Knowledge Sharing Workshop

MR11 Transaction
Rachel Carson Building
April 27, 2005
Introduction:
We want to take a look at a transaction that is hopefully familiar to all of you. The transaction is the MR11
transaction in SAP.
How many of you are familiar with this transaction already and use it?
What we want to do today is give a basic review of the MR11 and point out reasons why this transaction
can be very helpful to you in monitoring your Purchase Orders. For instance:
You are all very familiar, Im sure, with that very popular policy that all PO invoices be sent directly to the
Comptrollers office.
-

How are you going to know when invoices have been entered against your GRs?
How will you know if an invoice has been entered BEFORE you have done the GR?
- I might mention at this point that this situation will become more common. With the
pressure the Comptrollers offices are under to get their invoices in for payment, they are
not going to have time to contact you on an individual basis asking you to verify delivery
of a good/service and do the GR so they can do the invoice.
Is there a way that you can get a quick overview of how your entire agencys POs look at one
time?
Is there a way to work on your 310.3 issues all year long so that the end of the FY isnt quite
so bad?

This is where the MR11 transaction comes in quite handy.

MR11
Overview
NOTE: 1.) For inventory Purchase Orders, please see additional instructions at the end of this
document. 2.) The MR11 transaction deals with quantity issues. Its the quantity of GRs and IRs that
drive this transaction. Both Valuated and Non-Valuated POs are included in the reports.
Trigger:
1. Youve been getting some heat from that nasty person at Comptrollers that the number of your
blocked invoices is getting pretty high, and the suggested reason has to do with GR issues:
You need a report that will list all of your POs and show the total number of GRs entered compared to
the number of IRs entered.

If the goods/services have been received and a GR was entered but no invoice has been
processed yet, you will see it in the report generated by MR11.
o This is particularly important when the GR entered is very old. We are at the fiscal year
closing. By running this transaction looking specifically for this situation, if there are any,
you will see them in your report.
If an invoice has been entered against one of your POs before you had time to get the
good/service verified and the GR entered, you will see it in the report generated by MR11.
o This is particularly important when the IR entered is very old. We are at the fiscal year
closing. By running this transaction looking specifically for this situation, if there are any,
you will see them in your report.

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MR11 Transaction

If a PO has an unusually large discrepancy between the total GRs and IRs, you will see this
while reviewing the MR11.

2. A discrepancy (quantity) occurred between Goods Receipt (GR) and Invoice Receipt (IR). MR11
deals with quantity differences, not dollars.
This needs to be cleared. Examples of situations where this occurs are:
If the goods have been received, the vendor hasnt invoiced for the goods and wont be invoicing
(the vendor has gone out of business). Use MR11
o Remember the GR/IR account is a clearing account allowing you to post an expense
when you receive a good/service. Paying for that good/service offsets the GR. If the
vendor doesnt invoice, that GR will never go away. Of course, we get the free goods!!
An invoice with reference to a Purchase Order was paid through accounts payable FI (as a direct)
instead of procurement. Use MR11
The goods were received and sent back to the vendor for poor quality. The vendor was
accidentally paid and we will not be reimbursed due to bankruptcy of the vendor. Use MR11
Please Note: These are examples of the kinds of situations that may require the use of
MR11 to make a correction to the PO. This should only be done after other options for
correcting PO issues have proven unsuccessful. Using this transaction should only be
done at the request of IES & Comptrollers.

Quantity ordered = 100 ea. at a unit price of $1.00, receive quantity of 97 ea. at a unit price of
$1.00. If the remaining balance of 3 ea. will not be shipped, purchaser needs to reduce the open
quantity on the purchase order to reflect the actual amount received. DO NOT Use MR11
o
o
o

The point here is that the PO should reflect the activity of what happened as closely as
possible. At 97, for all practical purposes, the PO has been completely satisfied.
By reducing the line item to 97 total, a GR for the last 3 items can not be accidentally
done.
Reducing the line item to 97 leave a good audit trail for any audits that may be done at a
later date.

