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SAP Goods ReceivingGoods Receiver
MM_REC_320
SAP Goods Receiving
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Table of ContentsCourse topics are hyper-linked to respective slides. If desired
click on topics to quick-jump to that section.
Note: Must be in Presentation mode to use hyper-link functionality (Press F5to begin).What is SAP Goods eceivin!" Slide #Who Should eceive SAP eceivin! $rainin! Slide %SAP oles Slide &ole Com'inations Slide ( $rainin! equirements for )epartmental oles Slide *SAP General Process +lo, Slide nderstandin! $ransaction Codes Slide /Goods eceivin! 0vervie, Slide 123o, to Identify P0 4um'er Slide 115e!in Goods eceivin! Slide 16Goods eceipt 7ajor Sections Slide 1(Create Goods eceipt Slide 61)isplay Goods eceipt Slide 6*Create Partial Goods eceipt Slide 6Cancel Goods eceipt Slide #6
)isplay Purchase 0rder from Goods eceipt Slide #* 3o, )etermine Assi!ned Purchasin! 5uyer Slide # 4um'erin! Conventions for Purchase 0rders Slide #/ Settin! )elivery Complete Indicator Slide %2 Create Goods eceipt A!ainst 8everse8 P09s Slide %1 Create Attachment Slide %6 4amin! Convention for Attachments Slide %# 3elpful Icons ,ithin 7IG0 Slide %%
0'tainin! 3ard Copy of Goods eceipt Slide %& Chan!es to P0 :uantities Slide %( 6SAP Goods Receiving
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What is SAP Goods ReceivingSAP Goods Receiving is a con=rmation sho,in! physicalreceipt of !oods or services ,ithin a department or unit. $he
person conductin! Goods eceivin! a>rms that ordereditems are correct? in !ood condition? and in accordance ,ithrequirements of the purchase order.
eturn to !able of "ontents#SAP Goods Receiving
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Who Sho!ld Receive SAP Goods Receiving Training
Any persons authori@ed to receive !oods and services on 'ehalfof the follo,in! areas
•
B 3ospital• +acilities areas usin! Plant 7aintenance P7D
eturn to !able of "ontents %SAP Goods Receiving
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SAP Roles
"evel SAP RoleRole #escri$tion
Corres$onding SAP
doc!%entt&$e
)epartmentequisition
er
esponsi'le for creatin! aEequisition8 to purchase
!oods andFor servicesfrom a particular supplier
equisition
)epartment FColle!e F nit
ApproverApproves equisitions fortheir department or area
--
Purchasin! 5uyeresponsi'le for university-
,ide contractin!processes for various
commodities
Purchase0rder
)epartmentGoods
eceiver
Con=rms physical receiptof !oodsFservices in
satisfactory conditionGoods eceipt
Accounts
Paya'le or3ospital -- Posts invoices a!ainstpurchase orders Invoiceeceipteturn to !able of "ontents&SAP Goods Receiving
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Role Co%binations'n order to %aintain chec(s and balances there is a li%it on the
n!%ber and str!ct!re of roles an& one $erson %a& hold) The
follo*ing %atri+ sho*s all $er%issible co%binations for vario!s$roc!re%ent roles *ithin my ,-)
The sa%e $erson is not re.!ired to hold all roles *ithin an&one o$tion) The co%binations re/ect the %a+i%!% roles *ithin
each o$tion an& one $erson %a& hold)eturn to !able of "ontents (SAP Goods Receiving
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Training Re.!ire%ents for SAP
#e$art%ental RolesRole Training Re.!ire%ents
equisitioner equisitioners are required to take and passweb-based trainin! course 77H:#22 ;equisitions via my B $rainin! System
Approver Approvers are required to take and pass web-based trainin! course 77S7APP#22 ;
Com'ined Approvers via my B $rainin!System
Goods eceiver Goods eceivers are required to take and passweb-based trainin! course 77HC#62 ;
Goods eceivin! via my B $rainin! System
eturn to !able of "ontents *SAP Goods Receiving
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SAP General Process lo* 1 Ste$s
1. Createequisition
)eptD
6. Approval)ept F nit F
Colle!eD
#. Purchase0rder Sent to
SupplierPurchasin!D
%. Goodseceipt)eptD
&. InvoicePostin! FCheck
PaymentAccountsPaya'le F3ospital
Accountin!D
• $he department creates requisitions for itemsFservices? ,ithapprovalsD to follo,.
•Purchasin! processes and places the purchase order ,ith the supplier.
