Goods receipts /Reverse / Cancellation
SAP PP/PPPI Goods Receipts:
When you produce something against an
SAP order (Production order or a process order) you would first confirm
the operations or phases (or confirm the whole order) and then bring to stock
quantities which are produced through all the given operations/phases.
Confirmation in SAP does not
necessarily bring goods to stock unless you have planned for Auto Goods
Receipts from the final operation/phase in the order task list.
Goods receipt in SAP, stocks the
produced quantities from a production order in to storage locations.
When the produced goods are brought to
stock they are priced at the material master's current standard cost or
variable price derived at the time of goods receipts as per the costing method
in the material master accounting 1 view. A goods receipt from an order is a
credit from an order, while a goods issue to an order is a debit on the
order.
Order Status for Goods Receipts:
The system status or user status
set on the order should allow for goods movements; to be more precise it should
allow for goods receipts. The System status TECO would allow goods receipts
from an order, but the system status CLSD or closed would not allow any goods
receipts from an order.
When a Goods receipts (GR) is created
for the order, the system checks whether it is a goods receipt for partial
quantity or for full order quantity. If the GR is for partial quantity, the
system allocates a system status - PDLV on the production order header
(provided there are no delivery tolerances set). If the GR is for the full
quantity of the order, the system allocates a system status - DLV (provided
there are no delivery tolerances set).
For example:
If the order quantity is 100 and you
receive 70 from the order, the status PDLV is set on the order header. If the
next 30 is received from the same order, the system allocates a status DLV
to the order header.
Other Things to
note for Goods Receipts:
Note the following points:
a) The goods receipt storage
location would be pulled-in/used from the order header goods receipt tab.
This storage location is pulled in from the material master MRP 2 view -
Issue Storage location field value. The field value represents the
issue storage location for the components and GR storage location for the
finished or semi-finished materials.
Dangerous Situation - What happens when the item is a
semi-finished item which is received in one location and issue from another
location to the next production?
Answer - In such a case you can also use the
issue storage location field in the BOM item details or you can use the issue
storage location in the production version of a material. Though priority is
given the issue storage location of the material master.
b) The Quantity that is to be received
from an order, is normally the order quantity + or - the delivery tolerances
noted on the order goods receipt tab.
Once the goods receipt for the order
quantity is made the system would call that as final delivery and tag this
receipt with a "delivery completed indicator" and change the order
status to DLV.
If you wish to receive more from the
order which has an over delivery tolerance included, the system will not let to
receive more from the order. Though there is a method to receive that extra
quantity for the order corresponding to the over delivery tolerance
specified by executing the goods movement with "Suggest Zero
Lines". Suggesting Zero Lines, opens up the goods receipt movement without
proposing any quantities, nevertheless you can only receive till the over
tolerance limit and cannot receive beyond that.
For example if the order quantity is
100 and over delivery tolerance is 10, then on receiving 100, the system marks
delivery as completed and puts on a DLV status on the order, now if you want to
receive more that extra 10 units, you should execute goods receipt with
"suggest zero lines" (though you cannot receive more than 10 in any
case).
On the other hand, when you receive
less than the order quantity and equal to the under delivery tolerance, the
system would declare the goods receipt as 'final delivery' and change the order
status to DLV. But if you want to complete receiving the order quantity you can
use the "suggest zero line indicator" and receive the order quantity.
For example, In a case when
the order quantity is 100, the under delivery tolerance is 10, the
over delivery tolerance is 10, and if you receive 90 units the system
would put on the "delivery completed indicator" and mark the
order with the DLV status and won’t let you receive the remaining quantities
from the order (order quantity or over delivery quantities). Now to receive
that 10 units more from the same order (completing order quantity) or 20
more units from the same order (equal to over delivery tolerance), you should
use the "suggest zero line" concept.
c) The Material number and the
plant of the goods receipt is the order header material and
the plant of the order.
d) Automatic Goods receipt for an
order is carried out if the final operation in the order task list is set for
Auto-GR or the production scheduler profile of the order is configured for
Auto-GR. Automatic Goods receipt is carried out when you confirm the final
operation. The confirmation quantity is received in stock in the case of
automatic goods receipt from an order.
e) When you receive goods in
stock through a goods receipt the system would ask for a batch number for a
batch managed material. If the batch number is already entered on the order
header, then you are not allowed to enter one during goods receipt; in this
case all the goods receipt that are made from a given order would always carry
a single batch number that is defaulted on the order header.
SAP Goods Receipt Batch
Number:
If a Batch number is not
assigned to the order header, then you can receive goods in multiple batch
numbers, i.e., every goods receipt can have a different batch number
assigned.
SAP Procedure to receive
goods in stock:
In SAP, you use the transaction
code MB31 to receive goods in stock from a production order. The production
order status should allow for goods receipt.
Follow the procedure to receive goods
in stock:
Step
1:
Enter the Plant of GR, the Order
number (optional) and the storage location (optional), the correct Posting date
and the document date (date on which you are posting the document)
Step
2:
Then Press the "To-Order"
Button on the selection screen if you have not entered the order number
on the selection screen. Here you should enter the order number
and optionally you can also enter the storage location.
Press Enter on the pop-up screen to
enter in to the goods receipt main screen.
Step
3:
In the GR main screen, the system
proposes the order number, the quantity, the storage location (if data
already entered/exits in order header), the batch number (if the
batch number already was entered at order header level).
You can also enter the quantities in
an alternate unit of measure if an alternate unit of measure is set in the
material master.
During the Goods Receipt from an
order, you can also enter the Batch characteristics values if the batch
classification is allowed in the foreground.
