Purchasing Info Records

The  info record  contains information on a specific material and a vendor supplying the material.

For example, the vendor's current pricing is stored in the info record.

 

The info record 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

Information from an information record is defaulted (copied) during the purchase order creation process. We can maintain the following data in purchasing information records:

Ø Current and future prices and conditions (gross price, freight, and discounts)

Ø  Delivery data (planned delivery time and tolerances)

Ø  Vendor data (vendor material number, vendor material group, etc.)

Ø  Text

Ø  The info record contains quotation and ordering data. The data in the info record (prices for example) is also used as default data for purchase orders.

Ø  For instance, we can store the current and future quotation conditions (discounts, fixed costs etc.) in the info record, in order to be able to copy them into Pos. we can also maintain the vendor’s conditions directly in the info record.

Information records can be maintained at different organizational levels:

• The client level
• The purchasing organization level
• The plant level.

Purchasing information records contains the following:

1 ) General Data: Vendor’s material number, Reminder data, Order unit, etc.

2 ) Purchasing Organization Data: Delivery time, Minimum quantity, Gross price, Freight, Discounts, Price history  and Text

3)  Purchasing organization/Plant Data: Delivery time, Minimum quantity, Gross price, Freight, Discounts, Price history and  text

        When you create a PO, the system searches for a valid information record for the purchasing organization/plant combination. If no such information record exists, the system searches for the purchasing organization only.

Ø  Purchasing info records contain concise information on a vendor and the material we procure from this vendor.

Ø  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.

 

Ø  When we create purchasing documents (for example, purchase orders or contracts), the system displays data maintained in info records as default values.

Ø  We can maintain info records manually or automatically from quotations, purchase orders outline agreements.

Standard purchasing information record

The Standard type of purchasing information record contains information supplied by the vendor for a specific material, service, or group of materials or services.

Subcontracting purchasing information record

The Subcontracting purchasing information record can be used when the order is a subcontracting order. In manufacturing plants, a material being produced may require some outside service, such as enameling or partial assembly. The work may be performed by a subcontractor, and the price that the subcontractor charges for the work is included in a subcontracting purchasing information record.

Pipeline purchasing information record

Pipeline materials, such as electricity, water, and oil, are supplied by utility vendors and are used by the customer through pipeline withdrawals. The Pipeline purchasing information record reflects the information for this vendor/material combination. With pipeline materials, the system assumes that material will always be available, and the company will only pay for what it consumes.

Consignment purchasing information record

When a vendor supplies material to be stored at a customer’s site for customer withdrawal, the purchasing department can create a Consignment purchasing information record for that material.