Goods Receipt in Sap The Process Manual

BUSINESS PROCESS DOCUMENT
Customer 1001 CapFrance BAT

Project Name 10-110 le SAP
Module MM Materials Management
Business Process 10-01 Goods Receipt
Issue Date 11-Jun-11
Revision 1.0
Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Goods Receipt Module MM
Contents
Contents............................................................................................................................................................................................................... 2
About Document .............................................................................................................................................................................................. 3
Document Control ..................................................................................................................................................................................... 3
Document Approval .................................................................................................................................................................................. 3
Document Approval .................................................................................................................................................................................. 3
Copyright ....................................................................................................................................................................................................... 4
Icons Used ..................................................................................................................................................................................................... 5
1. Introduction ............................................................................................................................................................................................ 8
1.1 Purpose .......................................................................................................................................................................................... 8
1.2 Definitions...................................................................................................................................................................................14
1.3 Pre-Requisites ...........................................................................................................................................................................14
1.4 Master Data ................................................................................................................................................................................15
1.5 Business Conditions ...............................................................................................................................................................15
1.6 User Roles ...................................................................................................................................................................................16
1.7 Process Group Overview ......................................................................................................................................................17
1.8 Process Flow ..............................................................................................................................................................................18
1.9 Process Steps - Summary .....................................................................................................................................................18
1.10 Process Steps – In Detail .......................................................................................................................................................20
1.10.1 Initiate ................................................................................................................................. 20
1.10.2 Process ................................................................................................................................ 20
2 Supplementary Processes ...............................................................................................................................................................24
2.1 List of Supplementary Processes ......................................................................................................................................24
2.1.1 Display Goods Receipt document ....................................................................................... 24
2.1.2 Cancel Material Document ................................................................................................. 27
3 Document References .......................................................................................................................................................................30
3.1 Record Retention .....................................................................................................................................................................30
3.2 References...................................................................................................................................................................................30
Contents 2
About Document
Document Control
Customer Number 1001
Customer Name CapFrance BAT
Project Number 10-110
Project Name le SAP
Document Type Business Process Document
Module MM - Materials Management
Document No 10-01
Document Name Goods Receipt
Issue Date 11-Jun-11
Revision 1.0
Document Approval
Document Project Role Name Date
Prepared by Application Consultant 11-Jun-11
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Reviewed by Project Manager
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Approved by Project Manager
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Customer Project Manager
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Document Approval
Version Changed by Effective Date Reasons for Change Sections/Pages Revised
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About Document 3
Copyright
 © 2010-2011 SAP AG and Inntree All rights reserved.
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 These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated
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About Document 4
Icons Used
Use the following symbols selectively where you need highlight a particular portion of the
document and to draw the attention of the user
Icon Meaning
Caution
Example
Note
Recommendation
Syntax
External Process
Business Process Alternative/Decision Choice
Manual Entry
SAP Form generated. Choose Print option
SAP Report generated. Choose Print option
About Document 5
Document Preparation Instructions

Please select the text in the column below and replace for each of them at the start of the document
preparation
Replacement Text
Replacement Text Example
Type
[CompanyId] CFB
[CompanyName] CapFrance Bat
[ProcessGroup} Purchasing
[ProcessName] Goods Receipt
[Module] MM
To add more
How to do it
1. Press Ctrl-F
2. Select “Replace”
3. Enter the ‘Replacement text type’ in “Find What”
4. Enter the ‘Replacement text’ in “Replace with”
5. Ensure “Match Case” is ticked
6. Press “Replace All”
7. If you have to select a particular open window (as below), then press FN-ALT-PrtSC
simultaneously
About Document 6
Example for use of Icons
 Please ensure you have been assigned a user name (Check with System
Administrator)
 Ensure that the role specific to you has been assigned in your User Profile
(Check with System Administrator)
About Document 7
1. Introduction
1.1 Purpose
This scenario describes the typical processes used in the construction industry to generate
and process Goods Receipt (GR).
Goods Receipt is to post the receipt of goods from an external Vendor. A goods receipt leads
to an increase in warehouse stock.
The system distinguishes between the following types of goods receipt:
 Goods receipts with reference to a reservation
 Goods receipts with reference to an order
 Other goods receipts
Planning Goods Receipt:

Planning a goods receipt in advance means storing certain information that is important for
the goods receipt before the actual goods receipt is posted, for example:
 What? (Which material?)
 How much? (In which quantity?)
 When? (On which delivery date?)
Introduction 8
 From where? (From which vendor or plant?)