Step
4:
Then press the Save Button to Save the
Goods receipt. Once you save the GR, a material document is created by the
system.
The material document would contain an
accounting document.
Enter SAP Goods Receipt
for multiple orders:
In the MB31 Transaction code, for
goods receipt, when you press the "To-Order" Button to receive
goods from order, the system would open up a pop-up to enter the order
number/s from which you want to goods from.
In this pop-up, you have an option to
enter up to 6 orders from which you want to receive goods from, at the same
time.
This can be useful..... :)
Follow the steps:
Enter the Plant of GR, the Order
number to be received in stock (optional) and the storage location (optional),
the correct Posting date and the document date (date on which you are
posting the document)
Press the "To-Order" Button
on the selection screen if you have not entered the order number on the
selection screen. Here you should enter the order numbers
and also enter the storage location optionally. The System
gives you an option to enter Goods receipts for 4 Orders
Enter SAP Goods Receipt
from Confirmations (AUTO GR):
When you create an Auto-GR
from an order on confirmation of the final operation in the order, the system
treats the same as a regular goods receipt from an order and allocates the
regular GR ststus on the order. A Material document is created on saving the
confirmations.
Method:
Enter the transaction code that would
create order confirmations or operation confirmations for an order
1- >>>
Enter the Order number or the Confirmation number or the operation Number and
press enter
2- >>>
Enter the Yield Qty and enter data for other fields as required
3->>>
Once you enter the yield quantity, the system sets the
proportionate quantities for 101 GR from order
in the goods
movement TAB of confirmations.Nevertheless
you can
manuallly change these qunatities in
the Goods Movement
Tab.
You can even Make it ZERO.
4- >>>
Press Save Button to Save.
A
Material Document is created
Good Receipt Reversals/Cancellations:
SAP provides a facility to
reverse the wrong goods receipts that you have made. Infact all the
goods movements in SAP - goods issue, goods transfer or goods receipts have a
reversal feature.
In the case of a Goods receipts
from order, made using movement type 101, there is a reversal movement
available called 102. You can use the transaction code MB31-102 or use MIGO-102
to create the reversals.
Alternatively you can use the
transaction code MBST (or use MIGO - Document Cancellation option) to create the
reversals, using MBST not only saves your time, but it also creates a chance to
know the original reference document that was reversed.
If you use the MB1a-262 or MIGO-262,
you would not know the material document or the document item that you are cancelling
(due to incorrect receipts) and the system would not propose the reversal
details for you. You would have to manually type in the details that you wish
to reverse.
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Options
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Details
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Details
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Details
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Reversals using MB31- 102
or MIGO
- 102
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Use this option when you want to
create partial quantity reversal for an items received.
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The System will not propose any
reversal details for you. You would have to manually type in the Material
code, qty, sloc, and the batch number (if any) that you wish to reverse from
the order.
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The system does not have any
chance to record the original material document details as nothing is
provided to the system during the reversals.
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Reversals using
MBST
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You can use
this option if you want to reverse/cancel the whole document that was posted
as goods receipts
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There is not much of effort required
as you would be cancelling an existing document, that has its own details.
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Since you are
cancelling an existing document, the system records the original document as
reference document in SAP tables such as MIGO. This is a clear advantage over
the goods receipt reversals process.
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Importance of Posting Date -
You should enter the right posting
date during cancellation/reversals or during the actual posting as the movement
or production activities is booked on the date you select as posting date.
For example: If you have made a issue
posting on 25th Dec 2016, then you should reverse using the same day, therefore
helping the system to show the correct goods issue made on 25th Dec 2016. But
if you issue on 25th Dec 2016 and reverse the document on 26th Dec 2016, it
could be confusing for you to report the goods issues (it would show more
issues on 25th Dec 2016 and reduce the issues made on 26th Dec 2016). So be
Careful :)
Receiving Overdelivery
or underdelivery from an Order:
The Quantity that is to be received
from an order, is normally the order quantity + or - the delivery tolerances
noted on the order goods receipt tab.
Once the goods receipt for the order
quantity is made the system would call that as final delivery and tag this
receipt with a "delivery completed indicator" and change the order
status to DLV.
Receiving more than the order quantity
corresponding to Over-delivery Tolerance:
If you wish to receive more from the
order which has an over delivery tolerance included, the system will not let to
receive more from the order. Though there is a method to receive that extra
quantity for the order corresponding to the over delivery tolerance
specified by executing the goods movement with "Suggest Zero
Lines". Suggesting Zero Lines, opens up the goods receipt movement without
proposing any quantities, nevertheless you can only receive till the over
tolerance limit and cannot receive beyond that.
For example if the order quantity is
100 and over delivery tolerance is 10, then on receiving 100, the system marks
delivery as completed and puts on a DLV status on the order, now if you want to
receive more that extra 10 units, you should execute goods receipt with
"suggest zero lines" (though you cannot receive more than 10 in any
case).
Receiving Less than the
order quantity corresponding to Under-delivery Tolerance:
On the other hand, when you receive
less than the order quantity and equal to the under delivery tolerance, the
system would declare the goods receipt as 'final delivery' and change the order
status to DLV. But if you want to complete receiving the order quantity you can
use the "suggest zero line indicator" and receive the order quantity.
For example, In a case when
the order quantity is 100, the under delivery tolerance is 10, the
over delivery tolerance is 10, and if you receive 90 units the system
would put on the "delivery completed indicator" and mark the
order with the DLV status and won’t let you receive the remaining quantities
from the order (order quantity or over delivery quantities). Now to receive
that 10 units more from the same order (completing order quantity) or 20
more units from the same order (equal to over delivery tolerance), you should
use the "suggest zero line" concept.
