Open GR/IR items

Question

Hi SAP GURU's,
I had an issue in GR/IR open items clearing. The scenario is we had a policy to wirteoff the GR/IR open items which are more than 18months with regard to PO. Can any advice the procedure for this so that open GR/IR tiems and PO should get closed( Few GR/IR items have same PO)
Along with this please tell me which accounts are going to effect by this.
Please treat this as urgent issue to be resolved.
I will award point who has given me the right answer but request not to guess and give the reply since this is real time problem I am facing at present.
All the best
Regards,
Srini

Answer 1

Hi Srini,
When we talk about GR/IR clearing there are 2 types of clearing:
1) Clearing all matching debits and credits - assuming you have received your goods and processed the vendor invoice in full and the amounts matched, there will be debits and credits sitting in you GR/IR account that needs to be cleared. To do this: a) Configure 'Prepare Automatic Clearing' - SPRO > Fin Acctg > GL Acctg > Bus Trans > Open item clearing > Prepare Automatic Clearing. Generally this is set up as Criteria 1 - EBELN (PO) Criteria 2 EBELP (PO item)
b) Every month execute F.13. This will automatically clear all GR/IR items which meet teh above criteria (PO & PO Item) and the amounts match.
2) Clearing uncleared values - there will always be scenarios, where you invoice value is less than or greather than the GR value or where you have not received invoice from the vendor etc. which causes the Dr and Cr balances related to a PO an PO item not match in values. These have to be written off (as you said in your case - anything over 18 months old). This is done using MR11
You can run this in the prepare list mode (like test run) and the system will show you which GR/IR items are not cleared that need to be written off. There are tolerances you can set in the selection screen  (e.g. val < 20). This difference will be written off to the Price Difference account (in OBYC - GBB-PRD)
Hope this helps.
Praveen