Maintenance of the GR/IR Clearing account should be done regularly. Its recommended to be done
weekly for both IR surplus and GR surplus. Run IR surplus with movement up to today. For GR (delivery)
surplus, run maintenance with movement one or two months old.
NOTE: During the normal business flow of the documents, 99% of your Purchase Orders will show up on
the GR/IR at some time and should NOT be cleared. Nothing should be done to them through MR11.
When the normal business process is completed, the document will no longer have a discrepancy
between the GR and IR, and will not be on the list when you run MR11.
Business Process Procedure Overview
. The Goods Receipt/Invoice Receipt clearing account has a discrepancy for either price or quantity. The
result is an entry in GR/IR account. This procedure details how to clear outstanding entries in the GR/IR
account.
Procedure Steps
1.1.

Access transaction by:

Via Menus
Via Transaction Code

Logistics>Materials
Verification>GR/IR
Clearing Account
MR11

Management>Logistics
Account Maintenance>Maintain

Invoice
GR/IR

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MR11 Transaction

The screen Maintain GR/IR Clearing Account will display.

See screen shot below.

If any corrective action is

taken, this will be the
posting date.

Note that you can generate this

report for either GR surplus or
IR surplus, or BOTH.

Always uncheck

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To look for old issues. Set
for 2 months earlier than
current date.
Defaults to 10%.
Delete!!

1.2.

On screen Maintain GR/IR Clearing Account , ONLY enter information in the BOLDED fields
as specified in the table below:

Field Name

Description

R/O/C

User Action and Values

Company
Code
Posting Date

COPA

Defaults

Date which is used when

entering
the
document
in
Financial
Accounting
or
Controlling
An example would be vendors
own invoice number

Defaults to Todays date

Leave as is

Doc. Header
text

Text pertaining to the document

as a whole

Doc. Header
text

Text pertaining to the document

as a whole

Vendor
Freight
vendor
Purch.
Organization
Purchasing
Group

Vendor number
Vendor who delivered goods

O
O

Enter
Reference

something that will help

define in a search
Enter text information
that would be helpful as in
an audit trail
Enter text information
that would be helpful as in
an audit trail
Enter Vendor number
N/A for COPA

Purchasing organization number

Purchasing Group number

O*

Plant

Plant number

O*

Enter Plant number

Purchasing
Document

Purchase Order number

Enter PO number

Can search on a range

-*Depending on Business
area running GR/IR for,
may want to fill in one or
the other.
Can search on a range *Depending on Business
area running GR/IR for,
may want to fill in one or
the other.
Can search on a range

A number that uniquely identifies

an item on a Purchasing
document
Date purchasing document was
created

Enter Item number

Can search on a range

Recommend enter the

dates to cover the entire
fiscal year. OR Enter
date
document
was
created if using to limit
search

Can search on a range

Reference

Item
Purchase
Order date

Enter
purchasing
organization number
Enter Purchasing Group
or use match code

Comments

Can search on a range

Can search on a range

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Field Name

Description

R/O/C

User Action and Values

Purch. Doc.
Category

Identifier allowing differentiation

between
types
purchasing
documents
Identifier allowing differentiation
between the types of POs
Indicator used to select purchase
orders with a delivered quantity
that exceeds the invoiced
quantity.
Selection of all purchase orders
with an invoiced quantity, which
is larger than the quantity
delivered.
Indicator used to select purchase
order items in which a quantity
differences still exist between the
goods receipt and invoice receipt
postings
Indicator used to select purchase
order items in which a quantity
differences for planned delivery
costs (freight) still exist between
the goods receipt and invoice
receipt postings
Indicator used to settle with
regard to PO or scheduling
agreement items involving this
vendor using Evaluated Receipt
Settlement (ERS)

Leave blank

Enter PO type or Leave

blank and analyze all POs
Select either Delivery
Surplus
or
Invoice
Surplus or both entries.

