Goods Receipts

Goods receipts - special features

SAP AG

SAP AG

TAMM10 4.0B

23-1

Goods Receipts: Objectives

At the conclusion of this unit, you will be able to:
Carry out a goods receipt without reference to a
purchase order or production order
Describe the procedure for a goods receipt into
quality inspection stock
Explain the difference between goods receipt
blocked stock and blocked stock
Describe the effects of tolerances at goods receipt
and the delivery completed indicator

SAP AG

SAP AG

TAMM10 4.0B

23-2

Goods Receipts: Objectives

At the conclusion of this unit, you will be able to:
Enter a goods receipt into blocked stock
and quality inspection stock
Generate a purchase order automatically
at goods receipt
Describe various functions, such as shelf
life expiration date check, freight vendor,
and unit of entry
Identify other system settings for goods
movements

SAP AG

SAP AG

TAMM10 4.0B

23-3

Goods Receipts: Business Scenario

You can enter goods receipts in your

enterprise in several ways, depending on

the material. You can transfer some
materials directly to unrestricted-use stock.
Others are subject to quality control and
are posted to quality inspection stock first.
If a material is already damaged at goods
receipt, you can post it to blocked stock.

SAP AG

SAP AG

TAMM10 4.0B

23-4

Goods Receipt without Reference to

Purchase Order or Production Order

Tuesday
18th
Dec. 1994

Tuesday
18th
Dec. 1994

Goods receipt
Preplanning

Initial entry of stock balance

Without purchase order

Without purchase order

Without production order

Without production order

Receipt of by-products
Delivery free of charge
Returns from customer

SAP AG

With the initial entry of inventory data (movement type 561), you transfer the physical warehouse
stocks or book inventory balances from a previous system to the newly implemented SAP R/3 MM
System. This initial inventory data entry is generally carried out via batch input.
The valuation of the inventory data to be transferred is dependent on two factors:
the price control procedure and prices specified in the material master record, from an accounting
view
whether you have entered a value for the quantity to be transferred
If the material has a standard price, the valuation of initially entered inventory data will be based on this
standard price. If you have entered a different value, this difference is posted to a price difference
account.
If the material has a moving average price, the initial inventory data is valuated as follows:
If a value has been entered for the initial inventory data entry, this value is used for valuation of the
quantity to be transferred. If the quotient of initial inventory value and initial inventory quantity
differs from the moving average price, the moving average price is changed through the initial entry
of inventory data.
If no value has been entered for the initial entry of inventory data, valuation of the quantity to be
transferred is according to the moving average price, and this price does not change in this case.

SAP AG

TAMM10 4.0B

23-5

Goods Receipt Blocked Stock

Unrestricted-use stock

MVT 101

Stock in quality inspection

MVT 101 (X)

Blocked stock (valuated)

MVT 101 (S)

Non-stock material
Cost center

Stock

Project
Other

Consumption

Vendor

Conditional
acceptance

GR-blocked stock

MVT 103
R

SAP AG

At goods receipt you can post a material for consumption or to the warehouse. But you can also manage
it as GR blocked stock.
Goods that have been received subject to conditional acceptance (i.e. damaged or unexpected deliveries)
are posted to goods receipt blocked stock:
Quantities are posted to stock.
The material is not valuated.
The transaction/event is entered in the purchase order history.

SAP AG

TAMM10 4.0B

23-6

Goods Receipt Blocked Stock and Release

Purchase order
history
updated

GR-blocked
stock
updated
Release to warehouse

Conditional acceptance
(GR-blocked stock)

OR

Vendor
Return to vendor

SAP AG

Once a material has fulfilled the acceptance conditions, it can be released and valuated.
If the goods are to be sent back to the vendor, you can send them back directly from GR blocked stock.
This creates a material document and updates the purchase order history.
When you release material from GR blocked stock, you can transfer it to the following stocks:
Unrestricted-use stock
Stock in quality inspection
Blocked stock (valuated)
Effects of the release of material from GR blocked stock:
Material and financial accounting documents are created.
Total valuated stock is updated.
Purchase order and purchase order history are updated.
The G/L accounts are updated.

