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Showing posts with label Purchasing Info Records. Show all posts
Showing posts with label Purchasing Info Records. Show all posts

Archiving Info Records using SAP MM Purchasing Info Records

At certain time intervals, your system administrator archives purchasing info records that have previously been flagged for deletion. Archived documents are removed from the database.

  • You archive info records as follows:

Master data ® Info record ® Follow-on functions ® Archive.
  • You can display a list of archived purchase requisitions as follows:

Master data ® Info record ® List displays ® Archived info records.

For detailed information on archiving purchasing info records, refer to the documentation CA Archiving Application Data (section on MM Materials Management).

Posted by Anonymous at 10:47 AM 0 comments
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Creating a Buyer’s Negotiation Sheet

You can print out information about vendors and the materials they supply in a buyer's negotiation sheet.

The latter is a summary of important vendor and material data (taken from the purchasing info record), which buyers may need to print out and take with them for the purposes of contract negotiations. The buyer's negotiation sheet contains information such as:

  • Vendor’s current prices and conditions
  • Internal consumption/usage statistics on the material
  • Total value of POs issued to the relevant vendor to date
  • Vendor evaluations

You can output the buyer’s negotiation sheet in the following forms:

  • For a material - provides an overview of conditions and ordering transactions with regard to all vendors that have supplied the material and for whom purchasing info records exist
  • For a vendor - provides ordering data from all purchasing info records relating to the relevant vendor with regard to one or more materials

Procedure

  1. Choose Master data
    2. ® Info record ® Buyer's neg. sheet ® For vendor or For material.
  2. Enter the selection criteria for the purchasing info records that are to be analyzed for the buyer's negotiation sheet (for example, vendor or material number).

Choose the desired scope of list. You can also enter certain output parameters, such as the printer destination or the number of copies to be printed.

If you select Output to screen and enter a printer destination, a print preview of the buyer's negotiation sheet is displayed on the screen.
  1. Choose Program
    2. ® Execute.
  2. Archiving Info Records using SAP MM Purchasing Inf...
  3. Creating a Buyer’s Negotiation Sheet
  4. Displaying the Quotation Price History using SAP M...
  5. Displaying the Order Price History using SAP MM Pu...
  6. Carrying Out a Net Price Simulation using SAP MM P...
  7. Monitoring using SAP MM Purchasing Info Records
  8. Deleting an using SAP MM Purchasing Info Records
  9. Mass Maintenance of using SAP MM Purchasing Info R...
  10. Changing an Info Record/Displaying Change Log
  11. Creating Info Record f. Material w/o Master Record...
  12. Creating Info Record for Material w. Master Record...
  13. Creating using SAP MM Purchasing Info Records
  14. Updating Info Records (InfoUpdate) using SAP MM
  15. Conditions in using SAP MM Purchasing Info Record...
  16. Purchasing Info Record using SAP MM
  17. Purchasing Info Records

Posted by Anonymous at 10:46 AM 0 comments
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Displaying the Quotation Price History using SAP MM Purchasing Info Records

You can check how conditions in info records have developed over time. If several validity periods have been specified for the info record conditions, you see

  • Which prices were or are valid on which date
  • The percentage price variance compared with the previous date

Procedure

  1. Choose Master data ® Info record ® List displays ® Quotation price history.
  2. Enter your selection criteria. If, for example, you wish to check the price history for a particular info record, enter the vendor and the material.
  3. Choose Program
    4.  ® Execute.

The price history for the info records that satisfy the selection criteria is displayed. You can view all conditions that the system applied in determining the price in each case via Goto ® Price details. In addition to the info record conditions, you also see which general conditions were or are valid as at the relevant date.

Posted by Anonymous at 10:46 AM 0 comments
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Displaying the Order Price History using SAP MM Purchasing Info Records

A price history record is generated for each PO item. Each price change affecting an item that is linked to an info record causes the price history record to be updated.

You can analyze the order price history and display the individual documents it is based on. You obtain information on a particular vendor’s past price changes with regard to a certain material, for example.

Procedure

  1. Choose Master data
    2. ® Info record ® List displays ® Order price history
  2. Enter your selection criteria on the initial screen.
  3. Choose Program
    4. ® Execute.

The order price history of all selected info records is displayed.

