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Goods Receipt in SAP Production Order or Process order

 
 

SAP PP/PPPI Goods Receipts from Order

 
SAP PP/PPPI Goods Receipts:
 
 
When you produce something against an SAP order (Production order or a process order) you would first confirm the operations or phases (or confirm the whole order) and then bring to stock quantities which are produced through all the given operations/phases. 
 
Confirmations in SAP does not necessarily bring goods to stock unless you have planned for Auto Goods Receipts from the final operation/phase in the order task list.
 
Goods receipt in SAP, stocks the produced quantities from a production order in to storage locations.
 
When the produced goods are brought to stock they are priced at the material master's current standard cost or variable price derived at the time of goods receipts as per the costing method in the material master accounting 1 view. A goods receipt from an order is a credit from an order, while a goods issue to an order is a debit on the order. 
 
 
 
Order Status for Goods Receipts: 
 
 
 
The system status or user status set on the order should allow for goods movements; to be more precise it should allow for goods receipts. The System status TECO would allow goods receipts from an order, but the system status CLSD or closed would not allow any goods receipts from an order.
 
When a Goods receipts (GR) is created for the order, the system checks whether it is a goods receipt for partial quantity or for full order quantity. If the GR is for partial quantity, the system allocates a system status - PDLV on the production order header (provided there are no delivery tolerances set). If the GR is for the full quantity of the order, the system allocates a system status - DLV (provided there are no delivery tolerances set).
 
For example:
 
If the order quantity is 100 and you receive 70 from the order, the status PDLV is set on the order header. If the next 30 is received from the same order, the system allocates a status DLV to the order header.
 
 
 
Other Things to note for Goods Receipts:
 
 
 
Note the following points:
 
 
a) The goods receipt storage location would be pulled-in/used from the order header goods receipt tab. This storage location is pulled in from the material master MRP 2 view - Issue Storage location field value. The field value represents the issue storage location for the components and GR storage location for the finished or semi-finished materials.
 
 
Dangerous Situation - What happens when the item is a semi-finished item which is received in one location and issue from another location to the next production?
 
 
Answer - In such a case you can also use the issue storage location field in the BOM item details or you can use the issue storage location in the production version of a material. Though priority is given the issue storage location of the material master.
 
 
 
b) The Quantity that is to be received from an order, is normally the order quantity + or - the delivery tolerances noted on the order goods receipt tab.
 
Once the goods receipt for the order quantity is made the system would call that as final delivery and tag this receipt with a "delivery completed indicator" and change the order status to DLV.
 
If you wish to receive more from the order which has an overdelivery tolerance included, the system will not let to receive more from the order. Though there is a method to receive that extra quantity for the order corresponding to the overdelivery tolerance specified by executing the goods movement with "Suggest Zero Lines". Suggesting Zero Lines, opens up the goods receipt movement without proposing any quantities, nevertheless you can only receive till the over tolerance limit and cannot receive beyond that.
 
For example if the order quantity is 100 and over delivery tolerance is 10, then on receiving 100, the system marks delivery as completed and puts on a DLV status on the order, now if you want to receive more that extra 10 units, you should execute goods receipt with "suggest zero lines" (though you cannot receive more than 10 in any case).
 
On the other hand, when you receive less than the order quantity and equal to the underdelivery tolerance, the system would declare the goods receipt as 'final delivery' and change the order status to DLV. But if you want to complete receiving the order quantity you can use the "suggest zero line indicator" and receive the order quantity.
 
For example, In a case when the order quantity is 100, the underdelivery tolerance is 10, the overdelivery tolerance is 10, and if you receive 90 units the system would  put on the "delivery completed indicator" and mark the order with the DLV status and wont let you receive the remaining quantities from the order (order quantity or overdelivery quantities). Now to receive that 10 units more from the same order (completing order quantity) or 20 more units from the same order (equal to overdelivery tolerance), you should use the "suggest zero line" concept.  
 
