GR/IR Clearing Account

Definition

Postings are made to the goods receipt/invoice receipt (GR/IR) clearing account or to GR/IR accounts whenever goods are delivered and invoice receipts are captured with a material reference.

Postings relating to the same purchase order and purchase order item are updated but not cleared automatically.

To clear open items on GR/IR clearing accounts, you use automatic clearing (transaction F.13 or F.13E). To do this, go to the SAP Easy Access menu and choose Start of the navigation path Accounting Next navigation step Financial Accounting Next navigation step General Ledger Next navigation step Periodic Processing Next navigation step Automatic Clearing End of the navigation path. Here, the program analyzes all open items according to their purchase order number and purchase order item, determines whether they produce a zero balance, and then clears them. Any items that do not produce a zero balance or cannot be assigned to each other remain as open items on the GR/IR clearing account.

Use

Before you create a balance sheet, you analyze the GR/IR clearing account using a program that enables you to correctly display all business transactions that have been posted to this account and not cleared.

The program used for this analysis creates an item balance for each reconciliation account and each assignment number If the account has a credit balance, goods have been received but not invoiced; if the account has a debit balance, goods have been invoiced but not yet received. The program places any necessary adjustment postings in a batch input session. These postings are created separately for each company code, GR/IR clearing account, reconciliation account, and business area. The postings are then reversed on the reversal date that you specify in the program run.

Example Example

You have received goods from one of your vendors. An invoice is received for only part of the delivery

End of the example.

In this example, the following postings are made:

  1. You post goods received for the value of 2000 EUR to the inventory account. The system automatically posts the transaction to the GR/IR clearing account.

  2. You have received an invoice for the value of 1000 EUR for part of the delivery. You post this amount to the vendor account and to the GR/IR clearing account.

In this example, the program would create the following postings:

  1. On the balance sheet key date, transfer postings are required to identify the portion of goods delivered but not yet invoiced. To adjust the GR/IR clearing account, the program used in analyzing the GR/IR clearing account posts 1000 EUR to the adjustment account for the GR/IR clearing account. The offsetting entry is posted to the account used for presenting goods delivered but not invoiced (target account).

  2. After the balance sheet has been created, these postings are reversed.