SAP AG

TAMM10 4.0B

23-7

Goods Receipt in Quality Inspection Stock

Quality inspection indicator is set

In material master

Material
Purchase
order

In purchase order

At goods receipt
R

Goods receipt

SAP AG

You can post goods receipts from vendors to quality inspection stock for the following reasons, for
example:
The material always has to undergo quality inspection before you use it. In this case, the employee
responsible for the purchasing data in the material master record sets the quality inspection indicator
in the material master record. When you order the material, the indicator is copied to the purchase
order.
If the material is received from a particular vendor, it should undergo quality inspection first. For
example, you must always test the quality of goods if they have been procured from a new vendor.
The Purchasing department then sets the quality inspection indicator in the additional data for the
purchase order.
At the time of goods receipt, you decide that the material has to undergo quality inspection, for
example, because you established that the packaging is damaged and suspect that the goods were
also damaged during transportation. You set the quality inspection indicator in the goods receipt
item.

SAP AG

TAMM10 4.0B

23-8

Goods Movements and Stock in Quality

Inspection (Without QM)
Material

Vendor

Unrestricted-use
stock

Quality inspection
Sample

Stock in quality
inspection
Storage location: Laboratory

Material

Blocked stock

GR blocked stock
R

SAP AG

If it seems necessary, goods receipts from vendors can undergo quality inspection. You post the receipt
of this delivery to quality inspection stock.
If you post a goods receipt directly to consumption (purchase order with account assignment), you
cannot post the material to quality inspection subsequently, because the material is considered used at
goods receipt.
You can post goods receipts from GR blocked stock to quality inspection first, so that you can decide
whether you want to accept or reject the whole delivery.
If your warehouse sustained water damage, for example, some materials may have to undergo quality
inspection again or for the first time. This is one of many possible reasons for posting material from
unrestricted-use stock to quality inspection stock.
One of your materials is in a storage location in quality inspection stock. You want to transfer it from
there to a different storage location, for example, to the laboratory, but want it to remain part of quality
inspection stock.
To ensure that the partial quantity you are actually going to inspect is withdrawn from quality
inspection stock during the inspection, you can post a sample withdrawal from quality inspection stock.

SAP AG

TAMM10 4.0B

23-9

Set "Delivery Completed" Indicator

Set "delivery completed" indicator

Purch. order

In the purchase order

At goods receipt

SAP AG

The "delivery completed" indicator specifies whether an order item is regarded as completed, meaning
that no further goods receipt is expected. The open quantity is zero.
Goods receipt postings for any residual quantities are still possible, but these will not change the open
order quantity.
If you subsequently change the quantity of a delivery after it has been posted, the "delivery completed"
indicator is not automatically canceled. You receive a warning message and do this manually.
If an order cancellation or return reduces the delivered quantity to an amount that is below the tolerance
level, the "delivery completed" indicator is canceled.
As of Release 4.0A, you will receive a warning message when the delivery completed indicator has
been canceled. If no new delivery is expected, you can then enter the indicator again manually. It will
not be changed automatically by the system thereafter.

SAP AG

TAMM10 4.0B

23-10

Under and Overdelivery

Purchase order quantity = 100
Overdelivery tolerance 20%

Underdelivery tolerance 10%

60

Underdelivery
warning

80

100

No message
within
tolerance range

120

140

Overdelivery
error message
R

SAP AG

In the case of a goods receipt with reference to a purchase order, the system proposes the open purchase
order quantity of an item for the goods receipt. You can change this quantity if the delivered quantity
differs from this.
When you enter a GR item, the system compares the GR quantity with the quantity in the open purchase
order.
This way, under- or overdeliveries can be identified.
As a rule, underdeliveries are allowed in the standard system.
In the order item, it is also possible to enter a percentage value for underdelivery tolerance. If the
quantity of goods received is smaller than the ordered quantity minus the underdelivery tolerance, this is
interpreted and accepted as a partial delivery. The system points out the underdelivery to the user and
also takes the underdelivery tolerance into account when issuing the dialog message.
The standard system does not allow overdeliveries.
If overdeliveries are to be allowed, a percentage overdelivery tolerance can be specified in the order
item.
The overdelivery tolerance check can be suppressed in the order item, thus allowing unlimited
overdelivery.

SAP AG

TAMM10 4.0B

23-11

Customizing for Tolerances and Delivery

Completed Indicator
Customizing

Application

Tolerance limits

Any variances at GR?

Set delivery completed indicator

Delivery completed indicator as

default value?

SAP AG

SAP AG

TAMM10 4.0B

23-12

Order Price Quantity Variance

PO quantity:
Order price qty:

100 pcs
400 kg

Quantity delivered: 100 pcs

Order price qty:
440 kg

PO

Variance
10%
No message

Possible
reactions

Warning plus mail message

Error message
Dependent on B1and B2 tolerances (Customizing)

SAP AG

The valuation of a goods receipt is carried out on the basis of the incoming quantities in the order price
unit.
Invoice verification is also based on the GR quantity in the order price unit.

