SAP MM KB

Error: Source List/Info Record Issues

In SAP MM, the system uses source lists and purchasing info records to automatically determine the most suitable vendor for a material when creating purchase requisitions or purchase orders. Issues with these master data elements can lead to incorrect vendor assignments, manual effort, or even an inability to procure materials.

Symptoms:

  • System cannot automatically determine a source of supply for a material in a purchase requisition (PR) or purchase order (PO).
  • Incorrect vendor or purchasing price is proposed by the system.
  • Error message "No valid source of supply found" or "Source list requirement not met."
  • Users have to manually enter vendor details in PRs/POs, increasing manual effort and potential for errors.

Root Causes:

  • Missing or Incorrect Info Record: No purchasing info record exists for the material-vendor-purchasing organization combination, or it contains incorrect data (e.g., invalid prices, deletion flags).
  • Missing or Incorrect Source List Entry: No valid source list entry exists for the material and plant, or the entry is expired, blocked, or marked as not relevant for MRP.
  • Source List Requirement: The material master is configured to require a source list, but no valid entry is found.
  • Outline Agreement Issues: If an outline agreement (contract or scheduling agreement) is intended as the source, it might be expired, fully utilized, or blocked.
  • Vendor Master Issues: Vendor master data might be incomplete or blocked.

Solution Steps:

  1. Check Purchasing Info Record (PIR):

    The PIR (Purchasing Info Record) is crucial for linking a material to a vendor and defining purchasing conditions.

    • Use transaction ME13 (Display Info Record) to check if a PIR exists for the material, vendor, and purchasing organization.
    • If it exists, verify its validity period, pricing conditions, and ensure it's not flagged for deletion or blocked.
    • If no PIR exists, create one using ME11 (Create Info Record). Ensure all relevant data (e.g., purchasing data, conditions) is maintained.

  2. Check Source List:

    The source list specifies the allowed sources of supply for a material at a specific plant.

    • Use transaction ME03 (Display Source List) to check for a valid entry for the material and plant.
    • Verify the validity period of the source list entry.
    • Ensure the vendor is correctly assigned and the "Fixed" indicator is set if that's the intention.
    • Check the "MRP relevant" indicator if the source list is used for MRP source determination.
    • If no valid entry exists, create one using ME01 (Maintain Source List).

  3. Review Material Master for Source List Requirement:

    A material can be configured to always require a source list.

    • Use transaction MM03 (Display Material) and go to the "Purchasing" view.
    • Check the "Source list" indicator. If it's checked, a valid source list entry is mandatory for procurement. If you don't want this requirement, uncheck it (MM02).

  4. Verify Outline Agreements (Contracts/Scheduling Agreements):

    If the intended source is an outline agreement, ensure its validity.

    • Use ME33K (Display Contract) or ME33L (Display Scheduling Agreement).
    • Check the validity dates, target quantity/value, and ensure it's not blocked or completed.
    • Ensure the outline agreement is correctly referenced in the info record or source list if applicable.

  5. Check Vendor Master Data:

    Ensure the vendor master data is complete and not blocked.

    • Use FK03 (Display Vendor (FI)) or MK03 (Display Vendor (MM)) to check the vendor's general data, purchasing data, and company code data.
    • Ensure the vendor is not flagged for deletion or blocked for purchasing.

Prevention:

  • Implement robust master data governance processes for info records and source lists.
  • Regularly review and update validity periods for info records, source lists, and outline agreements.
  • Automate source list and info record creation where possible (e.g., from purchase orders).
  • Provide clear guidelines and training for users responsible for maintaining purchasing master data.

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