the material will be transported from the vendor to the buyer.
* Delivery Tolerances: Tolerances in terms of quantity or date beyond which deliveries will be considered late or incomplete.

==== Conditions and Agreements ====

* Discounts and Surcharges: Conditions applied to the material price, which may include discounts for bulk purchases or extra charges for special handling.
* Incoterms: International commercial terms that specify the responsibilities of the buyer and the seller regarding shipping and delivery (e.g., FOB, CIF).
* Minimum Order Quantities: The minimum quantity of material that must be purchased from the vendor to receive a particular price or terms.

==== Vendor Specific Data ====

* Order Unit: The unit of measure in which the material will be ordered from the vendor (e.g., pieces, kilograms, etc.).
* Standard Order Quantity: The standard quantity that is typically ordered for this material.
* Material Status: Specifies if the material is active, blocked, or under some special conditions (e.g., under review for quality issues).

==== Quality and Inspection Information ====

* Quality Control: Information regarding the quality inspection of materials delivered by the vendor. This may include criteria for accepting or rejecting the goods based on quality standards.
* Batch Management: In some cases, batch management data can also be included in the PIR, allowing the system to track materials by batch numbers.

==== Price Determination ====

* Price Control: The method by which the price is determined for the material in the system (e.g., fixed price, price based on purchase order).
* Access Sequences: These define the order of conditions or rules used to determine the price from various sources, such as the info record, price list, or contract.

=== Why is the Purchasing Info Record Important? ===

# Efficient Procurement Process: The PIR reduces the need to input the same information repeatedly by storing vendor-material-specific data. It speeds up the creation of purchase orders (POs).
# Price Transparency: It helps in managing and reviewing the pricing and conditions agreed upon with vendors, providing transparency on costs, discounts, and delivery conditions.
# Improved Vendor Relationship: By maintaining specific information about the vendor and material in one place, organizations can better track supplier performance, manage contracts, and ensure that all terms are met.
#Reporting and Analysis: The data within the PIR can be used for reporting purposes, such as analyzing the procurement process, price trends, and vendor performance.

=== Types of Purchasing Info Records ===

# Standard Info Record: Used for standard purchases where there is no long-term agreement (e.g., no purchase contract) between the vendor and the buyer.
# Contract Info Record: Created when a contract is in place with a vendor. It stores details like contract validity and pricing for materials over a specified period.
# Quotation Info Record: If a quotation is received from a vendor, this info record can be created based on the quotation details. It includes pricing and conditions tied to that specific quote.

=== Creating and Maintaining PIR in SAP ===

* Transaction Code: The transaction code to create or maintain a purchasing info record is ME11 (for creation) and ME12 (for modification).
* Information Flow: Typically, PIR is created manually when a new vendor-material relationship is established or automatically generated when a purchase order or contract is created, depending on the system setup.

=== Example ===

Suppose a company buys a specific type of raw material from a particular supplier. The Purchasing Info Record would include the following information:

* Supplier’s name and ID.
* Material number and description.
* The agreed price for the material.
* Delivery timeframes.
* Terms of delivery (Incoterms).
* Minimum order quantities and order units.

When the purchasing department wants to order that material again, they can refer to the PIR, which helps in quickly generating a purchase order with the correct terms.
Conclusion:

===  Summary ===
In summary, the Purchasing Info Record (PIR) is crucial for efficient and streamlined procurement processes in SAP. It not only consolidates all relevant details about a vendor and material but also enables better vendor management, pricing accuracy, and smoother purchasing operations.

== Customizing ==

=== Conditions from reference purchasing organization to purchasing organization ===

It is possible to inherit conditions that are maintained in an info record at EkOrg and/or plant level for a reference purchasing organization, e.g. in purchase orders with any purchasing organization.

The prerequisite here is that the EkOrg X is assigned to the reference EkOrg Z in Customizing.
In addition, the document field for EKORG must be adjusted to EKORG1 in the access sequence, e.g. for the material info record (plant-specific).

The best way to do this is to copy the existing material plant info record:

[[File:Access plant info record EKORG.png|center|alt=Access plant info record EKORG]]
to
[[File:Access plant info record EKORG1.png|center|alt=Access plant info record EKORG1]]