Purchase Information Record (PIR) and Text in SAP MM: In SAP MM (Materials Management), a Purchase Information Record (PIR) is a master data object that stores information about the purchasing relationship between a vendor and a material. It acts as a reference during the procurement process by providing details about pricing, terms, and other purchasing conditions.
PIR helps to automate and streamline the purchasing process by ensuring that the system can automatically suggest the correct vendor, price, and delivery details when creating a purchase order (PO) or request for quotation (RFQ).
What is Purchase Information Record (PIR)?
A Purchase Information Record (PIR) serves as a link between:
- A specific material (product)
- A specific vendor (supplier)
PIR contains important procurement-related details such as:
✅ Pricing (e.g., base price, discounts, surcharges)
✅ Delivery terms (e.g., lead time, minimum order quantity)
✅ Purchase order history (e.g., last purchase price)
✅ Internal notes and vendor-specific details
Importance of Purchase Information Record
- Ensures consistency in procurement by storing vendor-specific terms and conditions.
- Facilitates automatic selection of the correct vendor and price during purchase order creation.
- Reduces manual errors by providing predefined terms.
- Speeds up the procurement process by suggesting terms from PIR.
- Useful in evaluating vendor performance through purchasing history.
Types of Purchase Information Records
There are four types of PIRs based on the type of procurement:
| Type | Description | Use Case |
|---|---|---|
| Standard | For regular purchases of materials from vendors | Buying office supplies, raw materials, etc. |
| Subcontracting | For subcontracting processes where the vendor supplies part of the production | Sending raw materials to a vendor for processing |
| Consignment | For consignment materials where the vendor owns the stock until consumption | Keeping goods at the company’s warehouse without paying until used |
| Pipeline | For pipeline materials like gas or water supplied through a pipeline or cable | Receiving gas or water continuously from a vendor |
Key Components of a Purchase Information Record
A PIR contains the following key elements:
(a) General Data
- Vendor: Vendor number and name
- Material: Material number and description
- Purchase Organization: The purchasing department handling the procurement
- Plant: The plant where the material will be delivered
- Info Category: Type of PIR (Standard, Subcontracting, Consignment, Pipeline)
(b) Purchasing Data
- Net Price: Agreed price for the material
- Currency: Currency for the transaction (e.g., INR, USD)
- Price Validity: Date range for the agreed price
- Order Unit: Unit of measure (e.g., pieces, kg, liters)
- Incoterms: Shipping and delivery terms (e.g., FOB, CIF)
(c) Conditions
- Discounts: Percentage or fixed amount off the price
- Surcharges: Additional charges for special handling or delivery
- Freight: Shipping charges or delivery fees
- Tax Code: Tax applicable to the transaction
(d) Delivery Data
- Lead Time: Number of days needed for delivery
- Minimum Order Quantity: Minimum quantity required for order placement
- Planned Delivery Time: Expected delivery period
- Over-Delivery Tolerance: Percentage of excess delivery allowed
- Under-Delivery Tolerance: Percentage of short delivery allowed
(e) Last Purchase Order Data
- Last Purchase Order Number: Reference to the last PO created using this PIR
- Last Purchase Price: Price of the last order
- Order Date: Date of the last purchase order
Text in Purchase Information Record
PIR includes various types of text fields to store additional information and instructions. These help in providing clarity and automation during procurement.
✅ Types of Texts in PIR:
| Type of Text | Purpose | Visible in PO |
|---|---|---|
| Info Record Note | General remarks about the PIR | No |
| Purchase Order Text (PO Text) | Text that automatically appears in the purchase order when this PIR is used | Yes |
| Short Text | Brief description of the material | Yes |
| Internal Memo | Notes for internal reference (not visible to the vendor) | No |
(a) Info Record Note
- General remarks or guidelines about the PIR
- Not copied into the purchase order
Example:
“Use this vendor for bulk orders only.”
(b) Purchase Order Text (PO Text)
- Copies automatically to the purchase order
- Useful for communicating specific instructions to the vendor
Example:
“Ensure packaging is waterproof.”
(c) Short Text
- Brief description of the material
- Visible in the purchase order
Example:
“Stainless Steel Bolts, M6 Size.”
(d) Internal Memo
- Used for internal reference only
- Not visible to the vendor
Example:
“Vendor provides a 2% discount on early payment.”
How to Create a Purchase Information Record (PIR) in SAP MM
✅ Transaction Code: ME11
✅ Path:
SAP Menu → Logistics → Materials Management → Purchasing → Master Data → Info Record → Create
Step-by-Step Process:
- Enter Vendor Number – Identify the vendor.
- Enter Material Number – Select the material for which the PIR is created.
- Select Info Category – Choose the type of PIR (Standard, Subcontracting, Consignment, Pipeline).
- Enter Purchase Organization and Plant – Define the purchasing organization and plant.
- Enter Purchasing Data – Fill in price, currency, and other terms.
- Enter Conditions – Add discounts, surcharges, tax codes, and freight details.
- Enter Delivery Data – Specify lead time, minimum order quantity, and tolerances.
- Enter Text Data – Add purchase order text, info record note, and internal memo.
- Save the PIR – The system will generate a PIR number.
Example of Purchase Information Record
| Field | Example Value |
|---|---|
| Vendor | 100056 |
| Material | M-1001 |
| Purchase Organization | P001 |
| Plant | 1100 |
| Info Category | Standard |
| Net Price | ₹500 per unit |
| Currency | INR |
| Lead Time | 7 days |
| Minimum Order Quantity | 100 units |
| Incoterms | FOB |
| PO Text | “Ensure proper packaging.” |
| Discount | 2% for early payment |
| Last PO Price | ₹480 per unit |
| Last PO Date | 2025-01-10 |
How to Display or Change a PIR
✅ Transaction Codes:
- Display PIR:
ME13 - Change PIR:
ME12
How to Delete a PIR
You cannot delete a PIR directly. You can set it to inactive using transaction code ME15.
✅ Key Benefits of PIR:
✔️ Standardizes procurement terms and conditions
✔️ Reduces manual errors
✔️ Saves time in order creation
✔️ Ensures consistent pricing and delivery terms
✔️ Improves vendor evaluation and analysis
Conclusion:
A Purchase Information Record (PIR) in SAP MM acts as a central reference for vendor-material relationships. It automates and simplifies the procurement process, ensuring consistency and accuracy in purchase orders. The text fields in PIR provide additional flexibility to customize and communicate specific terms and instructions during procurement.