Project

AS IS Documentation
Process ID (PID-01.00)

Modified On: 29-Mar-19 Page No. - 1 Modified By -Hridya

Document Information

Deliverable Name AS IS Document

Author Hridya Lal Prasad

Team

Status Draft Version

Version 0.0

Document Review & Sign-off

Signatories

Role Name Signature Date

HOD

Section Head

Reviewers

Role Name Comments Received Date

Reviewer

Modified On: 29-Mar-19 Page No. - 2 Modified By -Hridya

Revision History

Version No. Date Author Revision Description

V0.0

Modified On: 29-Mar-19 Page No. - 3 Modified By -Hridya

Table ofContents

1. Document Overview ...................................................................................................................5

2. Process Details – .......................................................................................................................5
2.1 Process of Online Contract Tool
.................................................................................................Error! Bookmark not defined.
2.1.1 Business Process Description ................................................................................................ 5
2.1.2 Process Swimlane.................................................................................................................. 6
2.1.3 Process Statistics/Business Volume ...................................................................................... 6
2.1.4 SAP Transactions Used In Process......................................................................................... 7
2.1.5 Pain/Problem Area Identified In Process .............................................................................. 7
2.1.6 Areas Of Improvements ........................................................................................................ 8
2.1.7 RICEFW Used In Process........................................................................................................ 9
2.1.8 Roles & Responsibilities ........................................................................................................ 9
3. Forms & Reports .........................................................................................................................9
3.1 Reports Used ...................................................................................................................................... 10
3.2 Forms Used ........................................................................................................................................ 10
4. Additional Supporting/Reference Documentation ..................................................................... 10

Modified On: 29-Mar-19 Page No. - 4 Modified By -Hridya

1. Document Overview
Purpose of this document to understand the GR/IR auto clearing procedure in SAP system and business
impact as per compliance.

2. Process Details – Policies

This process aims to identify & cover the Goods receipt and Invoice receipt automatic clearing process in
which transaction happen at the time of GR and IR processing as per company requirements and
following the proper process.

2.1.1 Business Process Description

Postings are made to the goods receipt/invoice receipt (GR/IR) clearing account or to GR/IR accounts
whenever goods are delivered and invoice receipts are captured with a material reference.

Postings relating to the same purchase order and purchase order item are updated but not cleared
automatically.

The main Purpose is to clear the clearing accounts or the Offset accounts affected during the Goods
receipt posting and invoice posting (Procurement process).

GR/IR is used in two broad cases, one where the Invoice is paid but the goods are yet to be delivered
and the other where goods are already delivered but the invoice is yet to be paid.

Clearing or the offset accounts here are Purchase in transit GL account and Unbilled Payable GL account.

If the Invoice is paid and Goods are yet to be delivered the amount is debited in the Purchase in Transit
account.

Secondly if the Goods are delivered and the Invoice is yet to come then the amount is credited in the
Unbilled Payable Account.

This Offset GL accounts also helps in keeping the track of the goods which are not delivered and goods
for which invoices are not yet received.

We perform a GR/IR run in order to nullify both these offset accounts i.e. Credit the Purchase in Transit
account and Debit the Unbilled Payable account.

Ideally the Offset accounts should account to zero at the end of the year signifying that all the goods
have been received and all the corresponding invoices have been paid.

Modified On: 29-Mar-19 Page No. - 5 Modified By -Hridya

2.1.2 Process Swimlane:
This section aims at capturing the swim lane diagram of the process being described

2.1.3 Process Statistics/Business Volume

 Automatic clearing posting of GR/IR account.
 Ensure all GR/IR open items are posted.
 Avoid the manual selection and manual posting for GR/IR

Modified On: 29-Mar-19 Page No. - 6 Modified By -Hridya

2.1.4 SAP Transactions Used In Process: Following below transaction used in STO
process in intra company code transaction

S No. Sap Transaction Transaction Description

Code
1 MIGO Goods Receipt
2 MIRO Invoice Receipt
3 F-04 Manual Clearing of GR/IR

2.1.5 Pain/Problem Area Identified in Process

End of the every month GR/IR line items are opened in large number at each plant level for
much end the month it has to be cleared in the system.

To do this activity users process this activity selecting each line item which consume large
amount of time and also there is chances of clerical errors.

For Example

Goods receipt:

Debit Material, Credit Unbilled Payable EUR 500 (10 ea.)

Invoice receipt:

Debit Purchase in Transit, Credit Payable EUR 500 (10 ea.)

GR/IR clearing:

Debit Unbilled Payable EUR 500 (10 ea.)

Credit Purchase in Transit EUR 500 (10 ea.)

In summary, Above Postings can be seen in the below table

Document Debit Credit

Goods Receipt Material Unbilled Payables
Invoice Purchase in Transit Payables
GR/IR Unbilled Payables Purchase in Transit
Result Material Payables

Modified On: 29-Mar-19 Page No. - 7 Modified By -Hridya

Requirement:

Need to schedule the auto GR/IR posting in every 12 houses or in mid night to cleared the
GR/IR document posting

Main Table BKPF BUKRS Company Code

BLDAT Document date
BUDAT Posting Date

Structure
Table RF05A BUKRS Company Code

Structure
Table DF05B PSBET

MSEG EBELN Purchase Order Number

Structure
Table RFOPS_DK BUDAT Posting Date in the Document
GSBER Business Area

Source: https://blogs.sap.com/2016/04/04/grir-clearing-run/

2.1.6 Areas of Improvements

This section aims at covering the desired areas of improvements in terms of alerts and
checkpoints along with the reason for the same. The desired interfaces should also be listed
here

Area Of Improvement Reason for the same Priority(High/Medium/Low)

Automatic program to run Avoid the manual work and
clearing error

Modified On: 29-Mar-19 Page No. - 8 Modified By -Hridya

2.1.7 RICEFW Used in Process
This section aims at capturing the RICEFW objects which are being used to in the end to end
process

R-Reports, I-Interfaces, C-Conversion, E-Enhancements, F-Forms, W-Workflow

S No. RICEF T Code T Code Description Usage Frequen

Type cy Of
Use

2.1.8 Roles & Responsibilities

This section aims at capturing the roles which are used to perform each transaction in the process flow.
Some examples have been listed below:

Responsibility Key Activity

HOD To ensure 100% Risk coverage at optimum insurance cost.
Section Head To ensure 100% Risk coverage at optimum insurance cost.

3. Forms& Reports
This section aims capturing the form and report formats which are being used in day to day process.

Some examples have been listed below in which Formats are being used while asking information for
renewal of Fire Policies.

Modified On: 29-Mar-19 Page No. - 9 Modified By -Hridya

3.1 Reports Used

This section aims at listing down the reports which are used daily/monthly and their subsequent
formats.

S No. SAP Standard/Customized/Manual T Code Usage Frequency Of Report

Use Format
1

3.2 Forms Used

Mentioned above .

4. Additional Supporting/Reference Documentation

This section aims at capturing process related documentation.

The details of every policy are also incorporated in “Organization Guidelines” under Plan.

Modified On: 29-Mar-19 Page No. - 10 Modified By -Hridya