SAP > Purchasing – A/P

1. Retrieve the Purchase Order you previously entered (use the Binoculars to search)


2. After you’ve found the correct Purchase Order, go to the bottom right corner of the Purchase Order Window, click on “Copy To”

3. Choose “G. Receipt PO”


A New “Goods Receipt PO” Window opens:


4. Confirm the “Item Number” is what you received

5. Confirm the “Quantity” amount is the same as you received

a. If the quantity is different you can change the quantity here by clicking on Quantity and change the amount

6. Confirm the “Unit Price” is what was originally quoted

7. Confirm the “Freight” matches what was originally quoted

8. Choose “Add” when complete

9. The Purchase Order is now marked “Closed” in the Purchase Order module

10. Inventory and the General Ledger are now updated


Use this method, if you haven’t entered a Purchase Order


1. Enter the Vendor you received the product from

2. Tab to the “Vendor Ref. No.” and enter the Vendors Reference Number – this is usually an Invoice Number or Document Number (SAP checks all other “Vendor Ref. No.” to ensure there are no duplications within the system)

3. Tab to the “Posting Date” and enter today date, or the date you want to post the Good Receipt PO

4. Tab to the “Due Date” – SAP will calculate the due date from the “Posting Date” and will calculate using the Payment Terms previously set in the Business Partner Master Data window

5. Tab to the “Document Date” and enter the date of the document received from the vendor


6. Tab and select the “Item / Service Type”

a. Item = if it’s an Inventory Item
b. Service = if it’s not an Inventory Item

7. Tab and choose the Inventory Item or Enter Text if it’s a Service Type

8. Tab and enter the Quantity Received from the Vendor

9. The Unit Price will default from the Last Purchase Price, you can over write the Unit Price by clicking in the field and typing the correct amount

10. Enter a discount, if one is applicable

a. You can also choose to enter the discount at the bottom of the window, this way you can see the order Total before the discount, and show the discount as a line item

11. Enter the Tax Code, if one is applicable

12. Verify the Total column matches the product total from the document received from the vendor

13. Choose the “Buyer”

14. Enter the “Freight” if applicable

15. Enter any “Remarks”

16. Choose “Add” when complete