Quantity Differences at the Time of Goods Receipt

Use

When quantity differences occur after goods receipt has taken place, you can use a quantity difference profile to determine how quantity differences are handled in cases of reversals, return deliveries or stock releases.

If you use the quantity difference profile in confirmation control, the system displays a dialog box in which you can enter the (difference) quantity to be posted and so on.

This graphic is explained in the accompanying text.

For a return delivery you can decide whether this underdelivery should still be taken into account during release creation and materials planning. In other words, you can decide whether you expect to receive substitute deliveries from your vendor.

You can adjust both the quantities relevant for release creation and materials planning, and the status of the inbound delivery. This enables you to prevent quantity differences arising from an underdelivery appearing as open quantities in the next SA release, or negative quantities coming into existence in due to an overdelivery.

When you post return deliveries in Goods Receipt Automotive you can automatically generate an outbound delivery in shipping (LE-SHP). By doing so you can use the shipping functions for the return delivery and make use of shipping documents and delivery notes.

For more information on outbound deliveries see the component Shipping (LE-SHP) under Delivery Processing

You can post quantity differences in the following functions:

Function	Transaction Code	With Outbound Delivery	Quantity Differences Dialog Box	Menu
Reversal	MB01/MB0A/ MBST/MIGO		You enter the difference in the transaction and the system displays a window in which you can change proposed values, such as Close SN.	Materials Management → Inventory Management → Goods Movement → Goods Receipt
Return Delivery	MBRL/MIGO	*
Goods Receipt Automotive	BORGR_B		The system displays a window in which you can enter the difference and change the proposed values.	Logistics Execution → Inbound Process → Goods Receipt Automotive
Goods receipt clearing	BORGR_C

*The system only displays the quantity difference dialog box when you are posting goods movementsWhen you post a return delivery as an outbound delivery the system does not display the window because no goods movement takes place. If you then post goods issue the system takes the settings of the quantity difference profile into account.

Prerequisites

The quantity difference profile is assigned to the confirmation control key and thus to the scheduling agreement or PO item.

This graphic is explained in the accompanying text.

If you want to use the quantity difference profile for purchase orders, only the functions for closing shipping notifications and adjusting the PO delivery schedule are available.

If you do not use the quantity difference profile, the cumulative received quantity is adjusted but the inbound delivery is not closed and the schedule line is not adjusted.

If you want to use these functions, you should:

Set confirmation control, that is:

Use a confirmation control key with a single confirmation category ( inbound delivery )

Specify MRP-relevant, GR-relevant and GR Assignment within confirmation control

Select Return Delivery Visible for the internal confirmation types

The system only displays the return delivery that was created as an outbound delivery in the confirmation overview, if you have selected this indicator. This indicator must also be set to allow you to post return deliveries as outbound deliveries.

For more information see SAP Note 588177 (2003).

You maintain the confirmation control facility in Customizing for Purchasing under Confirmations → Set Up Confirmation Control .

Maintain a quantity difference profile

You maintain the quantity difference profile in Customizing for Purchasing under Confirmations → Set Up Quantity Difference Profile .

Assign the quantity difference profile to the confirmation control key

Enter the confirmation control key in the detailed data for the scheduling agreement item

This graphic is explained in the accompanying text.

The system only displays this dialog box in the inbound delivery or Goods Receipt Automotive if you do not work with acknowledgments of receipt of goods (proofs of delivery).

If you use acknowledgements of GR, the system continues to display the same dialog box for entering difference quantities as before.

For more information on acknowledgments of the receipt of goods (proofs of delivery), see the SAP Library under Shipping (LE-SHP) , Proof of Delivery and Proof of Delivery for Inbound Deliveries .

Features

You can influence the following types of goods movement:

Reversal
Return delivery
Stock Release

You can use the following follow-on functions for these goods movements:

Close shipping notification/inbound delivery

Adjust Schedule Line

Do Not Adjust Cumulative Received Quantity (CRQ)

Change Proposed Values During Posting

Create Return Delivery with Outbound Delivery

This graphic is explained in the accompanying text.

If you use the quantity difference profile for purchase orders, only the functions for closing shipping notifications and adjusting the PO delivery schedule are available.

Possible Follow-on Functions

Close shipping notification/inbound delivery

You define whether you expect to receive substitute deliveries relating to the shipping notification. In other words, you define whether the shipping notification should become MRP active again so you do not, or no longer expect the difference quantity from the point of view of materials planning.

Do Not Close Inbound Delivery

If you do not close the inbound delivery then you expect to receive further quantities/dates to the amount of the quantity that is still open. In other words, the shipping notification becomes MRP-active again.

Close Inbound Delivery

If you close the inbound delivery then a shipping notification or order item is regarded as closed, even if the goods receipt quantity differs from the notified quantity. The remaining quantity is then no longer taken into account in MRP.

In this case, you could also specify in the quantity difference profile whether or not the scheduled quantity should be adjusted.

This graphic is explained in the accompanying text.

