SAP Transaction PRFO: A Complete Guide for SAP Users

Welcome to our tutorial on SAP transaction PRFO, an important transaction code used in SAP Materials Management (MM) module. In this step-by-step guide, we will walk you through the process of using PRFO to manage purchasing info records in your SAP system. Whether you are a beginner or an experienced SAP user, this tutorial will provide you with the necessary information to effectively utilize PRFO.

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What is SAP Transaction PRFO?

SAP Transaction PRFO (Maintain Purchasing Info Records) is a transaction code used in SAP MM to create, modify, and display purchasing info records. Purchasing info records contain key data about materials and vendors, such as prices, conditions, and delivery parameters. PRFO allows you to maintain accurate and up-to-date information for efficient procurement processes.

Step 1: Accessing SAP Transaction PRFO

To access PRFO, follow these steps:

1. Log in to your SAP system using your user ID and password.
2. Launch the SAP Easy Access Menu.
3. Navigate to the “Logistics” folder and expand it.
4. Locate and click on the “Materials Management” folder.
5. From the sub-menu, select “Purchasing” and then choose “Master Data”.
6. Next, click on “Info Record” and select “Maintain” to proceed to the PRFO transaction.

Step 2: Understanding PRFO Transaction Screen

Once you have accessed PRFO, you will encounter the PRFO transaction screen, which consists of various fields and tabs. Let’s explore each of them:

• Main Screen: This is the main screen where you can enter or modify information related to the purchasing info record, such as material, vendor, and purchasing organization.
• General Data: In this tab, you can view and update general information about the purchasing info record, such as validity dates, purchasing group, and account assignment category.
• Purchasing Data: Here, you can maintain specific purchasing data for the info record, including ordering unit, delivery tolerances, and confirmation control.
• Vendor Subrange: This tab allows you to define vendor-specific data for the info record, such as prices, conditions, and terms of payment.
• Conditions: In this tab, you can manage pricing conditions for the purchasing info record, such as discounts, surcharges, and taxes.
• Delivery Schedules: Here, you can maintain delivery schedules for the info record, specifying the quantity and dates for the expected deliveries.
• Additional Data: This tab contains additional fields and information that may be relevant to the purchasing info record, such as quality data or batch management indicators.

Step 3: Creating a Purchasing Info Record with PRFO

To create a new purchasing info record using PRFO, follow these steps:

1. In the main screen, enter the material number for which you want to create the info record.
2. Enter the vendor number or use the search function to find the vendor.
3. Specify the purchasing organization and other relevant data in the respective fields.
4. Move to the “General Data” tab and enter the validity dates for the info record.
5. Switch to the “Purchasing Data” tab and fill in the necessary details, such as ordering unit and delivery tolerances.
6. Proceed to the “Vendor Subrange” tab to enter vendor-specific information, such as prices and payment terms.
7. If needed, navigate to the “Conditions” tab to manage pricing conditions for the info record.
8. Finally, click on the “Save” button to create the purchasing info record.

Congratulations! You have successfully created a purchasing info record using SAP transaction PRFO.

Step 4: Modifying and Displaying Purchasing Info Records

PRFO also allows you to modify and display existing purchasing info records. Here’s how you can perform these actions:

• To modify an existing info record, enter the material number, vendor number, and purchasing organization in the main screen. Make the necessary changes in the relevant tabs, and click on the “Save” button to update the info record.
• To display an existing info record, enter the material number, vendor number, and purchasing organization in the main screen. You can view all the details in the respective tabs and analyze the information as needed.

Conclusion

In this tutorial, we have provided you with a comprehensive guide on using SAP transaction PRFO in the SAP MM module. We explained the purpose of PRFO, how to access it, and the different screens and tabs you will encounter. We also covered the process of creating, modifying, and displaying purchasing info records. Remember, continuous learning and practice are key to mastering SAP MM.

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