SAP AG

TAMM10 4.0B

23-13

Reversals and Return Deliveries

Return
delivery

Reversal

Reason for movement

(optional entry)

Reason for movement

(mandatory entry)

(e.g.: wrong storage location)

Without
Goods receipt/issue slip

(e.g.: material damaged)

With
Return delivery slip

The return delivery slip is

returned with the material
to the vendor.
R

SAP AG

Whether or not a goods receipt / issue slip or a return delivery slip is to be printed can be made
dependent on the movement type.
The "reason for movement" entry can also be movement-type driven.
The "reason for movement" entry enables an analysis and display of vendor problems (e.g.: damaged
packaging).
Up to Release 4.0A, you were required to state a "reason for movement" for each item in a return
delivery.
As of Release 4.0A, you can specify a reason for goods movement on the initial screen.

SAP AG

TAMM10 4.0B

23-14

Customizing: Reason for Movement

Customizing

Enter goods movement

On detail screen:
Reason for movement:
- Define key
- Select field per movement
type

Field reason for movement

Required entry
Optional entry
Hidden

SAP AG

SAP AG

TAMM10 4.0B

23-15

Return for Purchase Order

Return
for
purchase
order
Pur. order
Material Short text

Returns
indicator
Pur. order
quantity

TM510-01 Filters
TM520-01 Gaskets

10
100

Purchase-order related goods receipt

R
x

Transaction

Material TM510-01 MVT 161

Material TM520-01 MVT 101

+
R

SAP AG

Returns to vendor are return deliveries of material from a plant to an external vendor. You include these
as returns order items in purchase orders by setting a returns indicator in the item overview of the
purchase order. For returns to vendor, you do not have to reference the preceding document with which
the material you are returning was procured.
For movement type 161, you can also set the indicator for the automatic generation of purchase orders.

SAP AG

TAMM10 4.0B

23-16

Automatic Creation of Purchase Orders at

Goods Receipt
2.

1.

3.

Purchase
order

Co.
Co.

Incoming
invoice

xyz

Goods receipt

1.

2.

Purchase
order
1

2
R

SAP AG

Prior to Release 4.0, you could not carry out invoice verification for goods receipts that did not have a
purchase order. You always had to enter a purchase order number.
As of Release 4.0, you can configure Customizing in such a way that the system automatically creates a
purchase order in the background after you receive goods for which no purchase order exists.

SAP AG

TAMM10 4.0B

23-17

Automatic Generation of Purchase Orders Settings

IMG

MVT

Movement type text

Purchase order
automatically created

101
102
102
161

GR
GR
GR
GR

Info record
Conditions

Goods Receipt
PO-related, reversal
in blocked stock
Returns

Vendor:
Material :

Becker
Filters

Price:

DM 13.- per piece

Valuated Material

Pur. order
auto.

SAP AG

In the step Create purchase order automatically in Customizing, you define for each movement type
whether the system creates a purchase order automatically whenever you post a goods receipt. This
means that you can also carry out invoice verification immediately after you have posted the goods
receipt.
The system valuates the goods receipt at the price defined in the purchasing info record.
You can only create purchase orders automatically for valuated materials.

SAP AG

TAMM10 4.0B

23-18

Shelf Life Expiration Date Check at

Time of Goods Receipt
Purchase
order
Item 1
Mat ABC
Minimum
remaining
shelf life

MHD

ok
Material
Min. remaining
shelf time

Warehouse

B
B

Not
ok
Warning or
Error message

A
R

Material

SAP AG

The shelf life expiration date is only checked if the following conditions have been fulfilled:
The minimum remaining shelf life has been maintained in the material master or the purchase order.
The minimum remaining shelf life value has to be the number of days until the material expires, so
the goods receipt will be accepted by the system.
The shelf life expiration date check is activated in the warehouse.
The shelf life expiration date check is activated for this movement type.
If the shelf life expiration date check is activated, you have to enter the expiration date or production
date of the material at the time of goods receipt.
When the goods are received, the system checks whether the minimum remaining shelf life meets the
requirements entered in the purchase order or the material master. If this is not the case, depending on
the system settings, either a warning or an error message will appear.
When the goods entry has been posted, the shelf life expiration date is recorded in the material
document.
The shelf life expiration date is printed on the goods receipt/issue slip.

