RWD Info Pak Template - sapinfo-new.leeds.ac.uksapinfo.leeds.ac.uk/content/migo/wi/word/MIGOwi.doc · Web viewGoods Receipt Manual MIGO Purpose. Use this procedure to create a goods

Title: Goods Receipt Manual Category 1 : PurchasingCategory 2 : Goods Receipt Note Point

Work Instruction

Goods Receipt Manual MIGO

PurposeUse this procedure to create a goods movement in SAP (goods receipt/material issue).

These movements play is a vitally important part of the purchasing and financial processes within the University of Leeds.

At this stage in the process, the University’s finances are directly affected.

When entering a GRN (Goods Receipt Note) for a non-stock item the expense is written to relevant G/L account and departmental cost object (Dr). A liability is also generated on the University balance sheet in favour of the vendor (Cr).

When entering a GRN for a stock item the value is held in the University’s balance sheet (Dr), until the stock is issued to the departmental cost object benefiting from the supply. A liability is also raised on the balance sheet in favour of the vendor (Cr).

When entering a material issue the University’s stock value on the balance sheet is reduced (Cr) and the departmental cost object is charged (Dr).

Mistakes that occur at this stage impact directly on invoice verification, accounts payable and ultimately onto the University budgets as a whole.

TriggerPerform the GRN procedure when the goods have been delivered and a delivery note has been signed quoting the purchase order number.

The role of a GRN is to enable authorised members of staff to formally receipt goods and/or services onto the SAP system. This should not be confused with the physical action of receiving goods from a supplier and signing a delivery note for them.

Perform the Material Issue procedure when goods have been removed from stores and you have the departmental cost object details to be charged.

PrerequisitesBefore goods can be receipted a purchase order must have been placed and the goods either delivered, collected or a service provided.

Any reference to goods is, in most cases, equally applicable to services. (The exceptions being storage locations, stocked items etc.).

Menu PathUse the following menu path to begin this transaction:

Select Logistics Materials Management Inventory Management Goods Movement Goods Receipt for Purchase Order PO Number Known to go to the Goods Receipt for Purchase Order screen.

Transaction CodeMIGO

Filename: document.docReference: MM / GRN / MIGO

Version: PrelimLast Modified: 1/27/2004 6:41 PM

Work InstructionPage 1 / 27


Additional InformationThe objective of this process is to replicate physical goods movement in SAP.





Material Document processing

1. Perform one of the following:

If Go To

You wish to create a goods receipt for a Purchase Order Step 2

You want to cancel a material document Step 23

You want to do a goods receipt for multiple purchase orders Step 31

You want to display a material document Step 37

You want to set a default Step 45

You wish to enter a goods issue Step 46

You want to use short cut options Step 47

2. Start the transaction using the menu path or transaction code MIGO.

Goods receipt for Purchase order





The goods receipt screen is divided into three sections, Header Data, Item Overview section and Item Detail information. The Header Data and the Item Detail sections are

opened and closed via their own roller-blind button .

3. As required, review the following fields:

Field Name R/O/C Description

Goods Receipt RCheck that this field has defaulted correctly for the transaction you are performing.

Purchase Order R Enter the associated purchase order number.

Example:4500147229

4. Click on .

Goods Receipt for Purchase Order

The view may vary from the screen above dependent on which tabs were selected when the screen was last closed.





Header Details - Goods Receipt for Purchase Order

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


Document Date R The date on the delivery note

Posting Date R The in which the debit is to be made in the UoL accounts.

SAP will only post values to periods thatremain open. If you have a problem with the posting datethen check the entry corresponds with the current accountingperiod. If confusion still exists contact your local financeoffice for assistance.

Delivery note R Enter the delivery note number.

Example: 123456

6. Click on .

Tabs…

Select the Vendor tab on the header to display vendor detail information.

Select the People tab to display the purchasing group and purchase order point Information.

Now the header information is complete. The item overview and item detail screen will allow you make an entry.

Example: The item you wish to goods receipt is highlighted on the item overview line and is then displayed on the item detail screen allowing you to accept the goods into the system.

Item Overview - Goods Receipt for Purchase Order

To view the all fields along the line, use the scroll bar along the bottom.





