Problem of GR/IR

[Former Member]

Hello,

I have to clear the GR/IR Clearing Account.

That's why, I need to know what are the different problems in this account.

One of my problem is that the "GR/IR Assgt View" are not checked for the vendor (and the purchase order).

But, please, I would like to know :

     1) If it's the reason that's why all the items are not clear in the GR/IR Clearing Account ?

     2) How can I see what GR matches with what IR ?

Thanks in adavance

Best regards

JB

[Former Member · Accepted solution]

Hello Gabriel,

Sorry for the delay. Thank you for your answer.

Just one question about "GR basedIV" flagged in order to see if I well understood.

Normally for normal vendor, all the items are clear automatically.

But for Vendor Alpha (GR-BasedIV not checked), it's not clear automatically and all GR and IR are still in the GR/IR Clearing Account.

So, the reason why it's not clear automatically it's because the GR-basedIV is not flagged.

Did I understand well ? Or it's due to another problem ?

Thanks in advance

Best regards

JB

[coleti · Accepted solution]

Dear Jean,

The GR-Based Invoice Verification indicator will set the Invoice (MIRO or IR Posting) with reference to a goods receipt document or a delivery note number entered at the time of goods receipt.

Technically, the fields LFBNR, LFGJA and LFPOS of RSEG table (Invoice Items) are filled with the MIGO (Goods Receipt) document. You can also see this field in MIRO screen.

When creating the accounting document for that MIRO posting, the Reference Key 3 is filled with the same information in the following sequence: LFGJA + LFBNR + LFPOS.

Example:

Checking the FI document:

Even if you have marked the GR Based Invoice, during the IR posting, the GR IR Clearing Account are not cleared automatically. You always have to run the F.13 -> That is why I recommend you to have a daily job run automatically running to clear your GR/IR accounts.

I hope it´s more clear now.

Best regards,

Gabriel Coleti

[Former Member · Accepted solution]

OK Thanks you Gabriel for your help. It's more clear.

Best regards

JB

[Former Member]

Hello Arif,

Sorry for the delay, for matching GR/IR, we use :

- Purchase Order

- Item

- Reference (delivery note number of the supplier).

Best regards

JB

[Former Member]

Hello Arif,

Thanks for your answer.

But for the first point :

I understood that the key is the reference number.

But, from 2014 to 2016, for Vendor Alpha, I have all the GR and IR still opened in the GR/IR Clearing Account. I don't understand why. For all other vendors, it's automatic, when a GR matches with an IR (key : reference), the GR and the IR disappear from the GR/IR Clearing Account.

I thought the reason was because of the settings of the vendor Alpha (option GR-basedIV checked).

Do you know the reason ?

Thanks in advance.

Best regards

JB

[coleti]

Dear Jean,

You are correct, the option GR-basedIV should be marked to have the Reference Key 3 filled for GR/IR clearing.

But note that the flag in Vendor Master Data is just use to set as Default the PO or Schedule Agreement creation, but the user can remove this flag in the PO or Schedule Agreement during the creation.

In this case, that you don´t have GR-basedIV flagged will not impact you to clear thru F.13 which consider the PO Number and Item as well the Reference Key 3.

You can use the MR11 to have the accounting maintenance in that case also.

Best regards,

Gabriel Coleti

[former_member229478]

Dear Jean,

can you please tell me one thing, at the time of GR and IR/ or for vendor alpha, do you use any "Z" condition type for posting. suppose, in some cases of import we use "Z" conditions for freight charges and other custom charges.

If this is the case then for automatic clearing you/ user need to assign Sort key (014 - Purchase Order) in vendor and GL master data, so, at the time of clearing system will fetch or clear the values by filling the reference field with Purchase order.

This is one of the reason that system not clear the values automatically. I am telling you this because I had also face this issue at one of my client.

Br,

Arif

[former_member229478]

Dear,

As per my understanding Automatic clearing are based of Reference Key maintained by the system, Internally.

1. GR based IR is not the reason for auto clearing. It is only the Ref. Key on which the PO number and FY is maintained. Means, When you perform auto clearing of GRIR, system will consider the Ref. Key (which is saved internally at back end of every transaction)

2. what I understand from your Query # 2, you are asking for alternate to trace the common entries of GR IR for Vendor ALpha. if this is the requirement you need to do it by exporting the Ledger balance (FBL3N) of GRIR with vendor name (Alpha) on excel. This will be the manual and very short activity, Once you have extracted the value. Clear the values by using F-03 Manual Clearing.

Later, change vendor master to avoid manual clearing in future,

Br,

Arif

[coleti]

Dear Jean-Baptiste,

The GR/IR accounting has a long discussion to understand that, but let´s start that.

The GR/IR is used usually for Stock Purchasing like this:

D - STOCK (BL account)

C - ACCOUNTS PAYABLE (BL account)

The accounting above is the common accounting (except by the taxation, it depends on each country) when you purchase to stock. But this account happens when you have the goods receipt and invoice receipt at the same moment.

Since the Goods Receipt and Invoice Receipt can happens in different moments, SAP delivery this functionality:

MIGO (receipt)

D - STOCK (BL account)

C - GR/IR

MIRO (receipt)

D - GR/IR

C - ACCOUNTS PAYABLE (BL account)

If both processes happened, to clear these accounts, SAP delivers the F.13 t.code (Automatic Clearing) for GR/IR account special where the program automatically uses the fields EBELN and EBELP (PO Number and PO Item) and the reference field XREF3 as grouping criteria.

You can schedule a job to perform this GR/IR clearing process for daily run.

During the FI period close, these accounts GR/IR should have zero balance since they are called as transitory accounts.

You can face Goods Receipts (MIGO) that did not had the Invoice Receipt (MIRO), or Invoice Receipt (MIRO) that did not had the Invoice Receipt Goods Receipts (MIGO).

SAP Calls this:

Delivered but not yet invoiced - GNB > Goods Not Billed

Invoiced but not yet delivered - BNG  > Billed  Not Goods

The GNB are Future AP and should be accounted in a Liability Account while the BNG are Stock In Transit and should be accounted in a Asset Account.

This period close process is run by F.19 t.code and the automatic accounting determination is defined in FBKP group WRV - Goods/invoices receipt clearing:

You can also face some purchasing process (this is really common), for some reason you can have MIGO that don´t has MIRO and the business will not post that, or vice-versa.

For this issues, SAP delivered the MR11 to maintain the GR/IR Clearing Accounts and clear these processes accounting the difference with the PO Offset account (price difference when they are stock purchasing).

The conclusion is... to work with GR/IR you can have 3 main t.codes:

F.13 -> For auto-clear GR/IR

F.19 -> To auto-clear open purchasing process - Future AP or Stock In Transit

MR11 -> To correct the Purchasing Process already finished but not completed.

I hope this helps you.

Best regards,

Gabriel Coleti

[Former Member]

Hello Gabriel,

Thanks a lot for your answer.

But my problem is :

For a vendor Alpha, I have a problem of settings in SAP =>  "GR-BasedIV" is not checked in SAP.

So, I can't see, in ME33L Transaction, the "GR/IR Assgt View".

Even more, All the movements (GR and IR) for the purchase order (Vendor Alpha) are still opened in GR/IR Clearing Account (from 2014 to 2016).

So my questions are :

     1) Is "GR-BasedIV" the reason why all the movements are still in GR/IR Clearing Account ?

     2) Is it possible to use another way in order to know which GR matches with which IR ?

Thanks in advance

Best regards

JB