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Can the Open PO with GR posted but not invoiced be archieved

Former Member
0 Kudos

Dear All Expert,

Would like to know is there any way to archieve the open PO where the

PO has only GR and no Invoice

Additonal to that, would like to know how big is the file for open PO

with only GR and no Invoice.

Other than archiving is there any other way to delete the Open PO which has only GR and no Invoice.

Thank you

Regards

Leonard

Accepted Solutions (1)

Accepted Solutions (1)

PollyGan
Advisor
Advisor
0 Kudos

Hi Leonard,

You may set the "final invoice" indicator in PO, and then proceed with archirving.

Thanks and regards,

Polly

Answers (4)

Answers (4)

JL23
Active Contributor
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You cannot archive open POs.

You cannot archive POs with received quantity unequal to invoiced quantity.

setting somehow the invoce completed indicator does not clear your GR/IR account.

You have to run MR11 to enable a subsequent archiving.

Keep in mind any change on a order (setting of final invoice or doing MR11) is a change and prolongs the residence time, means the residence time starts calculating based on the last change date.

So POs that failed in archiving today, will not even be included in the selected POs tommorow because of the new change. The will be selected after the residence time is over again.

Former Member
0 Kudos

Hi Jurgen.

Thank you for your information, the system really cannot arhieved the Open PO with received quantity unequal to invoiced quantity.

The log shown:-

-GR qty is smaller than ordered qty minus underdelivery tolerance

-Invoiced quantity not same as GR quantity.

Would like to check with you, is there any other solution to archieve the PO with the scenario as stated in the log above other than just delete the PO.

Thank you

Regards

Former Member
0 Kudos

Dear Jurgen,

Additional inquiries, would like to check with you that MR11 is to close the GR/IR or can i say to make the GR amount equal to IR amount.

Thank you

Regards

Leonard

JL23
Active Contributor
0 Kudos

you cannot delete such PO, you will receive the same error.

you need to do GR/IR clearing:

http://help.sap.com/saphelp_erp60_sp/helpdata/en/43/34d338bd0a11d38aec0000e83234f3/frameset.htm

Former Member
0 Kudos

Dear Jurgen,

If thats the case would like to seek for your advise whether the PO can be archieved? since it cannot be deleted. The user is worried of the size of the PO may utilise the hard hisk space, as the hard disk space now is at the critical situation.

Thank you

JL23
Active Contributor
0 Kudos

deletion is a precondition to archiving.

so you cannot archive what is not possible to delete.

I dont think that you save your harddisk with deletion and archiving of one or some more POs.

In my system the table space needed for POs is in ranking list somewhere in the hundreds. There are much bigger tables in SAP than the few PO tables.(this can be analyzed with DB02)

Former Member
0 Kudos

Dear Jurgen,

Since I am non Basis guy, not sure how to analyst in DB02, however, would like to know how many space will be taken for 1 PO.

thank you

Former Member
0 Kudos

Dear Jurgen,

Would like to check with you the since the material document can be archieved even though the GR amount is not fully recived by having the Deliv. Compl.indicator checked at the item details Delivery tab.

How about the the Final Invoice in the PO being checked at the item details invoice tab, can the PO being archieved eventhough the GR/IR clearing is not fully done.

Thank you

Regards

Leonard Tan

Former Member
0 Kudos

Dear Jurgen,

Would like to check with you the since the material document can be archieved even though the GR amount is not fully recived by having the Deliv. Compl.indicator checked at the item details Delivery tab.

How about the the Final Invoice in the PO at the item details invoice tab being checked, can the PO being archieved eventhough the GR/IR clearing is not fully done.

Thank you

Regards

Leonard Tan

JL23
Active Contributor
0 Kudos

Dear Jurgen,

>

> Since I am non Basis guy, not sure how to analyst in DB02, however, would like to know how many space will be taken for 1 PO.

>

> thank you

Nobody can tell you how much space will be taken from a PO, as it depends very much on the details of the PO.

e.g. if you have just one item or many

if you have already a goods receipt (or many partial receipts) or none

if you have already an invoice receipt (or even many because of subsequent invoices, e.g. for freight) or none

If you have long text and how much lines it has

how many change records you have for a PO and its items

I am certain that an uploaded picture (scanned document) is 100 times bigger than the data of a PO.

JL23
Active Contributor
0 Kudos

Dear Jurgen,

>

> Would like to check with you the since the material document can be archieved even though the GR amount is not fully recived by having the Deliv. Compl.indicator checked at the item details Delivery tab.

>

> How about the the Final Invoice in the PO being checked at the item details invoice tab, can the PO being archieved eventhough the GR/IR clearing is not fully done.

>

> Thank you

>

> Regards

> Leonard Tan

The material document is an extra archiving object. By design it has no dependencies, So you can archive material documents at any time.

if you want that a material document cannot be archived if the PO which was referenced is not yet fully received then you can do this checks in the forseen user exits.

SAP stores the important info from material document partly redundant in PO history table EKBE (EKBE is archived along with the PO in object MM_EKKO)

When in SARA, then you can click the network graphics button after you have entered the archiving object and SAP will show you what needs to archived prior to this object.

JL23
Active Contributor
0 Kudos

Dear Jurgen,

>

> Would like to check with you the since the material document can be archieved even though the GR amount is not fully recived by having the Deliv. Compl.indicator checked at the item details Delivery tab.

>

> How about the the Final Invoice in the PO at the item details invoice tab being checked, can the PO being archieved eventhough the GR/IR clearing is not fully done.

>

> Thank you

>

> Regards

> Leonard Tan

No, you cannot archive a PO that is not completed, and a PO is not completed if there was a difference and GR/IR clearing is not done .

Former Member
0 Kudos

Hi,

The open Po with GR only can be filtered from the report ME80FN.After that just write abap program as per your requirement.

Thanks & Regards,

Bijay Pradhan

Former Member
0 Kudos

Hi,

The best solution will be to create a program with help of ABAPer whereby all the PO whose GRN has been done will be considered in the program and on executing the program the final delivery completed indicator will be ticked off and then based on the source code in the program the PO will be archieved from database.By std this requirement will not be fulfilled except by development.

Former Member
0 Kudos

Hi Polly

Thank you very much for your infor, this solution can be done for one PO, however, the system is having more than 3000 Open PO that need to be archieve. Is there any better solution for this

Thank you

PollyGan
Advisor
Advisor
0 Kudos

Hi Leonard,

You may try mass maintenance transaction MEMASSPO to set the final invoice indicator.

Or may develop a program to set the indicator.

Hope it helps.

Regards, Polly

Former Member
0 Kudos

Hi Polly,

Helpful information, will this also archive the material document as attachmented with the PO.

Thank you

JL23
Active Contributor
0 Kudos

Hi Polly,

>

> Helpful information, will this also archive the material document as attachmented with the PO.

>

> Thank you

No, material documents have to be archived with SARA object MM_MATBEL.

Only the line in the PO history (table EKBE) will be archived together with MM_EKKO.