Receiving 1

REC_320 09-21-07 1

ReceivingREC_320

REC_320 09-21-07 2

Prerequisites and RolesPrerequisites and Roles

•PrerequisitesSAP R/3 Awareness and Navigation – UK_100

•RolesReceiversGeneral Users

Receiving 2

REC_320 09-21-07 3

PurchaseOrder

1 Ea 321-2 Ea 500-

There is a requirement to purchase materials to repair the belt in Plant 5500 as soonAs possible

Purchase Requisition

Procurement Process Procurement Process -- OverviewOverview

ProcurementProcurement

Purchase Requisition

Purchase Order Processing

Monitor Purchase Order

Goods Receipt

Invoice

1 Ea 321-32 Ea 500-43 EA 349-24 Ea 784-55 Ea 173-6

LogisticsInvoice

Verification

ProcessPayment

Material Document

Release Strategy

Purchasing Division

Funds encumber at the time a requisition is created.

Funds liquidate at the time a goods receipt is created.

REC_320 09-21-07 4

Receiving

Receiving 3

REC_320 09-21-07 5

Good Receipt Good Receipt -- MIGOMIGO

•Two Plants:UK00 – Campus/HospitalUK10 – Facilities

•Three Document Types with receiving requirements:NB – Campus – Department LevelZB – Hospital – Department or Hospital Materials

Management LevelYB – Facilities – Department Level for “services” only or

UK Supply Center Materials ManagementLevel for all other items.

REC_320 09-21-07 6

Good Receipt Good Receipt -- MIGOMIGO

•Goods Receipt:Transaction Code: MIGORecords the ownership of goods on the referenced Purchase OrderIf item was damaged or the wrong item was sent, do not process a goods receipt.

Receiving 4

REC_320 09-21-07 7

Good Receipt Good Receipt -- MIGOMIGO

•After the Goods Receipt:Goods are expensed from an encumbrance to an accounting transactionA material (goods receipt) document and an FI document are createdPurchase Order is updated to reflect the goods’ status as “delivered” in the PO History tab

REC_320 09-21-07 8

Purchase Order NumberPurchase Order Number

•To locate the Purchase Order number:Go to transaction code ME53N View the selected RequisitionIn the Line Item Detail area select the Status tabThe Status tab will list the Purchase Order number associated with this particular Purchase Requisition

There can be more than one PO number associated with a single requisition. Be sure to select the correct one.

Receiving 5

REC_320 09-21-07 9

MIGO StructureMIGO Structure

Header

Item Overview

Line Item Detail

DocumentOverview

REC_320 09-21-07 10

Goods Receipt Goods Receipt -- MIGOMIGO

•A Purchase Order number is required when conducting a goods receipt movement in MIGO.

Purchase Order #A01 Goods Receipt Movement Type

Receiving 6

REC_320 09-21-07 11

Full Goods Receipt Full Goods Receipt -- MIGOMIGO

•Full Receiving:A goods receipt movement can be done against a full shipment of goods or services on a Purchase Order.

REC_320 09-21-07 12

Full Goods Receipt Full Goods Receipt -- MIGOMIGO

1. Go to MIGO

2. Select “A01 Goods Receipt” from the drop-down menu

3. Type the Purchase Order number in the PO prompt field

4. Press ENTER

Receiving 7

REC_320 09-21-07 13

Full Goods Receipt Full Goods Receipt -- MIGOMIGO

Only the Posting date may be changed!

REC_320 09-21-07 14

Full Goods Receipt Full Goods Receipt -- MIGOMIGO

35. Highlight the line item you would like to receive against.

Receiving 8

REC_320 09-21-07 15

Full Goods Receipt Full Goods Receipt -- MIGOMIGO

6. Complete the “Where” tab.This tab is optional.

7. Complete the “Quantity” tab.This tab is required.

9. Click the “Save” icon.

8. Select “Item OK”

REC_320 09-21-07 16

Unit 1Unit 1-- Exercise 1Exercise 1

••Exercise 1.1 Exercise 1.1 Receive Goods for a Receive Goods for a Purchase Order Purchase Order -- MIGOMIGO

Receiving 9

REC_320 09-21-07 17

Partial Goods Receipt Partial Goods Receipt -- MIGOMIGO

•Partial Receiving:A goods receipt movement can also be done against a partial shipment of goods or services on a Purchase Order.If partial receiving is conducted, please make sure the vendor’s invoice is reflective of a “partial delivery.”Otherwise, the vendor will not be paid for the delivered items or services.