 To where? (To which destination, into which stock?)
The goal of this planning is to simplify and accelerate the goods receipt process and to better
organize the work at the goods receiving point, so that bottlenecks can be avoided, for
example.
Also, if goods receipts are planned, Materials Planning can monitor the stocks of ordered or
manufactured materials and achieve an optimal inventory balance.
Unless receipts are planned, the system cannot track materials that have been ordered.
Planned receipts, therefore, are crucial to regulating the level of inventory in the warehouse.
Planned receipts are also important for determining whether you have received materials
promised by vendors. Without them, the system cannot establish a link between orders and
received material.
Goods Receipt for Purchase Orders:

Posting a goods receipt to stock with reference to a purchase order has a number of
advantages, including:
 The goods receiving point can check whether the delivery is the same as the purchase
order data, that is, whether the goods that were ordered have been delivered.
 The system suggests data from the purchase order when you enter the goods receipt
(for example, items and quantities). This makes it easier to enter the goods receipt and
check over deliveries and under deliveries when goods arrive.
 Among other things, the purchase order history is automatically updated as a result of
the deliveries. The Purchasing Department can send a reminder about late deliveries.
 When you post a goods receipt to the warehouse, the system creates a material
document containing information such as the material delivered and the quantity
delivered. The system also records the storage location in which you place the material
into stock in the plant concerned.
 In transactions relevant for material valuation, the system creates at least one
accounting document, which records the effects of the goods movement on the value of
the stock.
Under deliveries, Over deliveries, and Final Deliveries:
During entry of a goods receipt for a purchase order, the SAP system proposes the item's
open purchase order quantity as the quantity received. If the quantity delivered differs from
the open order quantity, you can change the proposed quantity.
Whenever you enter a goods receipt item, the system compares the quantity delivered with
the open order quantity. The SAP System can therefore determine and report under or
overdeliveries immediately.
Introduction 9
Goods Receipt for Stock Material:
 If you entered a purchase order to procure a material, you have to reference the purchase
order when you enter the goods receipt. The system can check, for example, whether the
material delivered is the same as the material ordered, whether the order quantity matches
the goods receipt quantity or whether the shelf life is still guaranteed for highly perishable
goods (when the shelf life expiration date check is active for the relevant material).
 The purchase order history for a purchasing document item is also updated when a goods
receipt is posted with reference to a purchase order. This allows the buyer to send the
vendor a reminder about outstanding deliveries, for example.
 Several goods receipt items can be entered for a purchase order item in one operation. This
is advisable if, for example, the material is delivered in batches or is distributed among
several storage locations. You enter the goods receipt data in a single material document.
 If the delivery note accompanying the goods receipt does not contain a purchase order
number, you can use the material number or the vendor number to search for the
corresponding purchase order number.
 You can print a goods receipt slip when entering the goods receipt.
Introduction 10
Effects of Goods Receipt:

The diagram once again shows an overview of all the key effects of a goods receipt
referencing a purchase order.
Documents for a Goods Movement:

 The document principle also applies in IT-based Inventory Management. A
document is proof that a transaction involving stock changes has taken place. It is
stored in the system.
 A material document is created in the R/3 System as proof of a transaction involving
stock changes.
 If the goods movement is relevant to valuation, the system creates at least one
accounting document in addition to the material document.
 Goods movements (goods receipts, goods issues, or transfer postings) are relevant to
valuation when your company's Accounting department is affected by them. For
example, a goods receipt posting of a raw material usually results in an increase in
the stock value of your current assets. If the raw material is only transferred within
one plant, no postings are made in Financial Accounting.
 As soon as a goods movement is posted, the quantities, material, movement type,
and organizational level can no longer be changed. You can only make changes to
some text fields. If you want to correct errors, you have to create a new document.
You have to cancel/reverse the incorrect document beforehand.
Introduction 11
Introduction 12
Stock Overview:
 The material stocks are displayed in the stock overview for each individual organizational level.
Quantities posted for a particular stock type are totaled for each organizational unit.
 You can display the stock overview for batches/valuation types and special stocks (for example,
consignment material), as well as for the client, company code, plant, and storage location.
 The stock overview is a static display of stocks. This means that you can only view the current
stock situation. You cannot see future planned goods receipts and goods issues in this list. But
you can call up additional information functions via the menu bar.
 There are several display versions for stock overviews, which vary in the way the stock types are
listed and in the order they appear. In Customizing for Inventory Management, the system
administrator defines which stocks are displayed in each column and the order in which they are
displayed.
The following diagram shows the overview of stocks, for example.
Introduction 13
1.2 Definitions
PR Purchase Requisition
RFQ Request for Quotation
PO Purchase Order
1.3 Pre-Requisites
The following pre-requisites must be completed prior to initiating this process
Activity Description
You should know the number of a SAP Purchase Order for the
Purchase Order
materials going to be posted to stock.
The quantity of the material received from Vendor, since it may be

Quantity Received
under delivery or over delivery.
You need the key of the plant for which the material or service is to
Plant
be received.
Name of the storage location at which materials are stored. There

