Working with SAP Invoice and Goods Receipt Reconciliation

The application SAP Invoice and Goods Receipt Reconciliation supports you in all the steps necessary to clarify an open item in a GR/IR clearing account.

1. Call the application in a Web browser, and log in with your SAP HANA user and password.

   When you first log on, you access a dialog box in which you have to select the client and company code in which you want to work. The standard time frame for the reconciliation monitor and other settings are predefined by SAP. You can change these filters and settings. For more information, see Personalization.

   The application consists of the Overview and Reconciliation Monitor tabs. In the standard system, the reconciliation monitor for the selected clients is displayed with a table of all purchase orders with an open item in G/L accounting of the selected company code. All purchase order items are displayed for which there are open items in the standard time frame that is determined using personalization. You may find that purchase order items are displayed where the posting date is not in the selected time frame, but the posting date of the open item. In addition, tables with details for the purchase order are displayed. All goods and invoice receipts relevant for a purchase order item are displayed in the goods and invoice receipts tables.

   On the Overview tab, the following key figures (CHIPs) are displayed. You can specify these using personalization:

   • Key figures for open general ledger items according to supplier, general ledger account, period or for the total of open items

   • Key figures for purchase order items according to status or processor

   • Key figures for open amounts according to supplier, general ledger account or for the total of open amounts

   • Key figures for invoice surplus or delivery surplus according to supplier, purchasing group, plant or according to the creator of the purchase order

   On the Overview tab the Analysis of Purchase Order Processing is also displayed. This displays the number, status and processor or the processing department of the purchasing order items. You can choose whether the analysis is displayed if you specify this using personalization.

2. You can change the time frame displayed using the slider. The maximum time frame you can select is 4 years. The height of the lines shows how many open items there are for the relevant company code.

3. You can create a worklist by setting the corresponding filters. For an overview of filter options, see Filters in SAP Invoice and Goods Receipt Reconciliation.

4. Choose the purchase order items that you want to clarify from the worklist. The application selects the first purchase order item in the worklist by default.

   You can work on the item yourself or assign the item to another processor. All items can be assigned to individual users or departments. You can enter your own text here. You can use these assignments to filter the worklist.

5. Clarifying the open item

   To obtain additional information to the details displayed for the purchase order, you can display the original documents, by following – depending on the setting in Personalization on the Content tab– the link which is under the document number, or else by opening the Document Details side panel.

   If you have questions about the purchase order item, you can contact the vendor, buying agent or requisitioner of the PO. Open the Contact Data side panel. You can send an E-Mail, into which the application automatically copies the relevant data. Alternatively, you can initiate a telephone call or send an SMS directly from the monitor, providing you have set this up in the system. For more information, see Telephone Function.

6. Once you have processed a purchase order item, you can set or update a status, or add comments. For more information, see Status and Comments. All processors who have access to the application and the necessary authorization to work on the purchase order item can see and edit this information.

7. If you want to clear or write-off an open item, select the purchase order item and choose Post Clearing.

   You call SAP ERP transaction Maintain GR/IR Clearing Account (MR11) in which you can carry out clearing or the write-off.

   Note

   • You can also select several purchase order items by holding down the SHIFT key (block selection) or CTRL key (several individual values), when you click on the lines.

   • Note that the reconciliation monitor is not loaded again once you have cleared the purchase order items in SAP ERP transacation Maintain GR/IR Clearing Account, so these continue to be displayed until you refresh the screen.