Section 6: Info Records and Source Lists

6.0 Overview SAP Master Data Hierarchy

The Material Master and the Vendor Master are the primary master data records that need to be created for procurement activities to take place in SAP. The diagram below shows there are follow-on master records and purchasing documents that stem from the material master and the vendor master. In this section, Info Records and Source Lists will be explained.

6.1 Info Records

The purchasing info record contains data on a certain material and the supplier of this material. When an info record is created, certain data is pulled from the material and vendor master record and inserted in the info record as the default value. An info record can be created manually in SAP or the system can create it automatically when the relationship between a material and vendor is established in a purchase order. The info record contains the Vendor catalogue number for that material from that particular vendor. A SAP material number can have more than one info record, i.e.: if the material can be purchased from 2 different vendors then there would be 1 info record per vendor.

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When a material is being ordered that does not have a valid existing contract, the Purchase Requisition or Purchase order will look to the info record for price and vendor catalogue number.

6.2 Components of an Info Record

The info record is divided up into different tabs of information as follows:

Info Record: General Data Contains vendor number and vendor name Contains material number and material description Displays material group for that material (from material master) Contains vendor catalogue number (vendor material number) Displays the salesperson and contact number (from vendor master) Purchase order unit of measure (can be the same as base unit of measure i.e.:

eaches or could be BX or CA if the conversion string has been set up in the material master.

Info Record: Purch. Organization Data 1 Pl Delivery time – Number of calendar days needed to procure the material Purchasing Group (from material master) Standard Qty – what is normally ordered from this vendor – will be in the UOM

set out in the Purchase order unit of measure from the last screen Tax Code – select from drop down

Conditions Displays price per purchase unit of measure Displays the valid to and valid from date of the price

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6.3 Display Info Record ME13

Info records can be displayed by:

Using the menu tree in SAP, go to Logistics → Materials Management → Purchasing → Master Data → Info Record → Display

Or, enter Transaction Code ME13 in the command field. <Enter>

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Note: to display the info record you will need to enter in the material number, the vendor

number, the purchasing org (3SO) and the Plant. Then select <enter> or .

6.4 List Displays for info Records

A) Search for Info Record by Vendor ME1L

Use this transaction when you want to find info records for items by vendor number.

Enter transaction code or follow SAP Path “Logistics>Materials Management>Purchasing>Info Record>List Displays> ME1L by Vendor.

The below screen will display. If you know the vendor number, put your cursor in the “Vendor” field and type the number. If not, use the drop down search.

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If not use the drop down at the end of the vendor field and go to search for vendor using various options.

A new window will open and you can put your cursor in the “Name” field and type the vendor name or use wild cards to find the vendor. Eg. Baxter*

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Click on the “Green Check mark” and you will get a listing of choices if more than one vendor has the letters you used in your search.

In this result we have two and will want to choose the vendor 10667 as vendor 38538 is a payee vendor only.

Double click any where on the line of the vendor you want and that vendor number will pull into your “Vendor” field from the first screen.

Next click on the “Execute” Icon. Results will be a listing of all the Info Records linked to the vendor.

TIP: This can help find items that you purchase from a vendor if you have a minimum order requirement with a vendor and you are short to meet minimum order value.

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B) Search for Info Record by Material ME1M

Use this transaction when you want to find info records for items by material number.

Enter transaction code or follow SAP Path “Logistics>Materials Management>Purchasing>Info Record>List Displays> ME1M by Material.

In the transaction screen put your cursor in the “Material” field and either type the material number or use the drop down button at the end of the “Material” field name to search for your item number.

You will get a new window that will display an option for search which is the same as the material master search options. Select a tab such as the “Plant Material by Description”.

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Scroll down to this search tab option and by clicking on it the window will open up this search option.

Put your cursor in the “Material Description” field and type part of the material description you are looking for. Example: WIPE ALCOHOL then wild card search asterisks*

Add “Plant” number and then click the “Green Check Mark” to start search.

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You will get a listing of all items that match the search description and can choose from the listing by double clicking on the item that is the one that you want.

SAP will populate that item number in “Material” field from the original search window. Now click the “Execute” Icon

It will display the following results.

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If you want to review the info records further you can put your cursor in the check

box of the record you want to review and then click on the “Display “ Icon to Display info Record.

It will then take you directly into the Purch. Organization Data 1 screen of the info record (plant specific).

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When done your review use the “Green Arrow” to back out to the Info Record by Material List.

6.5 Source Lists

The source list identifies who the vendor for that material should be. It can be created to link a material to a specific vendor or to a specific vendor and contract. If there is a valid contract and source list the system will always use this information to populate pricing for the purchase requisition or purchase order. Without a contract and source list the system will use the info record to populate pricing. Source Lists are Plant specific.

6.6 Components of a Source List

3SO Procurement Specialists maintain the Source List Created or maintained when a contract has been created. Contains primary vendor (fixed) and secondary vendors Contains contract expiry dates Contains option to have requisitions sourced automatically as part of the

MRP run process (as opposed to waiting for Assign & Process to take place.

Purchase requisitions look to the source list to determine which contract to reference.

Source List = Vendor Master + Material Master

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6.7 List Displays for Source Lists

A) Display a Source List by Material by Plant ME03

Use this function to display a source list for a material number for a specific plant.

Using the menu tree in SAP, go to Logistics → Materials Management → Purchasing → Master Data → Source List → Display

Or, enter Transaction code ME03 in the command field <enter> or select .

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Enter material number and select the plant from the drop down list and click on “Enter” Icon.

SAP will display a new screen that will detail the Source list information for this material.

You can review the Valid start and end date, Vendor, Purchasing Org, Unit of measure, Agreement number, Fix or blocked, as well as if MRP is relevant for this item.

By selecting the line and then from the top menu go to “Environment → Outline agreement” you can display the contract details for that material.

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Contract line item detail will look like the following:

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When you are done your review click “Green Arrow” back until your at the original search screen.

B) Display a Source List by Material for Multiple Plants ME0M

Use this function to display a source list for a material number for a multiple plants (**Note: you will only see plants you have authorization for).

Using the menu tree in SAP, go to Logistics → Materials Management → Purchasing → Master Data → Source List → List Display → By Material

Or, enter transaction Code ME0M in the command field. <Enter> or .

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It will open up the window below and you can type in a material number that you want to review the Source list for.

Click “Execute” Icon .

The result will be a display of all the Source lists for a specific item showing all plants that you have authorizations to view. It is also possible to limit this search by entering in a list of only the plants you wish to see source lists for.

Here is an example of how the data would be presented. You can drill into any source list from this screen as well as review material master and vendor . Once done “Green arrow” back out.

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