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BUSINESS PROCESS DOCUMENT
Customer 1001 CapFrance BAT
Project Name 10-110 le SAP
Module MM Materials Management
Business Process 10-01 Goods ReceiptIssue Date 11-Jun-11
Revision 1.0
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Contents
Contents
Contents............................................................................................................................................................................................................... 2
About Document .............................................................................................................................................................................................. 3Document Control ..................................................................................................................................................................................... 3
Document Approval .................................................................................................................................................................................. 3Document Approval .................................................................................................................................................................................. 3Copyright ................................................................................................................................................................ ....................................... 4
Icons Used ..................................................................................................................................................................................................... 5
1. Introduction ........................................................................................................................................................ .................................... 8
1.1 Purpose .......................................................................................................................................................................................... 81.2 Definitions ................................................................................................................................................................................... 141.3 Pre-Requisites ........................................................................................................................................................................... 14
1.4 Master Data ................................ ................................................................................................................................................ 151.5 Business Conditions .................................................................................................................................................... ........... 15
1.6 User Roles ...... .................................................................................................................................................................. ........... 161.7 Process Group Overview ...................................................................................................................................................... 17
1.8 Process Flow ...................................................... ........................................................................................................................ 181.9 Process Steps - Summary ..................................................................................... ................................................................ 181.10 Process Steps In Detail ............................................................................................................................................ ........... 20
1.10.1 Initiate ................................................................................................................................. 20
1.10.2 Process ................................................................................................................................ 20
2 Supplementary Processes .................................................................................................................................................... ........... 24
2.1 List of Supplementary Processes ...................................................................................................................................... 24
2.1.1 Display Goods Receipt document ....................................................................................... 24
2.1.2 Cancel Material Document ................................................................................................. 27
3 Document References ....................................................................................................................................................................... 30
3.1 Record Retention ............................................. ........................................................................................................................ 303.2 References................................................................................................................................................................................... 30
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AboutDocument
About Document
Document ControlCustomer Number 1001
Customer Name CapFrance BAT
Project Number 10-110
Project Name le SAP
Document Type Business Process Document
Module MM - Materials Management
Document No 10-01
Document Name Goods Receipt
Issue Date 11-Jun-11
Revision 1.0
Document ApprovalDocument Project Role Name Date
Prepared by Application Consultant 11-Jun-11
Reviewed by Project ManagerClick here to
enter a date.
Approved by Project Manager Click here toenter a date.
Customer Project ManagerClick here to
enter a date.
Document Approval
Version Changed by Effective Date Reasons for Change Sections/Pages Revised
Click here to
enter a date.Click here to
enter a date.Click here to
enter a date.
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AboutDocument
Copyright 2010-2011 SAP AG and Inntree All rights reserved.
No part of this publication may be reproduced or transmitted in any form or for any purpose without the express
permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other
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JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and
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SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, Clear Enterprise, SAP BusinessObjects Explorer, and other
SAP products and services mentioned herein as well as their respective logos are trademarks or registered
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Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence,
Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are
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All other product and service names mentioned are the trademarks of their respective companies. Data contained in
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These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated
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Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group
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and services, if any. Nothing herein should be construed as constituting an additional warranty
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AboutDocument
Icons Used
Use the following symbols selectively where you need highlight a particular portion of the
document and to draw the attention of the user
Icon Meaning
Caution
Example
Note
Recommendation
Syntax
External Process
Business Process Alternative/Decision Choice
Manual Entry
SAP Form generated. Choose Print option
SAP Report generated. Choose Print option
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AboutDocument
Document Preparation Instructions
Please select the text in the column below and replace for each of them at the start of the document
preparation
Replacement Text
TypeReplacement Text Example
[CompanyId] CFB
[CompanyName] CapFrance Bat
[ProcessGroup} Purchasing
[ProcessName] Goods Receipt
[Module] MM
To add more
How to do it
1.
Press Ctrl-F
2. Select Replace
3. Enter the Replacement text type in Find What
4.
Enter the Replacement text in Replace with
5. Ensure Match Case is ticked
6.
Press Replace All
7. If you have to select a particular open window (as below), then press FN-ALT-PrtSC
simultaneously
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AboutDocument
Example for use of Icons
Please ensure you have been assigned a user name (Check with SystemAdministrator)
Ensure that the role specific to you has been assigned in your User Profile
(Check with System Administrator)
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Introduction
1. Introduction
1.1 Purpose
This scenario describes the typical processes used in the construction industry to generate
and process Goods Receipt (GR).