 
 
c) The Material number and the plant of the goods receipt is the order header material and the plant of the order. 
 
 
 
d) Automatic Goods receipt for an order is carried out if the final operation in the order task list is set for Auto-GR or the production scheduler profile of the order is configured for Auto-GR. Automatic Goods receipt is carried out when you confirm the final operation. The confirmation quantity is received in stock in the case of automatic goods receipt from an order.
 
 
 
e) When you receive goods in stock through a goods receipt the system would ask for a batch number for a batch managed material. If the batch number is already entered on the order header, then you are not allowed to enter one during goods receipt; in this case all the goods receipt that are made from a given order would always carry a single batch number that is defaulted on the order header.
 
 
 
 
SAP Goods Receipt Batch Number:
 
 
If a Batch number is not assigned to the order header, then you can receive goods in multiple batch numbers, i.e., every goods receipt can have a different batch number assigned.  
 
 
 
SAP Procedure to receive goods in stock:
 
 
In SAP, you use the transaction code MB31 to receive goods in stock from a production order. The production order status should allow for goods receipt.
 
Follow the procedure to receive goods in stock:
 
 
Step 1:
 
Enter the Plant of GR, the Order number (optional) and the storage location (optional), the correct Posting date and the document date (date on which you are posting the document) 
                   
 
Step 2:
 
 
Then Press the "To-Order" Button on the selection screen if you have not entered the order number on the selection screen. Here you should enter the order number and optionally you can also enter the storage location.
                                        
Press Enter on the pop-up screen to enter in to the goods receipt main screen.
 
 
Step 3:
 
In the GR main screen, the system proposes the order number, the quantity, the storage location (if data already entered/exits in order header), the batch number (if the batch number already was entered at order header level).
 
You can also enter the quantities in an alternate unit of measure if an alternate unit of measure is set in the material master.
 
During the Goods Receipt from an order, you can also enter the Batch characteristics values if the batch classification is allowed in the foreground.   
                                                                            
 
Step 4:
 
Then press the Save Button to Save the Goods receipt. Once you save the GR, a material document is created by the system.
                                                                            
The material document would contain an accounting document.
 
 
 
 
Enter SAP Goods Receipt for multiple orders:
 
 
In the MB31 Transaction code, for goods receipt, when you press the "To-Order" Button to receive goods from order, the system would open up a pop-up to enter the order number/s from which you want to goods from.
 
In this pop-up, you have an option to enter up to 6 orders from which you want to receive goods from, at the same time.
 
This can be useful..... :)
 
 
Follow the steps:
 
 
Enter the Plant of GR, the Order number to be received in stock (optional) and the storage location (optional), the correct Posting date and the document date (date on which you are posting the document)
 
>>>
 
Press the "To-Order" Button on the selection screen if you have not entered the order number on the selection screen. Here you should enter the order numbers and also enter the storage location optionally. The System gives you an option to enter Goods receipts for 4 Orders
 
 
 
 
Enter SAP Goods Receipt from Confirmations (AUTO GR):
 
 
 
When you create an Auto-GR from an order on confirmation of the final operation in the order, the system treats the same as a regular goods receipt from an order and allocates the regular GR ststus on the order. A Material document is created on saving the confirmations.
 
 
Method:
 
Enter the transaction code that would create order confirmations or operation confirmations for an order
                >>> Enter the Order number or the Confirmation number or the operation Number and press enter
                                          >>> Enter the Yield Qty and enter data for other fields as required
                                                                      >>> Once you enter the yield quantity, the system sets the
                                                                              proportionate quantities for 101 GR from order in the goods
                                                                              movement TAB of confirmations.Nevertheless you can
                                                                              manuallly change these qunatities in the Goods Movement
                                                                              Tab. You can even Make it ZERO.
                                                                                               >>> Press Save Button to Save.
                                                                                                       A Material Document is created 
              

Others

 
Good Receipt Reversals/Cancellations:
 
 
SAP provides a facility to reverse the wrong goods receipts that you have made. Infact all the goods movements in SAP - goods issue, goods transfer or goods receipts have a reversal feature.
 
