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1 SAP Goods Receipt for Consumable Material

This tutorial is part of our SAP MM course and it talks about SAP Goods Receipt for
Consumable Material. We will discuss the business background of goods receipt
process and explain how it is implemented in SAP ERP. You will learn how to perform
SAP goods receipt for a purchase order containing a consumable material.

Goods receipts is the sixth phase of the procurement cycle. After processing and
monitoring of a purchase order, comes the time to receive the ordered material from
the vendor via SAP goods receipt transaction as depicted in the following figure.
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SAP Goods Receipt in the Procurement Cycle

SAP ERP differentiates two types of materials known as stock materials and
consumable materials. Let us talk about SAP goods receipt for consumable materials.

1.1 Consumable Materials

Consumable materials can be defined as:

• Materials without value-based inventory management (not tracked in inventory)

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• Materials purchased for a particular account assignment object (purchased for a cost element, an asset
accounts, etc.)

A material master record is not necessary for a consumable material. However, there
are cases when a consumable material has a master record. In certain scenarios, we
can have:

• Consumable material having a master record but not subject to quantity-based or value-based inventory
management
• Consumable material having a master record and subject to quantity-based inventory management but not to
value-based inventory management
• Stock material purchased for consumption

1.1.1 Consumable Material with Master Record

A material with a master record has a property controlling if inventory management for
this material is carried out on a value basis. This property is called material type. As
consumable materials are not tracked in inventory, therefore, they are never under
the value-based inventory management. SAP system includes two standard material
types for consumable items known as:

• Non-valuated material: under inventory management on a quantity basis (in SAP MM) but not on a value basis
(SAP FI).
• Non-stock material: Inventory management is not possible neither on a quantity nor on a value basis.

Each of these material types is used for a specific purpose. The first one is used for
low value items with stocks that have to be monitored, whereas the second is used for
regularly needed consumable items with the properties to allow the storage of
information needed to produce purchasing documents.

1.1.2 Account Assignment Objects

For each item of a purchase order (PO) or a purchase requisition (PR) that is intended
for direct consumption, an account assignment has to be entered in SAP. Account
assignment entry is mandatory for consumable materials. We have account
assignment objects follows:

Account Assignment Objects Category Information to Provide

Cost Center K G/L account and cost center

Production order F Number of production order

Sale order C Number of sales order and G/L account

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Account Assignment Objects Category Information to Provide

Project P Number of project and G/L account

Unknown U Nothing

Asset A Asset number

1.2 SAP Goods Receipt for Consumable Materials

Let us assume that a vendor has completely delivered a material ordered in one of
our purchase orders. The first thing to do will be to capture the goods receipt.

Please consider that the numbers that will be mentioned below (for example purchase
requisition, purchase order, etc.) are just for illustrative purpose. Learners are most
likely to have different numbers according to their SAP configuration.

A purchase requisition with the number XXX was created with the following data:

• Account assignment category: U

• Short text for description: MAC BOOK PRO
• Quantity to be Supplied: 1
• The unit of measure: PC
• The delivery date: today date + 3
• Material group: 0020010
• The plan: 1200
• The purchasing group: 004
• Valuation price (In the item detail valuation tab): 1200
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SAP Purchase Requisition

This purchase requisition was created for a material without a master record having in
its description a short text (MAC BOOK PRO) and an account assignment category (U).
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Then, this purchase requisition was converted into a purchase order with the following
data:

• Order type: Standard PO

• Purchase organization: 1000
• Vendor: 9001
• Account assignment category: U
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The account assignment category U (Unknown) was replace by K (Cost Center)

because the purchasing department that is responsible for the purchase order has to
perform a proper account assignment. Additionally, the following information was
entered under the item details in the Account Assignment tab:
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• The G/L Account: 410000

• Cost Center: 1000
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Conversion of SAP Purchase Requisition to SAP Purchase Order

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The purchase order number XXX is surely an order for a consumable material with
characteristics like:
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• Short text (description): MAC BOOK PRO

• Material group: 0020010
• Account Assignment Category: K
• The G/L Account: 410000
• Cost Center: 1000

To capture SAP goods receipt of that consumable material, as we know the purchase
order number, we will use the following path:

Post goods receipt for purchasing document tile (= MIGO_GR)

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Enter the purchase order (or select it), and also the following details:
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Ask to your manager to approve your PO. He just has to click on Notification icon to
do it.
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Next, after pressing on Enter button, the system will retrieve and display details of our
purchase order.
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• Document date: today date

• Posting date: today date
• Delivery note: *
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The delivery note is not a mandatory field. It is an external reference field for delivery
note that has to be filled. ‘*’ is just a placeholder if we don’t have any delivery note
number.

In the item, we can also specify stock type here (which is unrestricted use by default)
that we will leave unchanged.
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Let us click on the field with the number 1 on the first item and tick on the checkbox line.
If the purchase order has many items, we will have click on each line (or all) and
performed the same operation.
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In the details, there are several tabs with detailed data.

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Save the document. The SAP system will post goods receipt by generating a material
document and show its number at the bottom of the screen.

SAP Material Document Number

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In order to verify posting of our purchase order, click on the Material document. The
system should provide the material document number automatically. The SAP system
will display the following screen with details of the material document.

SAP Material Document flow

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On the display screen, you can view the accounting documents related to the material
document using the accounting document number link.
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The accounting document that was automatically generated with our goods
receipt posting is shown on the screenshot below.

Accounting Document Corresponding to Goods Receipt

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And you can also view the stock overview for each material using the material
document.

Material document overview

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More links
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For our case, the stock overview will not display any page because we posted a
consumable material without any material master record, therefore, it is not subject to
any inventory management.
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