Goods Receipt is to post the receipt of goods from an external Vendor. A goods receipt leads
to an increase in warehouse stock.
The system distinguishes between the following types of goods receipt:
Goods receipts with reference to a reservation
Goods receipts with reference to an order
Other goods receipts
Planning Goods Receipt:
Planning a goods receipt in advance means storing certain information that is important for
the goods receipt before the actual goods receipt is posted, for example:
What? (Which material?)
How much? (In which quantity?)
When? (On which delivery date?)
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Introduction
From where? (From which vendor or plant?)
To where? (To which destination, into which stock?)
The goal of this planning is to simplify and accelerate the goods receipt process and to better
organize the work at the goods receiving point, so that bottlenecks can be avoided, for
example.Also, if goods receipts are planned, Materials Planning can monitor the stocks of ordered or
manufactured materials and achieve an optimal inventory balance.
Unless receipts are planned, the system cannot track materials that have been ordered.
Planned receipts, therefore, are crucial to regulating the level of inventory in the warehouse.
Planned receipts are also important for determining whether you have received materials
promised by vendors. Without them, the system cannot establish a link between orders and
received material.
Goods Receipt for Purchase Orders:
Posting a goods receipt to stock with reference to a purchase order has a number of
advantages, including:
The goods receiving point can check whether the delivery is the same as the purchaseorder data, that is, whether the goods that were ordered have been delivered.
The system suggests data from the purchase order when you enter the goods receipt
(for example, items and quantities). This makes it easier to enter the goods receipt and
check over deliveries and under deliveries when goods arrive.
Among other things, the purchase order history is automatically updated as a result of
the deliveries. The Purchasing Department can send a reminder about late deliveries.
When you post a goods receipt to the warehouse, the system creates a material
document containing information such as the material delivered and the quantity
delivered. The system also records the storage location in which you place the material
into stock in the plant concerned.
In transactions relevant for material valuation, the system creates at least one
accounting document, which records the effects of the goods movement on the value ofthe stock.
Under deliveries, Over deliveries, and Final Deliveries:
During entry of a goods receipt for a purchase order, the SAP system proposes the item's
open purchase order quantity as the quantity received. If the quantity delivered differs from
the open order quantity, you can change the proposed quantity.
Whenever you enter a goods receipt item, the system compares the quantity delivered with
the open order quantity. The SAP System can therefore determine and report under or
overdeliveries immediately.
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Introduction
Goods Receipt for Stock Material:
If you entered a purchase order to procure a material, you have to reference the purchase
order when you enter the goods receipt. The system can check, for example, whether the
material delivered is the same as the material ordered, whether the order quantity matchesthe goods receipt quantity or whether the shelf life is still guaranteed for highly perishable
goods (when the shelf life expiration date check is active for the relevant material).
The purchase order history for a purchasing document item is also updated when a goods
receipt is posted with reference to a purchase order. This allows the buyer to send the
vendor a reminder about outstanding deliveries, for example.
Several goods receipt items can be entered for a purchase order item in one operation. This
is advisable if, for example, the material is delivered in batches or is distributed among
several storage locations. You enter the goods receipt data in a single material document.
If the delivery note accompanying the goods receipt does not contain a purchase order
number, you can use the material number or the vendor number to search for the
corresponding purchase order number.
You can print a goods receipt slip when entering the goods receipt.
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Introduction
Effects of Goods Receipt:
The diagram once again shows an overview of all the key effects of a goods receipt
referencing a purchase order.
Documents for a Goods Movement:
The document principle also applies in IT-based Inventory Management. A
document is proof that a transaction involving stock changes has taken place. It is
stored in the system.
A material document is created in the R/3 System as proof of a transaction involving
stock changes.
If the goods movement is relevant to valuation, the system creates at least one
accounting document in addition to the material document.
Goods movements (goods receipts, goods issues, or transfer postings) are relevant to
valuation when your company's Accounting department is affected by them. For
example, a goods receipt posting of a raw material usually results in an increase in
the stock value of your current assets. If the raw material is only transferred within
one plant, no postings are made in Financial Accounting.
As soon as a goods movement is posted, the quantities, material, movement type,
and organizational level can no longer be changed. You can only make changes to
some text fields. If you want to correct errors, you have to create a new document.
