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SAP GR/IR performs a three-way match between:
You use the GRIR clearing account to record the offset of the GR and IR.
When fully processed, the postings are displayed in the clearing account balance.
Clearing is performed at the PO line item level based on the quantity entered.
You write off small differences with Transaction MR11 or via menu path:
Logistics • Materials Management • Logistics Invoice Verification • GR/IR Account Maintenance • Maintain GR/IR Clearing Account
Before maintaining the GR/IR clearing account, you should establish that no more GRs or IRs are expected for the PO item. If the invoiced quantity is more than the delivered quantity, the system expects another GR. If the invoiced quantity is less than the received quantity, the system expects another invoice.
If the GR/IR clearing account differences are not cleared by a further GR or credit memo or an invoice or return delivery, you must maintain the GR/IR clearing account manually.
The price variance and exchange rate variance are calculated.
This discussion assumes you use standard price (S) for purchased materials.
You must post GR to record PPV. There is no PPV posting for just IR. There can be additional variance postings for IR after GR is posted for differences between the PO price and the actual price paid.
When you post GR, the price variance is based on the PO price, and unless IR has already posted, it is based on the actual price paid. If IR has already been posted, the GR will be based on the IR up to the quantity of the IR, and after that, it will use the PO price again.
After all postings to a PO line item, the net PPV posted will be the difference between the actual price paid and the standard cost of the material.
You map G/L accounts with MM automatic account determination Transaction OBYC / Table T030.
View automatic account determination accounts with Transaction SE16N and Table T030
You restate balances in these G/L accounts as inventory or payables at month end with transaction F.19. The accounts are defined in table T030U and set with configuration Transaction OBYP as shown in Figure 1.
Figure 1 Month-end Restatement Transaction OBYP
Read Related Blog: Production Variance Analysis in S/4HANA
T030U transaction BNG - Invoiced not yet delivered map to Inventory G/L Accounts
T030U transaction GNB - Delivered not yet invoiced map to Payable G/L Accounts
You map variance due to exchange rate differences to a different G/L account via IMG menu path:
Material Management • Logistic Invoice Verification • Incoming Invoice • Configure How Exchange Rate Differences are Treated
You map variances due to exchange rate changes to separate G/L accounts with MM Account Determination Transaction KDM.
You have several options to control how exchange rate differences are handled for invoices in foreign currencies. One option calculates the exchange rate variance as the difference between the current exchange rate at the time of invoice processing and the plan exchange rate for the year.
The following transactions are useful for GRIR processing and reporting:
An activity type identifies activities provided by a cost center to manufacturing
orders. The secondary type general ledger account associated with an activity type identifies the activity costs on cost center and detailed reports.
A cost center is master data that identifies where the cost occurred. A responsible person assigned to the cost center analyzes and explains cost center variances at period end.
FBl3N displays G/L line items. It shows the G/L line items only for the G/L accounts that have the display line item checkbox flagged.
You use Transaction F.13 to post automatic clearing.
F. 19 analyzes the GR/IR clearing account and posts adjustments entries for outstanding amounts to adjustment accounts. It makes the offsetting entry to the account for goods delivered but not invoiced or to the account for goods invoiced but not delivered.
This report allows you to view the totals of a single or range of G/L accounts. The totals are by month to give you an overview of how the account has changed over a period of time.
You access this report with Transaction FS10N.
It is a goods movement that is used to post goods received from external vendors or from in-plant production. All goods receipts result in an increase of stock in the warehouse.
Transaction MR11 assists you correct the balance on the GR/IR which is caused by a difference in quantity (not price) between the invoice and the goods receipt. It should only be used when no more invoices or goods receipts are expected or can be posted.
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A profit center receives postings made in parallel to cost centers and other master data, such as orders. Profit center accounting is integrated in the Universal Journal with S/4HANA. You normally create profit centers based on areas in a company that generate revenue and has a responsible manager assigned.
If profit center accounting is active, you will receive a warning message if you do not specify a profit center, and all unassigned postings are made to a dummy profit center. You activate profit center accounting with configuration Transaction OKKP, which maintains the controlling area.
The purchase order is a legal contract that binds the supplier to supply the materials or services and the purchaser to pay after receiving the materials or services.
This is a material cost estimate used to calculate the standard price of a material. The cost estimate must be executed with a costing variant that updates the material master, and the cost estimate must be released. A standard cost estimate can be released only once per period and is typically created for each product at the beginning of a fiscal year or new season.
The standard price in the Costing 2 view determines the inventory valuation price if price control is set at standard (S). The standard price is updated when a standard cost estimate is released. You normally value manufactured goods at the standard price.
An activity type identifies activities provided by a cost center to manufacturing orders. The secondary cost element associated with an activity type identifies the activity costs on cost center and detailed reports
An allocation structure allocates the costs incurred for a sender by cost element or cost element group, and it is used for settlement and assessment. An assignment maps a source cost element group to a settlement general ledger account.
