Adjusting Settings for Material and Accounting Documents

Objective

After completing this lesson, you will be able to adjust settings for material and accounting documents

Number Assignment for Transactions in Inventory Management

The system generates the following documents for goods movements:

A material document to record the material movements
An accounting document to record the changes in values within a company code

Both the material documents and the accounting documents have their own number ranges and separate number assignment.

Number assignment for material documents depends on the transaction/event type that the goods movement represents. For example, if you enter a goods receipt against a purchase order, the program determines the transaction/event type WE.

The keys are assigned internally by the system and cannot be changed. In the material document list, you can search by transaction/event.

Transaction/Event Types for Goods Movements

The following table provides an overview of selected transaction types for goods movements:

Transaction/Event Type	Description
IB	Physical inventory document
ID	Inventory document for entering the count and posting the difference without a reference
IN	Inventory recount document
IZ	Inventory document for entering the count without a reference
SI	Inventory sampling procedure
WA	Goods issue, transfer posting, or other goods movement
WE	GR for purchase order
WF	GR for production order
WH	Goods movement for handling units
WI	Material document for inventory adjustment posting
WL	Goods issue for delivery document
WO	Subsequent adjustment of subcontract orders
WQ	Goods movement for usage decision
WR	Goods movement for completion confirmation
WS	Goods movement for run schedule headers
WV	Physical inventory document for posting differences in the Warehouse Management system
WW	Subsequent adjustment of active ingredient material
WZ	Change in batch status

Number Assignment for Material and Inventory Documents

You can make the specifications for number assignment for material documents in a similar manner to number assignment for material master records, that is, by using grouping.

When specifying number assignment for material documents, consider the following points:

Assign a separate number range to each of the individual groups of transaction types.
Use only number ranges with internal numbering.
Number ranges depend on the fiscal year. If you do not want to create number ranges for every year, create an interval for year 9999.

Examples of Number Assignment for Material and Physical Inventory Documents

Group Transaction Types Together for Number Assignment for Material Documents

The display outlines transaction types for material document number assignment, categorizing them into groups like non-assigned elements, inventory, goods movements, and receipts.

The figure displays the settings for number assignment for material documents.

Number Range Intervals for Goods Receipt Transactions

The image shows the range setup for material documents on goods receipts, detailing the starting and ending numbers, current status, and external range options for GR transactions.

Accounting Documents

If goods movements are relevant to accounting, the system generates accounting documents with different FI document types in addition to the material documents. The transaction in Inventory Management determines which document type is used in Financials. Thus the standard SAP system predefines document types for Inventory Management.

The predefined document types are as follows:

WA for goods issues, transfer postings, and other goods receipts
WE for goods receipts with reference to purchase orders and production orders

Document Types for Accounting Documents

The graphic outlines properties and controls for accounting document types, detailing allowed account types, document necessities, default values, and settings like negative postings.

The document type has the following features:

The document type controls the account types to which you can post.
The document type determines whether postings are made gross or net, that is, if cash discount is recognized or not.
The document type can be accessible to certain users only by assigning an authorization group.

You can change the accounting document type the system assigns to a Materials Management transaction in Customizing. However, the document type you have set must allow the account types that you require for the transaction. Thus, when posting goods movements, you can update values in asset accounts, material accounts, or general ledger accounts.

Number Assignment for Accounting Documents

Examples of Number Assignment for Accounting Documents

The image compares number assignments for MIGO and MR21 transactions, detailing document types, number ranges, and specific number configurations for company code 1010 across years 2022-2024.

You do not have to specify a number range interval for each individual fiscal year. If you do not want to determine a number assignment based on a particular year, enter 9999 in the Year field.

Although you can determine whether the system does the number assignment internally or externally for each number range, you can only use internal number assignment for accounting documents for goods movements (for invoices, external numbering is allowed).

Number Assignment for Reservations

You can also define number ranges for reservations in Customizing for Inventory Management. For reservations, you can assign only one interval. This number interval is valid for all reservations and plants in your client. Only internal number assignment is possible for reservations.

Furthermore, you can define the assignment of goods receipt or issue slip numbers when entering goods movements or of deliveries using a shipment.

You need to use goods receipt or issue slip numbers in certain countries (such as Italy), where the law requires such numbers, when the goods leave the plant and are transported on public roads.

Adjust Settings for Material and Accounting Documents

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