REC_320 09-21-07 18

Partial Goods Receipt Partial Goods Receipt -- MIGOMIGO

1. Go to MIGO

2. Select A01 “Goods Receipt” from the drop-down menu

3. Type the Purchase Order number in the PO prompt field

4. Press ENTER

Receiving 10

REC_320 09-21-07 19

Partial Goods Receipt Partial Goods Receipt -- MIGOMIGO

2

5. Highlight the line item you would like to receive against.

6. Complete the “Where” tab.7. Complete the “Quantity” tab.

Change the “unit of entry” to match the amount actually received.

8. Select “Item OK”

9. Click the “Save” icon.

REC_320 09-21-07 20

Partial Goods Receipt Partial Goods Receipt -- MIGOMIGO

Amount remaining to be received

Quantity received during the initial goods receipt

Original quantity ordered

•The next time you pull-up the PO in MIGO, the line items with outstanding quantities will ONLY be displayed.

•(See example.)

Receiving 11

REC_320 09-21-07 21

Under/OverUnder/Over--Delivery TolerancesDelivery Tolerances

• The Under- and Over-delivery tolerances are set in the purchase order.

• Under-delivery is allowable, as it is viewed as partial delivery.

• Over-delivery is not allowable. You must contact Purchasing (see “Contact Person” tab) to accept a quantity greater than that which is stated on the Purchase Order.

REC_320 09-21-07 22

••Exercise 1.2Exercise 1.2Receive Goods for a Receive Goods for a Purchase Order Purchase Order –– Partial Partial ReceivingReceivingMIGOMIGO

Receiving 12

REC_320 09-21-07 23

Display Goods Receipt Display Goods Receipt –– ME23NME23N

• To view a goods receipt movement:Go to ME23NSelect the “Other Document” iconType in the Purchase Order number, press ENTERGo to the “Purchase Order History” tab

Remember to check each line item on the PO for Purchase Order History.You can click on the Material Document number to view detailed information about the goods receipt movement.

REC_320 09-21-07 24

Display Goods ReceiptDisplay Goods Receipt–– ME23NME23N

Receiving 13

REC_320 09-21-07 25

Display Goods Receipt Display Goods Receipt –– MIGOMIGO

• You can also view a goods receipt movement using MIGO transaction:

Go to MIGOSelect “A04 Display”Type in the Material Document number, press ExecuteGo to the “Quantity” tab

Remember to check each line item.

REC_320 09-21-07 26

Display Goods ReceiptDisplay Goods Receipt–– MIGOMIGO

Receiving 14

REC_320 09-21-07 27

Display Goods Receipt (Continued)Display Goods Receipt (Continued)

REC_320 09-21-07 28

Cancel Goods Receipt Cancel Goods Receipt -- MIGOMIGO

•Before canceling a goods receipt, you must verify whether or not an invoice has been posted using the PO History tab.

If an invoice has been posted, you may not cancel a goods receipt. If an invoice has not been posted, you may cancel a goods receipt.

Receiving 15

REC_320 09-21-07 29

Cancel Goods Receipt Cancel Goods Receipt -- MIGOMIGO

•A single line item or the entire goods receipt may be cancelled

•Once a goods receipt has been created, you cannot change the quantity. You must cancel the line item.

•Canceling a goods receipt will automatically create the appropriate accounting transaction.

REC_320 09-21-07 30

Cancel Goods Receipt Cancel Goods Receipt -- MIGOMIGO

REASONS TO CANCEL A GOODS RECEIPT•The wrong quantity was entered•The goods receipt is entered against the wrong

purchase order•The goods were received, but were poor quality – thus

you decide to return the item.

Receiving 16

REC_320 09-21-07 31

Cancel Goods Receipt Cancel Goods Receipt -- MIGOMIGO

1. Select, A03 Cancellation 2. Enter the Material

Document number & press ENTER

3. Highlight the line item to be cancelled

4. The system will allow you to cancel an entire line item or line items on a PO.

5. Click Item OK(to cancel)

6. Click Save icon

REC_320 09-21-07 32

••Exercise 1.3Exercise 1.3Cancel a Goods Receipt Cancel a Goods Receipt --MIGOMIGO

Receiving 17

REC_320 09-21-07 33

Optional Slides

REC_320 09-21-07 34

Purchase Order Display Purchase Order Display –– ME23NME23N

2

1

3

65

4

If Purchase Order is not known use this exercise

Receiving 18

REC_320 09-21-07 35

Purchase Order Display Purchase Order Display –– ME2L ME2L –– by Rangesby Ranges1

1a

1b

34

5

6

2 & 7 Use to enter “equal to” values

Use to enter “not equal to” values

REC_320 09-21-07 36

Purchase Order Display Purchase Order Display –– ME2L ME2L –– by Vendorby Vendor

3

2

1

1a

Receiving 19

REC_320 09-21-07 37

ReceivingREC_320