goods receipt in sap the process manual

8/10/2019 Goods Receipt in Sap the Process Manual

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BUSINESS PROCESS DOCUMENT

Customer 1001 CapFrance BAT

Project Name 10-110 le SAP

Module MM Materials Management

Business Process 10-01 Goods ReceiptIssue Date 11-Jun-11

Revision 1.0


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Customer 1001 CapFrance BAT Effective Date 11-Jun-11

Project Name 10-110 le SAP Revision No 1.0

Business Proc 10-01 Goods Receipt Module MM

Contents

Contents

Contents............................................................................................................................................................................................................... 2

About Document .............................................................................................................................................................................................. 3Document Control ..................................................................................................................................................................................... 3

Document Approval .................................................................................................................................................................................. 3Document Approval .................................................................................................................................................................................. 3Copyright ................................................................................................................................................................ ....................................... 4

Icons Used ..................................................................................................................................................................................................... 5

1. Introduction ........................................................................................................................................................ .................................... 8

1.1 Purpose .......................................................................................................................................................................................... 81.2 Definitions ................................................................................................................................................................................... 141.3 Pre-Requisites ........................................................................................................................................................................... 14

1.4 Master Data ................................ ................................................................................................................................................ 151.5 Business Conditions .................................................................................................................................................... ........... 15

1.6 User Roles ...... .................................................................................................................................................................. ........... 161.7 Process Group Overview ...................................................................................................................................................... 17

1.8 Process Flow ...................................................... ........................................................................................................................ 181.9 Process Steps - Summary ..................................................................................... ................................................................ 181.10 Process Steps In Detail ............................................................................................................................................ ........... 20

1.10.1 Initiate ................................................................................................................................. 20

1.10.2 Process ................................................................................................................................ 20

2 Supplementary Processes .................................................................................................................................................... ........... 24

2.1 List of Supplementary Processes ...................................................................................................................................... 24

2.1.1 Display Goods Receipt document ....................................................................................... 24

2.1.2 Cancel Material Document ................................................................................................. 27

3 Document References ....................................................................................................................................................................... 30

3.1 Record Retention ............................................. ........................................................................................................................ 303.2 References................................................................................................................................................................................... 30


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AboutDocument

About Document

Document ControlCustomer Number 1001

Customer Name CapFrance BAT

Project Number 10-110

Project Name le SAP

Document Type Business Process Document

Module MM - Materials Management

Document No 10-01

Document Name Goods Receipt

Issue Date 11-Jun-11

Revision 1.0

Document ApprovalDocument Project Role Name Date

Prepared by Application Consultant 11-Jun-11

Reviewed by Project ManagerClick here to

enter a date.

Approved by Project Manager Click here toenter a date.

Customer Project ManagerClick here to

enter a date.

Document Approval

Version Changed by Effective Date Reasons for Change Sections/Pages Revised

Click here to

enter a date.Click here to

enter a date.Click here to

enter a date.


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AboutDocument

Copyright 2010-2011 SAP AG and Inntree All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express

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These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated

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products and services are those that are set forth in the express warranty statements accompanying such products

and services, if any. Nothing herein should be construed as constituting an additional warranty


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AboutDocument

Icons Used

Use the following symbols selectively where you need highlight a particular portion of the

document and to draw the attention of the user

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Manual Entry

SAP Form generated. Choose Print option

SAP Report generated. Choose Print option


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AboutDocument

Document Preparation Instructions

Please select the text in the column below and replace for each of them at the start of the document

preparation

Replacement Text

TypeReplacement Text Example

[CompanyId] CFB

[CompanyName] CapFrance Bat

[ProcessGroup} Purchasing

[ProcessName] Goods Receipt

[Module] MM

To add more

How to do it

1.

Press Ctrl-F

2. Select Replace

3. Enter the Replacement text type in Find What

4.

Enter the Replacement text in Replace with

5. Ensure Match Case is ticked

6.

Press Replace All

7. If you have to select a particular open window (as below), then press FN-ALT-PrtSC

simultaneously


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AboutDocument

Example for use of Icons

Please ensure you have been assigned a user name (Check with SystemAdministrator)

Ensure that the role specific to you has been assigned in your User Profile

(Check with System Administrator)


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Introduction

1. Introduction

1.1 Purpose

This scenario describes the typical processes used in the construction industry to generate

and process Goods Receipt (GR).

