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  Goods Receipt Posting from External Procurement

Purpose

If you order products from an external reference source, for example from a supplier, you must execute the good receipt posting from external procurement. The goods receipt process from external procurement can have a different process flow depending on, for example, whether or not there is an advanced shipping notification (ASN).

Prerequisites

If you are working without ASNs but with expected goods receipts, you have carried out the prerequisites for expected goods receipts (see Using Expected Goods Receipts ).

Process

Normally, you receive the ASN from the supplier, and SAP ERP creates the corresponding inbound delivery automatically. Goods receipt posting from external procurement can also take place without an ASN. You can either use an expected goods receipt, or you can create the inbound delivery manually in SAP ERP or in Extended Warehouse Management (EWM).

The following is an example of a goods receipt posting from external procurement in which you use an inbound delivery in SAP ERP, and for which you receive an ASN from the supplier. Afterwards, another example shows a situation in which there is no ASN and no inbound delivery in SAP ERP.

Goods Receipt Posting with Inbound Delivery in SAP ERP and ASN

The following figure provides an overview of the process flow:

  1. You order products from the supplier and create the corresponding purchase order in SAP ERP.

  2. The supplier sends an ASN for the purchase order.

  3. SAP ERP creates a corresponding inbound delivery and sends it to EWM.

  4. EWM generates a corresponding inbound delivery notification.

  5. EWM automatically creates an inbound delivery from the active inbound delivery notification.

  6. The supplier delivers the products. You unload the vehicle and transport the finished products into the warehouse, for example into the goods receipt area.

  7. You post the goods receipt for the entire inbound delivery, and put away the products.

  8. EWM transmits the goods receipt posting to SAP ERP. SAP ERP also posts goods receipt for the related inbound delivery. SAP ERP also updates the stock in the purchase order and in the inbound delivery, due to the goods movement.

Goods Receipt Posting Without ASN but with Expected Goods Receipt

The following figure provides an overview of the process flow:

  1. You order products from the supplier and create the corresponding purchase order in SAP ERP.

  2. The supplier does not send an ASN for the open purchase order. Since SAP ERP has not yet generated an inbound delivery, you work with an expected goods receipt in EWM.

    EWM deletes an existing expected goods receipt in EWM with a report, and calls a function module in SAP ERP. Using this function module, SAP ERP checks whether relevant purchase orders exist, for which you still have to post goods receipt. SAP ERP identifies the relevance from your selection criteria and from the open quantities. If open quantities still exist, the goods receipt indicator is set in SAP ERP but the final delivery indicator is not set.

  3. For each relevant purchase order, EWM receives a notification for the expected goods receipt from SAP ERP, and generates a corresponding expected goods receipt in EWM.

    The expected goods receipt contains a link to the purchase order in SAP ERP. You can use the expected goods receipt in EWM for planning purposes. It contains the planned times and quantities, for example.

  4. The supplier delivers the products. You unload the vehicle and transport the finished products into the warehouse, for example into the goods receipt area.

  5. You can use the number of the purchase order or product to find the expected goods receipt, and generate a corresponding inbound delivery in EWM. For this, you use the expected goods receipt as a template and, if necessary, you can adjust the quantities. For more information, see Generate Inbound Delivery from Expected Goods Receipt .

    EWM transfers the inbound delivery to SAP ERP, which generates a corresponding inbound delivery.

  6. You post the goods receipt and put away the products.

  7. EWM transmits the goods receipt posting to SAP ERP. SAP ERP posts the goods receipt. SAP ERP also updates the stock in the purchase order and in the inbound delivery, due to the goods movement.

    See also:

Goods Receipt Optimization