Last
movement
before
key
date
Qty var. less
than/equal to

Date where the last goods

movement was before date

The difference between the

quantity delivered and quantity
invoiced

O*

Value
variance less
than/=to

Value variance between goods

receipt value and invoice receipt
value

O*

Automatic
clearance

Set indicator to automatically

clear accounts

Prepare list

Set indicator to prepare a list of

accounts balances available for
clearing
Determines the list format

Set indicator to select

N/A

Order type
Delivery
Surplus
Invoice
Surplus
GR/IR
clearing
account
Delivery cost
accounts

ERS
purchase
orders

Layout

Select either Delivery

Surplus
or
Invoice
Surplus or both entries

Set indicator to select

Set indicator to select

DO NOT Select this

indicator
Dont run MR11 on the
Correctional
Industries
POs This will cause
problems with the ERS
process
Defaults to todays date

Its recommended to
keep this field blank.
Enter the
percentage
amount difference to be
used for selection criteria * select either quantity
variance or value variance
Its recommended to
keep this field blank.
Enter the value variance
to be used for selection
criteria - * select either
quantity variance or value
variance
NEVER run with the
option selected

Comments

Recommend Leave blank

and analyze all POs
Otherwise known as GR
surplus

ERS is being used on all

POs used to buy from
Correctional Industries

Never
automatically
clear - prepare a list
and
review
before
clearing
Prepare a list and
review before clearing

(Note: On above table, in column R/O/C; R = Required, O = Optional, C = Conditional)

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NOTE: The table above gives detail information on every field available to use in the criteria for
selection of the transaction MR11. The bolded fields are the recommended minimum information
to be entered to run a listing of the POs that affect the GR/IR.
If needed due to volume, you may enter additional criteria to limit the selection.
1.2.1.

After entering information, click on the execute button, as shown below.

Lists of purchasing documents, which meet criteria selected and have GR/IR account balances
will be displayed, as shown below.

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MR11 Transaction

From the screen "Maintain GR/IR Clearing Account" that has the List of Purchase Order Items
you should view the Purchase Order before clearing the GR/IR account. Select the Purchase
Order, and click on the View Purchase Order button as shown below.

The Purchase Order will be displayed, as shown below

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1.3.

If the outstanding GR/IR will never occur, the document should be cleared. To post a clearing,
On screen Maintain GR/IR Clearing Account that has the List of Purchase Order Items,
select the line item(s) to be cleared and click on the Post button to Post Clearing. As shown
below.

1.4.

When clearing posts, on screen Maintain GR/IR Clearing Account, a log will be created
detailing the GR/IR clearing account posting and a document number will be issued. As shown
below.

Instructions for Inventory Purchase Orders:

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When clearing out your inventory purchase order via MR11, additional steps need to occur to keep the
moving average price correct in SAP.
1.
2.
3.
4.

Run transaction MR11 to obtain listing of all Purchase Orders having open GR/IR.
Research listing of Purchase Orders and verify GR/IR needs cleared out.
Identify the Inventory Purchase Orders (account assignment is blank).
Do not proceed any further until you contact Barbara Clark at 717-705-9228
with the following information:
Purchase Order Number
SAP Material Number
Barbara will research the current moving average price in SAP for
materials on
the
Purchase Order. No further steps should occur until Barbara has given the
ok to proceed.
5. Clear the Purchase Order through transaction MR11 maintain GR/IR clearing
account (directions above). A log will be created displaying a GR/IR Clearing Account document
number for each Purchase Order.
6. Retain the clearing account document number for the Inventory Purchase Orders cleared through
MR11 and forward the clearing document number to Barbara.
7. IPA will perform revaluation of the materials moving average price.
8. Completion of these steps will clear the Purchase Orders through GR/IR,
Maintain proper account assignments, and correct the moving average price.