You have created a purchase order, whose delivery and invoice are completed and you unmarked it from final clearing. Nevertheless, the GR/IR run still picks it up to clear the Unbilled Payables and Purchase In Transit account. You do not expect to have this purchasing document cleared by the run, since you have unmarked it from final clearing.
SAP Business ByDesign.
Reproducing the Issue
- Go to Inventory Valuation work center.
- Go to Purchasing Document Items view.
- Find the relevant purchase order to be cleared (with a Marked Final Clearing Date set).
- Click Final Clearing -> Unmark.
In this case, the delivered quantity and the invoiced quantity are equal or exceed the ordered quantity. However, you wish to prevent this purchasing document from being processed by the GR/IR Clearing Run, since you unmarked it in step 4 above.
- Go to GR/IR Clearing run view.
- Execute a new GR/IR run for this purchasing document.
You notice that the document is processed by the run and it ends up creating postings and clearing the Purchase In Transit and Unbilled Payable G/L Accounts.
Whenever the delivered quantity and invoiced quantity are equal or exceed the ordered quantity and you unmark the purchasing document from final clearing, the GR/IR Clearing run will still process this document and clear the quantities that are equal to the ordered amount. However, the extra delivered items would remaind open for clearing instead of posted to a differences account.
- Ordered quantity: 5 ea.
- Delivered quantity: 7 ea.
- Invoiced quantity: 5 ea.
Since delivered and invoiced quantity are equal or exceeds the ordered quantity, the system marks this purchasing document item for final clearing and assigns a final clearing date.
If you execute the GR/IR Clearing, the run considers a clearing quantity of 7 ea and posts the 2 ea difference to an offsetting account. It also clears Purchase In Transit and Unbilled Payable accounts accordingly.
If you unmark this purchasing document via Final Clearing -> Unmark and execute the GR/IR Clearing, the run will process this document with a clearing quantity reference of 5 ea (ordered quantity) and clears the Purchase In Transit and Unbilled Payables accordingly. The 2 ea difference is not yet accounted for clearing and no differences postings happens yet.
This is the designed system behavior. Whenever the delivered and invoiced quantity are equal or exceeds the ordered quantity, the system will consider the purchasing document in the GR/IR run and will clear the unbilled payables and purchase in transit accounts. With the Unmark option, you can define if the exceeded quantity will be treated as a difference and posted to an offsetting account now or, in case unmarked, cleared in a future run as you know that the supplier will send an additional invoice for the extra pieces later.
For more details, please refer to help document Marked Final Clearing Date for Purchasing Document Items
Inventory Valuation. GR/IR Clearing Run. Purchase order. Inbound Delivery. Supplier Invoice. , KBA , AP-ACC-GIR , Goods Receipt Invoice Receipt Clearing Run , How To