While there can only be one cost center standard hierarchy, you can create as many alternative hierarchies as you like. You create an alternative hierarchy by creating cost center groups
Automatic account assignment allows you to enter a default cost center per cost element within a plant with Transaction OKB9.
Availability control enables you to control costs actively by issuing warnings and error messages when costs are incurred.
A bill of material (BOM) is a structured hierarchy of components necessary to build an assembly. BOMs together with purchasing info records allow cost estimates to calculate material costs of assemblies.
You use the controlling area currency for cost accounting. You specify the controlling area currency when defining the controlling area in customizing for Controlling . You can assign more than one company code with different currencies to a controlling area.
A cost center is master data that identifies where the cost occurred. A responsible person assigned to the cost center analyzes and explains cost center variances at period end.
A cost component identifies costs of similar types, such as material, labor, and overhead costs by grouping together cost elements in the cost component structure.
Cost component groups allow you to display cost components in standard reports. In the simplest implementation, you create a cost component group for each cost component and assign each group to a corresponding cost component. You assign cost component groups as columns in cost estimate list reports and costed multilevel BOMs.
The cost component split is the combination of cost components that makes up the total cost of a material. For example, if you need to view three cost components (material, labor, and overhead) for your reporting requirements, the combination of these three cost components represents the cost component split.
You define which cost components make up a cost component split by assigning them to a cost component structure. Within the cost component structure, you assign cost elements and origin groups to cost components.
Each cost component is assigned to a cost component view. When you display a cost estimate, you can choose a cost component view, which filters the cost components displayed in the cost estimate.
Cost elements are included as part of a general ledger account. Primary cost elements identify external costs, while secondary cost elements identify costs allocated within controlling, such as activity allocations from cost centers to manufacturing orders.
A cost estimate calculates the plan cost to manufacture a product or purchase a component. It determines material costs by multiplying BOM quantities by the standard price, labor costs by multiplying operation standard quantities by plan activity price, and overhead by costing sheet configuration.
A costed multilevel BOM is a hierarchical overview of the values of all items of a costed material according to the material’s costed quantity structure (BOM and routing). You display a costed multilevel BOM on the left side of a cost estimate screen. You can also view a costed multilevel BOM separately with Transaction CK86_99.
Costing BOMs are assigned a BOM usage of costing and are usually copied from BOMs with a usage of production. You can make adjustments to costing BOMs if you require them to be different from production BOMs. With system-supplied settings, standard cost estimates search for costing BOMs before production BOMs.
The costing lot size should be set as close as possible to actual purchase or production quantities to reduce lot size variance. Unfavorable variances may result if you create a production order for a quantity that is less than the costing lot size. You need setup time to prepare equipment and machinery for production of assemblies, and that preparation is generally the same regardless of the quantity produced. Setup time spread over a smaller production quantity increases the unit cost. This also applies to externally procured items because vendors typically quote higher unit prices for smaller quantities.
A costing run is a collective processing of cost estimates, which you maintain with Transaction CK40N.
A costing sheet summarizes the rules for allocating overhead from cost centers for cost estimates, product cost collectors, and manufacturing orders. The components of a costing sheet include the calculation base (group of cost elements), overhead rate (percentage rate applied to base), and credit key (cost center receiving credit).
The costing type determines if the cost estimate can update the standard price.
The costing variant contains information on how a cost estimate calculates the standard price. For example, it determines if either the purchasing info record price is used for purchased materials, or an estimated price is manually entered in the Planned price 1 field of the Costing 2 view.
The currency type identifies the role of the currency such as local or global.
Demand management involves planning requirement quantities and dates for assemblies, as well as defining the strategy for planning and producing/procuring a finished product.
Dependent requirements are caused by higher-level dependent and independent requirements when running MRP. Independent requirements, created by sales orders or manually planned independent requirement entries in demand management, determine lower-level dependent material requirements.
Detailed reports display cost element details of manufacturing orders and product cost collectors. You can drill down on cost elements to display line-item reports during variance analysis.
You maintain distribution rules in settlement rules in manufacturing orders and product cost collectors.
As of SAP S/4HANA release 2022, event-based processing is available, where goods movements and confirmations represent events that trigger the calculation of overhead according to the costing sheet. Then, depending on the status of the order, this triggers either the posting of a journal entry for the work in process (WIP) or the cancellation of any existing WIP and the calculation of production variances.
External processing of a manufacturing order operation is performed by an external vendor. This is distinct from subcontracting, which involves sending material parts to an external vendor who manufactures the complete assembly via a purchase order.
A goods issue is the movement (removal) of goods or materials from inventory to manufacturing or to a customer. When goods are issued, it reduces the number of stock in the warehouse.
GR/IR is the SAP process to execute the three-way match- purchase order, Material Receipt, as well as vendor invoice. You use a clearing account to record the offset of the Goods Receipt (GR) and Invoice Receipt (IR) postings. As soon as completely processed, the postings in the cleaning account balance.
