sap goods receiver

8/16/2019 Sap Goods Receiver

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SAP Goods ReceivingGoods Receiver

MM_REC_320

SAP Goods Receiving


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Table of ContentsCourse topics are hyper-linked to respective slides. If desired

click on topics to quick-jump to that section.

Note: Must be in Presentation mode to use hyper-link functionality (Press F5to begin).What is SAP Goods eceivin!" Slide #Who Should eceive SAP eceivin! $rainin! Slide %SAP oles Slide &ole Com'inations Slide ( $rainin! equirements for )epartmental oles Slide *SAP General Process +lo, Slide nderstandin! $ransaction Codes Slide /Goods eceivin! 0vervie, Slide 123o, to Identify P0 4um'er Slide 115e!in Goods eceivin! Slide 16Goods eceipt 7ajor Sections Slide 1(Create Goods eceipt Slide 61)isplay Goods eceipt Slide 6*Create Partial Goods eceipt Slide 6Cancel Goods eceipt Slide #6

)isplay Purchase 0rder from Goods eceipt Slide #* 3o, )etermine Assi!ned Purchasin! 5uyer Slide # 4um'erin! Conventions for Purchase 0rders Slide #/ Settin! )elivery Complete Indicator Slide %2 Create Goods eceipt A!ainst 8everse8 P09s Slide %1 Create Attachment Slide %6 4amin! Convention for Attachments Slide %# 3elpful Icons ,ithin 7IG0 Slide %%

0'tainin! 3ard Copy of Goods eceipt Slide %& Chan!es to P0 :uantities Slide %( 6SAP Goods Receiving


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What is SAP Goods ReceivingSAP Goods Receiving is a con=rmation sho,in! physicalreceipt of !oods or services ,ithin a department or unit. $he

person conductin! Goods eceivin! a>rms that ordereditems are correct? in !ood condition? and in accordance ,ithrequirements of the purchase order.

eturn to !able of "ontents#SAP Goods Receiving


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Who Sho!ld Receive SAP Goods Receiving Training

Any persons authori@ed to receive !oods and services on 'ehalfof the follo,in! areas

•

B 3ospital• +acilities areas usin! Plant 7aintenance P7D

eturn to !able of "ontents %SAP Goods Receiving


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SAP Roles

"evel SAP RoleRole #escri$tion

Corres$onding SAP

doc!%entt&$e

)epartmentequisition

er

esponsi'le for creatin! aEequisition8 to purchase

!oods andFor servicesfrom a particular supplier

equisition

)epartment FColle!e F nit

ApproverApproves equisitions fortheir department or area

--

Purchasin! 5uyeresponsi'le for university-

,ide contractin!processes for various

commodities

Purchase0rder

)epartmentGoods

eceiver

Con=rms physical receiptof !oodsFservices in

satisfactory conditionGoods eceipt

Accounts

Paya'le or3ospital -- Posts invoices a!ainstpurchase orders Invoiceeceipteturn to !able of "ontents&SAP Goods Receiving


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Role Co%binations'n order to %aintain chec(s and balances there is a li%it on the

n!%ber and str!ct!re of roles an& one $erson %a& hold) The

follo*ing %atri+ sho*s all $er%issible co%binations for vario!s$roc!re%ent roles *ithin my ,-)

The sa%e $erson is not re.!ired to hold all roles *ithin an&one o$tion) The co%binations re/ect the %a+i%!% roles *ithin

each o$tion an& one $erson %a& hold)eturn to !able of "ontents (SAP Goods Receiving


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Training Re.!ire%ents for SAP

#e$art%ental RolesRole Training Re.!ire%ents

equisitioner equisitioners are required to take and passweb-based trainin! course 77H:#22 ;equisitions via my B $rainin! System

Approver Approvers are required to take and pass web-based trainin! course 77S7APP#22 ;

Com'ined Approvers via my B $rainin!System

Goods eceiver Goods eceivers are required to take and passweb-based trainin! course 77HC#62 ;

Goods eceivin! via my B $rainin! System

eturn to !able of "ontents *SAP Goods Receiving


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SAP General Process lo* 1 Ste$s

1. Createequisition

)eptD

6. Approval)ept F nit F

Colle!eD

#. Purchase0rder Sent to

SupplierPurchasin!D

%. Goodseceipt)eptD

&. InvoicePostin! FCheck

PaymentAccountsPaya'le F3ospital

Accountin!D

• $he department creates requisitions for itemsFservices? ,ithapprovalsD to follo,.

