The document is a user manual that describes purchasing processes in SAP MM, including purchase info records and source lists. It covers creating, displaying, changing, and deleting purchase info records, as well as creating source lists. The manual provides procedures for key purchasing transactions like ME11, ME12, ME13, and ME01.

1. PES SAP Implementation - Ganga
User Manual
MM – Purchasing
Nagesh Bezawada
Paritas Software Solutions Pvt. Ltd.
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2. Template history:
Version Author(s) Description of Change/status Date
1.0 Nagesh,
Document history:
Version Author(s) Description of Change/status Date
Draft Nagesh
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3. Related or Reference Documents:
Document Name Description Author(s) Document Reference and Location
Review History:
Date of Review Reviewer Name Position
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4. Contents
1 Introduction................................................................................................................................................................... 5
1.1 Document Purpose .................................................................................................................................................... 5
1.2 Acronyms and Glossary ...................................................................................................................................... 5
2 Purchasing..................................................................................................................................................................... 6
2.1 Purchase Info Record .......................................................................................................................................... 6
2.1.1 Creating a Purchase Info Record ............................................................................................................................ 6
2.1.2 Displaying a Purchase Info Records ....................................................................................................................... 9
2.1.3 Changing a Purchase Info Record .......................................................................................................................... 9
2.1.4 Deleting a Purchase Info Record .......................................................................................................................... 10
2.2 Source List........................................................................................................................................................... 10
2.2.1 Creating Source List.............................................................................................................................................. 10
2.3 XXXXXX............................................................................................................................................................... 11
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5. 1 Introduction
1.1 Document Purpose
This document is a user manual that describes and helps in using the various business processes in Materials
Managements module of SAP.
This document covers additional aspects of Purchasing not covered in the earlier manual on Purchasing
1. Purchase Info Record
2. Source List
1.2 Acronyms and Glossary
A list of definitions, acronyms and abbreviations used in documentation are given below.
PR Purchasing Requisition
AP Accounts Payables
BRD Business Requirement Document
PO Purchase Order
RFQ Request for Quotation
GR Goods Receipt
GI Goods Issue
IR Invoice Receipts
TCode SAP Transaction Code
WBS Work Break Down Structure
GL General Ledger
UoM Unit of Measure
MM Materials Management
PES PES Engineers Pvt Ltd
INR Indian Rupees
PIR Purchase Info Record
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6. 2 Purchasing
Purchasing master data elements apart from Vendor, purchasing group, materials also have the Purchase Info Record
and Source Lists.
Purchasing Info records shall store vendor - material details for various types of procurement like standard, sub-
contracting, Pipeline and consignment.
The source list shall be used to maintain the possible sources of supply of material for a given period or to block a
possible source of supply for a specific period or to completely block the external procurement of a material.
2.1 Purchase Info Record
The info record details shall be maintained for a Plant and Purchasing Organization.
Details like Price, discounts (quantity or absolute or % based), taxes, surcharges, under and over delivery tolerances,
are stored in these records.
The information in the latest ‘purchasing info record’ for a combination of vendor and material for that purchasing
organization and ‘the plant’ will always be defaulted when creating a Purchase Order and the price is arrived at using
the same. The conditions and the price derived can be modified for a PO depending on that particular purchase.
Purchasing info records can be created manually or automatically. Manual Creation is to be done when a purchasing
info record doesn’t exist already for a vendor – material combination for a purchasing organization and plant. Manual
Updates shall be done when there are changes in the values of the Purchasing Info Records.
Automatic Update/Creation shall be done at the time of creation of Request for Quotation, Quotation or Purchase
Order for those records, which already exist.
2.1.1 Creating a Purchase Info Record
Use
A department requires a material or service and raises a requisition (indent) with the purchasing department.
Procedure
1. Access the transaction choosing one of the following navigation option:
SAP ECC menu Logistics Materials Management Purchasing
Master Data Info Record Create
Transaction code ME11
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7. On the initial screen, enter the following values and choose Enter:
Field name Description User action and values Comment
Vendor required
Material required
Purchasing Org. required
Plant Optional (If you enter the plant,
the price will only be valid for that
plant. However, if you leave the
plant blank, the price is valid for
all plants within the purchasing
organization.)
Info Category (radio button) Standard, for
Normal Purchasing,
"Subcontracting" for MM
subcontract purchasing
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8. In General data: Vendor Mat.No, enter optional (if known, enter the vendor's material number).
