EXP_0016
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EXP_0016


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Purchasing info records contain concise information on a vendor and the material you procure from this vendor.
The purchasing info record is an important source of information for the buyer, enabling him or her to determine via list displays which vendors offer a particular material, or which materials can be procured from a particular vendor.
You can store and maintain the following data in info records:
Current and future prices and conditions (for example, freight and discounts)
Delivery data (for example, planned delivery time and tolerances)
Vendor data (for example, contacts)
Texts.
When you create purchasing documents (for example, purchase orders or contracts), the system displays data maintained in info records as default values.
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A purchasing info record contains general data that is valid for every purchasing organization or every plant.
It also contains data (for example, prices and conditions) that is only valid for the relevant purchasing organization or relevant plant. You configure whether conditions are permitted at plant level.
When you create a purchase order, the system searches for an info record for the purchasing organization/plant combination. If there is no such info record, the system searches for the purchasing organization only. 
In the standard system, the following type of texts are set in the purchasing info record:
Internal info memo record: this is an internal comment that is copied to the purchase order item. This text is not printed out.
PO text in the purchasing info record: this is used to describe the PO item. It is copied to the purchase order item and printed out.
You can configure other types of text.
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A purchasing info record serves as a source of information for Purchasing. It contains data on a certain material and the vendor (external supplier) of that material. For example, the vendor\u2019s current price is stored in the info record.
Data from the info record is used as default data in documents such as purchase orders.
Purchasing info records enable the buyer to determine:
Which materials a certain vendor has offered or supplied to date
Which vendors can offer or supply a certain material
A purchasing info record can be valid for all the plants covered by a purchasing organization or for a single plant within a purchasing organization.
Info records can be created manually or automatically during the maintenance of a quotation, a purchase order or an outline purchase agreement. Ordering data is updated automatically in the info record.
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Data that is valid for every organizational level includes general data, texts in the purchasing info record, or administrative data.
Control data (for example, prices and conditions) are valid for the organizational levels \u201cpurchasing organization\u201d or \u201cpurchasing organization/plant\u201d.
In the standard system, the following type of texts are set in the purchasing info record:
internal info record memo: an internal comment that is copied to the purchase order item. This text is not printed out.
purchase order text in the purchasing info record: this is used to describe the purchase order item and is the equivalent of the purchase order text in the material master record. It is copied to the purchase order item and printed out.
You can configure whether you want to maintain other types of text. 
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You can maintain info records manually or automatically from quotations, purchase orders, or outline agreements.
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The system automatically creates or updates info records if the info record update indicator is set in quotations, outline agreements, or purchase orders.
Update indicators mean:
A: 	update of the info record at purchasing organization/plant level. If there is no info record for this level, the system updates the info record at purchasing organization level. If there is no info record for purchasing organization level, the system creates one for purchasing organization level.
B:	the system updates the info record at purchasing organization/plant level. If there is no info record, the system creates one for this level.
C:	update of the info record at purchasing organization level. If there is no info record for purchasing organization level, the system creates one for this level. 
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Purchasing info records determine the prices suggested in purchasing documents in two ways:
Conditions: 
Conditions are included if they have been maintained for an info record manually or from a quotation.
Last purchase order: 
If an info record does not contain any conditions, the system reads the number of the last purchasing document in the info record and then suggests the price from this document. In the default values for buyers (Customizing), you can define how the system handles conditions from the last purchase order.
You can define that the conditions from the last purchase order:
Are always copied
Are not copied when the price is entered manually
Are never copied
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Conditions are stipulations agreed with vendors concerning prices, discounts and surcharges, and so on. The effective net price in purchase orders is determined on the basis of these conditions.
You can maintain conditions when you create quotations, info records, outline agreements, and purchase orders.
Conditions in info records, contracts, and extended conditions are time-dependent conditions. Conditions in purchase orders are time-independent conditions.
Time-dependent conditions are also available for quotations and scheduling agreements if you set the time-dependent conditions indicator for the document type in Customizing.
Extended conditions provide you with the option of specifying time-dependent conditions independently of outline agreements and info records.
Time-dependent conditions can be restricted to a certain period of validity.
If, for example, a vendor's prices vary according to quantity, you can enter the pricing data in the form of a price/quantity scale.
You can enter conditions in the document header or in the item details. Item conditions apply to one item only. Header conditions apply to all the items in the document.
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There are two types of info records:
Info record with material master record (for example, stock material)
This represents the relationship between a material or service (with a material master record) and a vendor.
Info record without material master record (for example, material for direct consumption)
This represents the relationship between a material or service (without a material master record) and a vendor.
For an info record with reference to a material master record, you can specify the following for each purchasing organization:
Whether only the info record PO text is to be displayed and printed in purchasing documents. (To do so, set the No MText indicator in the purchasing organization data of the info record.)
Whether the info record PO text and the purchase order text from the material master record are to be displayed and printed in purchasing documents. If the No MText indicator is not set, both texts are displayed and printed out.
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