•Purchasin! processes and places the purchase order ,ith the supplier.

•Alon! ,ith the purchase order? !oods receipts and invoice postin!scomplete the #-,ay match and payment releases.

•Hncum'rances occur alon! the ,ay and are epensed at the creationof the !oods receipt.

eturn to !able of "ontentsSAP Goods Receiving


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,nderstanding Transaction Codes $asks ,ithin the SAP environment are eecuted via E$ransactionCodes8 a.k.a.? $-codes. Hach $-code is alphanumeric and

eecutes a unique task. $he follo,in! $-codes are used 'y those performin! !oodsreceivin!

• 7IG0 ; Create Goods eceipt•

7H6#4 ; )isplay Purchase 0rder

eturn to !able of "ontents/SAP Goods Receiving


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Goods Receiving 4vervie*Creation of the !oods receipt

• Con=rms o,nership of !oodsFservices 'y the niversity• Hpenses purchase of the items a!ainst the appropriate cost

o'ject• eleases check payment to the vendor

+ailure to create a !oods receipt after items are delivered 'y thevendor ,ill result in a payment 'lock. $he vendor cannot receivea check payment until the !oods receipt is completed.

Goods receivin! should not 'e completed if items are dama!edor incorrect in any ,ay.

If partial quantities of !oods or services are received over time?partial !oods receipts can 'e completed to allo, vendorpayments.

Contact the Contractin! 0>cer in Purchasin! responsi'le for thepurchase order for questions or !uidance.

eturn to !able of "ontents12SAP Goods Receiving


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5o* to 'dentif& P4 6!%ber $he purchase order num'er must 'e kno,n prior to creatin! the!oods receipt. It can 'e found from any of the sources 'elo,

• Packin! list accompanyin! the shipment

• 7any !oods receivers also hold the SAP requisition role andthere'y can identify the P0 num'er from their requisitionStatus ta' ,ithin the Jine Item )etails section.

• equisition approvers also have access to purchase orderrecords from ,ithin their approval in'o.



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7egin GoodsReceiving

eturn to !able of "ontents16


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"ogin to my ,-

#. Jo!in to my Busin! your A)and pass,ord

6. Clickmy B from

the Jink 5luesite

1. Click Jink5lue from the

B 3ome

Pa!e

1#eturn to !able of "ontentsSAP Goods Receiving


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"a!nch Pad

%. Click theJaunch Pad

icon to enterSAP

eturn to !able of "ontents1%SAP Goods Receiving


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SAP Eas& Access

&. $he SAP HasyAccess menu ,ill

appear. Hnter $-code 7IG0 to

open the Goodseceivin! screen.

T'P Kou can alsocreate customi@ed

folders and list $-code+avorites that you

may use repetitively

eturn to !able of "ontents1&SAP Goods Receiving


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Goods Recei$t Ma8or Sections

eturn to !able of "ontents1(

)ocument

0vervie

,

3eader $opD

Item0vervie,7iddleD

Item )etails5ottomD

SAP Goods Receiving


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Goods Recei$t "a&o!t 9 5eader 1To$

Contains headertype information

includin! documentdate? postin! date?

P0 vendor? etc.

eturn to !able of "ontents1*SAP Goods Receiving

G d R i t " t 't 4 i


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Goods Recei$t "a&o!t 9 'te% 4vervie*1Middle

)ata includesdescription?

quantity remainin!

to receive? unit ofmeasure? cost

center? etc.

Item 0vervie, sectionsho,s ordered itemsin line item format. $he line item datadra,s directly fromthe purchase order

record.


G d R i t " t 't # t il


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Goods Recei$t "a&o!t 9 'te% #etails17otto%Item )etails

'ottomD sectioncontains ta's and

informationrelevant to each

line item

Information caninclude quantity toreceive? unloadin!

point? direct link topurchase order?etc.

eturn to !able of "ontents1/

7ove 'et,eenline items usin!the L M 'uttons

7ove 'et,eenline items usin!the L M 'uttons

SAP Goods Receiving

G d R i t " t # t


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Goods Recei$t "a&o!t 9 #oc!%ent4vervie*

)ocument0vervie, is on

the left side of thescreen. It displaysa record of !oods

receipts as youcreate them.

$urnin!