Storage Location
can be one or more storage locations within a plant.
MM period Roll MM period to Current Period
Introduction 14
1.4 Master Data
Essential master and organizational data was created in your SAP system in the
implementation phase, such as the data that reflects the organizational structure of your
company and master data that suits its operational focus, for example, master data for
materials, vendors, and customers.
The business process is enabled with this organization-specific master data, examples which
are provided below
Org. Structure Value Comment

Company Code 1000 Company Code 1000
Plant 1000 Plant Code 1000
Storage Location 0001 Storage Location Code
1.5 Business Conditions

List one or more business conditions that must have been completed before the user starts this
scenario:
Business Condition Scenario

You have completed all steps described in the Business Process Prerequisite
Documentation Prerequisite Process Steps. These process steps include Process Steps
the step Roll MM Period to Current Period. Perform this activity if the
MM period in the system is not set to the current period. Usually, this
activity has to be done once a month.
Introduction 15
1.6 User Roles

The following roles have been defined for this Process – [Goods Receipt].
These roles have been designed to fulfill the particular business requirements of the
process.
 Please ensure you have been assigned a user name (Check with System
Administrator)
 Ensure that the role specific to you has been assigned in your User Profile
(Check with System Administrator)
Business Role Technical Name Process Step

Stores-In-Charge SAP_NBPR_STORESIN-S  Enter Goods receipt
 Display Purchase order
 Display Material document
 Print Material Document
 Stock Overview
 Overview display of Material documents
Purchasing SAP_NBPR_PURCHASER-  Display Material document
Manager M  Print Material Document
 Stock Overview
 Overview display of Material documents
Introduction 16
1.7 Process Group Overview

The following diagram depicts the overall process flow for the Process Group [Process
Group]. The particular process within the scope of this document is highlighted.
Introduction 17
1.8 Process Flow

The following diagram depicts the overall process flow for Goods Receipt. The particular
process within the scope of this document is highlighted.
1.9 Process Steps - Summary

The following section describes the process flow diagram in detail
Once you are ready to enter the goods receipt after having reviewed the
Use
pre-requisites and business conditions
Step Process Step Performed by Description
Stores In-charge receives the

Material received from
1 Stores In-Charge material Goods receipt as a
Vendor
document from the vendor
Stores In-charge evaluates the
Evaluate and enter the received material Goods receipt
2 Stores In-Charge
Goods Receipt document and enters into the SAP
system
Stores In-Charge review the Goods
Receipt document and data enter
3 Review the Goods Receipt Stores In-Charge
in the system, before saving the
document
Store keeper places the material in
proper location. i.e., if the material
Place materials into proper
4 Store Keeper is subjected inspection, then the
location
material is placed in the
Inspection area.
Stores In-Charge checks for stocks
Check Stocks Report and
5 Stores In-charge in the Stocks Overview report and
Material document
material document for correctness
Introduction 18
Checks for Accounting Account checks for the Accounting

6 Accountant
documents documents for correctness
Send acknowledgement document
7 Notify Vendor Stores In-Charge with received material status to
the vendor in PDF format
GR can be transmitted as a
8 Print Goods Receipt Stores In-Charge
hardcopy or as PDF to the vendor
10 Follow up Stores In-Charge Follow up for materials
Goods received and posted to stock, notified to Vendor and follow-up

Result
maintained
Introduction 19
1.10 Process Steps – In Detail

The following section describes the process flow diagram in detail
You can create the Goods Receipt with the following
1.10.1 Initiate
SAP Menu Path Logistics  Materials Management Inventory Management  Goods

Receipt
SAP T-code MIGO
Business Role
(NWBC)
Screen View –
1.10.2 Process
Step Process Step Description

Enter the through Menu path or
Enter data when initiating a PO enter the Transaction code in the
with no reference to a document command box. The following
screen appears
Introduction 20
Enter the following values in the relevant fields as mentioned below and execute,
User action and values
Field name Description
(For Example)
Indicates the business
Executable Action in MIGO
transaction that you want Goods Receipt
Transaction
to enter in the system
Reference Document for MIGO Indicates the document you
Transaction want to reference when Purchase Order
you enter the transaction
Alphanumeric key uniquely
Purchase Order 10000159
identifying the document
The document date is the
Document Date date on which the original
document was issued
Date which is used when
entering the document in
Posting Date
Financial Accounting or
Controlling.
Number of External
Delivery Note
Delivery Note
Number of Bill of Lading at
Bill of Lading
Time of Goods Receipt
Introduction 21
Enter PO Number, Document Date, Posting date, Delivery Note, Bill of Lading, Header Text and
execute as shown above
Automatically the Purchase Order will copied to the goods Receipt Transaction.The system can
check, for example, whether the material delivered is the same as the material ordered,
whether the order quantity matches the goods receipt quantity.
Introduction 22
Enter delivery quantity for example 5 EA as shown and enter
Flag item Ok and enter, system will update the quantity as shown below
Check for document correctness, , if the document is correct then system will display the
messages
Since the difference between the Order quantity and delivered quantity exists, so the above
message displays.
Select ok and save.
Result Material Document (GR) Posted
Introduction 23
2 Supplementary Processes
2.1 List of Supplementary Processes
Process Name Description

