AP- How to clear receipt from the GR/IR when an invoice is not received

This question is answered

Good Afternoon-
What is the best procedure or transaction code to use when a user needs to clear receipt from the
GR/IR when an invoice is not received.

Hi,
As you know GR/IR clearing account is a provision account and it is posted to whenever you receive
goods that have not been invoiced or receive invoice that have not been delivered. On the balance
sheet date during the period end we have to make transfer postings to reflect the goods invoiced but
not delivered and the goods delivered but not invoiced accounts.
You need to create one adjustment (Correction) account and two target accounts Goods deliverd but
not invoiced, Goods invoiced but not delivered. In t-code OBYP you need to assign these accounts
for each of your reconciliation account.
This t-code F.19 analyses the GR/IR claring account and posts outstanding amount to adjustment
account. It creates the offsetting entry to the Goods deliverd but not invoiced if the account has a
credit balance and Goods invoiced but not delivered if the account has a debit balance. These 2
accounts are target accounts. These postings are made separately per company code, GR/IR
clearing account and reconciliation account. They are then reversed on the day you specify in the
(F.19)program run.
Regards,
Hi
I you have received the good and not the invoice yet.(expecting a invoice in future). You should not
write off the GRIR balance as it is still a liability to the company.
If you are sure you will not receive invoice for the received good. Pass a JV and debit the GRIR
acccount and credit price difference account. As the price difference account is adjusted against the
stock it will get squred off.
Regards
Naveen
Hi,
Clearing the GR/IR account if you have not yet received the invoice is not a good practise. Clear this
account only during year end closing if the goods or invoices not expecting to receive. Other wise
during your month end process use F.19 for posting adjustment entries for period end reporting.
These adjustment entries will get reversed on first day of next month.
Hope it will give some inputs to your query.
Regards,
-
Thank you Krishna-
I reversed my entry made via F.51 and I see the GR via F.19. What is the process to get this off? I
read info on this t-code and it appears if there is no IR, it will reverse the entry correct? How do I
make this happen? I am not familiar with this transaction.
Any help would be greatly appreciated. I am trying to reverse of get GR's off the books that have not
been invoiced.
Thank
i,
Clearing the GR/IR account if you have not yet received the invoice is not a good practise. Clear this
account only during year end closing if the goods or invoices not expecting to receive. Other wise
during your month end process use F.19 for posting adjustment entries for period end reporting.
These adjustment entries will get reversed on first day of next month.
Hope it will give some inputs to your query.
Regards,
Hi Sachin ...
The Purchase Accounts Posting System allows you to manage a company's budget and expenses. It is a
sensitive definition in the sense that once it's activated and journal entries have been created it cannot be
updated. Purchase accounts posting system has to be activated. Purchase accounts help you get the details
of all the purchases made in a period, typically required to some legal reporting in these countries
companies need to present a purchase ledger for statutory reporting. Purchase accounting is a legal
requirement for Roman countries like Belgium, France, Portugal, spain. These countries need to present a
purchase ledger for statutory reporting.
In companies which manage a continuous stock system, it is now possible to use the Purchase Accounts
Posting System. This option includes the recording of expense accounts in journal entries created
automatically due to purchasing documents which affect the inventory valuation: A/P Invoice (not based on a
Goods Receipt PO), A/P Credit Memo, Goods Receipt PO and Good Returns.
Purchase accounting in SAP will not give desired results if sub contracting activities are involved. For
settlements of subcontracting transactions, the system does not post to the purchase account nor to the
purchase offsetting account.
Purchase account: When an A/P invoice or a goods receipt PO is created; the purchase account is recorded
in the journal entry along with the same amount that is recorded for the stock account.
Purchase return account: When a goods return or an A/P credit memo is created, this account is recorded in
the journal entry along with the same amount that is recorded for the stock account.
Purchase offset account: This account is an offsetting account for purchase account or purchase return
account.
Also already discussed in lot of threads
purchase a/c system in B1
use purchase account posting system
Re: purchase a/c system in B1
FREE OF COST - Purchase Accounting
Re: use purchase account posting system
Purchase Account Posting System.

Regards
Kennedy

offset account
Dear All,
When we are selecting Purchase Account Posting System in SAP B1, it is mandatory to define
Purchase offset A/c and the sales credit a/c.
so i unable to convience the Chartered Accountant what is purchase offset a/c because they dont
want that offset a/c in journal entry.
Ashish Gupte

Hi Ashish,
I think this accounts (Purchase offset A/c and the sales credit a/c) are used in Purchase
Return,Sales Return,A/P Credit Memo,A/R Credit Memo.
So if your customer do not want that different account appear in journal entry, then you can specify
the same account in these two mapping as used in respective purchase and sales accounts.
So in journal entry only same G/L will appear.
BR
Samir Gandhi
Hai Ashish gupte !
If you enabled purchase accounting system, Purcahse Acc and Purcahse Offset Acc is mandatory
.But, sales credit acc is not a mandatory one.
sales credit acc is affected when A/R credit memo is raised.
Regards,
Thanga Raj.K
Hi,
I think you have much confusion in the gl determination setup and purchase accounting system.
In order to set purchase accounting system,company should follow moving average method.
Purchase offset a/c:Maintains the balance of the journal entries created by the purchase
documents,
this account is used to offset the purchase a/c or purchase return a/c.
Go through this document for [Purchase accounting|https://websmp101.sap-
ag.de/~form/sapnet?_FRAME=CONTAINER&_HIER_KEY=701100035871000329481&_OBJECT=0
11000358700000510532005E&_SCENARIO=01100035870000000183&]
Also use this document for [setting up gl determination|https://websmp101.sap-
ag.de/~form/sapnet?_FRAME=CONTAINER&_OBJECT=011000358700005947792004E],this
explains which accounts are mandatory in sap b1.
Hi Ashish,
Using the Purchase Account Posting System without and offset account would create unbalanced
Journal Entries and in the end the Profit and Loss would be incorrect.
Please note that in a continuous stock system the way it works in B1 the expense (COGS) is booked
on the AR side (unless the stock has already been issued). If the Expense as booked on the
purchase account was not balanced by the offset account the P&L would have the same expense
booked twice.
I hope this clarifies the issue.
Jesper
Hai!
Purchase acc system is not depends on Valuation Method in SAP B1.
so, Purchase acc system can be enable for FIFO based valuation also.
Regards,
Thanga Raj.K
Hi,
It is not mandatory that the default valuation method be moving average,as it can be changed at any
point of time.But it is recomended to use it as default valuation method.