•Alon! ,ith the purchase order? !oods receipts and invoice postin!scomplete the #-,ay match and payment releases.
•Hncum'rances occur alon! the ,ay and are epensed at the creationof the !oods receipt.
eturn to !able of "ontentsSAP Goods Receiving
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,nderstanding Transaction Codes $asks ,ithin the SAP environment are eecuted via E$ransactionCodes8 a.k.a.? $-codes. Hach $-code is alphanumeric and
eecutes a unique task. $he follo,in! $-codes are used 'y those performin! !oodsreceivin!
• 7IG0 ; Create Goods eceipt•
7H6#4 ; )isplay Purchase 0rder
eturn to !able of "ontents/SAP Goods Receiving
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Goods Receiving 4vervie*Creation of the !oods receipt
• Con=rms o,nership of !oodsFservices 'y the niversity• Hpenses purchase of the items a!ainst the appropriate cost
o'ject• eleases check payment to the vendor
+ailure to create a !oods receipt after items are delivered 'y thevendor ,ill result in a payment 'lock. $he vendor cannot receivea check payment until the !oods receipt is completed.
Goods receivin! should not 'e completed if items are dama!edor incorrect in any ,ay.
If partial quantities of !oods or services are received over time?partial !oods receipts can 'e completed to allo, vendorpayments.
Contact the Contractin! 0>cer in Purchasin! responsi'le for thepurchase order for questions or !uidance.
eturn to !able of "ontents12SAP Goods Receiving
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5o* to 'dentif& P4 6!%ber $he purchase order num'er must 'e kno,n prior to creatin! the!oods receipt. It can 'e found from any of the sources 'elo,
• Packin! list accompanyin! the shipment
• 7any !oods receivers also hold the SAP requisition role andthere'y can identify the P0 num'er from their requisitionStatus ta' ,ithin the Jine Item )etails section.
• equisition approvers also have access to purchase orderrecords from ,ithin their approval in'o.
eturn to !able of "ontents11SAP Goods Receiving
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7egin GoodsReceiving
eturn to !able of "ontents16
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"ogin to my ,-
#. Jo!in to my Busin! your A)and pass,ord
6. Clickmy B from
the Jink 5luesite
1. Click Jink5lue from the
B 3ome
Pa!e
1#eturn to !able of "ontentsSAP Goods Receiving
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"a!nch Pad
%. Click theJaunch Pad
icon to enterSAP
eturn to !able of "ontents1%SAP Goods Receiving
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SAP Eas& Access
&. $he SAP HasyAccess menu ,ill
appear. Hnter $-code 7IG0 to
open the Goodseceivin! screen.
T'P Kou can alsocreate customi@ed
folders and list $-code+avorites that you
may use repetitively
eturn to !able of "ontents1&SAP Goods Receiving
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Goods Recei$t Ma8or Sections
eturn to !able of "ontents1(
)ocument
0vervie
,
3eader $opD
Item0vervie,7iddleD
Item )etails5ottomD
SAP Goods Receiving
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Goods Recei$t "a&o!t 9 5eader 1To$
Contains headertype information
includin! documentdate? postin! date?
P0 vendor? etc.
eturn to !able of "ontents1*SAP Goods Receiving
G d R i t " t 't 4 i
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Goods Recei$t "a&o!t 9 'te% 4vervie*1Middle
)ata includesdescription?
quantity remainin!
to receive? unit ofmeasure? cost
center? etc.
Item 0vervie, sectionsho,s ordered itemsin line item format. $he line item datadra,s directly fromthe purchase order
record.
eturn to !able of "ontents1SAP Goods Receiving
G d R i t " t 't # t il
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Goods Recei$t "a&o!t 9 'te% #etails17otto%Item )etails
'ottomD sectioncontains ta's and
informationrelevant to each
line item
Information caninclude quantity toreceive? unloadin!
point? direct link topurchase order?etc.
eturn to !able of "ontents1/
7ove 'et,eenline items usin!the L M 'uttons
7ove 'et,eenline items usin!the L M 'uttons
SAP Goods Receiving
G d R i t " t # t
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Goods Recei$t "a&o!t 9 #oc!%ent4vervie*
)ocument0vervie, is on
the left side of thescreen. It displaysa record of !oods
receipts as youcreate them.
$urnin!
