Welcome to the Efficient eLearning S A P Training Series.
In this video we’ll be posting a goods receipt against a purchase order using transaction MIGO.
And here’s our list of topics.
We’ll start by confirming where transaction code MIGO fits in the procure-to-pay process.
Before posting the goods receipt we’ll review the status of the purchase requisition using transaction ME53N (Display Purchase Requisition)
and the status of the purchase order using transaction ME23N (Display Purchase Order)
and transaction ME2N (Purchase Orders by PO Number).
We’ll then post a goods receipt against a purchase order in S A P using transaction MIGO
and, finally, once the goods receipt has been posted, we’ll again review the status of the purchase requisition using transaction ME53N
(Display Purchase Requisition)
and the status of the purchase order using transaction ME23N (Display Purchase Order) and transaction ME2N (Purchase Orders by PO Number).
Let’s begin with where transaction MIGO fits in the procure-to-pay process.
Transaction MIGO is used to post goods movements,
in this case the posting of a goods receipt against a purchase order.
OK, so we’ve established where transaction MIGO fits in the procure-to-pay process
Now let’s review the status of the purchase requisition and the purchase order in S A P prior to posting the goods receipt.
Navigate to the SAP menu folder “Logistics",
"Materials Management",
"Purchasing",
and "Purchase Requisition".
Double-click on the entry for transaction ME53N (Display Purchase Requisition).
In my screen the correct purchase requisition is currently displayed.
However, if the correct requisition is not currently displayed click on the “Other Purchase Requisition” button.
Click in the "Purchase Requisition" field, type in the relevant purchase requisition number and then click the “Other Document” button.
Click on the “Status” tab at Item Details level.
Note this section of the tab where the purchase order number is displayed.
Once the goods receipt has been posted it will appear in this section underneath the purchase order number.
Click the green “Back” arrow to return to the S A P main menu.
Expand the "Purchase Order" folder
and double-click on transaction ME23N (Display Purchase Order).
Click the “Selection Variant” drop-down and choose “My Purchase Orders”.
If the purchase order you created earlier is not already displayed, locate the purchase order in the list and double-click on it.
Click this icon to display the list of tabs at item details level.
Note there is currently no “Purchase Order History” tab.
This is because we have not yet posted any goods receipts or invoices against this line of the purchase order.
Once the goods receipt has been posted the “Purchase Order History” tab will be visible.
Click the green “Back” arrow to return to the S A P main menu.
Expand the “List Displays” folder and double-click on transaction ME2N.
Click in the “Purchasing Document” field and type in the relevant purchase order number.
Clear out any other fields that have been automatically populated except for the "Scope of List" field.
This field value should be set to BEST_ALV (to utilise the more efficient ALV Grid reporting style).
Please note the code for the ALV layout for purchase orders in your system may be different.
Click the “Execute” button to the run the report.
Our main focus in this report will be these 4 columns as we progress through the procure-to-pay process.
As you can see the "Still to be Delivered Quantity" and "Still to be Delivered Value" fields currently represent the full order quantity and order value
(as we've not yet posted any goods receipts for this line of the purchase order).
Once the goods receipt has been posted these fields will be updated in the report.
Click the green “Back” arrow twice to return to the S A P main menu.
We’ll now post a goods receipt against a purchase order using transaction MIGO.
We've now received our delivery of mobile phone handsets.
On the left of screen is the delivery note that came with the goods. On the right of screen is S A P.
Collapse the “Purchasing” folder
and navigate to folder “Inventory Management” and “Goods Movement”.
Now double-click on transaction MIGO.
The values in these 2 fields are currently correct but might be different for you
so let’s go through the process of choosing the correct values for posting a goods receipt.
In the “Transaction / Event” field click the drop-down list and choose “Goods Receipt”.
In the “Reference Document” field click the drop-down list and choose “Purchase Order”.
Ensure the "Movement Type" is set to 101 (GR Goods Receipt).
If not, simply overwrite the value in this field with "101" and press the key on the keyboard.
Note the purchase order number from the delivery docket.
Now click in the “Purchase Order” field, type in the relevant purchase order number and then press the key on the keyboard.
The “Document Date” field defaults to the current date.
If the date on the delivery note is prior to this date you can overwrite this field value.
The posting date also defaults to the current date and we can leave this as the default value.
Note the delivery note number on the delivery note.
Click in the “Delivery Note” field and enter the delivery note number from the delivery note.
Now click on the “Quantity” tab.
The “Quantity in Unit of Entry” field represents the actual quantity received.
This field value defaults to the remaining open order quantity.
We ordered 5 handsets and, up until now, we haven't received any,
so this field defaults to the total order quantity (that is, 5 handsets).
As you can see from the delivery note the quanity delivered was 5, so we can leave this field as the default value.
The “Quantity in Delivery Note” field can be populated when there is a difference between the quantity received and the quantity on the delivery note.
As these quantities match in our example we can leave this field blank.
To include this item in the goods receipt posting set the “Item OK” checkbox.
We’ve now entered all of the required information for the goods receipt. Click the “Check Entries” button.
Note the information message at the bottom of the screen indicating the document is OK.
Now click the “Post” button to post the goods receipt.
Note the message at the bottom of the screen with the material document number.
Click the green “Back” arrow to return to the S A P main menu.
Collapse the “Inventory Management” folder and then expand the “Purchasing” folder.
Double-click on the entry for transaction ME53N (Display Purchase Requisition).
If the correct purchase requisition is not currently displayed click on the “Other Purchase Requisition” button
then type in the relevant purchase requisition number and click the “Other Document” button.
Click on the “Status” tab at "Item Details" level.
As you can see the goods receipt now appears under the purchase order.
Click the green “Back” arrow to return to the S A P main menu
then double-click on transaction ME23N (Display Purchase Order).
If required, click the “Selection Variant” drop-down and choose “My Purchase Orders”.
If the purchase order you created earlier is not already displayed, locate the purchase order in the list and double-click on it.
Click this icon to display the list of tabs at "Item Details" level.
Note the “Purchase Order History” tab is now visible. Click on this entry to select it.
You can now see the goods receipt that was posted earlier.
Click on the link for the material document to display the goods receipt.
As you can see the material document contains all the information we entered when we posted the goods receipt.
Now click the green “Back” arrow twice to return to the S A P main menu.
Now double-click on transaction ME2N.
Click in the "Purchasing Document" field and type in the relevant purchase order number.
Clear out any other fields that have automatically populated except for the "Scope of List" field.
This field value should be set to BEST_ALV (to utilise the more efficient ALV Grid reporting style).
Again, please note the code for the ALV layout for purchase orders in your system may be different.
Now click the “Execute” button the run the report.
Note the "Still to be Delivered Quantity" and "Still to be Delivered Value" fields.
The values in these columns are now zero as we've just posted a goods receipt for the full order quantity.
As we haven’t yet posted any invoices against the purchase order, the "Still to be Invoiced Quantity" and "Still to be Invoiced Value" still represent the full order quantity and order value.
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Thanks for watching.