Posted by Anonymous at 10:45 AM 0 comments
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Carrying Out a Net Price Simulation using SAP MM Purchasing Info Records

The net price simulation enables you to compare prices and conditions as follows:

  • Prices of different vendors for a material and/or a material group
  • Prices of all materials supplied by a specific vendor

You can calculate the net prices of a material supplied by a number of different vendors based on any simulation quantity you care to specify.

Prerequisites

Each info record you wish to include in the simulation must contain pricing information.

Procedure

  1. Choose one of the following menu paths:

    2. – To compare the prices of a material supplied by different vendors, choose Master data ® Info record ® List displays ® By material.

    – To compare the prices of all materials supplied by one vendor, choose Master data ® Info record ® List displays ® By vendor.

  2. Enter your selection criteria.
  3. Choose Program
    4. ® Execute.

    The chosen info records are displayed. The list contains the net prices for all purchasing organizations and plants that are defined for the info record. In addition, the net price of the last purchase order and/or the last quotation are/is listed.

  4. Select the info records to be included in the price simulation.
  5. Start the price simulation by choosing Edit
    6. ® Price simulation. Then check the default values in the box that appears.
  6. Press
    7. ENTER.

The price simulation is displayed. The info record with the best price is marked in the resulting list with an arrow. If no price exists for an info record, a note is printed on the list.

Choose Goto ® Simulation list to view the results of the price simulation in detail.

Posted by Anonymous at 10:45 AM 0 comments
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Monitoring using SAP MM Purchasing Info Records

Displaying an Info Record

  1. Choose Master data
    2. ® Info record ® Display.
  2. You can enter either the number of the info record
    3.  or the following data on the initial screen:

– Vendor number

– Material number, if the info record relates to a material master record

– Number of the purchasing organization or plant, if the info record relates to a certain organizational level
  1. Press
    2. ENTER.

    The screen showing the general data is displayed.

  2. Choose Edit
    3. ® Org. levels to display an overview of the purchasing organizations and/or plants which are listed in the info record.
  3. Choose an organizational level.

    4. The data of the chosen organizational level is displayed.

  4. Choose Extras
    5. ® Administrative data to find out when and by whom the individual organizational data of an info record was created.
  5. To display a change log for the info record, choose
    6.  Extras ® Changes. Enter the date as of which the changes are to be displayed.

Displaying Statistical Data

You can display all the statistical data relating to an info record. To view info record statistics, choose Extras ® Statistics while displaying an info record.

Displaying Vendor Evaluations

You can display the most recent evaluation of a vendor, created using the MM component Vendor Evaluation. To do so, choose Extras ® Vendor evaluation.

For further information on this topic, refer to the MM Vendor Evaluation documentation.

Displaying Reference Documents

You can display the purchasing documents relating to an info record by choosing Goto ® Purchasing org. data 2. This will allow you to view the last PO entered with respect to this info record, for example.


If no net price is defined in the info record, the conditions from the most recent purchase order or the most recent outline agreement are adopted in a new PO. On the Purchasing org. data 2 screen, you can identify the document from which the conditions were adopted.

Analyses of Info Records

You have the option of running reports analyzing info records according to a variety of criteria. Choose Master data ® Info record ® List displays. The following analyses are available:

  • Vendor

Listing of all info records for one or more vendors.

  • Material

Listing of all info records for a certain material. Enables you to determine which vendors supply a certain material.
  • Material group

Listing of all info records for a certain material group. Shows the info records that belong to this group and do not reference specific material master records.

See also:

Carrying Out a Net Price Simulation

Reporting in Purchasing

General information on reporting and analysis functions is available in the documentation Getting Started with the R/3 System.

Posted by Anonymous at 10:44 AM 0 comments
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Deleting an using SAP MM Purchasing Info Records

You cannot delete obsolete info records immediately. You can only flag them for subsequent deletion.
Info records earmarked for deletion in this way are not actually deleted until the archiving program is run. This is done at regular intervals by your system administrator.

You can flag an individual info record for deletion, or create a list of deletion proposals and choose the relevant records that are to be deleted from this list.

Deleting an Individual Info Record

  1. Choose Master data
    2. ® Info record ® Flag for deletion.
  2. Enter the info record and press
    3. ENTER.
  3. Specify whether you wish to delete the complete info record or the purchasing organization data (if such data exists).
  4. Save your data.

