Inventory Training Module 4
Inventory Receipt / Payment Process
North Carolina Department of Public Instruction
Transportation Services
December 2014
Craig Warren
Transportation Consultant
Inventory Training Module 4
Inventory Receipt / Payment Process
Processing Packing Slips and Invoices against order creation form
TD-21Paper Form
Extend material to your Plant
Creation of Bin / Shelf Location
ME-21 / MIGO BSIP receipt transaction
Parts Labeling
Indicate Core Information on Part labeling Tag /Shelf / BSIP
Chart of accounts for payment 421,422,423 etc.
Process Packing Slip
 Confirm packing slip and order received match before entry
into BSIP
 Shortages on received goods cause many of the shortages if
not caught at time of receipt.
 Don’t assume all parts are there count and confirm!!!!
Invoice
 Confirm Invoice matches inventory received before BSIP
entry.
 Confirm quantity billed match received goods and the price
appears to be correct. Question any and all concerns
TD 21
 Fill in quantity and pricing including sales tax on TD-21 to
assist in receipt accuracy before starting BSIP entry process.
 Divide freight charges across the order and attempt to place
major freight charges on special order or higher priced items
to prevent exaggerated prices for low cost items.
Example ofTD21 form follows
TD-21 Form
Inventory Receipt Report - TD-21
Vendor:
Bus Auto Parts Company
Material Document Number:
_________________________
Quantity
DOT Number
< Total Qty.
Manufacturer
Number
Invoice Number:
________________________
Description
Date:
_________________________
Purchase Order Number:
_________________________
Unit Price
Total >
Total
Storage / Bin
Location
Extend “NEW” Materials to Plant
 New parts require this process before parts are allowed to be
received into BSIP
Bin / Shelf Location Creation
 Setup of Bin and shelf location can be carried out at anytime
after new parts are extended to your plant.
 It is recommended that all existing parts in BSIP have Bin and
shelf locations established if not already done to assist in
many phases of inventory control and management.
ME-21 / MIGO BSIP receipt transaction
 The process for receiving inventory should be accomplished
using the ME21 / MIGO BSIP Transaction
 The process is explained and screen shots will follow that
show actual view of screens involved in the process.
 These instructions are all located on the
NCBUSSAFETY.ORG website under Business Systems
Information Portal Transaction procedures and by contacting
Kevin Harrison at Transportation Services for assistance
Entering Inventory
(Purchase Order/Goods Receipt)
Use this procedure to enter materials (except
fuel) into inventory. A purchase order must be
created.
Basic Commands
1.
2.
3.
4.
Back
Cancel
5.
Help
6.
7.
8.
Exit
Enter
SaveMovement Types
101 Execute
Receipt of materials into inventory
102 Reversal of receipt of materials into
inventory
261
Issue materials to work order
262
Reversal of materials issued to
work order
311
Transfer material within storage
locations
971
Receipt of bulk fuel shipment
10
DPI Vehicle Fleet Management
9.
10.
11.
12.
13.
14.
ME21N
MIGO
From the SAP R/3 System Easy Access screen or from your favorites, enter or select transaction code ME21N.
Click or press Enter. The Create Purchase Order screen displays.
- Defaults set are displayed. See Setting up ME21N.
Enter 23 in Vendor field (in space to the right of the word Vendor).
For each item, enter the following:
- PO Quantity
- Unit of Measure (Oun)
- Material (DOT material number)
- Net Price (this is Price per Unit of the item)
Click on Check
icon.
- System may display messages in a dialog box about delivery dates and info records- these can be ignored..*Any
other error messages must be resolved*. Click on the green check
.
Click on
.
Record Purchase Order number on invoice.
Receive Material Into Inventory: Enter /NMIGO from the Create Purchase Order screen.
- Alternatively, you can click on to return to the SAP Easy Access Screen and enter or select transaction code
MIGO.
In the first Matchcode field, select Goods receipt.
In the second Matchcode field, select Purchase order.
The Movement type should change to 101 GR goods receipt.
Enter Purchase Order in field with blinking cursor. Click
.
- System pulls in items from Purchase Order.
Put a check in the OK box next to each item you want to receive.
Click on
. System puts the Material Document number in the Status Bar. Note this on the invoice.
* See ME22N on how to correct Purchase Order*.
December, 2003
Revised 8/17/2005
Parts Labeling
 Labeling of parts at time of receipt with help correct DOT
number issues.
 Do Not write on the packaging as this will normally result in
not being able to return if not used.
 Tag parts with paper removable tags or stick on tags
Parts Labeling / Core Tracking
 Indicate on the parts tag if the part carries a core charge.
 This type of labeling will assist in tracking the core and
remind you to follow the core and request receipt of core
credit.
 Failure to follow this step can result in monies not accounted
for at the end of the physical year.
Chart of accounts
 Determine at the time of invoice processing the correct chart
of accounts for the payment to be paid from.
 Accounts
421,422,423 etc..
 Many errors are made when items such as fuel, oils and
grease or tires are paid from parts accounts and does not
reflect the true account of funds during the reporting phase.
 Contact Transportation Services if this process is not clear.
Summary
This module on Inventory receipt and payment Processes
should be used as a guide to correct or possibly eliminate issues
you are currently having in Inventory management. Many times
bad receipt and payment practices drive up inventory costs due
to incorrect quantity receipts and errors in prices due to not
cross checking the invoices against BSIP once order is
completed. The use of forms created to assist in the receipt
process may also eliminate errors if utilized. Transportation
Services hopes this module will be another reference tool you
will use to insure accuracy in the daily operation of your
facility.
Inventory Training Module 4
Inventory Receipt / Payment Process
North Carolina Department of Public Instruction
Transportation Services
December 2014
Craig Warren
Transportation Consultant