GRIR Clearing When NO IR for GR

END USER MANUAL DOCUMENT

COST CENTER ACCOUNTING

MR11 –Maintain GR/IR Clearing Account

The Goods Receipt/Invoice Receipt clearing account has a discrepancy for either price or quantity. OR In some cases IR is not received against GR. The result is an entry left in GR/IR account. This procedure details how to clear outstanding entries in the GR/IR account.

Procedure Steps

1.1. Access transaction by:

Via Menus Logistics>Materials Management>Logistics Invoice Verification>GR/IR Account Maintenance>Maintain GR/IR

Clearing Account

Via T. Code MR11

The screen "Maintain GR/IR Clearing Account" will display.

See screen shot below.

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COST CENTER ACCOUNTINGIf any corrective action is taken, this will be the posting date.

Note that you can generate this report for either GR surplus or IR surplus, or BOTH.

1.2. On screen "Maintain GR/IR Clearing Account", ONLY enter information in the BOLDED fields as specified in the table below:

Field Name Description R/O/C User Action and Values Comments

Company Code 860 R Defaults

Posting Date Date which is used when

entering the document in

Financial Accounting or

Controlling

R Defaults to 'Today's date'

- Leave as is

Reference An example would be vendor's

own invoice number

O Enter Reference - something that

will help define in a search

Doc. Header

text

Text pertaining to the document as

a whole

O Enter text - information that would

be helpful as in an audit trail

Doc. Header

text

Text pertaining to the document as

a whole

O Enter text - information that would

be helpful as in an audit trail

Vendor Vendor number O Enter Vendor number Can search on a range

Freight vendor Vendor who delivered goods O N/A

Purch.

Organization

Purchasing organization number R Enter purchasing

organization number

Can search on a range -

Purchasing

Group

Purchasing Group number O* Enter Purchasing Group or use

match code

Can search on a range -

*Depending on Business

area running GR/IR for,

may want to fill in one or

the other.

Plant Plant number O* Enter Plant number Can search on a range -

*Depending on Business

area running GR/IR for,

may want to fill in one or

the other.

PO Doc No 0000825621 O Enter PO number Can search on a range

Item A number that uniquely identifies

an item on a Purchasing

document

O Enter Item number Can search on a range

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Purchase Order

date

Date purchasing document was

created

O Recommend enter the dates to

cover the entire fiscal year. OR

Enter date document was created

if using to limit search

Can search on a range

Purch. Doc.

Category

Identifier allowing differentiation

between types purchasing

documents

O Leave blank

Order type Identifier allowing differentiation

between the types of PO's

O Enter PO type or Leave blank and

analyze all PO's

Recommend Leave blank

and analyze all PO's

Delivery

Surplus

Indicator used to select

purchase orders with a

delivered quantity that exceeds

the invoiced quantity.

R Select either 'Delivery Surplus' or

'Invoice Surplus' or both entries.

Otherwise known as GR

surplus

Invoice Surplus Selection of all purchase orders

with an invoiced quantity, which is

larger than the quantity delivered.

R Select either 'Delivery Surplus' or

'Invoice Surplus' or both entries

GR/IR clearing

account

Indicator used to select purchase

order items in which a quantity

differences still exist between the

goods receipt and invoice receipt

postings

O Set indicator to select

Delivery cost

accounts

Indicator used to select purchase

order items in which a quantity

differences for planned delivery

costs (freight) still exist between

the goods receipt and invoice

receipt postings

O Set indicator to select

ERS purchase

orders

Indicator used to settle with regard

to PO or scheduling agreement

items involving this vendor using

Evaluated Receipt Settlement

(ERS)

O DO NOT Select this indicator

Don't run MR11 on the Correctional

Industries PO's - This will cause

problems with the ERS process

ERS is being used on all

PO's used to buy from

Correctional Industries

Last movement

before key date

Date where the last goods

movement was before date

R Defaults to today's date

Qty var. less

than/equal to

The difference between the

quantity delivered and quantity

invoiced

O*** It's recommended to keep this

field blank. Enter the percentage

amount difference to be used for

selection criteria - * select either

quantity variance or value variance

Value variance Value variance between goods O*** It's recommended to keep this

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less than/=to receipt value and invoice receipt

value

field blank. Enter the value

variance to be used for selection

criteria - * select either quantity

variance or value variance

Automatic

clearance

Set indicator to automatically clear

accounts

O NEVER run with the option

selected

Never automatically

clear - prepare a list and

review before clearing

Prepare list Set indicator to prepare a list of

accounts balances available for

clearing

O Set indicator to select Prepare a list and review

before clearing

Layout Determines the list format O N/A

(Note: On above table, in column "R/O/C"; "R" = Required, "O" = Optional, "C" = Conditional)

NOTE:

The table above gives detail information on every field available to use in the criteria for selection of the transaction

MR11. The bolded fields are the recommended minimum information to be entered to run a listing of the PO's that

affect the GR/IR.

If needed due to volume, you may enter additional criteria to limit the selection.

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COST CENTER ACCOUNTING After entering information, click on the execute (F8) button.

Lists of purchasing documents, which meet criteria selected and have GR/IR account balances will be displayed, as

shown below.

From the screen "'Maintain GR/IR Clearing Account" that has the List of items in Purchase Order.

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COST CENTER ACCOUNTING1.3. If the outstanding GR/IR will never occur, the document should be cleared. To post a clearing, On screen "Maintain GR/IR Clearing Account" that has the List of Purchase Order Items', select the line item(s)from the check box on the left side

to be cleared and click on the Post button on top bar to Post the document.

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COST CENTER ACCOUNTING1.4. When clearing posts, on screen "Maintain GR/IR Clearing Account", a log will be created detailing the GR/IR clearing account posting and a document number will be issued. As shown below.

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MR11show – To view the document posted in GR/IR Clearing Account

1.1. Access transaction by:

Via Menus Logistics>Materials Management>Logistics Invoice Verification>GR/IR Account Maintenance>Display/Cancel

Account Maintenance Document

Via T.

Code

MR11SHOW

Give Acc maintenance document generated and Fiscal Year in the above step: MR11

Now click on

Now click on accounting document to see the GR cancelled accounting document

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Now you can see/view the GR document cancelled by reversing the Original GR document.

In GR/IR GL 211005 account listing the above cancelled & original document still show open and will get clear with the next scheduled GR/IR listing clearing by Automatic run.

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GRIR Clearing When NO IR for GR

Documents

Transcript of GRIR Clearing When NO IR for GR