Goods Receipt Manual (MIGO)

 

Purpose

Use 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.

Trigger

Perform 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.

GRN Procedure for Foreign trade - To enable the University to submit its statutory report to HM's Customs and Excise - for all goods received from European Economic Union Countries, the Commodity Code and the indicator for Inclusion needs to be maintained.

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

Prerequisites

Before 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 Path

Use the following menu path to begin this transaction:

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

Transaction Code

MIGO

Additional Information

The 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 create a GR for an European Union Vendor PO

Step 20

You want to cancel a material document

Step 31

You want to do a goods receipt for multiple purchase orders

Step 39

You want to display a material document

Step 45

You want to set a default

Step 53

You wish to enter a goods issue

Step 54

You want to use short cut options

Step 55

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:

·         Goods Receipt

·         Purchase Order

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

·         Posting Date

·         Delivery note

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

7. As required, review the following fields:

·         Material

·         Material description

·         OK

·         Movement type

·         Order quantity

·         Received

·         E

·         Fi

·         Vendor

·         Vendor

·         Purchase Order

·         Item

·         Plnt

·         Requisitioner

·         Material group

·         Vendor material number

·         A

·         Recipient

·         Unloading point

·         R

·         Reason

·         Ext.amount LC

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

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

·         Material

·         Vendor material no.

·         Material group

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

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

·         Movement type

·         Stock type

·         Plant

·         Storage location

·         Goods recipient

·         Unloading point

·         Text

14. Click tab.

   Item Details _ Purchase Order Data

15. As required review the following fields:

·         Purchase order

·         Del Complete Ind

·         Requisitioner

16. Click tab.

   Item Details - Partner Tab

17. As required, review the following fields:

·         Vendor

18. Click tab.

   Item Details - Account Assignment details

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

·         G/L Account

·         WBS

·         Internal Order

·         Cost Centre

·         Profit Centre

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

20. INTRASTAT - The University of Leeds is now required to submit the INTRASTAT goods received report on a monthly basis to the HM's Customs and Excise department. This is a statutory report and failure to comply with this result in severe penalties. INTRASTAT is valid only for Movement of Goods between the European Economic Union member countries.

Please see the previous steps for more information on the other tabs.

The Delivery Note accompanying the goods almost always carries the Commodity Code no. relevant to the particular item. This information is likely to be presented differently by different vendors.

While entering GRN for purchases from Vendor located in EEU countries, a new "Import" Tab will appear on the Header as well as the Item details view as shown in the following screen shot.

Ensure the "Item Details" view is open, if not click the icon to display the Item Details view.

The following steps are valid only for Goods Receipts posted against an EEU vendor for supply of goods:

   Goods Receipt Purchase Order 4500255768 - Ajaykumar Vidyasagar

 

21. To complete the INTRASTAT details, Click tab on the Item Details View.

If you notice this tab appearing on the Goods Receipt screen, please ensure you select the tab to verify the completeness of this document. It is possibly to exit the Goods Receipt transaction and saving the document without ever having to go to this Tab.

   Goods Receipt Purchase Order 4500255768 - Ajaykumar Vidyasagar

Please note the Traffic light indicates the incompleteness of the Foreign Trade data in the document.

Check even if the Traffic light is to ensure the correct data has been maintained.

22. To maintain the Import data, Click tab. The commodity code is normally a 8 digit code and needs to maintained without any spaces/blanks between the digits.

   Import Data

23. For a list of available commodity codes Click .

The complete list of Commodity codes have not been uploaded into the SAP system. Only those used in the past have been maintained.

Please contact Michael Murphy or Richard Lewis of Central Purchasing for inclusion of new Commodity Codes.

   Commodity codes (1) 86 Entries Found

24. Select the required commodity code and Click .

   Import Data

25. Click and maintain the relevant indicator.

   Import Data

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

·         Exclusion/Inclusion Indicator

 

27. Click to exit the Foreign Trade tab.

Please follow the above steps to complete the Foreign Trade information for each of the line items in the Goods Delivery Note.

   Goods Receipt Purchase Order 4500255768 - Ajaykumar Vidyasagar

 

28. 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.

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

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

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

Result

You 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.

Comments

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

31. 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.

Prerequisites

You 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.

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

   Goods Receipt Purchase Order - Cancellation

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

34. 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

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

·         Material document number

36. 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.

37. 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

38. 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:

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

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

41. Click on .

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

43. 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.

   Goods Receipt Purchase Order

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

45. 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.

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

   Goods Receipt Purchase Order

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

48. 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

49. As required, complete the following fields:

·         Material document number

50. Click on

   Display Material Document

51. Review the tabs/fields as required.

52. Setting Defaults

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

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

   Change Default Values

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

·         Storage Location

·         In Plant

·         Propose the OK function in future

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.

54.1 Click on to confirm and save this default setting.

   Button Bar

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

·         Show overview

·         Restart

·         Short cut options

·         Help

56. Click on to exit the transaction.

Result

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

57. Enter Goods Issue.

Purpose

Use this procedure to update SAP stock records.

Trigger

Perform 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;

58. 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.

59. 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.

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

·         MB52

·         MB51

·         MMBE

·         MB5B

·         MC48

·         MC45

·         MB5L

·         ME2M

·         MB25

61. Access the transaction MIGO:

   Goods Issue

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

·         Goods Issue

·         Reservation

 

62.1 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).

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

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

·         Cost centre

·         WBS/Project

·         Order

64. 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

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

·         Document Date

·         Posting Date

·         Doc.Header Text

66. Click on :

   Goods Issue - Item overview

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

   Goods Issue - Item overview

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

·         Material

·         Material Short Text

·         OK

·         Qty in UnE

·         EUn

·         Storage location

·         Stor Loc

·         Order

·         Operation

·         Company Code

·         Movement type

·         Direction

·         Stock type

·         Plant

·         Plnt

·         Reservation

·         Item

·         Final Issue

·         Quantity

·         Storage bin

·         Requirement quantity

·         Withdrawal quantity

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

   Goods Issue - Item details

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

·         Material Tab

·         Quantity

·         Where

·         Reservation

·         Account assignment

70. 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.

71. Click or to save your entry.

72. System display message "Material document 49xxxxxxxx posted":

73. Record this number on the material issue sheet:

Result

You 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 maintained 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 45.

To cancel material document see instructions in step 31Return to procedure