Class PowerPoint PIR

1. Purchase Info Record Kellie Abbey 1

2. Overview Definition What does it do for you? Organizational levels Look and feel of operating Creating, changing, and displaying Configuration Reports Tables 2

3. Definition Serves as a source of information for purchasing Contains information on a specific material and a vendor supplying the material Vendor/ Material relationshi p 3

4. What Does the PIR Do? Allows buyers to quickly determine Which materials have been previously offered or supplied by a specific vendor Which vendors have offered or supplied a specific material 4

5. Organizational Levels Purchasing Organization level Plant level 5

6. What D oes the PIR L ook L ike? 3 ways to use Create, change and display Data Example- prices and conditions Number of the last purchase order Tolerances Under or over delivery tolerances Planned delivery times 6

7. Look and Feel C ontinued Type of vendor for the material Example- regularly used or one-time use Vendor sub-range to which the material belongs Availability period When the vendor can supply materials Quotations and ordering data. Data is made the default data in the purchase order 7

8. Creating PIR: ME11 8 Note: Do not have to have a material to create an info record Menu Path

9. Types of Info Records Standard : Standard info record has information on standard orders (orders include details of vendor and material). This info record will include vendors price for supplying the particular material . Subcontracting : Subcontracting info record has information on subcontract orders. This info record will include price for assembling the raw material that is supplied by the ordering party. 9

10. Types of Info Records Continued Pipeline : Pipeline info record has information on material that is provided by vendor through pipes. For Example: like water, electricity . Consignmen t: Consignment info record has information on material that is kept at ordering party premises. This info record contains vendors price that is to be paid for withdrawing material from consignment stock. 10

11. General Data Information 11 Red outlined items are the most used required fields on this screen. Material description Material group Reminders Order unit Sort term Red arrow is an additional field, but can be crucial for efficient business processes: Vendor Subrange

12. Vendor Sub-Range (VSR) Subdivide a vendor's total product range according to a variety of criteria. You can specify which materials or articles belong to which VSR in the info records of the relevant vendor. There you can also specify the sequential position of the material in the vendor sub-range, so that the items of a purchase order are sorted into the sequence in which your vendor expects them . You can store a VSR to which the vendor's material belongs in the purchasing info record . There you can also specify the sequential position of the material in the vendor sub-range (in the VSR sort no. field), so that the items of a purchase order are sorted into the sequence in which your vendor expects them. This enables the vendor to process the purchase order more efficiently. 12

13. Example of VSR Your vendor Smith & Co. of Atlanta has two sub-ranges: detergents and adhesives . All the materials belonging to the sub-range "detergents" are ordered in Memphis . You have maintained a different ordering address in Orlando for the sub-range "adhesives" in the vendor master record . When you order materials belonging to the sub-range "adhesives", the system determines the ordering address in Orlando via the vendor sub-range. 13

14. VSR Continued Vendor master record Purchase info record 14

15. Purchasing Organization Data 15 Note: Red outlines are the required fields, subject to change upon business specifications

16. Internationally accepted rules for world trade. In this way, purchasers can collaborate with their vendors to define delivery conditions and connected buyer and seller obligations. 16 Incoterms Tolerances Allows You to specify the quantity variances you will accept as under delivery and over delivery tolerances in the material master, in the purchasing info record, and/or in the purchase order . If the delivered quantity is less than the ordered quantity, the SAP standard system will permit this under delivery as a partial delivery. Over deliveries, on the other hand, are not permitted as long as you have not specified any over delivery tolerances.

17. P. Org Data: Screen 2 17 Quotations are entered in this screen Once quotations are entered here, it will automatically update in the P.O. This screen also takes you to the conditions screen

18. Condition Types 18 Condition types indicate discounts, surcharge, or other pricing elements such as freight costs and sales taxes. Each condition is defined in the system.

19. Top Hat: Header 19 Header Info Responsibility: Way to group conditions according to responsibility

20. Magnifying Glass: Details 20 Amounts: How the system calculates price Lower limit/ upper limit- system checks if manual changes fall short or exceeds

21. Puzzle Piece: Additional Sales Data 21 Terms of payment: different from master data settings, key to define payment terms composed of cash discount percentages and payment periods . Fixed Value Date: Date terms of payment becomes effective.

22. Calendar: Validity Period 22 Contains the validity period for the conditions and scaling

23. Gift Box: Free Goods 23 The gift box is where you can put in free items, to ensure all of your goods are accounted for, even when they have no value.

24. Scaling 24 Scaling is used for applying discounts when ordering in bulk quantities. Can be discounted off the gross price, like $2 off, or a %, like %10 off. Can be based off of value, quantity, weight, net weight, volume, or specific to business requirements. Example: Regular cost of the material is $10. If more than 100 pieces the discounted price will be $8. This will automatically be generated in the PO.

25. Text Overview 25 Provide the info record note that can be called as info record description. Click on save. A new info record will be created. Info record note is text that is input into the PO but does not output to print, fax, email, ect to the vendor. Purchase order text is input into the PO and is also outputted to print, fax, email ect and the vendor will receive it.

26. Auto Updating in Pur. Order 26 This is an example of how the condition and scaling is automatically pulled into the PO. Insert the Purchase Info Record number, as shown by the red arrow, and the information within is pulled in, as shown by the yellow arrow.

27. Change PIR: ME12 27 To change an already existing PIR: Insert the PIR number, as shown by the red box. Click “enter” and the following screens are similar to creating. Some information cannot be changed and will be greyed out, anything else in white can be changed based on business requirements. Don’t forget to save upon completion of updating.

28. Display PIR: ME13 28 Displaying is the exact same as changing a PIR. Insert the PIR number Click “enter” The following screens will look exactly like creating a PIR, except everything will be greyed out and unable to change the information, only view. This can be useful when employees do not have the User Role to change or create, but is pertinent for them to view the condition or scales in place.

29. Configuration 29 All of the configuration to meet your companies needs are done in SPRO. The outlined sections indicate the menu path to define or maintain your PIR configuration.

30. Possible Configurations Number Range Screen Layout 30

31. Reports ME1N- Info Record per Material ME1L- Info Record per Vendor ME1W- Info Record per Material Group 31

32. ME1M- Info Record Per Material ME1L- Info Record per Vendor ME1W- Info Record Per Material Group 32 Examples of These reports are used to view all of the info records created using the search criteria needed.

33. Key Tables where Data is Stored EINA- PIR General EINE- PIR Purchasing O rganization Data EIPA- Order Price History 33

34. EINA: General 34

35. EINE: PIR P. Org Data 35

36. EIPA: Order Price History 36

37. Conclusion Definition What it does for you Look and feel of operating Creating, changing, and displaying Configuration Reports Tables 37

38. Questions? 38