This open non-payable liability & to which GL Account to be discharged to.

Question

Dear Gurus,
Consider scenario in Procurement cycle as under
a) There is a residual open liability  (say GR/IR or Freight liabilities) created after GR against PO
b) This liability created is more than actual payable;
thus liability discharged after IV (transferred to vendor liability) is less than the above created
Thus the difference is the open residual liability
c) This portion of liability needs to be removed WITHOUT (further) payment  (as not payable)
d) Practically it would not be feasible to reverse transactions & amend PO & recreate
We need to understand how to remove(/transfer)  this open non-payable liability & to which GL Account to be discharged to.
Pls help

Answer 1

Hi,
SAP has provided a Standard way of clearing these GL A/c.
Use MR11 - GR/IR Clearing Account Maintenance for this;
Use: -
Quantity differences between goods receipt and invoice receipt for a purchase order result in a balance on the GR/IR clearing account.
If the quantity invoiced is larger than the quantity received, the system then expects further goods receipts for this purchase order to clear the balance.
If the quantity received is larger than the quantity invoiced, the system then expects further invoices for this purchase order to clear the balance.
You can also clear differences for delivery costs.
If no more goods or invoices are to be received, you must clear the balance manually.
This can be done in different ways:
You can return the extra goods to the vendor.
You can cancel the invoice and post a corrected invoice or a credit memo for the surplus posted quantity.
You can clear the GR/IR clearing account manually.
GR/IR Account Maintenance: Account Movements
Use: -
The offsetting entry to clear the GR/IR account is the same as the posting made when you enter an invoice for a purchase order.
Material with Moving Average Price (MAP)
The GR/IR account is cleared against the stock account, unless no stock coverage exists. If the material stock is smaller than the quantity to be cleared, only the actual stock quantity is debited or credited proportionally. The remaining amount is posted to a price difference account.
Material with Standard Price
The offsetting entry is posted to a price difference account.
Purchase Orders Assigned to an Account
The offsetting entry is made to the cost or fixed asset account shown in the account assignments in the purchase order.
Also refer following link;
[Maintaining the GR/IR Clearing Account|http://help.sap.com/saphelp_erp60_sp/helpdata/en/30/1060387db94003e10000009b38f8cf/frameset.htm]