Item Overview - Goods Receipt for Purchase Order



Material O The SAP material number if applicable.

Material description R The long text material description from the purchase order.

OK R Indicates that a goods receipt is being posted against the item.

If you are not posting against the item then deselect the check

box .

Movement type R Specifies the type of goods movement. This will default to the correct code according to selections made in the header.

Options used at UoL include:-

101 = Goods receipt for purchase order onto UoL premises.

102 = Reversal of the goods receipt for purchase order.

Example: 102 can be used to reverse a goods receipt. It produces a minus “quantity received” in the system.

122 = Return the delivery to the sender, especially usefull if only part of the original delivery is to be returned.

Order quantity R Indicates the total quantity order to date.

Received R Quantity of goods already received.

E R Unit of measure.

Example: EA = Each

Fi R Delivery completed indicator for the purchase order item.

Vendor R Vendor master record number.

Vendor R Vendor name.

Purchase Order R The purchase order number.

Item R The item number on the purchase order.

Plnt R Plant in which Purchase order was raised and goods are to be receipted.

Requisitioner O If the purchase order has been processed using a SAP requisition the end requisitioner’s name is displayed here.






Material group R Description of the material group assigned to the item purchased.

Vendor material number

O Vendor catalogue / product code.

A R Account assignment category.

Recipient O Goods recipient.

Unloading point O Point at which item is to be unloaded / delivered.

R O/R Reason for movement.

Reason O/R Long text description for the reason for movement.

Example: Goods returned to vendor due to damage on delivery.

Ext.amount LC R Value amount of the item in local currency.

You cannot amend a highlighted item on the item overview section of the screen. You must view and make the changes in the item detail section.

8. Click on the tab.

Item Detail - Material information



Material R Description of the material from the purchase order / SAP material number (if a material master was used).

Vendor material no. O Catalogue/product code.

Material group R Description of the material group assigned to the item purchased.





10. Click tab.

Item Details - Quantity Confirmation

11. Perform one of the following:

If Then

The delivery is complete with the quantity ordered matching the quantity of the delivery

Check the quantity values in both these fields

are correct. Select the Item OK check box to flag this item for goods receipt.

The quantity of the delivery is not the value displayed in the ‘Qty in unit of entry’ field

Change the value to the quantity actually received on the delivery. Select the item OK

check box to flag this item for goods receipt based on the actual goods delivered.

If the item has been partially goods receipted previously, then the quantity details tab will show the received quantity as well as the ordered quantity as shown in the screen above.

12. Click tab.





Item Details - Where/Movement of Goods



Movement type R This will default depending on the transaction you are performing.

101 = Goods receipt for purchase order into warehouse/stores.

102 = Cancellation (goods receipt reversal).

122 = Return delivery.

Stock type R Leave the default – Unrestricted use.

Plant R Default from Purchase Order - Check or enter/select the correct plant if field is blank

Storage location O/R Not displayed for non-stock items

If item is stock then this field must be completed/checked.

Goods recipient O Entered at purchase order stage – person expecting the goods.

Unloading point O Entered at purchase order stage.

Text O Free format text field.

14. Click tab.





Item Details _ Purchase Order Data

15. As required review the following fields:


Purchase order R Displays the purchase order number and related line item

number. Click on the purchase order history icon to display the purchase order history for a particular item.

For detailed information see the display purchase order history transaction.

Del Complete Ind Defaults to Set automatically when all expected units have been goods receipted.

Do not change this setting unless you know for certain that outstanding items will NOT be delivered.

When the “delivery completed” indicator is set no further goods receipts will be expected for this item and any outstanding commitments are cleared.

Requisitioner O If the purchase order was created using a SAP requisition this field is the paper requisitioners reference.

This field is not visible if it hasn’t been populated in the Purchase Order

16. Click tab.





Item Details - Partner Tab



Vendor R Default from Purchase Order – Vendor name and SAP reference number.

18. Click tab.

Item Details - Account Assignment details



G/L Account R Default from Purchase Order.

Not displayed for stock items






WBS O/R OR WBS element to be charged for the item.

Not required for receipt of stock items

Internal Order O/R OR Internal order number to be charged for the item.


Cost Centre O/R Cost centre account to be charged for the item.