Display GR Display Goods Receipt document
Cancel GR Cancellation of Goods Receipt document
2.1.1 Display Goods Receipt document
2.1.1.1 Initiate
SAP Menu Path Logistics  Materials Management Material Document  Display

SAP T-code MB03
Business Role
(NWBC)
Screen View –
Enter
2.1.1.2 Process

Display the Material document
Display the Material
through transaction code or
Document
menu path.
Supplementary Processes 24
Enter the following values in the relevant fields as mentioned below and enter
(For Example)
Material Document 4900000030
identifying the document.
Calendar year in which the
Material Document Year material document was posted. 2011
Enter , the document details will display as shown below
Select the Item line, and Choose details from Item push button
Display Accounting documents

Select Accounting documents push button,
Select Accounting document for display
Result Material Document displayed
2.1.2 Cancel Material Document
2.1.2.1 Initiate
SAP Menu Path Logistics  Materials Management Material Document 

Cancel/Reverse
SAP T-code MBST
Business Role
(NWBC)
Screen View –
2.1.2.2 Process

Cancel the Material document
Cancel the Material
through transaction code or
document
menu path.
Enter the following values in the relevant fields as mentioned below and enter
(For Example)
Date which is used when entering
the document in Financial
Posting Date 05.07.2011
Accounting or Controlling.

Material Document 4900000030
identifying the document.
Calendar year in which the
Material Document Year material document was posted. 2011
Specifies a key you can use to call

up a standard text stipulating the
reason for a goods movement
Reason for movement
(for example, reason for a return
delivery).
Enter the required data as shown above and choose Adopt + Details push button,
Save the document.

Result Material Document Cancelled
3 Document References
3.1 Record Retention
Outputs Retention Period/Remarks

GR Document 5 years
3.2 References
Type of Document Reference

Company Policy
ISO 9000 Clause
Quality Manual
Quality Procedure
Document References 30
Solution built on SAP Business All-in-One and SmartBuild from ROFF
All rights reserved
Copyright Inntree Technology Services Middle East 2010-2011
Document References 31

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BUSINESS PROCESS DOCUMENT

Customer 1001 CapFrance BAT

Business Process Alternative/Decision Choice

SAP Form generated. Choose Print option

SAP Report generated. Choose Print option

Document Preparation Instructions

Example for use of Icons

Planning Goods Receipt:

 From where? (From which vendor or plant?)

Goods Receipt for Purchase Orders:

Under deliveries, Over deliveries, and Final Deliveries:

Goods Receipt for Stock Material:

Effects of Goods Receipt:

Documents for a Goods Movement:

The following diagram shows the overview of stocks, for example.

The following pre-requisites must be completed prior to initiating this process

The quantity of the material received from Vendor, since it may be

Name of the storage location at which materials are stored. There

MM period Roll MM period to Current Period

1.4 Master Data

Org. Structure Value Comment

1.5 Business Conditions

Business Condition Scenario

1.6 User Roles

Business Role Technical Name Process Step

1.7 Process Group Overview

1.8 Process Flow

1.9 Process Steps - Summary

Step Process Step Performed by Description

Stores In-charge receives the

Checks for Accounting Account checks for the Accounting

Goods received and posted to stock, notified to Vendor and follow-up

1.10 Process Steps – In Detail

SAP Menu Path Logistics  Materials Management Inventory Management  Goods

Step Process Step Description

Enter delivery quantity for example 5 EA as shown and enter

Result Material Document (GR) Posted

2.1 List of Supplementary Processes

Process Name Description

2.1.1 Display Goods Receipt document

SAP Menu Path Logistics  Materials Management Material Document  Display

Step Process Step Description

Enter , the document details will display as shown below

Display Accounting documents

Select Accounting document for display

Result Material Document displayed

2.1.2 Cancel Material Document

SAP Menu Path Logistics  Materials Management Material Document 

Step Process Step Description

Alphanumeric key uniquely

Specifies a key you can use to call

Save the document.

3.1 Record Retention

Outputs Retention Period/Remarks

Type of Document Reference

Solution built on SAP Business All-in-One and SmartBuild from ROFF

All rights reserved

Copyright Inntree Technology Services Middle East 2010-2011

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