Deleting Several Info Records

  1. Choose Master data
    2. ® Info record ® Follow-on functions ® Deletion proposals.
  2. Enter the criteria for the info records to be flagged for deletion.

    3. You must narrow down the selection by specifying the date of the last purchasing document to access the info record, for example. All info records last accessed on or before this date will be proposed for deletion.

  3. To generate the deletion proposals, choose Program
    4.  ® Execute.
  4. Select the info records to be flagged for deletion and choose Edit
    5.  ® Deletion flag.

  5. Archiving Info Records using SAP MM Purchasing Inf...
  6. Creating a Buyer’s Negotiation Sheet
  7. Displaying the Quotation Price History using SAP M...
  8. Displaying the Order Price History using SAP MM Pu...
  9. Carrying Out a Net Price Simulation using SAP MM P...
  10. Monitoring using SAP MM Purchasing Info Records
  11. Deleting an using SAP MM Purchasing Info Records
  12. Mass Maintenance of using SAP MM Purchasing Info R...
  13. Changing an Info Record/Displaying Change Log
  14. Creating Info Record f. Material w/o Master Record...
  15. Creating Info Record for Material w. Master Record...
  16. Creating using SAP MM Purchasing Info Records
  17. Updating Info Records (InfoUpdate) using SAP MM
  18. Conditions in using SAP MM Purchasing Info Record...
  19. Purchasing Info Record using SAP MM
  20. Purchasing Info Records

Posted by Anonymous at 10:43 AM 1 comments
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Mass Maintenance of using SAP MM Purchasing Info Records

Use

You can change data in a number of purchasing info records quickly and straightforwardly in a single workstep. For example, you have the option of changing the vendor sub-range or the reminder levels in all the info records for a certain material.

Activities

If you wish to make use of the mass-maintenance function, choose Master data ® Info record ® Mass-maintenance from the Purchasing menu.

See also:

CA - Mass-Maintenance

Posted by Anonymous at 10:40 AM 0 comments
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Changing an Info Record/Displaying Change Log

Remember that the system uses the information from info records as default values in purchase orders.

If you wish to make changes for several info records simultaneously, you can use the mass maintenance function. For more on this topic, see Mass Maintenance of Info Records.

Changing an Info Record

  1. Choose Master data
    2. ® Info record ® Change.
  2. On the initial screen, either enter the info record number or fill in the Vendor and Material fields. To change the data of specific organizational levels, you can also specify a purchasing organization and a plant. Fill in the relevant fields.
  3. Press
    4. ENTER to access the screen where you can change the general data.
  4. Make your changes and press
    5. ENTER.
    You can change the purchasing organization data on the next screen.
  5. Press
    6. ENTER to display the text screen.
  6. Save the changes.

If you do not know exactly which organizational levels are to be changed, do not specify the purchasing organization and plant on the initial screen.

After you have pressed ENTER, you can display the existing organizational levels for the desired vendor/material combination by choosing Edit ® Org. levels

Displaying the Change Log

  1. Choose Master data
    2. ® Info record ® Changes.
  2. On the initial screen, either enter the number of the info record or specify other selection criteria (for example, your purchasing organization).
  3. Choose Program
    4. ® Execute.

The screen that appears contains information on the person who made changes and the date and time that the changes were made. In addition, the info record number and the number of the change document are displayed.

Posted by Anonymous at 10:40 AM 1 comments
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Creating Info Record f. Material w/o Master Record

If you wish to create an info record for a material without a master record, you must create the info record for a material group.

  1. Choose Master data
    2.  ® Info record ® Create.

The initial screen is displayed.
  1. Enter the vendor. Do not fill the Material field

Specify the following:

– Whether the info record applies to a certain plant (enter the purchasing organization and plant) or

– Whether the info record is plant-independent (enter the purchasing organization only)

– The info record category
  1. Press
    2. ENTER.

The general data screen appears.
  1. In the General Data view, enter the following mandatory data:

    2. – Short description of the info record or material in the first entry field

    – Material group to which the info record is assigned

    – Order unit used for the material

    – Sort term (key) covering several info records that belong to a material group

    Enter the vendor data (if it is not already suggested by the system, having been taken from the vendor master record), the origin data, and the supply options.