)ocument0vervie, o< ,ill

collapse it formore screen

space



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Create GoodsRecei$t



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Create Goods Recei$t : 7egin

1. Select Goods

eceipt fromdrop do,n menu

6. Hnter

purchaseorder

num'er


#. Clickeecute

icon

SAP Goods Receiving


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Create Goods Recei$t

)ocument andpostin! dates

populateautomatically

%. 0ptionaleceiver may place

header deliverynote andFor 5ill of

Jadin! num'er

eturn to !able of "ontents6#

Jine items No,in frompurchase order,ith quantityand unit ofmeasure

SAP Goods Receiving


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Create Goods Recei$t&. Click on the Where ta'

,ithin the Item )etailssection. Hnter notes

re!ardin! unloadin! pointor other relevant tet

notes.

eturn to !able of "ontents6%SAP Goods Receiving


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Create Goods Recei$t 9 Con;r% "ine 'te%

(. Con=rmquantity 'ein!

received is

correct

Re%e%ber If you arereceivin! an order ,ith

multiple lines? click the LM 'uttons to move'et,een line items.

eturn to !able of "ontents6&

*. CheckItem 0B

SAP Goods Receiving


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Create Goods Recei$t : inish

. ClickCheck for

errors

eturn to !able of "ontents6(

/. ClickSave to=nish

/. ClickSave to=nish

7aterialdocument

num'er sho,sin 'ottom left

corner

SAP Goods Receiving


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#is$la& Goods Recei$t

#oc!%ent overvie* section (ee$s a record of all goodsrecei$ts &o! create)

1. Select

)isplay fromdropdo,n

eturn to !able of "ontents6*

#. Goodseceipt

displays onscreen

6. Jocate anddou'le-clickthe !oods

receipt num'er

T'P Kou can also

enter a Goodseceipt num'er inthis cell and click

eecute

SAP Goods Receiving


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Partial Goods Recei$ts 9 7egin


A

1. 5e!in !oodsreceipt as

normal

Goods receivers can create $artial recei$ts) The !ser canreceive on select lines or $artial .!antities *ithin a line)

SAP Goods Receiving


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Receive Partial

6. A total of 62 each ,ereordered. Goods receivercan modify :ty in nit of

entry to the actualnum'er received 1&D.

#. ClickItem 0B

SAP Goods Receiving


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Receive Partial 4rder 9 inish

eturn to !able of "ontents#2

Goods receipt sho,spartial quantitiesreceived in Item

0vervie, section

Partial !oodsreceipt

completedsuccessfully

%. Click Checkfor errors andSave to =nish

%. Click Checkfor errors andSave to =nish

SAP Goods Receiving


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Receive Partial 4rder 9 P4 ,$date


A

Su'sequent !oodsreceipts a!ainst thepurchase order sho,only remainin! items

and quantities

After a $artial goods recei$t is created= the $!rchase order!$dates .!antities received) When additional goods recei$ts

are created= the ne* doc!%ent1s *ill re/ect onl& the

re%aining balance &et to receive)

SAP Goods Receiving


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Cancel Goods Recei$t 9 4vervie*


0ccasionally it may 'e necessary to cancel a !oods receipt.easons for cancellation could 'e

• )ama!ed !oods discovered after unpackin!• Incorrect quantity ,as entered• Goods receipt created a!ainst incorrect P0 num'er

Goods receivers may cancel

•All items on a !oods receipt

• 0nly speci=c lines on a !oods receipt

$he quantity received for a !iven line item cannot 'e canceled. Ifa speci=c line item quantity is incorrect? the entire line must 'ecanceled.

Canceled line items return to the purchase order record.

SAP Goods Receiving


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Cancel Goods Recei$t

eturn to !able of "ontents##

1. SelectCancellation

from dropdo,nmenu

6. )ou'le clickon Goodseceipt num'er

from ,ithin)ocument0vervie,

SAP Goods Receiving


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Cancel Goods Recei$t

eturn to !able of "ontents#%

#. Within the )etails

section? click Item 0Bfor lines to cancel.

Click the L M 'uttonsif movin! 'et,een

multiple lines.

Cancellation initiallysho,s all items onthe ori!inal !oods

receipt

SAP Goods Receiving


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Cancel Goods Recei$t 9 inish

eturn to !able of "ontents#&

%. Cancellation sho,sline item 6 only is

canceled. Click Checkfor errors. Click Save

to =nish.

Cancellation isassi!ned a uniquedocument num'er.