)ocument0vervie, o< ,ill
collapse it formore screen
space
eturn to !able of "ontents62SAP Goods Receiving
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Create GoodsRecei$t
eturn to !able of "ontents61
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Create Goods Recei$t : 7egin
1. Select Goods
eceipt fromdrop do,n menu
6. Hnter
purchaseorder
num'er
eturn to !able of "ontents66
#. Clickeecute
icon
SAP Goods Receiving
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Create Goods Recei$t
)ocument andpostin! dates
populateautomatically
%. 0ptionaleceiver may place
header deliverynote andFor 5ill of
Jadin! num'er
eturn to !able of "ontents6#
Jine items No,in frompurchase order,ith quantityand unit ofmeasure
SAP Goods Receiving
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Create Goods Recei$t&. Click on the Where ta'
,ithin the Item )etailssection. Hnter notes
re!ardin! unloadin! pointor other relevant tet
notes.
eturn to !able of "ontents6%SAP Goods Receiving
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Create Goods Recei$t 9 Con;r% "ine 'te%
(. Con=rmquantity 'ein!
received is
correct
Re%e%ber If you arereceivin! an order ,ith
multiple lines? click the LM 'uttons to move'et,een line items.
eturn to !able of "ontents6&
*. CheckItem 0B
SAP Goods Receiving
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Create Goods Recei$t : inish
. ClickCheck for
errors
eturn to !able of "ontents6(
/. ClickSave to=nish
/. ClickSave to=nish
7aterialdocument
num'er sho,sin 'ottom left
corner
SAP Goods Receiving
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#is$la& Goods Recei$t
#oc!%ent overvie* section (ee$s a record of all goodsrecei$ts &o! create)
1. Select
)isplay fromdropdo,n
eturn to !able of "ontents6*
#. Goodseceipt
displays onscreen
6. Jocate anddou'le-clickthe !oods
receipt num'er
T'P Kou can also
enter a Goodseceipt num'er inthis cell and click
eecute
SAP Goods Receiving
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Partial Goods Recei$ts 9 7egin
eturn to !able of "ontents6
A
1. 5e!in !oodsreceipt as
normal
Goods receivers can create $artial recei$ts) The !ser canreceive on select lines or $artial .!antities *ithin a line)
SAP Goods Receiving
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Receive Partial
6. A total of 62 each ,ereordered. Goods receivercan modify :ty in nit of
entry to the actualnum'er received 1&D.
#. ClickItem 0B
SAP Goods Receiving
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Receive Partial 4rder 9 inish
eturn to !able of "ontents#2
Goods receipt sho,spartial quantitiesreceived in Item
0vervie, section
Partial !oodsreceipt
completedsuccessfully
%. Click Checkfor errors andSave to =nish
%. Click Checkfor errors andSave to =nish
SAP Goods Receiving
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Receive Partial 4rder 9 P4 ,$date
eturn to !able of "ontents#1
A
Su'sequent !oodsreceipts a!ainst thepurchase order sho,only remainin! items
and quantities
After a $artial goods recei$t is created= the $!rchase order!$dates .!antities received) When additional goods recei$ts
are created= the ne* doc!%ent1s *ill re/ect onl& the
re%aining balance &et to receive)
SAP Goods Receiving
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Cancel Goods Recei$t 9 4vervie*
eturn to !able of "ontents#6
0ccasionally it may 'e necessary to cancel a !oods receipt.easons for cancellation could 'e
• )ama!ed !oods discovered after unpackin!• Incorrect quantity ,as entered• Goods receipt created a!ainst incorrect P0 num'er
Goods receivers may cancel
•All items on a !oods receipt
• 0nly speci=c lines on a !oods receipt
$he quantity received for a !iven line item cannot 'e canceled. Ifa speci=c line item quantity is incorrect? the entire line must 'ecanceled.
Canceled line items return to the purchase order record.
SAP Goods Receiving
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Cancel Goods Recei$t
eturn to !able of "ontents##
1. SelectCancellation
from dropdo,nmenu
6. )ou'le clickon Goodseceipt num'er
from ,ithin)ocument0vervie,
SAP Goods Receiving
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Cancel Goods Recei$t
eturn to !able of "ontents#%
#. Within the )etails
section? click Item 0Bfor lines to cancel.
Click the L M 'uttonsif movin! 'et,een
multiple lines.
Cancellation initiallysho,s all items onthe ori!inal !oods
receipt
SAP Goods Receiving
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Cancel Goods Recei$t 9 inish
eturn to !able of "ontents#&
%. Cancellation sho,sline item 6 only is
canceled. Click Checkfor errors. Click Save
to =nish.
Cancellation isassi!ned a uniquedocument num'er.
