Maintain Goods Receipt/Invoice Receipt Page 1 of 2 Clearing Account (MR11) Advanced AP Processing

Maintain Goods Receipt/Invoice Receipt Clearing Account For every goods receipt posted against a PO, there is a credit entry to the GR/IR (Goods Receipt/Invoice Receipt) to be offset with the corresponding invoice posting relating to the PO. Variances in pricing and quantities between these documents may cause reconciling items in the GR/IR account. It is necessary to review and maintain these variances to ensure that the balances held in the liability account are kept at a reasonable level. Prerequisites: Postings to the GR/IR account must have occurred. 1. Enter transaction code MR11.

Maintain GR/IR Clearing Account In this screen you select the items that are available for clearing. 1. Enter the following fields as required:

Field Name R/O/C

Description

Doct Header Data:

Company Code

R

For Tarrant County it will always be TCO1

Posting Date R The date that the clearing documents are to be posted to.

Reference O The entry to be made in the reference field on each clearing document. Should be used to easily identify these transactions as GRIR clearing items.

Field Name R/O/C

Description

Doc Header Text O Text to appear on each clearing document – should be used to identify the documents as GRIR clearing documents. For example enter the period range of Pos included in the clearing.

Choose:

Vendor

O

Select the vendor range to be reviewed and cleared.

Purchasing Organization

O For Tarrant County this will be TC01.

Plant O For Tarrant County this will be TC01.

Purchase Order Date

O Specify a range of Pos dates to be cleared.

Purch. Doc. Category

O The type of Purchasing document to be cleared – Enter “F” ( Purchase Order)

Order Type O Specify the particular type of Purchasing document to be cleared – Choose one of these three:

• F / DB – Dummy Purchase Order • F / FO – Framework Order • F / NB – Standard Purchase Order

Surplus Types:

Delivery Surplus

C Indicator used to select purchase orders with a delivered quantity that exceeds the invoiced quantity. To cater for all variances both of these should be selected.

Invoice Surplus C Selection of all purchase orders with an invoiced quantity that is larger than the quantity delivered. To cater for all variances both of these should be selected.

Clear:

GRIR Clearing Account

C

Select this to clear variances in the GRIR account.

Delivery Cost Accounts

C Select this to clear variances in the Freight clearing account.

ERS Purchase Orders

C Select this to clear variances in the ERS Purchase Order Clearing account.

Maintain Goods Receipt/Invoice Receipt Page 2 of 2 Clearing Account (MR11)

Field Name R/O/C

Description

Last movement before end of key date

R Only transactions are selected for which the date of the last goods movement is earlier than the date specified.

Qty Var Less Than/Equal To

O Used to select all purchase orders in which the variance between the quantity delivered and the quantity invoiced is smaller than the specified percentage.

Value Variance Less/Than/=To

O Only transactions are selected for which the value variances between goods receipt value and invoice receipt value are less than or equal to the specified amount (in company code currency).

Processing:

Automatic Clearance

C

Select this box if you want to do clearing without checking the listing. (Not advised – a review should be done first)

Prepare List C Select this box if you want to review the listing prior to setting off the automatic clearing.

R = Required, O = Optional, C=Conditional

2. Select the button to run the maintenance program.

Maintain GR/IR Clearing Account

The purchase order items that have variances and match your selection are listed. The reasons for the variances in the GR/IR account are shown (i.e. whether a quantity or pricing problem).

1. Review the items to determine which are acceptable to post. Click the check box next to the order items that you want to clear.

2. Click the button to review the selected purchase orders.

3. Click the button to clear the GR/IR clearing accounts for the selected purchase orders.

Maintain GR/IR Clearing Account log screen

1. The log screen shows the posted maintenance document.

2. Click until you are at the SAP Easy Access screen.