You have to cancel/reverse the incorrect document beforehand.
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Introduction
Stock Overview:
The material stocks are displayed in the stock overview for each individual organizational level.Quantities posted for a particular stock type are totaled for each organizational unit.
You can display the stock overview for batches/valuation types and special stocks (for example,
consignment material), as well as for the client, company code, plant, and storage location.
The stock overview is a static display of stocks. This means that you can only view the current
stock situation. You cannot see future planned goods receipts and goods issues in this list. Butyou can call up additional information functions via the menu bar.
There are several display versions for stock overviews, which vary in the way the stock types arelisted and in the order they appear. In Customizing for Inventory Management, the systemadministrator defines which stocks are displayed in each column and the order in which they are
displayed.
The following diagram shows the overview of stocks, for example.
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Introduction
1.2 Definitions
PR Purchase Requisition
RFQRequest for Quotation
PO Purchase Order
1.3 Pre-Requisites
The following pre-requisites must be completed prior to initiating this process
Activity Description
Purchase OrderYou should know the number of a SAP Purchase Order for the
materials going to be posted to stock.
Quantity ReceivedThe quantity of the material received from Vendor, since it may be
under delivery or over delivery.
PlantYou need the key of the plant for which the material or service is to
be received.
Storage LocationName of thestorage location at which materials are stored. There
can be one or more storage locations within aplant.
MM period Roll MM period to Current Period
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Introduction
1.4 Master Data
Essential master and organizational data was created in your SAP system in the
implementation phase, such as the data that reflects the organizational structure of your
company and master data that suits its operational focus, for example, master data formaterials, vendors, and customers.
The business process is enabled with this organization-specific master data, examples which
are provided below
Org. Structure Value Comment
Company Code 1000 Company Code 1000
Plant 1000 Plant Code 1000
Storage Location 0001 Storage Location Code
1.5 Business ConditionsList one or more business conditions that must have been completed before the user starts this
scenario:
Business Condition Scenario
You have completed all steps described in the Business ProcessDocumentation Prerequisite Process Steps. These process steps include
the step Roll MM Period to Current Period. Perform this activity if the
MM period in the system is not set to the current period. Usually, this
activity has to be done once a month.
PrerequisiteProcess Steps
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Introduction
1.6 User RolesThe following roles have been defined for this Process [Goods Receipt].
These roles have been designed to fulfill the particular business requirements of the
process.
Please ensure you have been assigned a user name (Check with System
Administrator)
Ensure that the role specific to you has been assigned in your User Profile
(Check with System Administrator)
Business Role Technical Name Process StepStores-In-Charge SAP_NBPR_STORESIN-S Enter Goods receipt
Display Purchase order
Display Material document
Print Material Document
Stock Overview
Overview display of Material documents
Purchasing
Manager
SAP_NBPR_PURCHASER-
M Display Material document
Print Material Document
Stock Overview
Overview display of Material documents
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Introduction
1.7 Process Group OverviewThe following diagram depicts the overall process flow for the Process Group [Process
Group]. The particular process within the scope of this document is highlighted.
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Introduction
1.8 Process FlowThe following diagram depicts the overall process flow for Goods Receipt. The particular
process within the scope of this document is highlighted.
1.9 Process Steps - SummaryThe following section describes the process flow diagram in detail
UseOnce you are ready to enter the goods receipt after having reviewed the
pre-requisites and business conditions
Step Process Step Performed by Description
1Material received from
VendorStores In-Charge
Stores In-charge receives the
material Goods receipt as a
document from the vendor
2Evaluate and enter the
Goods ReceiptStores In-Charge
Stores In-charge evaluates the
received material Goods receipt
document and enters into the SAP
system
3 Review the Goods Receipt Stores In-Charge
Stores In-Charge review the Goods
Receipt document and data enter
in the system, before saving the
document
4Place materials into proper
locationStore Keeper
Store keeper places the material in
proper location. i.e., if the material
is subjected inspection, then the
material is placed in the
Inspection area.