  2. In the Purchasing Organization Data view, enter the data for the purchasing organization if you entered a purchasing organization in step 2. Press
    3.  ENTER to display the purchasing organization data screen.

    You must enter the following data:

    – Vendor's planned delivery time (used for scheduling)

    – Responsible purchasing group

    – Standard PO quantity (used for price determination in conjunction with price scales)

    You can enter data such as tolerances allowed for underdeliveries and overdeliveries.

  3. Enter the net price. You have two options:

    4. – You enter the net price per unit in the Net price field. This price includes the vendor's normal discounts or surcharges only - cash discounts for prompt payment, for example, are calculated separately.

    – You enter the gross price in the Net price field and then maintain the pricing conditions. (To do this, choose Extras ® Conditions.) The system automatically replaces the entered gross price with the calculated net price.
    (Refer to     Maintaining Conditions.)

  4. Enter texts (internal info record memo and purchase order text). Choose Goto
    5. ® Texts to display the text overview.
  5. Save the info record.

Repeat steps 2 to 8 for all purchasing organizations and plants that are to be assigned to the info record.


Posted by Anonymous at 10:39 AM 0 comments
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Creating Info Record for Material w. Master Record

  1. Choose Master data
    2.  ® Info record ® Create.

The initial screen is displayed.
  1. Enter the following information on the initial screen:

    2. – Vendor number

    – Material number

    – Number of purchasing organization or plant

    Enter the number of the info record if external number assignment is used for info records. If you leave the corresponding field blank, the system assigns a number automatically.

  2. Press
    3. ENTER.

    The general data screen appears.

  3. Enter the general data (data on vendor, order unit, origin data, supply option).

    4. You can enter the customs tariff number without a certificate category.

  4. Press
    5. ENTER.

    The screen showing the purchasing organization data is displayed.

  5. Enter:

    6. – Vendor's planned delivery time (used for scheduling)

    – Responsible purchasing group

    – Standard PO quantity (used for price determination in conjunction with price scales)

    Check the control data. The tolerance data and the responsible purchasing group are taken as default values from the material master record.

  6. Enter the net price. You have two options:

    7. – You enter the net price per unit in the Net price field. This price includes the vendor's normal discounts or surcharges only - cash discounts for prompt payment, for example, are calculated separately.

    – You enter the gross price in the Net price field and then maintain the pricing conditions. (To do this, choose Extras ® Conditions.) The system automatically replaces the entered gross price with the calculated net price.
    (Refer to     Maintaining Conditions.)

  7. Check the texts. Choose Goto
    8. ® Texts to display the text overview. You can enter the info memo or the PO text.

If the PO text is already defined in the material master record, it appears as a default value.

- If you change the PO text from the material master record, your new text is stored directly in the info record. The changed text is suggested as the info record PO text when a purchase order is created, and can be adopted in the new PO.

- If you store the text in the info record unchanged, subsequent changes made to the PO text in the material master record will not be included in purchase orders. To do this, select the PO text, then choose Edit ® Texts ® Adopt text.
  1. Save the info record.

Repeat steps 2 to 9 for all purchasing organizations and plants that are to be assigned to the info record.

Posted by Anonymous at 10:39 AM 0 comments
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Creating using SAP MM Purchasing Info Records

Use

You can create a purchasing info record as follows:

  • Manually

You create an info record for a purchasing organization or for a plant.

  • Automatically

You set the Info update indicator when maintaining a quotation, a purchase order, or an outline agreement. Ordering data is recorded/updated automatically in an info record. (See Updating Info Records (InfoUpdate))

Prerequisites

Before creating an info record, you need the following information:

Material number
For a material with a material master record, you need the number of the material master record.

For a material without a material master record, the following information is required:

  • Material short text (short description)
  • Order unit
  • Material group
  • Sort term (key), for finding the info record once it has been created

MPN material number
If you wish to order a material with a manufacturer part number (MPN), you need the MPN material number. For more on this topic, refer to Manufacturer Part Number (MPN)).

Vendor number
This is the number of the vendor master record.

Organizational level
If the info record applies to specific purchasing organizations and plants, you require the code of the relevant purchasing organization and plant.