You have received a shipping notification for 1000 pc for the scheduling agreement item and have then posted a goods receipt (GR) for 750 pc.

Because the inbound delivery has been closed the shipping notification quantity of 1,000 pc is adjusted to match the GR quantity of 750 pc and the schedule line quantity of 1,000 pc is reduced by only 750 pc so that an open schedule line quantity of 250 pc remains.

Document	Quantity	MRP-Reduced Quantity
Goods receipt	750
Inbound delivery	750	750
Schedule line	1.000	750

Result

The inbound delivery is closed and materials planning no longer reckons with a further receipt amounting to the difference quantity of 250 pc. At the time of the next planning run, for example, new requirements will be generated in the form of schedule lines.

The vendor is notified of the open scheduled quantity with the next SA release.

Adjust Schedule Line

You define whether you want to adjust the quantity to be procured (ordered) with the result that when the release is created you still expect the difference quantity or you do not expect it any more.

Adjust schedule line

This means that the open quantity (and as a result, the scheduled quantity) is reduced by the amount of the difference quantity.

You can only define that the open quantity in the item is adjusted if you have already closed the inbound delivery.

Do not adjust schedule line

This means that the open quantity of the item is not adjusted

This graphic is explained in the accompanying text.

You have received a shipping notification for 1000 pc for the scheduling agreement item and have then posted a goods receipt (GR) for 750 pc.

The Close Shipping Not./Inb. Deliv. , and Adjust Open Quantity of Item indicators have been selected in the quantity difference profile.

Because the Close Shipping Not./Inb. Deliv. indicator has been selected, the shipping notification quantity of 1,000 pc is adjusted to match the GR quantity of 750 pc and the schedule line quantity of 1,000 pc is reduced by 750 pc.

Because the Adjust Open Quantity of Item indicator has been selected, the open quantity of the schedule line and with it the scheduled quantity is reduced by the amount of the difference quantity.

Document	Quantity	MRP-Reduced Quantity
Goods receipt	750
Inbound delivery	750	750
Schedule line	750	750

Result

Close shipping notification/inbound delivery

The inbound delivery is closed and materials planning no longer reckons with this further receipt amounting to the difference quantity of 250 pc. At the time of the next planning run new requirements will be generated in the form of schedule lines.

Adjust Open Quantity of Item

Since the (open) scheduled quantity has been reduced by the difference quantity, the difference quantity is not taken into account in the next release creation process. In other words, the difference quantity is no longer notified to the vendor as an open quantity.

Do Not Adjust Cumulative Received Quantity (CRQ)

You define whether the CRQ should be automatically adjusted or not:

Do not adjust CRQ

This means that the CRQ is not reduced or increased by the difference quantity.

The result is that your CRQs match your supplier’s cumulative delivered quantities.

This graphic is explained in the accompanying text.

Until now quantity differences were automatically included in the CRQ of the scheduling agreement item in question. This meant that if there was an underdelivery (due to a return delivery for example) the CRQ was reduced by the amount of the returned quantity and if there was an overdelivery the CRQ was increased by the amount of the over-delivered quantity.

Adjust CRQ

This means that, as before, the CRQ is reduced or increased by the amount of the difference quantity.

You can use this indicator independently of the other settings in the quantity difference profile.

This graphic is explained in the accompanying text.

You cannot use this quantity difference profile function for purchase orders.

Change Proposed Values During Posting

When posting quantity differences the user can decide whether he or she wants to change the proposed values of the quantity difference profile (in the quantity difference dialog box). The user cannot change the proposed values in the cases of a return delivery with outbound delivery.

The user can decide whether:

The shipping notification is to be MRP-relevant (or not)

The open quantity of the scheduling agreement item should be adjusted

The CRQ should be adjusted

If the user is not permitted to change the proposed values then he or she is only able to enter the difference quantity in the dialog box. In other words, quantity differences are posted according to the settings in the quantity difference profile.

Create Return Delivery with Outbound Delivery

You define whether a return delivery is created with or without an outbound delivery:

Return delivery without outbound delivery

This means that a material document is generated immediately when you post the return delivery.

In the purchase order history you see a material document for the goods receipt and one for the return delivery.

Return delivery with outbound delivery

This means that the system automatically creates an outbound delivery in the background when you post quantity differences in Goods Receipt Automotive.

The material document is not generated until goods issue for the outbound delivery has taken place. In the purchase order history and the confirmation overview for the scheduling agreement you see the return delivery as a separate delivery.

This graphic is explained in the accompanying text.

The MRP-reduced quantity does not change by the amount of the returned quantity until goods issue has taken place for the outbound delivery. The inbound delivery and the outbound delivery are then calculated in MRP terms.

The quantity that is still open is proposed again when an inbound delivery (with reference to a scheduling agreement) is created.

The inbound delivery and the related outbound delivery are displayed in the confirmation overview for the scheduling agreement. The External Document of the outbound delivery in the confirmation overview specifies the related inbound delivery.

This graphic is explained in the accompanying text.

You have posted a goods receipt of 10 pc for an inbound delivery.

