Professional Documents
Culture Documents
Purpose
Use this procedure to create a goods movement in SAP (goods receipt/material issue).
These movements play is a vitally important part of the purchasing and financial processes
within the University of Leeds.
At this stage in the process, the University's finances are directly affected.
When entering a GRN (Goods Receipt Note) for a non-stock item the expense is written to
relevant G/L account and departmental cost object (Dr). A liability is also generated on the
University balance sheet in favour of the vendor (Cr).
When entering a GRN for a stock item the value is held in the University's balance sheet
(Dr), until the stock is issued to the departmental cost object benefiting from the supply. A
liability is also raised on the balance sheet in favour of the vendor (Cr).
When entering a material issue the University's stock value on the balance sheet is
reduced (Cr) and the departmental cost object is charged (Dr).
Mistakes that occur at this stage impact directly on invoice verification, accounts payable
and ultimately onto the University budgets as a whole.
Trigger
Perform the GRN procedure when the goods have been delivered and a delivery note has been
signed quoting the purchase order number.
The role of a GRN is to enable authorised members of staff to formally receipt goods and/or
services onto the SAP system. This should not be confused with the physical action of
receiving goods from a supplier and signing a delivery note for them.
GRN Procedure for Foreign trade - To enable the University to submit its statutory report to
HM's Customs and Excise - for all goods received from European Economic Union Countries,
the Commodity Code and the indicator for Inclusion needs to be maintained.
Perform the Material Issue procedure when goods have been removed from stores and you
have the departmental cost object details to be charged.
Prerequisites
Before goods can be receipted a purchase order must have been placed and the goods either
delivered, collected or a service provided.
Any reference to goods is, in most cases, equally applicable to services. (The exceptions
being storage locations, stocked items etc.).
Menu Path
Use the following menu path to begin this transaction:
Select Logistics Materials Management Inventory Management Goods
Movement Goods Receipt for Purchase Order PO Number Known to go to
the Goods Receipt for Purchase Order screen.
Transaction Code
MIGO
Additional Information
The objective of this process is to replicate physical goods movement in SAP.
Material Document processing
If Go To
You wish to create a goods receipt for a Purchase Order Step 2
You want to create a GR for an European Union Vendor PO Step 20
You want to cancel a material document Step 31
You want to do a goods receipt for multiple purchase orders Step 39
You want to display a material document Step 45
You want to set a default Step 53
You wish to enter a goods issue Step 54
You want to use short cut options Step 55
2. Start the transaction using the menu path or transaction code MIGO.
The goods receipt screen is divided into three sections, Header Data, Item Overview
section and Item Detail information. The Header Data and the Item Detail sections are
opened and closed via their own roller-blind button .
4. Click on .
The view may vary from the screen above dependent on which tabs were selected when
the screen was last closed.
Tabs...
Select the Vendor tab on the header to display vendor detail information.
Select the People tab to display the purchasing group and purchase order point Information.
Now the header information is complete. The item overview and item detail screen will
allow you make an entry.
Example: The item you wish to goods receipt is highlighted on the item overview line and is then
displayed on the item detail screen allowing you to accept the goods into the system.
To view the all fields along the line, use the scroll bar along the bottom.
You cannot amend a highlighted item on the item overview section of the screen. You
must view and make the changes in the item detail section.
If Then
The delivery is complete with the quantity Check the quantity values in both these fields
ordered matching the quantity of the delivery
are correct. Select the Item OK check box
to flag this item for goods receipt.
The quantity of the delivery is not the value Change the value to the quantity actually
displayed in the 'Qty in unit of entry' field received on the delivery. Select the item
If the item has been partially goods receipted previously, then the quantity details tab will
show the received quantity as well as the ordered quantity as shown in the screen
above.
The above data defaults from the Purchase Order, any amendments will have to be
made on the Purchase Order before GRN is entered.
20. INTRASTAT - The University of Leeds is now required to submit the INTRASTAT goods received
report on a monthly basis to the HM's Customs and Excise department. This is a statutory
report and failure to comply with this result in severe penalties. INTRASTAT is valid only for
Movement of Goods between the European Economic Union member countries.
