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MR11 Maintain GR/IR Clearing Account

The Goods Receipt/Invoice Receipt clearing account has a discrepancy for either price or quantity. OR In some cases IR is not received against GR. The result is an entry left 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 Logistics>Materials Management>Logistics Invoice Verification>GR/IR Account Maintenance>Maintain GR/IR Clearing Account

Via T. Code MR11

The screen "Maintain GR/IR Clearing Account" will display.

See screen shot below.

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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.

1.2. On screen "Maintain GR/IR Clearing Account", ONLY enter information in the BOLDED fields as specified in the table below:
Field Name Company Code 860 Posting Date Description R/O/C R User Action and Values Comments Defaults Defaults to 'Today's date' - Leave as is

Date which is used when entering R the document in Financial Accounting or Controlling An example would be vendor's own O invoice number Text pertaining to the document as a O whole Text pertaining to the document as a O whole Vendor number Vendor who delivered goods Purchasing organization number O O R

Reference

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 Enter purchasing organization number Can search on a range Can search on a range

Doc. Header text Doc. Header text Vendor Freight vendor Purch. Organization Purchasing Group

Purchasing Group number

O*

Enter Purchasing Group or use match Can search on a range code -*Depending on Business area running GR/IR for, may want to fill in one or the other. Enter Plant 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 Can search on a range

Plant

Plant number

O*

PO Doc No Item

0000825621

Enter PO number Enter Item number

A number that uniquely identifies an O item on a Purchasing document O

Purchase Order Date purchasing document was date created

Recommend enter the dates to cover the entire fiscal year. OR

Can search on a range

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Enter date document was created if using to limit search Purch. Doc. Category Identifier allowing differentiation between types purchasing documents Identifier allowing differentiation between the types of PO's O Leave blank

Order type

Enter PO type or Leave blank and analyze all PO's Select either 'Delivery Surplus' or 'Invoice Surplus' or both entries.

Recommend Leave blank and analyze all PO's Otherwise known as GR surplus

Delivery Surplus

Indicator used to select purchase R orders with a delivered quantity that exceeds the invoiced quantity.

Invoice Surplus Selection of all purchase orders with R an invoiced quantity, which is larger than the quantity delivered. GR/IR clearing account Indicator used to select purchase order items in which a quantity differences still exist between the goods receipt and invoice receipt postings O

Select either 'Delivery Surplus' or 'Invoice Surplus' or both entries

Set indicator to select

Delivery cost accounts

Indicator used to select purchase O 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 O to PO or scheduling agreement items involving this vendor using Evaluated Receipt Settlement (ERS) R

Set indicator to select

ERS purchase orders

DO NOT Select this indicator Don't run MR11 on the Correctional Industries PO's - This will cause problems with the ERS process Defaults to today's date

ERS is being used on all PO's used to buy from Correctional Industries

Last movement Date where the last goods before key date movement was before date Qty var. less than/equal to

The difference between the quantity O*** delivered and quantity invoiced

It's recommended to keep this field blank. Enter the percentage amount difference to be used for selection criteria - * select either quantity variance or value variance It's recommended to keep this field blank. Enter the value variance to be used for selection criteria - * select either quantity variance or value

Value variance less than/=to

Value variance between goods receipt value and invoice receipt value

O***

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variance Automatic clearance Set indicator to automatically clear accounts O NEVER run with the option selectedNever automatically clear prepare a list and review before clearing Set indicator to select Prepare a list and review before clearing

Prepare list

Set indicator to prepare a list of accounts balances available for clearing Determines the list format

Layout

N/A

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

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 PO's that affect the GR/IR.

If needed due to volume, you may enter additional criteria to limit the selection.

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END USER MANUAL DOCUMENT COST CENTER ACCOUNTING After entering information, click on the execute (F8) button.
Lists of purchasing documents, which meet criteria selected and have GR/IR account balances will be displayed, as shown below.

From the screen "'Maintain GR/IR Clearing Account" that has the List of items in Purchase Order.

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END USER MANUAL DOCUMENT COST CENTER ACCOUNTING 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)from the check box on the left side

to be cleared and click on the Post button

on top bar to Post the document.

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END USER MANUAL DOCUMENT COST CENTER ACCOUNTING 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.

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MR11show To view the document posted in GR/IR Clearing Account

1.1. Access transaction by:
Via Menus Logistics>Materials Management>Logistics Invoice Verification>GR/IR Account Maintenance>Display/Cancel Account Maintenance Document Via T. Code MR11SHOW

Give Acc maintenance document generated and Fiscal Year in the above step: MR11

Now click on

Now click on accounting document to see the GR cancelled accounting document

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Now you can see/view the GR document cancelled by reversing the Original GR document. In GR/IR GL 211005 account listing the above cancelled & original document still show open and will get clear with the next scheduled GR/IR listing clearing by Automatic run.

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