Symptom
The GR/IR (Goods Receipt/Invoice Receipt) process for a purchase order (PO) that was completed in a previous period encounters error after the goods receipt is canceled. The errors can include incorrect asset depreciation calculations, discrepancies in GR/IR balances, and issues clearing goods receipts and invoices related to fixed assets.
Environment
SAP Business ByDesign
Reproducing the Issue
- Navigate to the Purchase Orders and Requests work center.
- Go to the Purchase Orders view and search for the relevant PO.
- In the Document Flow tab, observe the goods receipt and invoice receipt entries for the PO.
- Attempt to cancel a goods receipt (GR) after the PO has been received and invoiced.
- Run the GR/IR Clearing process:
- Go to Inventory Valuation work center.
- Execute the GR/IR run in test mode and notice the errors.
- Attempt to clear remaining balances in the GR/IR inventories balance summary.
- Notice errors related to asset depreciation or discrepancies in GR/IR balances.
Cause
This issue typically arises when the goods receipt for a PO involving a fixed asset has already been processed and depreciation calculations have begun. Canceling the goods receipt disrupts the accounting records and asset valuation, leading to errors in GR/IR clearing. This can include issues such as:
- Depreciation Reversals: Reversing depreciation for assets when the goods receipt is canceled.
- Mismatch in GR/IR Balances: Discrepancies between goods received and invoiced quantities/amounts due to incorrect cancellation.
Resolution
To avoid these errors, please update the settings the following in all valuation views:
- Go to the Fixed Assets work center.
- Go to the Fixed Assets view.
- Search for fixed asset ID XXX.
- Click Edit and navigate to the Master Data.
- Go to the Asset Valuation tab.
- For Valuation View and the respective Set of Books ID, under Additional Parameters section change the Valuation Check Settings to 3 - No checks.
Then perform the GR/IR Run in Test Mode first. Once you have confirmed the results are as expected, proceed to execute it in Update Mode.
See Also
- Navigate to the Fixed Assets work center.
- Search for the relevant fixed asset and go to its Asset Valuation tab.
- Under the Additional Parameters section, change the Valuation Check Settings to "3 - No checks" for the relevant valuation view and set of books.
- Recalculate depreciation for the affected fixed assets after updating the valuation check settings.
- Ensure that any previous incorrect depreciation calculations are corrected before continuing with the GR/IR process.
- Perform the GR/IR run in Test Mode first to verify that the errors have been resolved.
- Once the test run is successful, proceed to execute the GR/IR clearing in Update Mode.
By following these steps, you can resolve the GR/IR issues for purchase orders involving fixed assets
Keywords
GR/IR Clearing, Goods Receipt, Invoice Receipt, Fixed Assets, SAP Business ByDesign, Depreciation Calculation, Asset Valuation, Purchase Order, Accounting Errors, Valuation Check Settings. , KBA , SRD-FIN-INV , Inventory , Problem