Goods Receipt is to post the receipt of goods from an external Vendor. A goods receipt leads

to an increase in warehouse stock.

The system distinguishes between the following types of goods receipt:

Goods receipts with reference to a reservation

Goods receipts with reference to an order

Other goods receipts

Planning Goods Receipt:

Planning a goods receipt in advance means storing certain information that is important for

the goods receipt before the actual goods receipt is posted, for example:

What? (Which material?)

How much? (In which quantity?)

When? (On which delivery date?)


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Introduction

From where? (From which vendor or plant?)

To where? (To which destination, into which stock?)

The goal of this planning is to simplify and accelerate the goods receipt process and to better

organize the work at the goods receiving point, so that bottlenecks can be avoided, for

example.Also, if goods receipts are planned, Materials Planning can monitor the stocks of ordered or

manufactured materials and achieve an optimal inventory balance.

Unless receipts are planned, the system cannot track materials that have been ordered.

Planned receipts, therefore, are crucial to regulating the level of inventory in the warehouse.

Planned receipts are also important for determining whether you have received materials

promised by vendors. Without them, the system cannot establish a link between orders and

received material.

Goods Receipt for Purchase Orders:

Posting a goods receipt to stock with reference to a purchase order has a number of

advantages, including:

The goods receiving point can check whether the delivery is the same as the purchaseorder data, that is, whether the goods that were ordered have been delivered.

The system suggests data from the purchase order when you enter the goods receipt

(for example, items and quantities). This makes it easier to enter the goods receipt and

check over deliveries and under deliveries when goods arrive.

Among other things, the purchase order history is automatically updated as a result of

the deliveries. The Purchasing Department can send a reminder about late deliveries.

When you post a goods receipt to the warehouse, the system creates a material

document containing information such as the material delivered and the quantity

delivered. The system also records the storage location in which you place the material

into stock in the plant concerned.

In transactions relevant for material valuation, the system creates at least one

accounting document, which records the effects of the goods movement on the value ofthe stock.

Under deliveries, Over deliveries, and Final Deliveries:

During entry of a goods receipt for a purchase order, the SAP system proposes the item's

open purchase order quantity as the quantity received. If the quantity delivered differs from

the open order quantity, you can change the proposed quantity.

Whenever you enter a goods receipt item, the system compares the quantity delivered with

the open order quantity. The SAP System can therefore determine and report under or

overdeliveries immediately.


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Introduction

Goods Receipt for Stock Material:

If you entered a purchase order to procure a material, you have to reference the purchase

order when you enter the goods receipt. The system can check, for example, whether the

material delivered is the same as the material ordered, whether the order quantity matchesthe goods receipt quantity or whether the shelf life is still guaranteed for highly perishable

goods (when the shelf life expiration date check is active for the relevant material).

The purchase order history for a purchasing document item is also updated when a goods

receipt is posted with reference to a purchase order. This allows the buyer to send the

vendor a reminder about outstanding deliveries, for example.

Several goods receipt items can be entered for a purchase order item in one operation. This

is advisable if, for example, the material is delivered in batches or is distributed among

several storage locations. You enter the goods receipt data in a single material document.

If the delivery note accompanying the goods receipt does not contain a purchase order

number, you can use the material number or the vendor number to search for the

corresponding purchase order number.

You can print a goods receipt slip when entering the goods receipt.


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Introduction

Effects of Goods Receipt:

The diagram once again shows an overview of all the key effects of a goods receipt

referencing a purchase order.

Documents for a Goods Movement:

The document principle also applies in IT-based Inventory Management. A

document is proof that a transaction involving stock changes has taken place. It is

stored in the system.

A material document is created in the R/3 System as proof of a transaction involving

stock changes.

If the goods movement is relevant to valuation, the system creates at least one

accounting document in addition to the material document.

Goods movements (goods receipts, goods issues, or transfer postings) are relevant to

valuation when your company's Accounting department is affected by them. For

example, a goods receipt posting of a raw material usually results in an increase in

the stock value of your current assets. If the raw material is only transferred within

one plant, no postings are made in Financial Accounting.

As soon as a goods movement is posted, the quantities, material, movement type,

and organizational level can no longer be changed. You can only make changes to

some text fields. If you want to correct errors, you have to create a new document.

