Purchase Info Record

[JayRamandika]

I. INTRODUCTION
A Purchase Info Record (PIR) in SAP is a crucial tool that bridges the gap between purchasing and procurement efficiency. It serves as a database of key details about a vendor and the materials they supply, including pricing, lead times, and terms. By maintaining accurate PIRs, companies can streamline procurement, optimize costs, and enhance supplier relationships.

(source: Technosap)

--> Guide: Maintain Info Record

1. Create Info Record (ME11)

2. Fill the purchase organization data

3. Fill the mandatory

4. Next step, you can choose "Conditions"

5. Check the standard amount and unit, you can choose "Scales" for adding a packet

6. Example for the scale quantity: if we buy 100 quantity the amount will be cheaper

--> Guide: Implementation on PO

1. Create PO "ME21N", you can see the net price will automatically generated base on PIR

2. Change the quantity to 100 to activate the scales 

--> Guide: GR-Based-IV-Function

1. Check your Info Record (ME12)

2. If not activated

3. In purchase order (ME21N) will automatically not activated too (follow the info record)

4. If activated

5. In purchase order (ME21N) will automatically activated too

So when to activate it and when not to?:

-> Use GR-Based Invoice Verification when:

1. You want invoices to match the goods receipt quantity rather than the purchase order quantity.
2. Goods are received in multiple deliveries, and the invoice should correspond to each partial delivery.
3. Quality checks are necessary before payment—ensuring only received and accepted goods are invoiced.
4. For materials that require inspection before being invoiced (e.g., raw materials, bulk shipments).

To prevent overpayment, ensuring invoices match received quantities instead of just ordered amounts.

-> Avoid GR-Based Invoice Verification when:

1. Invoices should be posted based on the purchase order (PO) without waiting for goods receipt (e.g., services).
2. Freight or additional costs are involved that don't depend on the received quantity.
3. You are using Evaluated Receipt Settlement (ERS)—since ERS invoices are generated automatically based on GR.
4. For non-stock materials where invoices are received first, and goods movement is secondary.

For blanket purchase orders (BPOs) where the invoice is based on agreed terms rather than GR.

--> Guide: Effect GR-BSD-IV on Invoice

1. Make PO with GR not activated

2. Confirm Invoice, the item automatically generated without post a GR first

3. Make purchase order with GR activated

4. Post GR

5. Create invoice after post a GR

--> Conclusion

A Purchase Info Record (PIR) is a key element in SAP procurement, acting as a bridge between vendors and purchasing data. It ensures accurate pricing, lead times, and order conditions, streamlining procurement operations.

Activating GR-Based Invoice Verification (GR-BSD-IV) in PIR helps enforce strict invoice control based on received goods, reducing discrepancies and preventing overpayment. However, it should be used selectively, depending on the nature of procurement—whether it involves stock materials, services, or blanket POs.

By effectively managing PIRs, businesses can optimize supplier relationships, enhance cost control, and improve overall procurement efficiency. 🚀

Thank you very much, i hope this knowledge is helpfull

[RezkiaLaelatunisa]

it is indeed helpful Jay! keep it up

[DafinaZahra]

Great explanation, thank you for sharing!

[Mohit_Kharkwal]

Thanks Jay! Its a nice blog.