Profit Centre R Defaults - Profit centre linked to item or cost object quoted above

The above data defaults from the Purchase Order, any amendments will have to be made on the Purchase Order before GRN is entered.

20. Check each item on the delivery note corresponds to the line item on the purchase order.

Remember to select the Item OK check box for each item if the delivery is correct.

When the information is complete, to ensure the details entered are correct click on

.

If there are any errors or warnings these will show on each line item using the traffic light system as shown below.

Traffic Light - Item Overview Section

To view the messages relating to the traffic light response double click on the status light to show the message.





Display Logs

A goods receipt note can still be posted even with the traffic light at Amber status as this is just a warning message not an error message. However you can investigate the message further by double-clicking

Only when you are happy that you understand all messages given and the consequences of ignoring them should you proceed to the next step. If in doubt seek advice.

21. When the information entered is correct click on to post the document into the system.

The system displays the message "Material Document 50000xxxx posted".

22. Note the material document number on the paper delivery note.

ResultYou have now created a goods receipt material document.

If the item you receipted was a stock item then the stock levels in the specified plant and storage location will be increased accordingly.

CommentsNow look at cancelling a material document and display purchase order history.

23. Cancellation of a Material Document

Perform this function only when you wish to cancel the complete quantity receipted on a particular line or all lines of a Material Document from SAP.

PrerequisitesYou must know the Material Document number of the Goods receipt you wish to cancel before starting to perform this transaction.





To find the material document number, display the purchase order history for the particular item and note the document number.

For more information see the Work Instruction for Display Purchase Order History.

The objective of this process is to cancel a goods receipt material document from a purchase order in SAP.

24. Start the transaction using the menu path or transaction code MIGO.

Goods Receipt Purchase Order - Cancellation

25. Click on to display the drop down list as shown above.

26. Select cancellation.

Note when you select the cancellation option, the system automatically defaults the required field to material document. You must enter the material document that is to be cancelled in this field.





Cancellation Material Document



Material document number

R Enter the material document number.

Example: 50179492

28. Click on .

Cancellation Material Document

Note the movement type will be the reversal code applicable to the movement type of the document being reversed.

There maybe more than 1 item on a particular material document.





When cancelling a material document item you are cancelling the whole quantity originally receipted on that document for that item.

29. Check each item individually using the Item Details Section of the screen. If the item is to be

cancelled make sure the Item OK check box is selected for that item.

The Item tab shows the Movement type. Free text can be entered here if required.

Item Tab - Where

30. Click on or to confirm the cancellation of the material document.

The system displays the message "Material document 50179493 posted".

To return the goods to vendor use the same process but select Return Delivery (movement type 122) from the Transaction Type drop down menu. When returning goods to the supplier you can amend the quantity if not all units are being returned.

Goods Receipt for Multiple Purchase Order numbers

When a Delivery note quotes more than one Purchase Order number perform the following steps:

31. Start the transaction using the menu path or transaction code MIGO

32. In the Goods Receipt for Purchase Order screen enter the 1st Purchase Order number.

33. Click on .





34. The items for the 1st Purchase Order will be displayed. Now enter the 2nd Purchase Order number into the Purchase Order number field:

35. Click on .

Goods Receipt Purchase Order

Note the Title Bar shows Purchase Order number 4500191976. The numbers in the Purchase Order field show 4500147229 and 4500191976. The items from both are now in the item overview section of the screen.

To goods receipt multiple Purchase Orders they must be from the same vendor. If not then an error message similar to the following will be given.






36. Continue with the transaction as normal, checking and selecting each item to be receipted.

37. Display Material Document:

There are numerous ways to display a material document in SAP. Two of which are either via Display PO History or by using the MIGO screen.

For detailed information on each tab on the ‘Display Material Document’ screen, refer to steps 6 through to 19. These steps outline the process for performing a goods receipt and through each step review the tabs and their contents.

38. Start the transaction using the menu path or transaction code MIGO. You will see the following screen:


39. Click on to display the drop down list as shown above.

40. Select Display.

Note when you select the display option, SAP defaults the required field to material document. You must enter the material document number in this field.





Material Document Number

41. As required, complete the following fields:


Material document number

R Enter the material document number that you want to display.