5Check Stocks Report and
Material documentStores In-charge
Stores In-Charge checks for stocks
in the Stocks Overview report and
material document for correctness
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Introduction
6Checks for Accounting
documentsAccountant
Account checks for the Accounting
documents for correctness
7 Notify Vendor Stores In-Charge
Send acknowledgement document
with received material status to
the vendor in PDF format
8 Print Goods Receipt Stores In-Charge GR can be transmitted as ahardcopy or as PDF to the vendor
10 Follow up Stores In-Charge Follow up for materials
ResultGoods received and posted to stock, notified to Vendor and follow-up
maintained
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Introduction
1.10Process Steps In DetailThe following section describes the process flow diagram in detail
You can create the Goods Receipt with the following
1.10.1 Initiate
SAP Menu Path Logistics Materials Management Inventory Management Goods
Receipt
SAP T-code MIGO
Business Role
(NWBC)
Screen View
1.10.2 Process
Step Process Step Description
Enter data when initiating a PO
with no reference to a document
Enter the through Menu path or
enter the Transaction code in the
command box. The following
screen appears
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Introduction
Enter the following values in the relevant fields as mentioned below and execute,
Field name DescriptionUser action and values
(For Example)
Executable Action in MIGO
Transaction
Indicates the business
transaction that you want
to enter in the system
Goods Receipt
Reference Document for MIGO
Transaction
Indicates the document you
want to reference when
you enter the transaction
Purchase Order
Purchase OrderAlphanumeric key uniquely
identifying the document10000159
Document Date The document date is thedate on which the original
document was issued
Posting Date
Date which is used when
entering thedocument in
Financial Accounting or
Controlling.
Delivery NoteNumber of External
Delivery Note
Bill of LadingNumber of Bill of Lading at
Time of Goods Receipt
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Introduction
Enter PO Number, Document Date, Posting date, Delivery Note, Bill of Lading, Header Text andexecute as shown above
Automatically the Purchase Order will copied to the goods Receipt Transaction.The system can
check, for example, whether the material delivered is the same as the material ordered,
whether the order quantity matches the goods receipt quantity.
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Introduction
Enter delivery quantity for example 5 EA as shown and enter
Flag item Ok and enter, system will update the quantity as shown below
Check for document correctness, , if the document is correct then system will display themessages
Since the difference between the Order quantity and delivered quantity exists, so the above
message displays.
Select ok and save.
Result Material Document (GR) Posted
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SupplementaryProcesses
2 Supplementary Processes
2.1 List of Supplementary Processes
Process Name Description
Display GR Display Goods Receipt document
Cancel GR Cancellation of Goods Receipt document
2.1.1 Display Goods Receipt document
2.1.1.1 Initiate
SAP Menu Path Logistics Materials Management Material Document Display
SAP T-code MB03
Business Role
(NWBC)
Screen View
Enter
2.1.1.2 Process
Step Process Step Description
Display the Material
Document
Display the Material document
through transaction code or
menu path.
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SupplementaryProcesses
Enter the following values in the relevant fields as mentioned below and enter
Field name DescriptionUser action and values
(For Example)
Material DocumentAlphanumeric key uniquely
identifying the document.4900000030
Material Document Year
Calendar year in which the
material document was posted. 2011
Enter , the document details will display as shown below
Select the Item line, and Choose details from Item push button
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SupplementaryProcesses
Display Accounting documents
Select Accounting documents push button,
Select Accounting document for display
Result Material Document displayed
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SupplementaryProcesses
2.1.2 Cancel Material Document
2.1.2.1 Initiate
SAP Menu Path Logistics Materials Management Material Document
Cancel/Reverse
SAP T-code MBST
Business Role
(NWBC)
Screen View
2.1.2.2 Process
Step Process Step Description
Cancel the Material
document
Cancel the Material document
through transaction code or
menu path.
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SupplementaryProcesses
Enter the following values in the relevant fields as mentioned below and enter
Field name DescriptionUser action and values
(For Example)
Posting Date
Date which is used when entering
thedocument in Financial
Accounting or Controlling.05.07.2011
Material DocumentAlphanumeric key uniquely
identifying the document.4900000030
Material Document Year
Calendar year in which the
material document was posted. 2011
Reason for movement
Specifies a key you can use to call
up a standard text stipulating the
reason for agoods movement
(for example, reason for areturn
delivery).
Enter the required data as shown above and choose Adopt + Details push button,
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SupplementaryProcesses
Save the document.
Result Material Document Cancelled
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DocumentReferences
3 Document References
3.1 Record Retention
Outputs Retention Period/Remarks
GR Document 5 years
3.2 References
Type of Document Reference
Company Policy
ISO 9000 Clause
Quality Manual
Quality Procedure
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