You have to cancel/reverse the incorrect document beforehand.


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Introduction

Stock Overview:

The material stocks are displayed in the stock overview for each individual organizational level.Quantities posted for a particular stock type are totaled for each organizational unit.

You can display the stock overview for batches/valuation types and special stocks (for example,

consignment material), as well as for the client, company code, plant, and storage location.

The stock overview is a static display of stocks. This means that you can only view the current

stock situation. You cannot see future planned goods receipts and goods issues in this list. Butyou can call up additional information functions via the menu bar.

There are several display versions for stock overviews, which vary in the way the stock types arelisted and in the order they appear. In Customizing for Inventory Management, the systemadministrator defines which stocks are displayed in each column and the order in which they are

displayed.

The following diagram shows the overview of stocks, for example.


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Introduction

1.2 Definitions

PR Purchase Requisition

RFQRequest for Quotation

PO Purchase Order

1.3 Pre-Requisites

The following pre-requisites must be completed prior to initiating this process

Activity Description

Purchase OrderYou should know the number of a SAP Purchase Order for the

materials going to be posted to stock.

Quantity ReceivedThe quantity of the material received from Vendor, since it may be

under delivery or over delivery.

PlantYou need the key of the plant for which the material or service is to

be received.

Storage LocationName of thestorage location at which materials are stored. There

can be one or more storage locations within aplant.

MM period Roll MM period to Current Period


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Introduction

1.4 Master Data

Essential master and organizational data was created in your SAP system in the

implementation phase, such as the data that reflects the organizational structure of your

company and master data that suits its operational focus, for example, master data formaterials, vendors, and customers.

The business process is enabled with this organization-specific master data, examples which

are provided below

Org. Structure Value Comment

Company Code 1000 Company Code 1000

Plant 1000 Plant Code 1000

Storage Location 0001 Storage Location Code

1.5 Business ConditionsList one or more business conditions that must have been completed before the user starts this

scenario:

Business Condition Scenario

You have completed all steps described in the Business ProcessDocumentation Prerequisite Process Steps. These process steps include

the step Roll MM Period to Current Period. Perform this activity if the

MM period in the system is not set to the current period. Usually, this

activity has to be done once a month.

PrerequisiteProcess Steps


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Introduction

1.6 User RolesThe following roles have been defined for this Process [Goods Receipt].

These roles have been designed to fulfill the particular business requirements of the

process.

Please ensure you have been assigned a user name (Check with System

Administrator)

Ensure that the role specific to you has been assigned in your User Profile

(Check with System Administrator)

Business Role Technical Name Process StepStores-In-Charge SAP_NBPR_STORESIN-S Enter Goods receipt

Display Purchase order

Display Material document

Print Material Document

Stock Overview

Overview display of Material documents

Purchasing

Manager

SAP_NBPR_PURCHASER-

M Display Material document

Print Material Document

Stock Overview

Overview display of Material documents


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Introduction

1.7 Process Group OverviewThe following diagram depicts the overall process flow for the Process Group [Process

Group]. The particular process within the scope of this document is highlighted.


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Introduction

1.8 Process FlowThe following diagram depicts the overall process flow for Goods Receipt. The particular

process within the scope of this document is highlighted.

1.9 Process Steps - SummaryThe following section describes the process flow diagram in detail

UseOnce you are ready to enter the goods receipt after having reviewed the

pre-requisites and business conditions

Step Process Step Performed by Description

1Material received from

VendorStores In-Charge

Stores In-charge receives the

material Goods receipt as a

document from the vendor

2Evaluate and enter the

Goods ReceiptStores In-Charge

Stores In-charge evaluates the

received material Goods receipt

document and enters into the SAP

system

3 Review the Goods Receipt Stores In-Charge

Stores In-Charge review the Goods

Receipt document and data enter

in the system, before saving the

document

4Place materials into proper

locationStore Keeper

Store keeper places the material in

proper location. i.e., if the material

is subjected inspection, then the

material is placed in the

Inspection area.