Example: 50179494

42. Click on

Display Material Document

43. Review the tabs/fields as required.

44. Setting Defaults

The new transaction allows personal settings for individual user ID’s.

45. This is accessed by the following Menu Path Settings Default Values





Change Default Values



Storage Location O The value entered here will default for all stock receipts.

In Plant O Material movements will be made in the plant defined to default here.

Propose the OK function in future

OAll items for receipt will default with the already flagged, they will be automatically selected as OK for goods receipt.

If you determine any default values, you change the entry but you must remember to do this for any items not fitting the defaulted criteria.

You should not change any other settings on this screen. Doing so may result in you being unable to perform your duties.

46.1 Click on to confirm and save this default setting.

Button Bar





47. The Button bar in SAP 4.6 contains information and short cut options, the following table outlines each option:


Show overview Displays an additional frame containing relevant information.

Restart Restarts a fresh transaction.

Short cut options Short cut options:

Hold – Holds the information entered without actually posting the Goods Receipt.

Example: If you are in the middle of the transaction but wish to continue with it later you can put the document on Hold. You must remember though, no further transactions can take place regarding the Purchase Order until the Material document is release from the Hold Status.

Check – The Material Document is checked for any missing mandatory fields.

Post – Performs the same function as selecting the icon.

Help Launches an additional frame. Functionality is the same as show overview.

48. Click on to exit the transaction.

ResultYou have cancelled a material document, set default values, and used short cut options.

49. Enter Goods Issue.

PurposeUse this procedure to update SAP stock records.

TriggerPerform this procedure when stock is issued from stores.

Prerequisites

The material issued must be held as a stock material item in SAP

There must be sufficient available stock in SAP to cover the quantity issued





You must have details of the cost object that is to be charged with the cost of the stock. (Cost center, internal order, Production order, Project etc.)

Additional Information

If you are unable to issue the required quantity of stock do not ignore it. Please carry out investigations using the information below to assist you.

Here are some possible reasons the system will prevent stock being issued; before you begin investigations check the following;

Have the prerequisites specified above have been met?

Did you follow the instructions correctly?

If yes is the answer then begin your investigations, the following may help you to identify the cause of the problem;

50. Insufficient stock could be because of the following reasons. Review the following and take appropriate action as described below:

If Then

Goods Receipts have not been kept up to date.

Refer to relevant goods receipt point. Ask if all documents are up to date.

The stock has been receipted into a different storage location to the one you are attempting to issue from.

Check the storage location entered in the goods receipt.

The stock has already being issued to the job/cost object.

Display cost object for details of issues to date or refer to finance contact for assistance.

51. There may be problems with charging. Review the following and take appropriate action as described below:

If Then

The job/cost object quoted has been closed or has insufficient funds to cover the cost of the issue

Refer to person providing information and check accuracy and/or refer to departmental finance contact for assistance.

An incorrect cost object quoted. Refer to person providing information and check accuracy and/or refer to departmental finance contact for assistance.

52. Here are a few SAP Stock Reports you may find useful in your investigations;

Transaction Code

Description Use

MB52 Warehouse Stock Shows value and quantity of stock held in each storage location stock item

MB51 Material Documents List material documents; can select by material, movement type, posting date etc.





Transaction Code

Description Use

MMBE Stock Overview Overview of stock held by storage location for a particular material

MB5B Stock for Posting Date Lists by material value of stock receipts and issues for the specified period; display documents related to the values

MC48 Stock Value Analyse current stock value

MC45 Stock Usage Values Value of stock used for a particular period

MB5L List of Stock Values List of stock values per GL; can drill to individual stock quantity and value per material for raw materials and per sales document for finished goods.

ME2M Purchasing Documents for Material

List of Purchase Orders for a specified material in a specified plant. Drill down to Purchase Order display.

MB25 Reservation List Inventory Management

List of Reservations for a specified material in a specified plant. Can specify many other search parameters including storage location. Drill down to reservation display.

53. Access the transaction MIGO:

Goods Issue







Goods Issue RCheck that this field has defaulted correctly for the

transaction you are performing.

Reservation RCheck that this field has defaulted correctly for the

transaction you are performing. If not select the correct option.

