Review Goods Receipts Compared to

Invoices Paid (MB5S)

SAP MB5S Report

In an effort to be fiscally accountable for budgets, and in times of declining revenue, departments should be
responsible for overseeing and maintaining purchase order balances. Purchase orders, and resultant invoice
receipts should be reviewed on a quarterly basis. Purchase orders should be closed as quickly as possible by
departments within the same fiscal year so that unused budget balance may be returned to the department.
Departments must actively manage their purchase orders using SAP MB5S report on a regular basis to ensure
that there are no discrepancies between the Goods Receipts and Invoice Receipts / Payment. Otherwise,
departments risk losing valuable budget.

To determine if there are discrepancies between the Goods Receipt (MIGO) complete in SAP and invoices
paid by Finance, select the MB5S report.

1. Enter MB5S.

2. Enter parameters for Database Selections. Departments may want to run this report by Purchasing Group
in order to capture all purchase orders.
3. Select . Data results for these selection criteria are below.

4. Double select on the purchase order number or the dollar value of the Quantity Received or Invoiced in the
bar.

5. The following information set is a partial screenshot of what was returned in this example. In the example
below, the department can see that a credit invoice was processed and a goods return was not.

B
A

A. The amount Goods Receipted (MIGOs) does not equal the amount Invoice Receipted (Paid).

B. In this case, those amounts do not equal each other, as there was an $11,663.330 credit issued.
Select the IR-L Material Document [5106024163] to determine that a reversal was completed by
Finance probably due to a return by the department.
 C. Given that the example above was a prior year purchase order, the department should contact
Finance (Kelly Jones) and provide the purchase order number, line number and amount so that a
journal entry can be completed to resolve the discrepancy.

6. Open Purchase Orders: where the Goods Receipts (GR) amount does not equal the Invoice Receipts
(amount paid / IR-Ls), the department should:

A. Contact the departments staff member responsible for the goods or service to determine the status
of the invoice.

B. Contact Finance as they may be holding the invoice for further information from the department.

C. Contact the vendor for an invoice (or the corrected invoice) to complete the transaction, so that the
purchase order can be closed and budget returned to the department.

7. Closed Purchase Orders: For prior year purchase orders, contact Finance (Kelly Jones) and provide the
purchase order number, line and dollar amount so that she can resolve the discrepancy by doing a journal
entry.