Posted by Anonymous at 10:38 AM 0 comments
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Updating Info Records (InfoUpdate) using SAP MM

Use

When creating or changing quotations, scheduling agreements, contracts, and purchase orders, you can use the InfoUpdate field to specify that the info record is to be created or updated.

Activities

If this is the case, the system performs the following actions:

When is which information adopted in the info record?

Situation

InfoUpdate in purchasing doc...

System action

Info record already exists

Quotation

Time-dependent conditions and their supplementary conditions are adopted

Scheduling agreement

Is set as last document; order price history is updated

Contract

None
(Note: the contract release order is set as last document)

Purchase order

Is set as last document; order price history is updated

Info record does not exist

Quotation

Time-dependent conditions and their supplementary conditions are adopted

Scheduling agreement

Is set as last document; order price history is updated

Contract

Time-dependent conditions and their supplementary conditions are adopted

Purchase order

Is set as last document; order price history is updated

The order price history is updated even if the InfoUpdate indicator is not set.

See also:

Time-Dependent Conditions (Up to Release 3.1H: Master Conditions)

Time-Independent Conditions (Up to Release 3.1H: Document Conditions)

Posted by Anonymous at 10:37 AM 0 comments
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Conditions in using SAP MM Purchasing Info Records

Use

Conceptual information and a description of how to maintain conditions in info records can be found in Conditions and Price Determination.

Conditions Per Order Unit

You can enter separate conditions for each order unit in the info record. During the source determination process, the system will then suggest the order unit for which prices have been maintained.

If an info record contains prices for the order units "crate" and "pallet", for example, you can only order from this vendor in these units.

If no conditions have been maintained for the order unit, you can order in the units maintained in the info record or in the material master record.
You determine whether conditions per order unit are used via the field Variable Oun in the general data of the info record.

Points System for Conditions

You can arrange for sums due on the basis of agreed conditions to be determined using a points system.
This enables you to weight the materials supplied by a vendor independently of their price.

Vendor Smith charges a price of $100 per pc. for material "Steel 1", and $500 per pc. for material "Steel 2". This vendor grants a volume-based incentive rebate (retrospective cumulative discount) of 3% on the total volume of purchases at the end of the year if at least 100,000 points-worth of materials were ordered from him in the course of the twelve months. You are awarded 10 points for each piece of material "Steel 1" and 20 points for each piece of "Steel 2" ordered over this period.
In placing your purchase orders, you can take into consideration how many pieces of "Steel 1" and how many of "Steel 2" you need to order to reach the 100,000 points mark by the end of the year and thus satisfy the criterion for the award of the rebate.

Info Record Price Versus PO Price

The net price in the info record and the net price in the purchase order are two different prices.

The net price of an item in the info record is based on the conditions stipulated in the info record. If you change the conditions, the net price in the info record is recalculated and the pricing date adjusted accordingly.

In contrast, the price in the purchase order may reflect the deduction of a quantity discount according to a price/quantity scale.

As a rule, the conditions from the info record are adopted in the PO. However, if a price/quantity scale has been defined, the price for the relevant order quantity is taken.

Condition Groups

The use of condition groups allows you to regulate the price determination process on a variable basis. For example, you can assign info records showing the same price changes to a certain condition group by giving them the same alphanumeric character string.

You order a material whose price is based upon a market price index. If the index increases by five percentage points, the prices of all vendors increase accordingly by the same percentage. Now assign all info records relating to this material to the same condition group. If the price index changes, you need only enter the change in the condition group. The current price index is then applied in the case of purchase orders based on any of the info records belonging to this condition group.

Variant Conditions

You can maintain variant conditions for configurable materials. Using variant conditions, you can define discounts and surcharges for different material finishes for instance.

The vendor charges an extra $20 for bicycle frames with a silver metallic finish. This surcharge can be added to the price by means of a variant condition.

See also:

Maintaining Variant Conditions in the Info Record

Variant Conditions in Purchasing

Posted by Anonymous at 10:36 AM 0 comments
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Purchasing Info Records

Purpose

You use this component if you wish to store information on a vendor and a material as master data at purchasing organization or plant level. You can create purchasing info records for different procurement types (standard, subcontracting, pipeline, consignment).

Posted by Anonymous at 10:34 AM 0 comments
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