A Purchase Info Record (PIR) in SAP is a critical master data record that links a vendor with a material or material group. It contains essential procurement details, including pricing, delivery times, and conditions, which streamline the purchasing process.
Prerequisites for Creating a Purchase Info Record (ME11)
Before creating a Purchase Info Record, ensure that the following master data is available in SAP:- Material Master Record (unless using a material group)
- Vendor Master Record
Step-by-Step Process to Create a Purchase Info Record (ME11)
Step 1: Access the Purchase Info Record Creation Screen
- Go to SAP Easy Access Screen.
- Enter the transaction code: ME11 and press Enter.
Step 2: Enter Basic Info Record Details
At the initial screen, input the following key values:| Field | Description |
|---|---|
| Vendor Number | The supplier's unique identification number in SAP |
| Material Number | The material's unique number (leave blank if using material group) |
| Purchasing Organization | The organizational unit responsible for procurement |
| Plant | The specific location where the material will be received |
| Info Category | Defines the type of Info Record (Standard, Consignment, Subcontracting, or Pipeline) |
Tip: If you don’t have a material number, you can use the material group instead.
Step 3: Select the Info Record Type
SAP allows you to create different types of Info Records based on the procurement process:- Standard – For regular purchase orders.
- Consignment – When the material remains the vendor’s property until used.
- Subcontracting – Used when a vendor processes raw materials into finished goods.
- Pipeline – Used when materials (e.g., water, electricity, oil) are supplied continuously.
Step 4: Maintain Purchase Info Record Details
Once the initial data is entered, the system will navigate to the next screen, where additional procurement details need to be maintained. These details are grouped under three main sections:- Purchasing Organization Data
- Order unit (unit of measure for ordering materials)
- Standard quantity of purchase
- Pricing schema (e.g., discount conditions, freight charges)
- Supplier-related information
- Conditions
- Net price (current and future validity)
- Applicable taxes
- Discounts and surcharges
- Planned delivery time
- Texts
- Purchase order text (description of material for procurement)
- Internal notes (for reference within the purchasing team)
Step 5: Save the Purchase Info Record
Once all required data has been entered, click Save to create the Purchase Info Record. The system will generate a unique Info Record Number for reference.Key Features and Benefits of Purchase Info Records
A Purchase Info Record (PIR) serves as a valuable reference for procurement teams. Some of the key features include:✅ Stores vendor-material relationship for efficient procurement.
✅ Auto-populates data in purchase orders, reducing manual entry.
✅ Helps negotiate better pricing by tracking vendor quotes.
✅ Ensures accurate purchase history for audits and reporting.
✅ Supports multiple vendors for a single material.
Important Data Stored in a Purchase Info Record
- A Purchase Info Record contains essential procurement data, such as:
- Order Unit – Units of measure used for ordering
- Reminder Levels – Notifications for reordering
- Price & Conditions – Net price and validity period
- Tax Code – Applicable tax rates for procurement
- Delivery Time – Planned lead time for delivery
- Quantity Limits – Minimum and maximum purchase quantities
- Tolerance Levels – Allowable over- and under-delivery limits
- Last Purchase Order Number – Reference to the latest order
- Vendor Evaluation Data – Performance tracking of suppliers
- Preferred Vendor Indicator – Identifies preferred suppliers
FAQs: Purchase Info Record (ME11)
1. Can a Purchase Info Record be created without a Material Master?
Yes, if the material is for direct consumption, you can create an Info Record using a Material Group instead of a Material Master.2. How many Purchase Info Records can be created for the same material?
You can create multiple Purchase Info Records for a single material, with each record corresponding to a different supplier.3. What happens if the pricing conditions change over time?
SAP allows users to maintain future price conditions with validity periods, ensuring accurate pricing updates in purchase orders.4. Can Purchase Info Records be modified after creation?
Yes, you can edit existing Info Records using transaction ME12, but some fields may be restricted based on customization settings.5. How does SAP determine the preferred supplier for a material?
SAP can automatically select a supplier based on the Source List (ME01) and Vendor Evaluation in the Info Record.6. How to delete a Purchase Info Record?
Use transaction ME15 to mark an Info Record for deletion. However, historical records remain in the system for audit purposes.Conclusion
The Purchase Info Record (ME11) is a crucial element of SAP procurement, ensuring seamless integration between materials and vendors. By maintaining accurate pricing, conditions, and vendor details, organizations can streamline procurement processes, minimize errors, and optimize supply chain efficiency.