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© 2010 SAP AG 1

Rough Goods Receipt in SAP

Applies to:

SAP ECC 6.0. For more information, visit the Enterprise Resource Planning homepage.

Summary:

This document helps the P2P/Retail/WM consultants to understand the Rough goods receipt scenario in SAP. It explains how the configuration and the master data to be maintained for the rough goods receipt business. Any suggestions and improvements towards this document will be always welcome.

Author: Mohamed Hasan Rifaie.M

Company: Larsen & Toubro Infotech Ltd.,

Created on: 28 May 2010

Author Bio:

Mohamed Hasan Rifaie.M, a SAP certified Procurement consultant, is now an employee of Larsen &Toubro Infotech Ltd. He has total 9 years of experience, out of which around 3 years experience in the area of SAP Consulting in Procure to pay (P2P) process and Supplier Relationship Management (SRM). He has worked various industries like Electro mechanical construction, Automobile, Refrigeration industry as a Procurement Executive. He has secured University Rank in Engineering degree.

http://www.sdn.sap.com/irj/sdn/bpx-erp



© 2010 SAP AG 2

Table of Contents

Rough Goods Receipt ........................................................................................................................................ 3

Types of Goods receipt ................................................................................................................................... 3

Advantages ..................................................................................................................................................... 4

Integration ....................................................................................................................................................... 4

Process ........................................................................................................................................................... 5 Info record set up (Optional) ........................................................................................................................................ 5

Purchase order creation with Rough GR ..................................................................................................................... 6

Create Rough Goods Receipt ...................................................................................................................................... 8

Create Goods Receipt ............................................................................................................................................... 12

Purchase order creation with shipping notification and Rough GR ............................................................................ 14

Create Inbound delivery ............................................................................................................................................. 15

Create Rough Goods Receipt with reference to shipping notification ........................................................................ 17

Configuration ................................................................................................................................................. 20 Define External Confirmation Categories ................................................................................................................... 20

Define Internal Confirmation Categories .................................................................................................................... 21

Set Up Confirmation Control ...................................................................................................................................... 21

Assign Output Determination Procedure .................................................................................................................... 25

Define Delivery Types ................................................................................................................................................ 26

Define Item Category Determination in Deliveries ..................................................................................................... 28

Define Number Ranges for Deliveries ........................................................................................................................ 29

Delivery Split by Warehouse Number ........................................................................................................................ 31

Set Up Partner Determination for Deliveries .............................................................................................................. 32

Related Content ................................................................................................................................................ 34

Disclaimer and Liability Notice .......................................................................................................................... 35



© 2010 SAP AG 3

Rough Goods Receipt

The rough goods receipt is a step that takes place before the actual goods receipt posting. The delivery is identified and the items on the delivery documents sent by the vendor are matched up with the order items in the system. The system compares the quantities ordered with those contained in the delivery papers.

Technically, a rough goods receipt document is the same as an inbound delivery. Only after the goods are physically received and the goods receipt posted are the articles included in the inventory of the site. When the goods receipt is entered, reference is made to the rough goods receipt.

You can only use rough goods receipts if you use SAP Retail. Rough GR is made by manually entering the quantities delivered in confirmation control screen.

A goods receipt for a purchase order can take place either in one or in two steps. If it takes place in two steps, it is first entered as "rough" and then as "exact." The rough goods receipt involves identifying the delivery and matching up the items on the delivery documents sent by the vendor with the order items in the system.

A rough goods receipt can be entered for a number of purchase orders and can refer to a shipping notification. A rough goods receipt can only be entered if a special confirmation key is set for the purchase order items.

When a rough goods receipt is posted, a document is created that is similar to a shipping notification. When the exact goods receipt is entered, reference is made to the rough goods receipt on the rough goods receipt reference document.

This is the first step in a two-step goods receipt. Only the information contained in the delivery note from the vendor is entered in the system.

Types of Goods receipt

Basically there are two types of Goods receipt in SAP retail

Single step

Two step

Single step:

Goods receipt happening in one step can be called as Single step. Receipt of goods directly in to our own stock is an example for this process. Depends on the stock type the posting to the accounts will happen.

