Entering a Goods Receipt 

The second component of your three-way match is the receipt of goods. By entering the quantity received, the goods receipt automatically updates both the quantity values in inventory and the dollar values on the balance sheet.

1. Select in the SAP R/3 System screen Logistics ® Materials Management ® Purchasing

2. On the Purchasing screen, select Purchase order ® Follow-on functions ® Goods receipt.

3. On the Goods Receipt for Purchase Order: Initial Screen , enter the following data:

Field

Data

Movement type

101

Purchase order

Purchase order number you noted

Instead of entering the purchase order manually as done in step 3, you could also leave the purchase order number field blank and select Purchase Orders. The system displays a dialog box where you can select purchase orders by vendor. You enter the vendor number and select Enter. The system displays a list of purchase orders for your vendor. Select the purchase order and select Copy selected.

4. Select Enter.

The system displays the Goods Receipt for PO: Selection Screen and proposes the purchase order quantity. In this example, the amount received equals the amount ordered.

5. Select Save.

Write down the document number.

6. On the Goods Receipt for Purchase Order: Initial Screen , select Goods receipt ® Display.

7. If the system does not propose the goods receipt document number in the Material doc. field, type in the goods receipt document number.

8. Select Enter.

The system displays the Display Material Document "Number" Overview screen.

9. To see the accounting documents posted, select Accounting docs.

10. In the dialog box double-click on Accounting document.

11. Double-click on one of the accounting lines and you will see that the system has proposed the original purchase order number in the Purchasing doc. field.

The Goods Received / Invoice Received account is a clearing account. This account can also be known as an Unvouchered Payable account. Each line that is posted to this account represents either a line item from the goods receipt or a line item from the invoice receipt. The system automatically matches these lines line by line to determine your outstanding items.

The accounting document itself will look as follows:

Europe:

Debit 300000 Inventory-Raw Mat DM 10.000,--

Credit 191100 Goods Rcvd/Invoice DM 10.000,--

North-America:

Debit 300000 Inventory-Raw Mat USD 10.000,--

Credit 191100 Goods Rcvd/Invoice USD 10.000,--

If you access this document from the FI general ledger, and not from MM, you can navigate back up the chain to the purchase order. If you are in an FI document, drill down to the line item. Place your cursor on the Purchasing doc field. Select Environment ® Original document. The system displays the MM Goods Issue. Place your cursor on the line item and select Environment ® Purchase order and the system returns you to the purchase order.

12. Return to the SAP R/3 screen.