)ocument is
accessi'le ,ithindocument overvie, if
needed.
SAP Goods Receiving
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S!$$le%entar&Tas(s
eturn to !able of "ontents#(
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#is$la& P!rchase 4rder fro% Goods Recei$t
Correspondin! purchaseorder ,illdisplay
)ou'le-click thePurchase 0rder
num'er onPurchase 0rder)ata ta' ,ithin)etails section
eturn to !able of "ontents#*
'f needed goods receivers can access and dis$la& the$!rchase order fro% *ithin the Goods Recei$t screen
SAP Goods Receiving
5o* #eter%ine Assigned P4 P!rchasing
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5o* #eter%ine Assigned P4 P!rchasing7!&er
$he assi!ned
'uyer can 'efound on the
purchase order inthe header
section
eturn to !able of "ontents#
'f needed for assistance the b!&er res$onsible for the$!rchase order can be fo!nd at the to$ of the screen)
SAP Goods Receiving
6!%bering Conventions for P!rchase
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6!%bering Conventions for P!rchase4rdersPurchase orders follo, num'erin! conventions that correlate,ith the campus sector in ,hich the requisition ori!inated.
P4 6!%ber or%at Area
%#OOOOOOOO +acilities usin! Plant 7aintenance P7Dsystem
%&OOOOOOOO 3ospital 45 equisitions
%*OOOOOOOO 3ospital 5 equisitions
eturn to !able of "ontents#/SAP Goods Receiving
S i # li C l ' di
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Setting #eliver& Co%$lete 'ndicator
+rom the Purchase 0rder)ata ta' ,ithin )etails
section? select ESet8 fromthe )el. Completed Ind.
dropdo,n
eturn to !able of "ontents%2
'f co%$leting $artial receiving and the re%aining line ite%.!antit& is no longer needed= &o! can set the #eliver&
Co%$leted 'ndicator to release the re%aining enc!%brance
and close the line ite%)
6ote> 'f receiving on the f!ll .!antit& of a line ite%= SAPa!to%aticall& sets the #eliver& Co%$leted 'ndicator) 't is onl&set %an!all& if &o! are receiving less than a f!ll .!antit& and
do not $lan to receive the re%aining .!antit&)SAP Goods Receiving
Create Goods Recei$t against ?Reverse@
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Create Goods Recei$t against ReverseP4sSo%e t&$es of $!rchase orders are set!$ in ?reverse@ for%at)
Reverse orders are set!$ as one line ite% *ith a l!%$ s!%dollar a%o!nt for the entire order= regardless *hether the .!ote
has %!lti$le lines) Reverse for%at is !s!all& !sed for co%$le+orders s!ch as f!rnit!re or $rinting) When goods recei$ts are
created against reverse $!rchase orders= the received .!antit&%!st be on the dollar a%o!nt of the order)
eturn to !able of "ontents%1
everse P0 issetup on dollaramount of the
order and usin!
J0$ as the unit ofmeasure
Goods eceipt must 'e
created a!ainst the dollaramount of the order ratherthan a physical quantity.
5oth complete and partialreceipts are permissi'le
a!ainst reverse purchase
orders. SAP Goods Receiving
C t Att h t
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Create Attach%ent#oc!%ents can be attached to the Goods Recei$t if desired
1o$tional)
6. Jocateand
hi!hli!ht=le
1. Click ri!ht side ofServices for 0'ject
icon in top left cornerof screen. SelectCreate )ocument in
SAP )5.
eturn to !able of "ontents%6
#. Click0pen to
=nish
SAP Goods Receiving
6 i C ti f Att h tWhen creatin! attachments refrain from insertin! special
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6a%ing Convention for Attach%entsWhen creatin! attachments? refrain from insertin! specialcharacters? such as Q? R? ? T? U? V? ? etc. into the =lename.
+ilenames should also not include spaces 'et,een ,ords norunderscores. $hey should 'e named ,ith a purely
alphanumeric format.