SAP AG

TAMM10 4.0B

23-19

Set Shelf Life Expiration Date Check

Setting

Application

Activate for plant

Activate for movement type

Shelf life expiration date

recorded in material document

Maintain material master

SAP AG

SAP AG

TAMM10 4.0B

23-20

Latest Acceptable Goods Receipt Date

in Purchase Order
To
Blitz Co.
Purchase order:
Rockets, 1000 PC

Posting date:
Dec. 30
ok

Latest GR date:
Dec. 31

Warning or error message

Posting date:
Jan. 02
R

SAP AG

If the latest acceptable goods receipt date has been entered in the purchase order, then when the goods
are received the system checks whether the posting date is after this date. If this is the case, depending
on the system settings, either a warning or an error message is triggered.

SAP AG

TAMM10 4.0B

23-21

Subsequent Entry of Freight Vendor

To
Miller Co.
Purchase
order

Warehouse

Goods
receipt

Storage location

Delivery costs:
Freight vendor
Smith & Co.
R

SAP AG

When you receive goods with reference to a purchase order, you can enter a freight vendor that is
different from the vendor the purchase order was sent to. The delivery costs are then assigned to this
freight vendor.
Entry of the freight vendor at the time of goods receipt is only possible if the condition type for delivery
costs allows this.

SAP AG

TAMM10 4.0B

23-22

Unit of Entry Freely Definable

Mat x
DUn: CR
BME: ST Purchase
EME: BOX order
Mat x100 PC

GR slip
Mat x10 CR
R

SAP AG

You can freely define the unit of entry for a goods movement or reservation.
The requirement for the unit of entry is that the unit of measure must be defined in the material master
record, or it must be convertible using standard calculations (e.g.: g - kg).
If you do not specify a unit of measure, the system will automatically use the suitable unit of measure
for the goods movement in question, i.e.:
Order unit for goods receipt with reference to purchase order

Production unit for goods receipt for order

Unit of issue for other movements and reservations

SAP AG

TAMM10 4.0B

23-23

Create Storage Location Automatically

Goods Movement

Customizing

Activate for plant

Activate for
movement type

Storage location data for

material available?
A
yes

no
Create material
for storage loc.

Update goods
received data

Update goods
received data
R

SAP AG

SAP AG

TAMM10 4.0B

23-24

Analyses
Analyses

Movements

Stock situation
individual materials

Inventory controlling

Stock situation
plant / warehouse

Material document for material

Stock overview

Warehouse stock

Accounting documents for

material

Stock / requirements list

Availability of plant stock

Consignment / returnable
packaging stock at customer

Shelf life expiration date list

Material stock at entry date

Reversed materials documents

Reason for movement
Material document for posting
date

SAP AG

As of Release 3.0, all inventory management and physical inventory functions are subject to an
authorization check.
If some users are no longer authorized to carry out certain analyses, assign them to the following
authorization profile: M_BEFU_ANZ (all inventory management display authorizations).
As of Release 4.0, the structures of some reports are being standardized using a cross-system list
viewer. You can now output application tables of any volume in a convenient list.
Users can define and save their own display variants as well as choose their display variants on the
initial screen for a report.

SAP AG

TAMM10 4.0B

23-25

Periodic Processing - List of Stock Values

Stock account balance

Stock value of
materials
RM07MBST

Raw materials 1

Valuation class 3000

Raw materials 1

Raw materials 2

Valuation class 3000

Raw materials 1

FI

MM
R

SAP AG

You can use report RM07MBST to display the total stock quantity and total stock value for one or more
materials. It also determines the stock account that is posted when you post a goods movement for the
material specified.
You can display the balance values for each company code and G/L account. The system compares the
balance of the G/L account with the stock value of the material specified and displays the variance
between them.
SAP recommends that you start this report at regular intervals, for example, monthly for the previous
period. To do this, choose Periodic Processing -> List of stock values from the Inventory Management
menu.
If you start the report without specifying a material, the balance of each stock account must correspond
to the total valuated stock of all materials belonging to the relevant valuation class. Variances can result
for the following reasons:
You made manual postings to the stock account.
Other postings as well as stock postings are made to the stock account. In this case, you have to
check account determination in Customizing for valuation. Ensure that the stock accounts are used
for transaction key BSX (stock postings) only.
Account determination for the stock accounts (transaction/event key) BSX were changed in the
current operation, but the relevant stocks were not debited directly from the old account (MVT
562) and posted to the new one (MVT 561)

SAP AG

TAMM10 4.0B

23-26

Goods Receipts: Summary

In goods receipts you can determine
special features such as delivery
completed indicator, tolerances, units of
entry, material shelf life and subsequent
entry of freight vendor.

SAP AG

SAP AG

TAMM10 4.0B

23-27