If issuing against a reservation choose Reservation

If issuing to a Production Order or Internal Order choose Order (Media Services Kirkstall)

For all other issues choose Others

54.1 Enter the relevant Production Order number or the Reservation number in the blank field to the right.

Notice the movement type changes to reflect the selections made. (201-Reservation, 261-Production Order).

54.2 If you select Others you may have to change this to reflect the cost object to be charged. See table following:



Cost centre O Enter 201. For reversals enter 202

WBS/Project O Enter 221. For reversals enter 202

Order O Enter 261 For reversals enter 262

56. To Issue against Multiple Production Order numbers or Reservations.

To issue against multiple Production orders or Reservations click on after entering the first number. The related items will default and the field will go blank, enter the next

number and click on . Continue until all required items have been defaulted. Review each line as per instructions below.





Goods Issue - Header detail



Document Date R Todays date

Posting Date R Date the goods were removed from stores. This is the date the cost object should be charged with the value of the material issued.

SAP will only allow postings the accounting periods that remain open. If you have problems saving the document because of accounting periods being closed then check the entry corresponds with current accounting periods, if confusion still exists contact your local finance office for assistance.

Doc.Header Text O If required enter a short not relating to the issue. This field can be viewed in some financial reports.

58. Click on :

Goods Issue - Item overview

Use the scroll bar along the bottom to display all fields available.

Goods Issue - Item overview

59. As required, complete/review the following fields. Not all fields have been described below, only those relevant.


Material R SAP Material master number






Material Short Text R Material description

OK RIndicates that the material is to be issued ..

If you are not issuing the item then ensure the check box is

de-selected

You can select an item for issue here as well as in the item detail section.

Qty in UnE R Quantity to be issued. Change this field if actual quantity issued differs from expected.

EUn R Unit of entry.

Storage location R The storage location from which goods have been removed.

Stor Loc R Long description of storage location from which goods have been removed.

Order R Production Order to be charged with value of material issued.

Operation R Operation on Production to which material is assigned.

Company Code R UNIV

Movement type R Specifies the type of goods movement. This will default to the correct code according to selections made in the header.

Options used for goods issue are:-

201 = Issue to reservation. (202 = reversal)

261 = Issue to Production Order. (262 = reversal)

Direction R + = Receipts

- = Issues

SAP defauls the direction the stock will move based on the movement type entered in the header.

Stock type Stock can be segregated based on the quality etc. This determines which type of stock will be reduced.

Plant R Plant area the stock will be issued from

Plnt R Description of plant

Reservation R Reservation number that will be reduce/cleared by the issue.

Issues to Production orders will also have a reservation as MRP has reserved the stock on behalf of the Production Order.






Item R Item on the reservation

Final Issue R If flagged no futher issues are expected for this reservation, although they are still permitted. SAP will set this flag automatically if the quantity issued matches or exceed the quantity reserved.

Quantity R Quantity of total material issued to be charged to this cost object.

Storage bin R Bin location of material in warehouse

Requirement quantity R Quantity of material reserved on reservation.

Withdrawal quantity R Quantity of material already issued for reservation.

60. Click on to enter additional items not defaulted automatically.

Goods Issue - Item details

61. As required, complete the relevant fields on the item detail tabs (see above for detailed explanation of each field):


Material Tab R Stock Material number

Quantity R Quantity and unit of measure to be issued

Where R Storage details – where the stock is issued from and movement type for the line item.

Reservation O Ignore - Blank

Account assignment R Enter the relevant cost object according to the movement type selected for the line item.

62. Click on to check your input.

If there is insufficient stock to cover the quantity you wish to issue check your input. If all is correct you will have to cancel the document and check that all goods receipts are up to date.





63. Click or to save your entry.

64. System display message “Material document 49xxxxxxxx posted”:

65. Record this number on the material issue sheet:

ResultYou have issued material out of stock. The SAP stock records will be updated in the storage location of the plant you entered when inputting the transaction.

The calculated cost of the material issued will be charged to the cost object entered on the line item(s).

Comments

It is important that stock records are maintain regularly, failure to do so will result in incorrect reporting in many areas. It will also undermine the accuracy of any calculations performed when MRP is active.

If the system prevents you issuing stock for any reason, use the information detailed at the beginning of this document help with your investigations.

To display the document see instructions in step 37.

To cancel material document see instructions in step 23


