In an ideal world, amounts and quantities of invoices are always the same as amounts and quantities of the corresponding purchase orders and the goods receipts. In the real world, when there is an open balance on the GR/IR account, you need to check whether the invoice from your supplier really matches the goods you have received.
Note
The same principle applies to planned delivery costs. If the delivered quantity differs from the quantity that was calculated for the planned delivery costs, the clearing account for the delivery costs is not balanced. If no more deliveries are received, or if the delivery costs are no longer settled, account maintenance must also be carried out for the clearing account of the delivery costs.
Clearing accounts are maintained periodically, or at the end of the fiscal year, for those PO items for which no further GRs or IRs will be posted.
If quantity differences between the GR and IR for a PO item are cleared using account maintenance, then the system generates an account maintenance document.
Account Movements with Account Maintenance
Execution Account Maintenance
To clear the GR/IR clearing accounts use the Clear GR/IR Clearing Account app in the Fiori launchpad. Or in the backend, you choose Logistics → Materials Management → Logistics Invoice Verification → GR/IR Account Maintenance → Maintain GR/IR Clearing Account to start the MR11 transaction.
Enter the data for the document header of the account maintenance document and the values for selecting the PO items that are to be cleared.
The following criteria can be used to select the PO items that are to be cleared:
Supplier or freight supplier (when there are planned delivery costs)
Purchasing organization and purchasing group
Plant
Purchasing document, purchasing document item
PO date
Purchase document category (PO or scheduling agreement)
Order type (document type of the PO or scheduling agreement)
Surplus type: delivery surplus and/or invoice surplus
Accounts to be cleared: GR/IR clearing account and/or clearing accounts for delivery costs
Whether the clearing accounts should be cleared for purchase order items that are to undergo evaluated receipt settlement (indicators ERS Purchase Orders and ERS - Delivery Costs)
The Last movement before key date field, which allows you to restrict the selection to items whose last goods movements fall before a particular date
Amount of quantity variance (percentage) and amount of value variance (in company code currency)
You can also decide how processing is executed:
- Automatic clearance:
The Automatic clearance function can be executed as a background process. To do this, choose Program → Execute in Background.
- Prepare list:
The selection of individual PO items that show quantity variances is listed in a selection screen. Select the items that you want and then execute the clearing.
If GR/IR account maintenance has been executed for a PO item, the account maintenance document displays in a separate transaction in the PO history. If there is an unexpected GR or IR for the PO item after account maintenance, you can cancel the account maintenance document. To do so, choose Logistics → Materials Management → Logistics Invoice Verification → GR/IR Account Maintenance → Display/Cancel Account Maintenance Document (MR11SHOW) in the backend. Or choose the Display/Cancel Account Maintenance Document app in the Fiori launchpad.