FBL3N: Document shows open when it should show cleared.

[Former Member]

Hello everyone,

I have a GR document in FBL3N showing as an open item, when it should show as cleared.

I went into ME2N and checked the GR/IR history on the scheduling agreement. ME2N shows an IR has been assigned to the GR. I went in to MIRO and I see the same thing under the invoice display.

However, when I go into FBL3N the GR is showing open, not cleared.

Does anyone know why this would happen? Also, any suggestions on how to fix it?

Thanks in advance for all your help.

Rhonda

[Former Member · Accepted solution]

Is the GL account open item managed in FS00?

[Former Member · Accepted solution]

Hi Mark,

Yes, the G/L account is flagged for "Open Item Managed" in FS00

[ravichandran_iyer · Accepted solution]

Are you speaking about the GRIR clearing Account? If so, it will not clear automatically on creation of IV. You'll have to do it through F.13.

Ravi.

[Former Member · Accepted solution]

Hello Ravi,

Yes, I am speaking of the clearing account, but my issue is after F.13 has been ran. We have a goods receipt "WE" document type. Then we received an invoice for the good receipt from the vendor. This invoice was entered in SAP via MIRO. This then created a "RE" (incoming invoice) document type. During the MIRO process we assigned the above goods receipt to this invoice in MIRO.

Then we ran F.13 to clear. No errors occured on this.

To double check, I went in to ME2N and checked the GR/IR history on the scheduling agreement. ME2N shows an IR has been assigned to the GR. I went in to MIRO and I see the same thing under the invoice display.

However, when I go into FBL3N the GR is showing open, not cleared. The invoice it is attached to is showing cleared.

Let me know if you still need further information.

Thanks again for the help!

Rhonda

[ravichandran_iyer · Accepted solution]

Hi Rhonda,

1. Did you run F.13 with 'GRIR Special Processing' on? (This is required when you use the scheduling agreement).

2. When you ran the F.13, did the log list all the items as cleared?

3. Have you ensured that all the delivered quantities are billed? Since you are using Scheduling agreement, there might be unfulfilled items.

4. You might also take a look at OB74 if there are any special clearing requirements defined for the GL Account clearing.

5. GRIR clearing has to be done only when the POs are at the closing stage. Meaning, all goods have been received and invoicing done. Normally this process is carried out during the close of the year.

6. You can run MR11 to verify if there are any differences in the GRIR Account processing transactions. and also clear manually in the same transaction.

See if the above suggestions help.

Ravi.

Edited by: Ravichandran S Iyer on Jul 21, 2010 3:59 PM

[Former Member · Accepted solution]

Hello Ravi,

It appears that my issue has to do with point #3 in your above reply.

Here are the components I am working with:

Item #1: Is goods receipt (WE document type) made on 07/15/2010.

Item #2: Is an incoming invoice (RE document type) received on 07/20/2010.

Item #3: Is a goods receipt (WE document type) made on 04/22/2010.

When Item #2 came in, we entered it in MIRO and attached Item #1 to the invoice.

F.13 was ran and no errors were found.

If I go into MIRO history and in ME2N, everything looks fine.

Now, when I go into FBL3N and pull up open items, Item #1 shows open. When I select to see cleared items, Item #2 and Item #3 are showing cleared.

So, it looks like that even though we assigned item #1 to Item #2 in MIRO, FBL3N is showing as though we assigned Item #3 to Item #2. This is why I think your point #3 is the issue I am having. Item #3 is an earlier receipt that has not been invoiced.

Here is another twist: If I go into MIRO and enter another invoice, Item #3 still shows as an open item that can be assigned to an invoice. Item #1 does not show up in this as an open item.

Okay... hopefully I have not confused you too badly.

It seems as though FBL3N is not pulling the information correctly. Is there away to fix this issue? or is this just something we will have to live with?

Again, thank you so much for your help. I am new to SAP and FICO especially. Thanks for your patience!

Rhonda

[Former Member · Accepted solution]

Okie, you can see thhe GR/ IR clearing flow as below:-

During MIGO, a document of WE type gets created and GR/IR account gets credited.

During MIRO, a document of RE type gets created and GR/IR account gets debited.

The GR/IR clearing account must be cleared at least at the end of the period for those order items that no further goods receipts or invoices are expected for.

The purpose of the GR/IR account is to account for goods received and not invoiced and invoices received without a goods receipt and the goods for which both GR and IR are done should be cleared off.

When the goods receipt equals to the invoice receipt the GR/IR account will need to be cleared automatically using transaction F.13 or F13E Automatic Clearing.

Before doing F.13 or F13E, the G/L account should be configured for the automatic clearing. See that the clearing rule is defined in the table TF123 (View V_TF123 in transaction SM30) for it. In this table following creterias of automatic clearing should be entered:-

Creteria 1 = EBELN (i.e. PO Number)

Creteria 2 = EBELP (i.e. PO Line Item Number)

Once you have done the customization, you need to run F.13 or F13E for this GR/IR account. (Remove the test run indicator.)

Regards,

Gaurav

[ravichandran_iyer · Accepted solution]

Hi Ron,

From your reply, it seems that item no. 3 is not yet invoiced. Clearing of GRIR Account will fail if you have pending in the PO flow. Wait till you invoice that item and run the F.13 transaction with 'Special Processing for GRIR Account' enabled. This should clear your problem.

Also, it is sufficient if you run the GRIR clearing once in a year. You anyway do not generate any external statements on that account. It only enables your internal control to know the GR pending and IV pending items. You'll have to ensure that Orders are fulfilled before running that report. You'll get a log of which items are cleared and which are not after you run. That will help you analyse the reason why it is not cleared.

Ravi.