An internal order monitors costs and revenue of an organization for short- to-medium-term jobs. You can carry out planning at a cost element and detailed level, and budgeting at an overall level with availability control.
Long-term planning allows you to enter medium- to longer-term production plans, and simulate future production requirements with long-term MRP. You can determine future purchasing requirements for vendor RFQs, update purchasing info records, and transfer planned activity requirements to cost center accounting.
Margin Analysis is the refined version of Account-based COPA. The Universal Journal combines financial and managerial accounting and directly records all dimensions, including custom fields. Margin Analysis provides consistent financial information without any reconciliation needs along with a financial audit trail. All innovations developed for the Universal Journal are immediately available within Margin Analysis. A consistent approach ensures common usage of ledgers, currencies, valuations, predictions, and simulations, as well as their availability in planning and reporting.
Master data is information that stays relatively constant over long periods of time. For example, purchasing info records contain vendor information such as a business name, which usually doesn’t change.
A material master contains all the information required to manage a material. Information is stored in views, each corresponding to a department or area of business responsibility. Views conveniently group information together for users in different departments, for example, sales and purchasing.
A process order is a manufacturing order that is used in process industries. A master recipe and materials list are copied from the master data to the order. A process order contains operations that are divided into phases. A phase is a self-contained work-step that defines the detail of one part of the production process using a primary resource.
In process manufacturing, only phases are costed, not operations. A phase is assigned to a subordinate operation and contains standard values for activities, which are used to determine dates, capacity requirements, and costs.
A procurement alternative represents one of a number of different ways of procuring a material. You can control the level of detail in which the procurement alternatives are represented through the controlling level. Depending on the processing category, there are single-level and multilevel procurement alternatives. For example, a purchase order is single-level procurement, while production is multilevel procurement.
A production order is used for discrete manufacturing. A BOM and routing are copied from master data to the order. A sequence of operations is supplied by the routing, which describes how to carry out work-steps.
An operation can refer to a work center at which it is to be performed. An operation contains planned activities required to carry out the operation. Costs are based on the material components and activity price multiplied by a standard value.
Product drilldown reports allow you to slice and dice data based on characteristics such as product group, material, plant, cost component, and period. Product drilldown reports are based on predefined summarization levels and are relatively simple to setup and run.
Production variance is a type of variance calculation based on the difference between net actual costs debited to the order and target costs based on the preliminary cost estimate and quantity delivered to inventory. You calculate production variance with target cost version 1. Production variances are for information only and are not relevant for settlement.
A production version determines which alternative BOM is used together with which task list/master recipe to produce a material or create a master production schedule. For one material, you can have several production versions for various validity periods and lot-size ranges.
When raw materials are valued at the standard price, a purchase price variance will post during goods receipt if the goods receipt or invoice price is different from the material standard price.
A profit center receives postings made in parallel to cost centers and other master data, such as orders. Profit Center Accounting (PCA) is a separate ledger that enables reporting from a profit center point of view. You normally create profit centers based on areas in a company that generate revenue and have a responsible manager assigned.
You enter a vendor invoice in SAP with Transaction MIRO or via menu path
Logistics • Materials Management • Logistic Invoice Verification • Document Entry • Enter Invoice
You access ML drilldown reporting with Transaction KKML0 via menu path
Controlling • Product Cost Controlling • Actual Costing/Material Ledger • Material Ledger • Information System • Drilldown Reporting • Run Drilldown Report
Transaction CKM3N Material Price analysis report / Price History View report CKM3N/CKM3 is used to analyse the price consumed for a material in a plant along with overhead.
MB5S displays any difference between GR and IR quantities & its values.
You use ME23N to display information about an existing purchase order to see whether the vendor invoice has been received and/or paid.
MR11 documents can be reversed with MR11_SHOW or by clicking on the account maintenance documenting the PO history. Be careful if more than one PO has been corrected in a MR11 document, as it will reverse the whole document.
A profit center receives postings made in parallel to cost centers and other master data such as orders. Profit center accounting is integrated in the Universal Journal with S/4HANA. You normally create profit centers based on areas in a company that generate revenue and have a responsible manager assigned.
If profit center accounting is active, you will receive a warning message if you do not specify a profit center, and all unassigned postings are made to a dummy profit center. You activate profit center accounting with configuration Transaction OKKP, which maintains the controlling area.
Purchase order is a legal contract which binds the supplier to supply the materials or services and purchaser to pay after receiving the materials or services.
The valuation class in the Costing 2 view determines which general ledger accounts are updated as a result of inventory movement or settlement.
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Comments 3
Thank you very much for keep this information
when i run analyzed GR-IR how can i know from what's suppliers and PO?
Hello,
I have an Oustanding Balance in USD on a PO, however when I try to clear the diference the system posted in EUR... How Can I fix this?
Thanks, Aaron Carvajal