)ocument is

accessi'le ,ithindocument overvie, if

needed.

SAP Goods Receiving


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S!$$le%entar&Tas(s

eturn to !able of "ontents#(


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#is$la& P!rchase 4rder fro% Goods Recei$t

Correspondin! purchaseorder ,illdisplay

)ou'le-click thePurchase 0rder

num'er onPurchase 0rder)ata ta' ,ithin)etails section

eturn to !able of "ontents#*

'f needed goods receivers can access and dis$la& the$!rchase order fro% *ithin the Goods Recei$t screen

SAP Goods Receiving

5o* #eter%ine Assigned P4 P!rchasing


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5o* #eter%ine Assigned P4 P!rchasing7!&er

$he assi!ned

'uyer can 'efound on the

purchase order inthe header

section

eturn to !able of "ontents#

'f needed for assistance the b!&er res$onsible for the$!rchase order can be fo!nd at the to$ of the screen)

SAP Goods Receiving

6!%bering Conventions for P!rchase


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6!%bering Conventions for P!rchase4rdersPurchase orders follo, num'erin! conventions that correlate,ith the campus sector in ,hich the requisition ori!inated.

P4 6!%ber or%at Area

%#OOOOOOOO +acilities usin! Plant 7aintenance P7Dsystem

%&OOOOOOOO 3ospital 45 equisitions

%*OOOOOOOO 3ospital 5 equisitions

eturn to !able of "ontents#/SAP Goods Receiving

S i # li C l ' di


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Setting #eliver& Co%$lete 'ndicator

+rom the Purchase 0rder)ata ta' ,ithin )etails

section? select ESet8 fromthe )el. Completed Ind.

dropdo,n

eturn to !able of "ontents%2

'f co%$leting $artial receiving and the re%aining line ite%.!antit& is no longer needed= &o! can set the #eliver&

Co%$leted 'ndicator to release the re%aining enc!%brance

and close the line ite%)

6ote> 'f receiving on the f!ll .!antit& of a line ite%= SAPa!to%aticall& sets the #eliver& Co%$leted 'ndicator) 't is onl&set %an!all& if &o! are receiving less than a f!ll .!antit& and

do not $lan to receive the re%aining .!antit&)SAP Goods Receiving

Create Goods Recei$t against ?Reverse@


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Create Goods Recei$t against ReverseP4sSo%e t&$es of $!rchase orders are set!$ in ?reverse@ for%at)

Reverse orders are set!$ as one line ite% *ith a l!%$ s!%dollar a%o!nt for the entire order= regardless *hether the .!ote

has %!lti$le lines) Reverse for%at is !s!all& !sed for co%$le+orders s!ch as f!rnit!re or $rinting) When goods recei$ts are

created against reverse $!rchase orders= the received .!antit&%!st be on the dollar a%o!nt of the order)


everse P0 issetup on dollaramount of the

order and usin!

J0$ as the unit ofmeasure

Goods eceipt must 'e

created a!ainst the dollaramount of the order ratherthan a physical quantity.

5oth complete and partialreceipts are permissi'le

a!ainst reverse purchase

orders. SAP Goods Receiving

C t Att h t


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Create Attach%ent#oc!%ents can be attached to the Goods Recei$t if desired

1o$tional)

6. Jocateand

hi!hli!ht=le

1. Click ri!ht side ofServices for 0'ject

icon in top left cornerof screen. SelectCreate )ocument in

SAP )5.


#. Click0pen to

=nish

SAP Goods Receiving

6 i C ti f Att h tWhen creatin! attachments refrain from insertin! special


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6a%ing Convention for Attach%entsWhen creatin! attachments? refrain from insertin! specialcharacters? such as Q? R? ? T? U? V? ? etc. into the =lename.

+ilenames should also not include spaces 'et,een ,ords norunderscores. $hey should 'e named ,ith a purely

alphanumeric format.

