GI/IR clearing account is value based or quantity based?

 

GR/IR Clearing Account Maintenance

Quantity differences between goods receipt and invoice receipt for a purchase order result in a balance on the GR/IR clearing account.

- If the quantity invoiced is larger than the quantity received, the system then expects further goods receipts for this purchase order to clear the balance.

- If the quantity received is larger than the quantity invoiced, the system then expects further invoices for this purchase order to clear the balance.

You can also clear differences for delivery costs.  If no more goods or invoices are to be received, you must clear the balance manually. This can be done in different ways:

- You can return the extra goods to the vendor.

- You can cancel the invoice and post a corrected invoice or a credit memo for the surplus posted quantity.

- You can clear the GR/IR clearing account manually.

Maintaining the GR/IR Clearing Account

The GR/IR clearing account is usually cleared at the end of a period or fiscal year for that order items that no further goods receipts or invoices are expected for.

1. Choose Logistics -> Materials Management  -> Logistics Invoice Verification  -> GR/IR Account Maintenance  -> Maintain GR/IR Clearing Account.

The GR/IR Account Maintenance screen appears.

2. Enter data as required on this screen in the Document header data frame.

3. In the Selection frame, you choose various selection criteria for the transactions for which you want to post the differences are available for the following selection fields. You maintain them in the user master.

4. Choose the processing type: - Automatic clearance - The Automatic clearance function is intended for processing in the background.   Choose Program  -> Execute in background.  - Prepare list

- Choose Execute. - The selection screen appears.

5. On the selection screen, the individual purchase order items that have quantity variances and match your selection are now listed.  Select the order items that you want to clear.

6. Clear the GR/IR clearing account for the selected purchase orders by choosing List  -> Post clearing.

Account Maintenance Document

Document that displays the quantities of the debit or credit of a material in GR/IR clearing account maintenance.

If you clear quantity differences between the goods receipt and invoice receipt for a purchase order using account maintenance, the system produces an account maintenance document.

You can branch from the account maintenance document to the following accounting documents, assuming that they exist: - Accounting document - Profit center document - Special ledger document - Material ledger document

gr/ir account is offsetting entry, see the following example for use

when ever we receved good entry is

material a/c drto gr/ir clearing a/c

afterveryfication entry passed is

gr/ir clearing a/c drto party a/c

so it is a offsetting entry, it allways cleared no balance at last.ok

gr/ir account is offsetting entry, see the following example for use

when ever we receved good entry is

material a/c drto gr/ir clearing a/c

afterveryfication entry passed is

gr/ir clearing a/c drto party a/c

so it is a offsetting entry, it allways cleared no balance at last.ok

Normally there will be time lag between recording of Goods received and Invoice received. To track the differences at any point of time, GR/IR Account will be helpful.

Its an offsetting a/s, where u post when goods received and invoice not received and invoice received and goods not received.

The offsetting entry for clearing the GR/IR clearing account is posted to the stock account (provided that there is sufficient stock coverage for the quantity difference):• If there is a delivery surplus on the GR/IR clearing account, the material was debited with too high a value when the goods receipt was posted. When the GR/IR clearing account is cleared, the material is credited accordingly. • If there is an invoice surplus on the GR/IR clearing account, the material was debited with too low a value when the goods receipt was posted. When the GR/IR clearing account is cleared, the material is debited accordingly.If there is insufficient stock coverage for this quantity, only the portion corresponding to the available stock is posted to the stock account. The rest is posted to a price difference account.For a material subject to standard price control, the offsetting entry to clear the GR/IR clearing account is made to a price difference account. Thus, there are no value changes in the material master record.

The GR/IR – the goods receipt/Invoice Receipt account isused to post to whenever goods that are not yet invoicedhave been received or when invoices arrive before the