Please see the previous steps for more information on the other tabs.
The Delivery Note accompanying the goods almost always carries the Commodity Code
no. relevant to the particular item. This information is likely to be presented differently
by different vendors.
While entering GRN for purchases from Vendor located in EEU countries, a new "Import"
Tab will appear on the Header as well as the Item details view as shown in the
following screen shot.
Ensure the "Item Details" view is open, if not click the icon to display the Item Details
view.
The following steps are valid only for Goods Receipts posted against an EEU vendor for supply of
goods:
21. To complete the INTRASTAT details, Click tab on the Item Details View.
If you notice this tab appearing on the Goods Receipt screen, please ensure you select
the tab to verify the completeness of this document. It is possibly to exit the Goods
Receipt transaction and saving the document without ever having to go to this Tab.
Please note the Traffic light indicates the incompleteness of the Foreign Trade
data in the document.
Check even if the Traffic light is to ensure the correct data has been maintained.
22. To maintain the Import data, Click tab. The commodity code is normally a 8 digit
code and needs to maintained without any spaces/blanks between the digits.
Import Data
The complete list of Commodity codes have not been uploaded into the SAP system.
Only those used in the past have been maintained.
Import Data
Please follow the above steps to complete the Foreign Trade information for each of the
line items in the Goods Delivery Note.
28. Check each item on the delivery note corresponds to the line item on the purchase order.
Remember to select the Item OK check box for each item if the delivery is correct.
When the information is complete, to ensure the details entered are correct click on
If there are any errors or warnings these will show on each line item using the traffic light
system as shown below.
To view the messages relating to the traffic light response double click on the status light
to show the message.
Display Logs
A goods receipt note can still be posted even with the traffic light at Amber status as this
is just a warning message not an error message. However you can investigate the
message further by double-clicking
Only when you are happy that you understand all messages given and the consequences
of ignoring them should you proceed to the next step. If in doubt seek advice.
29. When the information entered is correct click on to post the document into the system.
30. Note the material document number on the paper delivery note.
Result
You have now created a goods receipt material document.
If the item you receipted was a stock item then the stock levels in the specified plant and
storage location will be increased accordingly.
Comments
Now look at cancelling a material document and display purchase order history.
Perform this function only when you wish to cancel the complete quantity receipted on a
particular line or all lines of a Material Document from SAP.
Prerequisites
You must know the Material Document number of the Goods receipt you wish to cancel before
starting to perform this transaction.
To find the material document number, display the purchase order history for the particular
item and note the document number.
For more information see the Work Instruction for Display Purchase Order History.
The objective of this process is to cancel a goods receipt material document from a
purchase order in SAP.
32. Start the transaction using the menu path or transaction code MIGO.
Note when you select the cancellation option, the system automatically defaults the
required field to material document. You must enter the material document that is to be
cancelled in this field.
36. Click on .
Note the movement type will be the reversal code applicable to the movement type of the
document being reversed.
There maybe more than 1 item on a particular material document.
When cancelling a material document item you are cancelling the whole quantity
originally receipted on that document for that item.
37. Check each item individually using the Item Details Section of the screen. If the item is to be
cancelled make sure the Item OK check box is selected for that item.
The Item tab shows the Movement type. Free text can be entered here if
required.
To return the goods to vendor use the same process but select Return
Delivery (movement type 122) from the Transaction Type drop down menu. When
returning goods to the supplier you can amend the quantity if not all units are being
returned.
39. Start the transaction using the menu path or transaction code MIGO
40. In the Goods Receipt for Purchase Order screen enter the 1st Purchase Order number.
41. Click on .
42. The items for the 1st Purchase Order will be displayed. Now enter the 2nd Purchase Order number
into the Purchase Order number field:
43. Click on .
Note the Title Bar shows Purchase Order number 4500191976. The numbers in the
Purchase Order field show 4500147229 and 4500191976. The items from both are
now in the item overview section of the screen.