5Check Stocks Report and

Material documentStores In-charge

Stores In-Charge checks for stocks

in the Stocks Overview report and

material document for correctness


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Introduction

6Checks for Accounting

documentsAccountant

Account checks for the Accounting

documents for correctness

7 Notify Vendor Stores In-Charge

Send acknowledgement document

with received material status to

the vendor in PDF format

8 Print Goods Receipt Stores In-Charge GR can be transmitted as ahardcopy or as PDF to the vendor

10 Follow up Stores In-Charge Follow up for materials

ResultGoods received and posted to stock, notified to Vendor and follow-up

maintained


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Introduction

1.10Process Steps In DetailThe following section describes the process flow diagram in detail

You can create the Goods Receipt with the following

1.10.1 Initiate

SAP Menu Path Logistics Materials Management Inventory Management Goods

Receipt

SAP T-code MIGO

Business Role

(NWBC)

Screen View

1.10.2 Process

Step Process Step Description

Enter data when initiating a PO

with no reference to a document

Enter the through Menu path or

enter the Transaction code in the

command box. The following

screen appears


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Introduction

Enter the following values in the relevant fields as mentioned below and execute,

Field name DescriptionUser action and values

(For Example)

Executable Action in MIGO

Transaction

Indicates the business

transaction that you want

to enter in the system

Goods Receipt

Reference Document for MIGO

Transaction

Indicates the document you

want to reference when

you enter the transaction

Purchase Order

Purchase OrderAlphanumeric key uniquely

identifying the document10000159

Document Date The document date is thedate on which the original

document was issued

Posting Date

Date which is used when

entering thedocument in

Financial Accounting or

Controlling.

Delivery NoteNumber of External

Delivery Note

Bill of LadingNumber of Bill of Lading at

Time of Goods Receipt


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Introduction

Enter PO Number, Document Date, Posting date, Delivery Note, Bill of Lading, Header Text andexecute as shown above

Automatically the Purchase Order will copied to the goods Receipt Transaction.The system can

check, for example, whether the material delivered is the same as the material ordered,

whether the order quantity matches the goods receipt quantity.


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Introduction

Enter delivery quantity for example 5 EA as shown and enter

Flag item Ok and enter, system will update the quantity as shown below

Check for document correctness, , if the document is correct then system will display themessages

Since the difference between the Order quantity and delivered quantity exists, so the above

message displays.

Select ok and save.

Result Material Document (GR) Posted


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SupplementaryProcesses

2 Supplementary Processes

2.1 List of Supplementary Processes

Process Name Description

Display GR Display Goods Receipt document

Cancel GR Cancellation of Goods Receipt document

2.1.1 Display Goods Receipt document

2.1.1.1 Initiate

SAP Menu Path Logistics Materials Management Material Document Display

SAP T-code MB03

Business Role

(NWBC)

Screen View

Enter

2.1.1.2 Process


Display the Material

Document

Display the Material document

through transaction code or

menu path.


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Enter the following values in the relevant fields as mentioned below and enter


(For Example)

Material DocumentAlphanumeric key uniquely

identifying the document.4900000030

Material Document Year

Calendar year in which the

material document was posted. 2011

Enter , the document details will display as shown below

Select the Item line, and Choose details from Item push button


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Display Accounting documents

Select Accounting documents push button,

Select Accounting document for display

Result Material Document displayed


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2.1.2 Cancel Material Document

2.1.2.1 Initiate

SAP Menu Path Logistics Materials Management Material Document

Cancel/Reverse

SAP T-code MBST

Business Role

(NWBC)

Screen View

2.1.2.2 Process


Cancel the Material

document

Cancel the Material document

through transaction code or

menu path.


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Enter the following values in the relevant fields as mentioned below and enter


(For Example)

Posting Date

Date which is used when entering

thedocument in Financial

Accounting or Controlling.05.07.2011

Material DocumentAlphanumeric key uniquely

identifying the document.4900000030

Material Document Year

Calendar year in which the

material document was posted. 2011

Reason for movement

Specifies a key you can use to call

up a standard text stipulating the

reason for agoods movement

(for example, reason for areturn

delivery).

Enter the required data as shown above and choose Adopt + Details push button,


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Save the document.

Result Material Document Cancelled


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DocumentReferences

3 Document References

3.1 Record Retention

Outputs Retention Period/Remarks

GR Document 5 years

3.2 References

Type of Document Reference

Company Policy

ISO 9000 Clause

Quality Manual

Quality Procedure