How do you train and support your staff on goods receipt in SAP?

1 Why is GR important?

GR is important because it affects the accuracy and timeliness of your inventory management, invoice verification, and payment processing. By posting a GR, you confirm that the goods or services match the purchase order (PO) specifications, quantity, and quality, and that they are ready for use or consumption. You also trigger the liability to pay the vendor and the update of the general ledger and the material master. If you fail to post a GR, you risk overpaying, underpaying, or missing payments, as well as having inaccurate stock levels, valuation, and availability.

2 How to perform GR in SAP?

There are different ways to perform GR in SAP, depending on the type of goods or services, the movement type, and the reference document. The most common way is to use the transaction code MIGO, which stands for Goods Movement. MIGO allows you to post a GR for a PO, a delivery note, a reservation, or a material document. You can also use other transaction codes, such as MB01, MB31, or MB1C, for specific movement types. To perform a GR in SAP, you need to enter the required information, such as the PO number, the movement type, the plant, the storage location, the quantity, and the batch number. You also need to check the item details, such as the material number, the unit of measure, the valuation type, and the account assignment. You can also enter optional information, such as the serial number, the inspection lot, the delivery note number, and the invoice number. After entering the data, you need to save the document and check the generated material document number and the accounting document number.

3 How to train your staff on GR in SAP?

The best way to train your staff on GR in SAP is to provide them with a comprehensive and practical curriculum that covers the theory, the practice, and the scenarios of GR. You can use a combination of methods, such as online courses, webinars, videos, manuals, guides, quizzes, and simulations, to teach them the concepts, the procedures, and the best practices of GR. You can also customize the training according to the roles, the responsibilities, and the needs of your staff, such as buyers, receivers, accountants, or managers. You can also monitor their progress and performance, and provide them with feedback and coaching.

4 How to support your staff on GR in SAP?

Training your staff on GR in SAP is not enough; you also need to provide ongoing support, particularly when they experience issues, errors, or changes. To do this, you can offer a help desk or hotline for technical assistance and troubleshooting. Additionally, you can create a knowledge base or repository for reference and documentation. Furthermore, a community or forum can be used for peer-to-peer learning and collaboration. Finally, a mentor or coach can be available to provide guidance, advice, and feedback.

5 How to improve your GR process in SAP?

Finally, you can improve your GR process in SAP by following best practices such as aligning the process with business goals and policies, automating it using tools like barcode scanners and RFID tags, integrating it with other processes, reviewing it regularly using metrics, and enhancing it continuously with feedback from staff, vendors, or customers. By doing so, you can train and support your staff on goods receipt in SAP and make your purchasing process more efficient and effective.