Goods Receipt and Invoice Receipt with Reference to Asset 

Purpose

You can post the goods receipt and the invoice receipt for an ordered asset with reference to the purchase order.

Acquisition Posted in Purchasing

Process Flow

There are several ways of posting this type of business transaction:

The system capitalizes the asset, creates line items, and updates the value fields of the asset. You post the invoice at later date. If there are differences between the amount posted and the amount of the invoice, the system automatically corrects the APC amount on the asset.

In this case, the system does not create line items and update values until the invoice is received. The system also carries out capitalization at the time of the invoice receipt. The system, however, uses the date of the goods receipt as the capitalization date.

If the purchase order price differs from the invoice price, you can only post the invoice receipt when this difference is positive. The system rejects the posting of invoices that would result in a negative balance on the asset.

The system capitalizes the asset, creates line items, and updates the value fields.

Setting Valuated or Unvaluated Goods Receipt

You determine whether the goods receipt is valuated or unvaluated by means of the account assignment category (A = asset). In Customizing for Purchasing, choose Account Assignment ® Maintain Account Assignment Categories. You can also maintain the control indicator in the detail screen of the purchase order item.

It makes sense to post the goods receipt valuated, since the date of the goods receipt usually determines the moment the asset belongs to the fixed assets of the enterprise.

Accounts

When you post a valuated goods receipt, the system posts a debit to the asset and a credit to the ‘Goods receipt/invoice receipt’ clearing account. You have to set up this clearing account in Customizing (Financial Accounting ® General Ledger Accounting ® Business Transactions ® Integration ® Materials Management). This account is cleared when the invoice receipt is posted.

When you post an unvaluated goods receipt, the system makes an integrated posting (debit to asset and credit to vendor). The system does not create any FI posting document in this case, only an MM document.

Cash Discount

During the payment run, differences may arise between the amount paid and the capitalization amount, because too little or too much cash discount was deducted. In this case, you follow the same procedure as for an integrated acquisition posting, and make adjustments to APC using collective processing in the General Ledger (General Ledger ® Periodic Processing ® Closing ® Regroup ® Prof.Segment Adjstmt).

Procedures

Posting a Goods Receipt

Posting an Invoice Receipt