Two Step:

Goods receipt happening in more than one step namely rough and exact goods receipt can be called as two step procedure.

For example, the goods shall be first received by rough goods receipt and further added in to own stock by using confirmed /exact goods receipt.



© 2010 SAP AG 4

The following figure illustrates the types of Goods receipt.

Purchase Order

Whether Single step or

Two step

Shipping

notification

Goods ReceiptRough Goods

Receipt

Goods Receipt

Invoice

verification

Single step Two step

Advantages

The rough goods receipt has the following advantages,

Quantities on the delivery note can be entered without worrying the order quantities.

Order items can be assigned and arranged

The goods receipt can be included in availability checks

This goods receipt can be included in MRP point of view.

Count lists can be created

Goods receipt/issue slips can be created

The received quantity will not affect any cost object until confirmed GR.

This enables you to identify large quantity differences or articles that are wrongly delivered even before you take physical receipt of the goods.

Integration

Although this scenario designed exclusively for SAP retail, still the following integration needs to be carried out before executing this rough GR scenario.

SAP Materials management

SAP Retail

SAP Warehouse management

SAP Retail also enables you to enter the goods receipt in two steps. To ensure that the data is as accurate as possible when the goods are actually checked at goods receipt, you can enter the delivery note data as a rough goods receipt. You post the actual goods receipt in a second step, referencing the rough goods receipt.



© 2010 SAP AG 5

Process

Info record set up (Optional)

For creating info record, we can follow the standard procedure providing need to give input in the confirmation control field. Please note, this shall be an optional set up.

There are two kinds,

Rough GR

Shipping notification with rough GR

Whenever you are creating the purchase order, the confirmation control filed will be defaulted automatically by this set up.



© 2010 SAP AG 6

Purchase order creation with Rough GR

Create the purchase order as per the standard procedure and go to the confirmation tab and select the confirmation control field as Rough GR (0002), if the prior info record has not been maintained.



© 2010 SAP AG 8

Create Rough Goods Receipt

Retailing Merchandise Logistics Goods Receipt Rough GR Create

Transaction : VL41

On the initial selection screen, give the vendor number, plant and the purchase order number as input and proceed.

On the detail screen enter the delivery note number from the vendor delivery note. Here, system will propose the order quantity that can be overwritten and save it.



© 2010 SAP AG 9

Thus the inbound delivery created for this order by creating rough goods receipt.

By doing rough Goods receipt it will not neither increase the stock nor the purchase order history.



© 2010 SAP AG 11

But, it will update the stock requirement list in MRP point of view so that the received quantity by inbound delivery can be seen in MRP list.



© 2010 SAP AG 12

Create Goods Receipt

Logistics Materials Management Inventory Management Goods Movement MIGO - Goods Movement (MIGO)

Transaction : MIGO_GR

Here, select the reference as “Inbound delivery” and input the inbound delivery number generated during creation of rough Goods receipt.



© 2010 SAP AG 13

It will update the purchase order history, stock as well as stock requirement list as a received stock.



© 2010 SAP AG 14

Purchase order creation with shipping notification and Rough GR

Create the purchase order as per the standard procedure and go to the confirmation tab and select the confirmation control field as Shipping notification / Rough GR (0003), if the prior info record has not been maintained.



© 2010 SAP AG 15

Create Inbound delivery

Merchandise Logistics Logistics Execution Inbound Process → Goods Receipt for Inbound Delivery → Inbound Delivery → Create

Transaction : VL31N

Give the input as vendor number and the purchase order number and enter it,



© 2010 SAP AG 16

Please note, you cannot receive the goods based on the shipping notification if the system is configured for shipping notification with rough goods receipt.



© 2010 SAP AG 17

Create Rough Goods Receipt with reference to shipping notification

Merchandise Logistics Goods Receipt Rough GR Create

Transaction : VL41

On the initial selection screen, give the vendor number, plant and the inbound delivery number as input and proceed.



© 2010 SAP AG 20

Configuration

Define External Confirmation Categories

In this activity, you can make the settings for rough goods receipt, if your system is configured as an SAP Retail System.

