In the case of automatic settlement of goods receipts (Evaluated Receipt Settlement = ERS), you agree with the supplier that the supplier does not create an invoice for an ordering transaction. Instead, you (the goods recipient) allow the SAP system to generate the relevant invoice automatically. In the ERS, this invoice represents a credit memo for the supplier. The supplier is informed with a message (a credit memo) about the settlement of deliveries.
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The ERS procedure has the following advantages:
Ordering transactions are completed more quickly.
Entry errors are avoided.
Quantity and price variances do not occur in invoice verification.
ERS - Prerequisites
To enable you to settle goods receipts for a supplier automatically, the following prerequisites must be met.
The Evaluated Receipt Settlement (Eval. Receipt Settlement) indicator must be set in the supplier master record. The indicator can be found on the purchasing organization data of the supplier master record.
A Terms of payment key must be specified in the header data of the purchase order. The terms of payment key can be proposed from the purchasing organization data of the supplier master record. Note that this is a terms of payment key for which a default value for the baseline date is set in Customizing.
The following indicators must be set in the purchase order item:
The indicator for automatic evaluated receipt settlement (this indicator is only proposed in the purchase order item if it has been set in the supplier master record).
The indicator for goods receipt-based invoice verification (this indicator can be proposed from the purchasing organization data of the supplier master record or from the info record for supplier/material/purchasing organization).
The tax code (this indicator can, for example, be defined in the info record for vendor/material/purchasing organization or it can be transferred from the contract item during contract releases).
The indicator for the estimated price must not be set in the order item.
The Estimated price indicator can be found in the ME21N transaction and the Create Purchase Order – Advanced app in the item details on the Condition Control tab page.
You must enter the goods receipt with reference to the purchase order.
The necessary settings for determining a message must exist in Customizing:
IMG → Materials Management → Logistics Invoice Verification → Message Determination.
In the purchasing info record there is a No ERS indicator. With this indicator, you can ensure that automatic GR settlement is not proposed for a specific material in the purchase order. For example: in the master record of supplier A, the ERS indicator is set. In the info record for supplier A and material X, the No ERS indicator is set. If you now order material X from supplier A, the ERS indicator is not set in this purchase order item. Note that this is only a suggestion that can be changed by the user.
Planned Delivery Costs in ERS
To be able to settle planned delivery costs automatically as well, you must activate this in Customizing for the combination of company code, purchasing organization, and freight vendor.
IMG → Materials Management → Logistics Invoice Verification → Evaluated Receipt Settlement (ERS) → Specify Automatic Settlement of Planned Delivery Costs.
The freight vendor may correspond to the goods vendor. However, you can specify a different vendor for the expense conditions. The indicator for the ERS must not be selected in the supplier master record for this different freight vendor.
The tax code for the item is always used for the delivery cost settlement. You cannot specify a different tax code for this item.
Executing the ERS
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You must also specify the selection that the system uses to create the invoice documents:
- Per supplier
- Per PO
- Per PO item
- Per delivery document or service entry sheet
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Planned Delivery Costs in the Case of Evaluated Receipt Settlement
If you only want to settle planned delivery costs, choose the Create Automatic Delivery Cost Settlement app in the Fiori launchpad.
Or in the backend system, on theEasy Access screen, choose Logistics → Materials Management → Logistics Invoice Verification → Automatic Settlement → Automatic Delivery Cost Settlement (transaction MRDC).
This function contains the following adjusted criteria for the document selection:
- Company code
- Freight supplier
- Purchasing document
- Purchasing document item
- Bill of lading
The Document Selection per Bill of Lading option replaces the Document Selection per Delivery Document option in the list of possible document selections for creating invoices.
In both the transactions MRRL and MRDC, you can perform a test run before you perform an actual settlement. The result of the settlement is stored in a log, which lists the transactions that were settled.
You can also run the ERS in the background by using the RMMR1MRS program. Use the RMMR1MDC program if you are settling only delivery costs.
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