To goods receipt multiple Purchase Orders they must be from the same vendor. If not
then an error message similar to the following will be given.
For detailed information on each tab on the 'Display Material Document' screen, refer to
steps 6 through to 19. These steps outline the process for performing a goods receipt
and through each step review the tabs and their contents.
46. Start the transaction using the menu path or transaction code MIGO. You will see the following
screen:
Note when you select the display option, SAP defaults the required field to material
document. You must enter the material document number in this field.
50. Click on
The new transaction allows personal settings for individual user ID's.
53. This is accessed by the following Menu Path Settings Default Values
If you determine any default values, you change the entry but you must remember to do
this for any items not fitting the defaulted criteria.
You should not change any other settings on this screen. Doing so may result in you
being unable to perform your duties.
Button Bar
55. The Button bar in SAP 4.6 contains information and short cut options, the following table outlines
each option:
Show overview
Restart
Short cut options
Help
Result
You have cancelled a material document, set default values, and used short cut options.
Purpose
Use this procedure to update SAP stock records.
Trigger
Perform this procedure when stock is issued from stores.
Prerequisites
The material issued must be held as a stock material item in SAP
There must be sufficient available stock in SAP to cover the quantity issued
You must have details of the cost object that is to be charged with the cost of the stock.
(Cost center, internal order, Production order, Project etc.)
Additional Information
If you are unable to issue the required quantity of stock do not ignore it. Please carry out
investigations using the information below to assist you.
Here are some possible reasons the system will prevent stock being issued; before you begin
investigations check the following;
Have the prerequisites specified above have been met?
Did you follow the instructions correctly?
If yes is the answer then begin your investigations, the following may help you to identify
the cause of the problem;
58. Insufficient stock could be because of the following reasons. Review the following and take
appropriate action as described below:
If Then
Goods Receipts have not been kept up to Refer to relevant goods receipt point. Ask if all
date. documents are up to date.
The stock has been receipted into a different Check the storage location entered in the
storage location to the one you are goods receipt.
attempting to issue from.
The stock has already being issued to the Display cost object for details of issues to date
job/cost object. or refer to finance contact for assistance.
59. There may be problems with charging. Review the following and take appropriate action as
described below:
If Then
The job/cost object quoted has been closed Refer to person providing information and
or has insufficient funds to cover the cost of check accuracy and/or refer to departmental
the issue finance contact for assistance.
60. Here are a few SAP Stock Reports you may find useful in your investigations;
MB52
MB51
MMBE
MB5B
MC48
MC45
MB5L
ME2M
MB25
Goods Issue
62. As required, complete/review the following fields:
Goods Issue
Reservation
62.1 Enter the relevant Production Order number or the Reservation number in the blank
field to the right.
Notice the movement type changes to reflect the selections made. (201-Reservation,
261-Production Order).
62.2 If you select Others you may have to change this to reflect the cost object to be charged.
See table following:
number and click on . Continue until all required items have been defaulted. Review
each line as per instructions below.
66. Click on :
Use the scroll bar along the bottom to display all fields available.
Material
Material Short Text
OK
Qty in UnE
EUn
Storage location
Stor Loc
Order
Operation
Company Code
Movement type
Direction
Stock type
Plant
Plnt
Reservation
Item
Final Issue
Quantity
Storage bin
Requirement quantity
Withdrawal quantity
Material Tab
Quantity
Where
Reservation
Account assignment
If there is insufficient stock to cover the quantity you wish to issue check your input. If all
is correct you will have to cancel the document and check that all goods receipts are up
to date.
Result
You have issued material out of stock. The SAP stock records will be updated in the storage
location of the plant you entered when inputting the transaction.
The calculated cost of the material issued will be charged to the cost object entered on the line
item(s).
Comments
It is important that stock records are maintained regularly, failure to do so will result in
incorrect reporting in many areas. It will also undermine the accuracy of any calculations
performed when MRP is active.
If the system prevents you issuing stock for any reason, use the information detailed at the
beginning of this document help with your investigations.