I started researching on GR/IR & MR11 after we came across a business scenario. Let me explain the business scenario that we came across.

Against a Purchase Order created in 2010 Goods receipt was made in 2011 and Invoice received in 2012. As a best practice we have cleared all GR/IR balance for the year 2011 during year end through MR11. By March 2012 the vendor has sent the invoice.  Since the entry was cleared from GR/IR, we were not sure on how to make the payment to the vendor.

After detailed study research I could get more understanding on GR/IR and MR11 which I thought I will share .

Whenever a goods receipt is done GR/IR account is hit, and if the process runs smoothly i.e. Goods receipt  = Invoice Receipt, GR/IR gets cleared automatically.

But entries will be left out in GR/IR if (Practical Scenarios we came across);

1) Invoice  received is Greater than Goods Received (More number of Goods Invoiced).

2) Invoice  received is Greater than Goods Received (GR =I R goods receipt, Invoice  contains Freight Charges, transportation charges and any other charges)

3) Goods Received is Greater than Invoice Received.

4) Invoice Received and Goods not received

5) Goods Received, Invoice Received but invoice cleared not against the PO

6) Goods Received, Invoice Not Received

Now let us try to analyze the impact of MR11 in all the scenarios;

Scenario 1: Goods Received is Less than Invoice Received (More number of Goods Invoiced)

Purchase Order Quantity = 15 No’s

GL Entries during Goods Receipt = 10 No’s

After Invoice receipt Quantity = 15 No’s

Assuming if the remaining 5 No’s will be received latter

In our example we imagine that extra Quantity 5 No’s is not delivered. So in order to clear GR/IR we have to run MR11.

After executing MR11

In this case the MAP of the material will be;

Inventory details Before Goods Receipt

After Goods receipt

After Executing MR11

Note: No Change in MAP of the material

Scenario 2: Invoice  received is Greater than Goods Received (GR =I R goods receipt, Invoice  contains Freight Charges, transportation charges and any other charges)

Purchase Order Quantity = 15 No’s +Freight Charge + Air Charge

GL Entries during Goods Receipt = 15 No’s +Freight Charge + Air Charge

After Invoice receipt Quantity 15 No’s

After MR11 Execution

In this case the MAP of the material will be;

Inventory details Before Goods Receipt

After Goods Receipt

After Executing MR11

Scenario 3: Goods Received is Greater than Invoice Received

Purchase Order Quantity = 15 No’s

GL Entries during Goods Receipt = 15 No’s

After Invoice receipt Quantity = 10 No’s

Assuming if the remaining 5 No’s Invoice will be received latter

In our example we imagine that extra Quantity 5 No’s Invoice is not received. So in order to clear GR/IR we have to run MR11.

After executing MR11

In this case the MAP of the material will be;

Inventory details Before Goods Receipt

After Goods receipt

After Executing MR11 (Only Value of the material will be hit, quantity remains same)

Scenario 4: Goods Received, Invoice Received but invoice cleared not against the Scenario 5: PO Goods Received, Invoice not Received

Purchase Order Quantity = 15 No’s

GL Entries during Goods Receipt = 15 No’s

After executing MR11

In this case the MAP of the material will be hit;

Inventory details Before Goods Receipt

After Goods receipt

After Executing MR11 (Only Value of the material will be hit, quantity remains same)

All the Scenario explained above is when the Material Stock is equal to the Quantity to be Cleared.

If material Stock is not equal to Quantity to be cleared the actual stock quantity is debited or credited proportionally. The remaining amount is posted to a price difference account.

Ideally MR11 should be executed once in a year or twice after getting clearance from MM team and the FI team.

Executing MR11 can either over estimate or under estimate the stock value.

More Details Can be found from:

http://help.sap.com/saphelp_46c/helpdata/en/a8/b99471452b11d189430000e829fbbd/content.htm

Also refer the following SAP Notes;

10757    -> FAQ: MR11, clear GR/IR clearing account
790426 ->  MR11: Functionality
710865 ->  MR11: Important information on account maintenance