3520782 - GR/IR Clearing Issues for Purchase Orders Involving Fixed Assets in SAP Business ByDesign

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.

SAP Business ByDesign

1. Navigate to the Purchase Orders and Requests work center.
2. Go to the Purchase Orders view and search for the relevant PO.
3. In the Document Flow tab, observe the goods receipt and invoice receipt entries for the PO.
4. Attempt to cancel a goods receipt (GR) after the PO has been received and invoiced.
5. Run the GR/IR Clearing process:
   1. Go to Inventory Valuation work center.
   2. Execute the GR/IR run in test mode and notice the errors.
6. Attempt to clear remaining balances in the GR/IR inventories balance summary.
7. Notice errors related to asset depreciation or discrepancies in GR/IR balances.

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.

To avoid these errors, please update the settings the following in all valuation views:

1. Go to the Fixed Assets work center.
2. Go to the Fixed Assets view.
3. Search for fixed asset ID XXX.
4. Click Edit and navigate to the Master Data.
5. Go to the Asset Valuation tab.
6. 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. 

1. Navigate to the Fixed Assets work center.
2. Search for the relevant fixed asset and go to its Asset Valuation tab.
3. Under the Additional Parameters section, change the Valuation Check Settings to "3 - No checks" for the relevant valuation view and set of books.
4. Recalculate depreciation for the affected fixed assets after updating the valuation check settings.
5. Ensure that any previous incorrect depreciation calculations are corrected before continuing with the GR/IR process.
6. Perform the GR/IR run in Test Mode first to verify that the errors have been resolved.
7. 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

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