In Puch.Organization Data 1, enter the following values and choose Enter:
Field name Description User action and values Comment
Plnd dely time enter the delivery time from the
vendor (if you entered a plant on
the initial screen, this will
populate from the material
master)
Purch. group enter the purchasing group (if you
entered a plant on the initial
screen, this will populate from the
material master)
Standard qty enter 1
Net price enter the price
Price unit enter the price unit (i.e. the net
price "per" XX units)
Tax code NE Local purchase(VAT) /
(CENVAT/VAT)
Purchasing from Other
states(CST) /
MD (CENVAT/CST)
To enter more pricing details, choose Conditions.
In Condition supplements, select the price line.
To enter scale prices, choose Scales.
Select Scales button.
Enter scale pricing as necessary.
To enter scale pricing:
In Scale quantity, enter the quantity at which the price applies. Leave the first scale quantity blank,
then every quantity from zero up to the next scale quantity will have the first price.
In Amount, enter the scale amount.
EXAMPLE:
Scale 1: quantity (blank), amount (1000)
Scale 2: quantity (100), amount (975)
Scale 3: quantity (1000), amount (925)
In this example, every quantity up to and including 99 will have a unit price of 1000. For quantities from 100 to
999, the unit price will be 975. For every quantity 1000 and above, the unit price will be ₨925.
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9. Choose Back to return to the Condition Supplements screen.
Choose Back to return to the Purch. Organization Data 1 screen.
Choose Enter:
Choose Purch.Organization Data 2 screen.
Choose Enter:
Select Text Overview screen.
In Info record note, enter any notes. These notes will NOT print on the purchase orders.
In Purchase order text, enter text that should print on purchase orders for this material from this vendor.
Choose Save.
Result
The Info record list displays.
2.1.2 Displaying a Purchase Info Records
Procedure
Access the transaction choosing one of the following navigation options:
SAP ECC menu Logistics Materials Management Purchasing
Master Data Info Record Display
Transaction code
ME13
The transaction can be used to display any PIRs already created in the system. This T-code to be used for exploring
during the individual practice.
2.1.3 Changing a Purchase Info Record
Procedure
Access the transaction choosing one of the following navigation options:
SAP ECC menu Logistics Materials Management Purchasing
Master Data Info Record Change
Transaction code
ME12
PIRs can be changed using this T-Code.
PIRs can be modified to
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10. Change planned delivery time
Change price
Change order unit
Trainer to show a demo to the participants on couple of possibilities. This T-code and functions to be explored during
individual practice.
2.1.4 Deleting a Purchase Info Record
Procedure
Access the transaction choosing one of the following navigation options:
SAP ECC menu Logistics Materials Management Purchasing Master Data
Purchasing Info Records
Purchase Info Records per Vendor/Material/Material Group
Transaction code
ME15
2.2 Source List
A Source List shall be created automatically or manually.
Automatic creation of a record in the source list for a particular material is done when a purchasing info record is created.
Source list shall also be automatically created when an outline agreement is created.
Manual maintenance shall be done when a new source / new material is identified.
2.2.1 Creating Source List
Procedure
Access the transaction choosing one of the following navigation options:
SAP ECC menu Logistics Materials Management Purchasing
Master Data Source List Maintain
Transaction code
ME01
On the initial screen, enter the following values and choose Enter:
Field name Description User action and values Comment
Material for example, required
h11
Plant for example, enter plant
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11. 1000
On the Overview screen, choose Generate. (this will gather all active info records and contracts for the material)
The Validity period dialog box displays.
In Valid from, enter validity start (beginning of fiscal year).
In Valid to, enter validity end.
Choose Enter (returns to the overview screen).
Select the Source of Supply you want to choose and set the checkbox in the Fix field to determine the preferred
Source of Supply in the Source Determination process.
In the MRP field of you preferred Source of Supply:
- Enter 1 to create Purchase Requisitions automatically during MRP.
- Enter 2 to generate Scheduling Lines for a Scheduling Agreement automatically during MRP.
Choose Save.
Result
The Source list is generated. To view the display of source lists run the transaction ME0M or the menu path Logistics
Materials Management Purchasing Master Data Source List List Displays By Material.
2.3 XXXXXX
You use an RFQ to request the vendor to submit a quotation for the supply of materials or the performance of
services.
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