Article 27 - Docs created during GR

Article 27 - Docs created during GR


Article 27: What documents are created during Goods Receipt and how do I find them?

What documents does Goods Receipt create?

Every goods receipt transaction automatically creates two linked documents that provide complete documentation of the physical movement and its financial impact[1][2].

Document 1: Material Document

What it contains:

  • Material number being received
  • Quantity and unit of measure received
  • Movement type (101, 103, etc.)
  • Plant and storage location details
  • Batch information (if batch-managed)
  • Reference document (PO number, production order)
  • Vendor information and delivery details

What it's used for:

  • Inventory tracking: Proof of physical receipt
  • Audit trail: Complete receipt history
  • Stock reconciliation: Verify inventory levels
  • Traceability: Link to quality and usage records

Document 2: Accounting Document

What it contains:

  • Account codes impacted by the transaction
  • Debit and credit amounts for financial posting
  • Cost center or project being charged
  • Tax information and currency details
  • Reference to material document
  • Posting keys and transaction codes

What it's used for:

  • Financial reporting: Updates general ledger accounts
  • Cost accounting: Charges inventory costs properly
  • Balance sheet: Increases inventory asset values
  • P&L impact: Records cost of goods received

How to find and display these documents:

Finding Material Documents

Method 1: Transaction MB51 (Material Document List)

  1. Enter MB51
  2. Enter search criteria:
  • Material number
  • Plant and storage location
  • Movement type (101 for GR)
  • Date range
  1. Execute to see list of material documents
  2. Double-click any document to view details

Method 2: Transaction MB03 (Display Material Document)

  1. Enter MB03
  2. Enter material document number (if known)
  3. Enter document year
  4. View complete document details

Method 3: From Purchase Order History

  1. Display Purchase Order (ME23N)
  2. Select line item
  3. Click "History" tab
  4. Double-click GR entry to view material document

Finding Accounting Documents

Method 1: Transaction FB03 (Display Accounting Document)

  1. Enter FB03
  2. Enter document number and company code
  3. Enter fiscal year
  4. View accounting document details

Method 2: From Material Document

  1. Display material document (MB03)
  2. Go to Environment menu
  3. Select "Accounting Document"
  4. System displays linked financial document

Method 3: Transaction FBL1N (Vendor Line Items)

  1. Enter FBL1N
  2. Enter vendor number
  3. Find GR/IR entries with document references
  4. Double-click to view accounting document

How are these documents linked?

Document Relationship:

Material Document: 5000000123 (2024)
├── Accounting Document: 1900000456 (2024)  
├── Reference: PO 4500123456
├── Movement Type: 101 (GR for PO)
└── Vendor: 1000567 (ABC Supplier)

Key linking fields:

  • Same posting date and time
  • Same user ID for creation
  • Cross-reference numbers in both documents
  • Same plant/company code

What information can I get from GR documents?

From Material Document:

  • Exact quantities received and unit prices
  • Storage location where goods were placed
  • Batch numbers for traceability
  • Movement reason and reference documents
  • User and timestamp of receipt

From Accounting Document:

  • Financial accounts affected by the receipt
  • Cost impact on inventory values
  • Tax amounts and calculations
  • Exchange rates for foreign currency POs
  • Account assignment (cost center, project, etc.)

Why is document tracking important?

Business Benefits:

  • Audit compliance: Required for financial audits
  • Problem resolution: Track issues back to source
  • Cost analysis: Understand true cost of materials
  • Quality tracking: Link receipts to quality issues
  • Vendor performance: Analyze delivery patterns

Regulatory Requirements:

  • Financial controls: Sarbanes-Oxley compliance
  • Tax reporting: Proper documentation for tax authorities
  • Inventory accuracy: Required for accurate financial statements
  • Traceability: Product recall and quality management



    • Related Articles

    • Article 25 - Post GR for PO

      Article 25: How do I post Goods Receipt for Production Orders? What is Goods Receipt for Production Orders? Goods Receipt for Production Orders is the process of receiving finished goods or semi-finished products from your manufacturing operations ...

    • Article 24 - GR for PO

      Article 24: How do I post Goods Receipt for Purchase Orders? When do I post GR against Purchase Orders? Posting Goods Receipt against Purchase Orders is the most common type of receipt, used when vendors deliver materials that you have formally ...

    • Article 23 - GR Using MIGO

      Article 23: How do I create a Goods Receipt using transaction MIGO? What is MIGO transaction? MIGO is the universal transaction for posting all types of goods receipts in SAP MM[3]. It provides a flexible interface for different receipt scenarios and ...

    • Article 31 - GR and Clearing Account

      Article 31 – How do I maintain the GR/IR clearing account (MR11)? The GR/IR clearing account temporarily holds the difference between goods received and invoices posted. Steps to clear mismatches: Run MR11. System lists POs where GR quantity ≠ IR ...

    • Article 21 - Documents Created in GI

      Article 21: What documents are created during Goods Issue and how do I find them? What documents does Goods Issue create? Every goods issue transaction automatically creates two linked documents that provide complete traceability of the material ...