Materials ManagementInventory Management and Physical InventoryRough Goods Receipt Define External Confirmation Categories

Execute it,



© 2010 SAP AG 21

Define Internal Confirmation Categories

In this activity, you assign an external confirmation category to each internal confirmation category. On the basis of this assignment, the system is able to recognize which confirmation category represents order acknowledgments and which one represents shipping notifications.

Materials ManagementInventory Management and Physical InventoryRough Goods Receipt Define Internal Confirmation Categories

Execute it,

Set Up Confirmation Control

Once you have set up the confirmation control facility in a production system, you should not make any changes to the relevant settings. Changes to the Customize settings can lead to data inconsistencies in your system (e.g. incorrect MRP-relevant quantities).

In this step, you define confirmation control keys and specify the confirmation sequence.



© 2010 SAP AG 22

Confirmation control key:

For PO items in respect of which confirmations are to be used, a confirmation key must be assigned. You can define a confirmation control key with just one confirmation category (e.g. shipping notification) and a confirmation control key covering several confirmation categories (order acknowledgment, loading confirmation, shipping notification).

Confirmation sequence:

With the confirmation sequence, you can specify the order in which the individual confirmations defined in a confirmation control key are expected and which confirmation categories are to be automatically monitored. In addition, you can specify for all confirmation categories whether they are for your information only or are also to be relevant to Materials Planning and Goods Receiving

Materials ManagementInventory Management and Physical InventoryRough Goods Receipt Set Up Confirmation Control



© 2010 SAP AG 25

Assign Output Determination Procedure

In this IMG activity you assign the output condition procedures to documents.

Materials ManagementInventory Management and Physical InventoryRough Goods Receipt Output DeterminationAssign Output Determination Procedure



© 2010 SAP AG 26

Define Delivery Types

In this menu option you define your delivery types which represent the different business transactions in shipping.

Logistics ExecutionShippingDeliveries Define Delivery Types



© 2010 SAP AG 28

Define Item Category Determination in Deliveries

In this menu option you define the item category determination for deliveries. If an order item or a schedule line is copied into a delivery, the item category is also copied. For items independent of orders in the delivery (for example, packaging material that is entered in the delivery) or deliveries without reference to an order, the item category is determined by the SAP System by allocating the item category group to a delivery type.

Logistics ExecutionShippingDeliveries Define Item Category Determination in Deliveries



© 2010 SAP AG 29

Define Number Ranges for Deliveries

In this menu option you define the number intervals of the number ranges for deliveries and groups of deliveries.

Logistics ExecutionShippingDeliveries Define Number Ranges for Deliveries

SAPEVENT:DOCU_LINK/GL:number_range



© 2010 SAP AG 31

Delivery Split by Warehouse Number

In this activity, you can make settings so that deliveries within one warehouse are created automatically for specific warehouse numbers and delivery types, and a delivery split is carried out if necessary. In the case of a delivery within one warehouse, all storage locations of the delivery items must belong to one warehouse number, or they can have no warehouse number assigned to them. If this does not apply to the items of an order, then several deliveries are created automatically.

Logistics ExecutionShippingDeliveries Define Split Criteria for DeliveriesDelivery Split by Warehouse Number



© 2010 SAP AG 32

Set Up Partner Determination for Deliveries

In this activity, you define the rules that should be used to perform automatic partner determination.

Define the partner functions that differentiate the roles of partners in your system, define the partner determination procedure, and assign the key of the relevant partner object to this procedure and assign the partner functions you define to the account groups.

IMG Logistics Execution Shipping Basic Shipping Functions Partners Set Up Partner Determination for Deliveries



© 2010 SAP AG 35

Disclaimer and Liability Notice

This document may discuss sample coding or other information that does not include SAP official interfaces and therefore is not supported by SAP. Changes made based on this information are not supported and can be overwritten during an upgrade.

SAP will not be held liable for any damages caused by using or misusing the information, code or methods suggested in this document, and anyone using these methods does so at his/her own risk.

SAP offers no guarantees and assumes no responsibility or liability of any type with respect to the content of this technical article or code sample, including any liability resulting from incompatibility between the content within this document and the materials and services offered by SAP. You agree that you will not hold, or seek to hold, SAP responsible or liable with respect to the content of this document.

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