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Picture Description

This flowchart depicts the process for handling short quantity at goods receipt in SAP S/4HANA. It outlines the key steps and interactions between the Materials Management (Procurement P2P) and Finance department, along with the necessary follow-up actions for credit notes.

Process Steps in Flowchart are explained below;

  • Purchase Order (Tcode ME21N) ๐Ÿ“: The store department creates a purchase order for the required goods.
  • Goods Receipt (Tcode MIGO) ๐Ÿ“ฆ:
    • On receipt of material, a goods receipt note (GRN) is carried out for the actual quantity received.
    • Note: In case of a short quantity beyond the agreed limit or price difference, the purchase department follows up for a credit note with the supplier. The invoiced quantity will be mentioned while doing the GRN in the system.
  • Invoice Receipt (Tcode MIRO) ๐Ÿงพ:
    • The accounts department receives the invoice.
    • The invoice is booked for the full quantity as per the invoice, and a subsequent credit memo is raised with the supplier for the differential quantity.
    • The finance department can identify the actual quantity received and the quantity invoiced during the invoice booking.
  • Debit Note -Short Receipt (Tcode MIRO) ๐Ÿ“‘:
    • A debit note is created against the original invoice reference for the short quantity.
    • Note: Raise a debit note only for the short quantity, never for the excess quantity received.
  • Send Debit Note to Supplier โœ‰๏ธ:
    • The debit note is printed and sent to the supplier for the short quantity.

This process ensures accurate recording and handling of short quantities received, facilitating proper follow-up for credit notes and maintaining financial integrity in SAP S/4HANA.

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