Hamples of suita'le =lenames

• 7edtechquote1221.pdf • +urniturelayout.doc

Hamples of unsuita'le =lenames

• API Printin! :uote.pdf =lename includes spacesD• +isherincu'ator 1222.doc =lename includes special

charactersD

0nly the follo,in! =le formats are accepta'le asattachments

• P)+? OJS? OJSO? )0C? )0CO? $O$? $I+? 57P? GI+? 3$7J

eturn to !able of "ontents%#SAP Goods Receiving

5 l f l ' ithi M'G4


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5el$f!l 'cons *ithin M'G4

Post ; Same asclickin! theSave icon to

=nishdocument

6e* ; Click to 'e!inne, !oods receiptfrom ,ithin 7IG0

screen

eturn to !able of "ontents%%

5old ; Click to

place !oodsreceipt on hold

and to =nish at alater time

SAP Goods Receiving

4bt i i 5 d C f G d R i t


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4btaining 5ard Co$& of Goods Recei$t

1. Click

Customi@eJocal Jayout'utton

A hard co$& of the Goods Recei$t can be $rinted if desired

6. Select3ard Copyfrom the

menu

eturn to !able of "ontents%&SAP Goods Receiving

Changes to P4 < antitiesCh i ll d d t h d


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Changes to P4

eturn to !able of "ontents%(

Chan!es may occasionally need made to a purchase orderquantity. +or instance? imprinted promotional !oodsfrequently have over-runs due to the imprintin! process.

Hample A department orders 1222 imprinted ink pensXthe vendor ships and invoices 126& pens as result of themanufacturin! process

$o facilitate the over-run? the purchase order must 'eincreased to the ne, quantity 'efore the !oods receipt is

completed. If the !oods receipt is not created for the correctamount? the #-,ay match ,ill not complete and checkpayment ,ill not process.

Contact the responsi'le Purchasin! 'uyer for any orders,hich may include over-runs or need the quantity adjusted

for other reasons.

SAP Goods Receiving

Change Posting #ate Cancellations


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Change Posting #ate 9 Cancellations

Postin! date on a

cancellationautomatically

populates to date ofthe ori!inal !oods

receipt

eturn to !able of "ontents%*

'f canceling a goods recei$t fro% a $revio!s acco!nting$eriod= the $osting date %!st be over*ritten to the c!rrent

date)

0ver,ritePostin! )ate to

the current date

SAP Goods Receiving

#i i P P bl


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#iagnosing Process Proble%s

6. Approval)ept F nit F

Colle!eD

#. Purchase0rder Sent to

SupplierPurchasin!D

%. Goodseceipt )eptD

&. InvoicePostin! F Check

PaymentAccountsPaya'le F3ospital

Accountin!D

1. Createequisition

)eptD

eturn to !able of "ontents%

As an order evolves throu!h the process? the Status ta' ,ill reNect,hether su'sequent documents have 'een created.

Pro'lems can 'e frequently dia!nosed 'ased on the order status in

the process.

Hample With the purchase order 'ein! in place? completion ofthe Goods eceipt and the Invoice Postin! complete a E#-,aymatch8 allo,in! the check payment to release. Commonpro'lems relate to one or more of these tasks not 'ein!

completed. SAP Goods Receiving



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eturn to !able of "ontents%/

1. $o check ,hether!oods receipts andinvoices are posted

a!ainst the purchaseorder? click the P0num'er from the

Purchase 0rder )atata'.

$he purchaseorder ,illdisplay

SAP Goods Receiving



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eturn to !able of "ontents&2

#. Goods receipts andinvoices are posted and

match the P0 quantity?allo,in! check payment. Ifeither is missin!? or there isa mismatch? the check ,ill

not process.

6. Go to the Item)etails 'ottomD

section and click onthe Purchase 0rder

3istory ta'

SAP Goods Receiving

Sign 4B


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Sign 4B

$o close 7IG0screen? clickicon in upper

left corner andselect Close

eturn to !able of "ontents&1

Click Si!n 0<to end my B

session

SAP Goods Receiving

SAP 5el$ Web Sites


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SAP 5el$ Web Sites• esource Pa!e on Purchasin! ,e' site

httpFF,,,.uky.eduFPurchasin!Fsrm.htm - Site includes thisPo,erPoint =le availa'le for reference

• my3elp ; 77 Y Purchasin! 3elp ,e' sitehttpFFmy3elp.uky.eduFr,dF3$7JF77.html

5oth sites contain :uick eference Cards? updated and

printa'le course manuals? eference 7anual? etc.

• Assistance Hmail BPurchasin!Quky.edu
http://www.uky.edu/Purchasing/srm.htmhttp://myhelp.uky.edu/rwd/HTML/MM.htmlmailto:[email protected]:[email protected]://myhelp.uky.edu/rwd/HTML/MM.htmlhttp://www.uky.edu/Purchasing/srm.htm

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