Title: GR/IR Account Maintenance 11/14/07

Functional Area : Finance

Process : Accounts Payable

Work Instruction

GR/IR Account Maintenance 11/14/07 MR11

Purpose
Use this procedure to maintain the GR/IR (Goods Receipt/Invoice Receipt) account manually.

Trigger
Perform this procedure when differences between goods receipt and invoice receipt for a purchase
order result in a balance on the GR/IR clearing account.

Prerequisites
• Prior to MR11, run F.13 to automatically clear items that have the 3-way-match.xxx

Menu Path
Use the following menu path(s) to begin this transaction:
• Select SAP Menu Logistics Materials Management Logistics Invoice Verification
GR/IR Account Maintenance MR11 – Maintain GR/IR Clearing Account

Transaction Code
MR11

Helpful Hints
Many items that are open and cannot be cleared in the GR/IR account are due to timing issues – a
revised invoice from the vendor is expected, goods receipt is still pending or additional goods will be
received at a later date.

Before creating the adjustment entries using MR11 in order to clear unbalanced GR/IR entries, verify that
the items have been open for an extended period of time, that the Purchasing department has been
contacted to follow up with price discrepancies and that the Requisitioner has performed Good Receipt in
the system for all items delivered by the vendor

Here’s an example of two issues and solutions for the GR/IR account:

If Then Solution

Quantity received is more than Expect additional invoices to clear Request

invoice balance in GR/IR additional/revised
invoice from vendor

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 Title: GR/IR Account Maintenance 11/14/07
Functional Area : Finance
Process : Accounts Payable

If Then Solution

Quantity invoiced is larger than Expect additional good receipts to Pay only the amount of
quantity received clear balance in GR/IR the goods receipt

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 Title: GR/IR Account Maintenance 11/14/07
Functional Area : Finance
Process : Accounts Payable

Procedure

1. Start the transaction using the menu path or transaction code.

SAP Easy Access

2. Double-click .

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 Title: GR/IR Account Maintenance 11/14/07
Functional Area : Finance
Process : Accounts Payable

Maintain GR/IR Clearing Account

3. As required, complete/review the following fields:

Field Name R/O/C Description

Company Code R The Company Code is an organizational unit within financial

accounting.
Example: SBBC
Posting Date R The date on which a transaction in SAP will be posted to the
appropriate accounts. SAP will default this field to be the
current date, but changes are allowed. For items to be posted
in a future or past period, you must enter the posting date.
Example: 06/06/2007

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 Title: GR/IR Account Maintenance 11/14/07
Functional Area : Finance
Process : Accounts Payable

Field Name R/O/C Description

Vendor O A business partner to whom amounts are payable for goods

delivered or services performed.

Enter a vendor account number to review and

manually clear a specific item or leave filed blank to
capture all open items in the GR/IR account.
Example: 100005
Purchase Order Date R Description of the Purchase Order Date.

Enter a valid beginning date range in which purchase

orders have been created.
Example: 01/01/2006
to O Upper limit of the range to be selected from a list.

Enter an ending date to close the range

Example: 06/06/2007

3.1 Scroll down to move to the bottom of the screen.

Maintain GR/IR Clearing Account

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 Title: GR/IR Account Maintenance 11/14/07
Functional Area : Finance
Process : Accounts Payable

4. Click to select purchase orders with a delivery quantity

exceeding invoice quantity.

5. Click to select purchase orders with an invoiced quantity

larger than the quantity delivered.

6. Click to clear the GR/IR account

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 Title: GR/IR Account Maintenance 11/14/07
Functional Area : Finance
Process : Accounts Payable

7. As required, complete/review the following fields:

Field Name R/O/C Description

Last movement O Description of the Last movement before key date.

before key date
Transactions are only selected for which the date of
the last goods movement is earlier than the date
specified
Example: 06/06/2007
Qty Var. Less O Description of the Qty Var. Less Than/Equal To
Than/Equal To

Used to select all purchase orders in which the

variance between the goods receipt value and invoice receipt
value is less than or equal to the specified amount

Example: 05%

8. Click to get a list of all the differences in the GR/IR account.

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 Title: GR/IR Account Maintenance 11/14/07
Functional Area : Finance
Process : Accounts Payable

Maintain GR/IR Clearing Account

You have generated the GR/IR report. This reports displays quantity received and/or
quantity invoiced of each purchase order listed. At times the report will display the goods
receipt or invoice receipt, which means the other item is missing, landing the transaction in
the GR/IR accounts.

9. Click (Purchase Document) to view the details of the po.

10. Then click to display purchase order details. Including the quantity ordered,
received and invoiced.

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 Title: GR/IR Account Maintenance 11/14/07
Functional Area : Finance
Process : Accounts Payable

Emergency PO 4107000030 Created by Julie Mun

11. Click .

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 Title: GR/IR Account Maintenance 11/14/07
Functional Area : Finance
Process : Accounts Payable

Emergency PO 4107000030 Created by Julie Mun

12. Click to view details regarding the goods receipt and the delivery receipt.

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 Title: GR/IR Account Maintenance 11/14/07
Functional Area : Finance
Process : Accounts Payable

Emergency PO 4107000030 Created by Julie Mun

13. Click to return to the Maintain GR/IR Clearing Account screen.

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 Title: GR/IR Account Maintenance 11/14/07
Functional Area : Finance
Process : Accounts Payable

Maintain GR/IR Clearing Account

14. Click to post the adjustment entries to the GR/IR account.

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 Title: GR/IR Account Maintenance 11/14/07
Functional Area : Finance
Process : Accounts Payable

Maintain GR/IR Clearing Account

15. Click twice to return to the main menu.

The system displays the message, "Document no. 5400000310 created."

Result
You have completed the GR/IR Account Maintenance transaction.

Comments

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 Title: GR/IR Account Maintenance 11/14/07
Functional Area : Finance
Process : Accounts Payable

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