Hamples of suita'le =lenames
• 7edtechquote1221.pdf • +urniturelayout.doc
Hamples of unsuita'le =lenames
• API Printin! :uote.pdf =lename includes spacesD• +isherincu'ator 1222.doc =lename includes special
charactersD
0nly the follo,in! =le formats are accepta'le asattachments
• P)+? OJS? OJSO? )0C? )0CO? $O$? $I+? 57P? GI+? 3$7J
eturn to !able of "ontents%#SAP Goods Receiving
5 l f l ' ithi M'G4
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5el$f!l 'cons *ithin M'G4
Post ; Same asclickin! theSave icon to
=nishdocument
6e* ; Click to 'e!inne, !oods receiptfrom ,ithin 7IG0
screen
eturn to !able of "ontents%%
5old ; Click to
place !oodsreceipt on hold
and to =nish at alater time
SAP Goods Receiving
4bt i i 5 d C f G d R i t
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4btaining 5ard Co$& of Goods Recei$t
1. Click
Customi@eJocal Jayout'utton
A hard co$& of the Goods Recei$t can be $rinted if desired
6. Select3ard Copyfrom the
menu
eturn to !able of "ontents%&SAP Goods Receiving
Changes to P4 < antitiesCh i ll d d t h d
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Changes to P4
eturn to !able of "ontents%(
Chan!es may occasionally need made to a purchase orderquantity. +or instance? imprinted promotional !oodsfrequently have over-runs due to the imprintin! process.
Hample A department orders 1222 imprinted ink pensXthe vendor ships and invoices 126& pens as result of themanufacturin! process
$o facilitate the over-run? the purchase order must 'eincreased to the ne, quantity 'efore the !oods receipt is
completed. If the !oods receipt is not created for the correctamount? the #-,ay match ,ill not complete and checkpayment ,ill not process.
Contact the responsi'le Purchasin! 'uyer for any orders,hich may include over-runs or need the quantity adjusted
for other reasons.
SAP Goods Receiving
Change Posting #ate Cancellations
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Change Posting #ate 9 Cancellations
Postin! date on a
cancellationautomatically
populates to date ofthe ori!inal !oods
receipt
eturn to !able of "ontents%*
'f canceling a goods recei$t fro% a $revio!s acco!nting$eriod= the $osting date %!st be over*ritten to the c!rrent
date)
0ver,ritePostin! )ate to
the current date
SAP Goods Receiving
#i i P P bl
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#iagnosing Process Proble%s
6. Approval)ept F nit F
Colle!eD
#. Purchase0rder Sent to
SupplierPurchasin!D
%. Goodseceipt )eptD
&. InvoicePostin! F Check
PaymentAccountsPaya'le F3ospital
Accountin!D
1. Createequisition
)eptD
eturn to !able of "ontents%
As an order evolves throu!h the process? the Status ta' ,ill reNect,hether su'sequent documents have 'een created.
Pro'lems can 'e frequently dia!nosed 'ased on the order status in
the process.
Hample With the purchase order 'ein! in place? completion ofthe Goods eceipt and the Invoice Postin! complete a E#-,aymatch8 allo,in! the check payment to release. Commonpro'lems relate to one or more of these tasks not 'ein!
completed. SAP Goods Receiving
#iagnosing Process Proble%s
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#iagnosing Process Proble%s
eturn to !able of "ontents%/
1. $o check ,hether!oods receipts andinvoices are posted
a!ainst the purchaseorder? click the P0num'er from the
Purchase 0rder )atata'.
$he purchaseorder ,illdisplay
SAP Goods Receiving
#iagnosing Process Proble%s
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#iagnosing Process Proble%s
eturn to !able of "ontents&2
#. Goods receipts andinvoices are posted and
match the P0 quantity?allo,in! check payment. Ifeither is missin!? or there isa mismatch? the check ,ill
not process.
6. Go to the Item)etails 'ottomD
section and click onthe Purchase 0rder
3istory ta'
SAP Goods Receiving
Sign 4B
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Sign 4B
$o close 7IG0screen? clickicon in upper
left corner andselect Close
eturn to !able of "ontents&1
Click Si!n 0<to end my B
session
SAP Goods Receiving
SAP 5el$ Web Sites
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SAP 5el$ Web Sites• esource Pa!e on Purchasin! ,e' site
httpFF,,,.uky.eduFPurchasin!Fsrm.htm - Site includes thisPo,erPoint =le availa'le for reference
• my3elp ; 77 Y Purchasin! 3elp ,e' sitehttpFFmy3elp.uky.eduFr,dF3$7JF77.html
5oth sites contain :uick eference Cards? updated and
printa'le course manuals? eference 7anual? etc.
• Assistance Hmail BPurchasin!Quky.edu
http://www.uky.edu/Purchasing/srm.htmhttp://myhelp.uky.edu/rwd/HTML/MM.htmlmailto:[email protected]:[email protected]://myhelp.uky.edu/rwd/HTML/MM.htmlhttp://www.uky.edu/Purchasing/srm.htm