delivery of goods. During the time between the invoice being created anddelivery of goods, there can be a timing difference, inorder to accommodate this timing difference, a GR/IR accountis maintained temporarily to record the flow . The GR/IR clearing account is usually cleared at the end ofa period or fiscal year for those order items that nofurther goods receipts or invoices are expected for.Choose Logistics- Materials Management - Logistics InvoiceVerification - GR/IR Account Maintenance -Maintain GR/IRClearing Account.Enter data as required on this screen in the Document headerdata frame.The Automatic clearance function is intended for processingin the background.the individual purchase order items that have quantityvariances and match your selection are now listed.Select the order items that you want to clear.Clear the GR/IR clearing account for the selected purchaseorders by choosing List - Post clearing.The offsetting entry to clear the GR/IR account is the sameas the posting made when you enter an invoice for a purchaseorder.The GR/IR account is cleared against the stock account,unless no stock coverage exists. If the material stock issmaller than the quantity to be cleared, only the actualstock quantity is debited or credited proportionally. Theremaining amount is posted to a price difference account.The offsetting entry is posted to a price difference account.The offsetting entry is made to the cost or fixed assetaccount shown in the account assignments in the purchase order.

FI_AP_ZFI_GR_IR_CLEARING  FI GR-IR Clearing Report (ZFI_GR_IR_CLEARING)

 

Business Process Description Overview

Use this procedure to review GR/IR quantity discrepancies.  GR/IR stands for Goods Receipt/Invoice Receipt.  If the invoice receipt doesn't match the quantity on the goods receipt then those purchase order transactions need to be corrected by either additional invoices, credit memos, goods receipts, or returns, or by just requesting for the Accounts Payable or Purchasing departments to manually clear the difference (tcode MR11).

Trigger

Perform this procedure at least weekly to view if you have any GR/IR issues that you need to troubleshoot.

Prerequisites

Need one of the two security roles to run the transaction:

         AP800_000_AP_DISPLAY_ALL

         GL800_MASTR_DATA_DISPLAY

Menu Path

Use the following menu path(s) to begin this transaction:

         This transaction code is not under the standard SAP menu.  This is a custom T-Code.  Please add it to your Favorites as shown starting with Step 1.

Transaction Code

ZFI_GR_IR_CLEARING - Clearing Account Report

Tips and Tricks

         When executing this transaction in the foreground, please use a date range of no greater than 2 months. Failure to follow this guidance will result in time-out /short dump errors.

         It is suggested to run this report in the background.  After you execute the report in the background, you may view your results by returning to this transaction code and

selecting the following:  , then execute the report.  If you have never run the report in the background before using this feature, you

will get the following message:

         Once you have run the report in the background, those results will be saved until you RERUN the report in the background to refresh the data.

Procedure

   SAP Easy Access

Note:  Your list of Favorites will differ from the above screenshot sample.

1.       Right-click  to get a menu of action choices.

2.       Select Insert transaction to get the following pop up window.

   SAP Easy Access

3.       As required, complete/review the following fields:

         Transaction code

 

   Manual entry of a transaction

Enter this report tcode:  ZFI_GR_IR_CLEARING

4.       Click  to proceed.

   SAP Easy Access - The new t-code now appears in your favorites menu...

5.       Double-click  to open the report.

   GR/IR Clearing Account Report

6.       As required, complete/review the following fields:

  At this point you will need to specify the date range of interest.  When running this report in the foreground, it is recommended to keep the range to no greater than 2 months for system performance reasons.

         Purchase Order Date

         to

 

    You may also fill in the other fields, if you want the report filtered to those values.

7.       In the Action field, click  to select the "Action Values"... There are three different options to choose from as noted in the screen shot below.  Select the action you would prefer to use.

   Select Action Value (1)    3 Entries found

8.       Click  .

9.       Click  to populate the Action field.

   GR/IR Clearing Account Report

10.     At this point you are ready to execute the transaction.  To proceed, click  .  Because this report accesses a lot of data, the transaction could take some time to display your requested information.  Status can be monitored in the "Status Area" in lower left corner of the screen

   GR/IR Clearing Account Report

11.     Once the data is displayed you can drill into the details of the transaction.  This is done by double clicking on the Purchasing Document number. 

    Please refer to the ME23N BPP for additional details on the following steps.

As required, complete/review the following fields:

         Purchasing Document

 

   SRM Purchase Order 30137106 Created by RFC_USER

Tcode ME23n displays.  From here, on the Purchase Order History tab, you may drill down to view any Goods receipts and/or Invoice receipts that have been posted.

12.     Click  to return to the report.

   GR/IR Clearing Account Report

 

    This is a typical SAP ALV report.  This means you have the following buttons 

 to use to sort, filter, sum, export, or change the fields displayed.

13.       You have completed this transaction.