In the case of a Goods receipts from order, made using movement type 101, there is a reversal movement available called 102. You can use the transaction code MB31-102 or use MIGO-102 to create the reversals.
 
Alternatively you can use the transaction code MBST (or use MIGO - Document Cancellation option) to create the reversals, using MBST not only saves your time, but it also creates a chance to know the original reference document that was reversed.
 
If you use the MB1a-262 or MIGO-262, you would not know the material document or the document item that you are cancelling (due to incorrect receipts) and the system would not propose the reversal details for you. You would have to manually type in the details that you wish to reverse.
 
 
Options                                                
Details                                                   
Details                                                  
Details   
Reversals using MB31- 102 or MIGO - 102                                 
Use this option when you want to create partial quantity reversal for an items received.  
The System will not propose any reversal details for you. You would have to manually type in the Material code, qty, sloc, and the batch number (if any) that you wish to reverse from the order.
 
The system does not have any chance to record the original material document details as nothing is provided to the system during the reversals.                                                 
Reversals using MBST
You can use this option if you want to reverse/cancel the whole document that was posted as goods receipts
There is not much of effort required as you would be cancelling an existing document, that has its own details.
 
Since you are cancelling an existing document, the system records the original document as reference document in SAP tables such as MIGO. This is a clear advantage over the goods receipt reversals process.

 

Importance of Posting Date -
 
You should enter the right posting date during cancellation/reversals or during the actual posting as the movement or production activities is booked on the date you select as posting date.
 
For example: If you have made a issue posting on 25th Dec 2010, then you should reverse using the same day, therefore helping the system to show the correct goods issue made on 25th Dec 2010. But if you issue on 25th Dec 2010 and reverse the document on 26th Dec 2010, it could be confusing for you to report the goods issues (it would show more issues on 25th Dec 2010 and reduce the issues made on 26th Dec 2010). So be Careful :)
 
 
 
Receiving Overdelivery or underdelivery from an Order:
 
 
The Quantity that is to be received from an order, is normally the order quantity + or - the delivery tolerances noted on the order goods receipt tab.
 
Once the goods receipt for the order quantity is made the system would call that as final delivery and tag this receipt with a "delivery completed indicator" and change the order status to DLV.
 
 
 
Receiving More than the order quantity corresponding to Over-delivery Tolerance:
 
 
 
If you wish to receive more from the order which has an overdelivery tolerance included, the system will not let to receive more from the order. Though there is a method to receive that extra quantity for the order corresponding to the overdelivery tolerance specified by executing the goods movement with "Suggest Zero Lines". Suggesting Zero Lines, opens up the goods receipt movement without proposing any quantities, nevertheless you can only receive till the over tolerance limit and cannot receive beyond that.
 
For example if the order quantity is 100 and over delivery tolerance is 10, then on receiving 100, the system marks delivery as completed and puts on a DLV status on the order, now if you want to receive more that extra 10 units, you should execute goods receipt with "suggest zero lines" (though you cannot receive more than 10 in any case).
 
 
 
Receiving Less than the order quantity corresponding to Under-delivery Tolerance:
 
 
On the other hand, when you receive less than the order quantity and equal to the underdelivery tolerance, the system would declare the goods receipt as 'final delivery' and change the order status to DLV. But if you want to complete receiving the order quantity you can use the "suggest zero line indicator" and receive the order quantity.
 
For example, In a case when the order quantity is 100, the underdelivery tolerance is 10, the overdelivery tolerance is 10, and if you receive 90 units the system would  put on the "delivery completed indicator" and mark the order with the DLV status and wont let you receive the remaining quantities from the order (order quantity or overdelivery quantities). Now to receive that 10 units more from the same order (completing order quantity) or 20 more units from the same order (equal to overdelivery tolerance), you should use the "suggest zero line" concept.