Due to quality problems you return 2 pc.

In the confirmation history you see two rows, one for the inbound delivery and one for the outbound delivery/return delivery. The MRP-reduced quantity is calculated by taking into account both the inbound delivery and the outbound delivery/return delivery, making the MRP-reduced quantity 8 pc.

Document	Quantity	MRP-Reduced Quantity
Inbound delivery	10	0
Goods receipt for inbound delivery	10	10
Return Delivery	‑2	0
Goods issue for outbound delivery	‑2	‑2
Total MRP-reduced quantity = 8

Relevant Goods Movements

Reversal

In the case of a reversal, for example, you would not select any of the indicators, meaning that your requirements would be taken into account in the release creation process and in materials planning.

The CRQ of the relevant scheduling agreement item would then be reduced by the reversed quantity.

In the case of a reversal you should only adjust the schedule line if the scheduling agreement or a product expires.

Return delivery with outbound delivery

In the event of a return delivery, for example, you would select all indicators, meaning that the status of the inbound delivery and the quantities relevant for release creation and materials planning would be adjusted, an outbound delivery created, and the returned quantity of the outbound delivery calculated in MRP terms.

In the case of a return delivery you should only adjust the schedule line if the scheduling agreement or a product expires.

If you do not adjust the CRQ in the case of a return delivery then the returned parts are not calculated. This means that the CRQ corresponds to the vendor’s CIQ.

This graphic is explained in the accompanying text.

Previously, in the event of quantity differences arising due, for example, to a return delivery, the shipping notification became MRP-relevant again and the inbound delivery remained open, as though you were expecting further quantities/deliveries from your vendor. At the same time, the cumulative received quantity was automatically reduced by the quantity returned.

Stock Release

You can define that the shipping notification is only closed when blocked or quality control stock is released and not during goods receipt.

The following combinations are logical:

Goods Movement	Shipping Notification Close Inbound Delivery	Adjust Open Quantity of Item	Do not Adjust CRQ	Profile Can Be Changed	Delivery
Reversal/cancellation				()
Return Delivery				()
Return delivery with outbound delivery
Release				()

This graphic is explained in the accompanying text.

If you no longer need the material then you adjust the open quantity of the item. However this means that this requirement is again generated during the next automatic MRP run and the open quantity that is actually required is calculated.

If you manually maintain requirements in schedule line maintenance (fixed requirements) then you should check them.

Activities

Choose Logistics → Logistics Execution → Inbound Process → Goods Receipt Automotive to post the goods receipt or quantity differences.

For more information on Automotive goods receipts, see Multi-Step Goods Receipt .

Example

If the originally notified quantity exceeds the GR quantity (underdelivery) you can use the profile to adjust your quantities in such a way that the difference no longer appears as an open quantity in the next SA release.

This graphic is explained in the accompanying text.

You enter a return delivery (underdelivery) of 10 pc relating to an already fully processed (inbound) delivery.

In the quantity difference profile, you have specified for the return delivery that the shipping notification/inbound delivery is to be closed if or when quantity differences are posted.

During goods receipt, the system first displays a dialog box in which you can enter the quantity to be returned. When the difference quantity is posted, the GR-posted quantity and the delivery quantity are automatically reduced by the quantity to be returned of 10 pc, so that the inbound delivery continues to count as closed (the Overall Goods Movement Status C – Completely Processed does not change).

The system then displays another dialog box where you can decide whether or not the change in the delivery quantity is to be documented.

If you have specified in the quantity difference profile that the shipping notification/inbound delivery is not to be closed when quantity differences are posted, only the GR-posted quantity is adjusted – not the delivery quantity meaning that you expect further quantities/deliveries. The Overall Goods Movement Status of the inbound delivery would be B – Partially Processed

In such case, of course, the dialog box documenting the change in the delivery quantity would not be displayed.

You can also use this function if the notified quantity is less than the current GR quantity (overdelivery).

This graphic is explained in the accompanying text.

You enter a subsequent (further) delivery (representing an overdelivery) of 10 pc relating to an already fully processed inbound delivery.

In the quantity difference profile, you have specified for the goods receipt that the shipping notification/inbound delivery is to be closed if or when quantity differences are posted.

At the time of goods receipt, the system first displays a dialog box in which you can enter the quantity to be posted. When the difference quantity is posted, the GR-posted quantity and the delivery quantity are adjusted, so that the inbound delivery continues to count as closed (the Overall Goods Movement Status C – Completely Processed does not change).

The system then displays another dialog box where you can decide whether or not the change in the delivery quantity is to be documented.

The quantity difference profile is assigned to the confirmation control key and thus to the scheduling agreement item.

In the quantity difference profile, you can also specify that the user is allowed to change the default values of the profile when processing a goods receipt.

This graphic is explained in the accompanying text.

In the quantity difference profile, it has been specified that the CRQ is not to be adjusted and that the user may change the default values of the profile. When entering quantity differences, the user could then decide that a particular difference does have an effect on the CRQ after all, and would then change the default value of the profile accordingly.