I’ve been working to help thousands of customers since 2020. I started in the SRM application, as soon my knowledge was growing and being known by colleagues, I started my adventure on ERP more specifically on MM-IV after an invitation to be part of the team.
Encouraged by many questions about flags, indicators, and parameters in our daily work, I would bring attention to the most important indicator in the procurement invoice, it is the famous “GR based IV” aka WEBRE. This is located on Purchase Order (PO) under ‘Invoice’ tab, and it is the first flag that I used to look at on my troubleshooting.
As an English speaker this leads to an idea that goods receipt (GR) is posted on invoice basis. However, it is quite the opposite, when we want to post an invoice receipt (IR) we want to have it posted on GR basis. It means that the GR posting will determine the amount and quantities on the invoice item proposal and be referred to that item.
Whenever this is set on the PO, it will be necessary to post a GR previously of the IR. Then the invoice item is linked to the GR and it will derivate the same amount and quantity apart from services item whereas the service entry sheet (SES) will be our reference because it is the responsible for the GR acceptance. Thus, there will be one invoice item line for each GR posted.
But what if we do not set it? Well, the IR can be created independently of the GR and SES, at any order without any reference. Thus, there will be one invoice item line for the order item instead.
The EKBE-LFBNR, EKBE-GJAHR and EKBE-LFPOS are filled with the GR details for the PO item which were set with GR based IV (EKPO-WEBRE). The same is replicated in the RSEG.
See examples from internal system to illustrate that:
Reference number is fulfilled when using flag GR Based IV on PO item, otherwise it is blank
With that in mind, we can assume that will impact on the accounting valuation, especially about the GR/IR clearing account, in short, the WRX account. This is super important, because when we do not have it set, the whole PO history will be counted on the calculation.
You may be curious about this logic valuation, have a look on the KBA 1674290
It does not stop here…
This flag is also important to trigger the correct tolerance check functionality as no one wants to pay extra amount for a received item. This will indicate by how much the item proposal deviates from the threshold defined in the system.
To prevent further postings for the received items you can review KBA 2055131.
In ERS scenario, this flag is mandatory as part of invoice automation posting. All the settings to it are described in details in KBA 2713817
The indicator WEBRE also controls the cancellation or reversal order of the PO follow-on documents. If you posted a goods receipt and the relevant invoice for it, you could only reverse this GR if you first post a credit memo for the invoice.
When the invoice via EDI processing comes, we face the other side of the coin as the flag has a bitter flavor in the item assignment. The FM IDOC_INPUT_INVOIC_MRM was thought to assign the goods receipt by the delivery note number. As a result, we can face a few common errors due to this concept:
Some senders do not provide the delivery number in the segment but the GR number instead, leading then to error M8183. Or else, they create the GR with a blank delivery number.
Since the delivery number is the same for all GR items, and we cannot have the allocation by each position defined by the “GR based IV” because of that we can have error M8321 when processing the EDI.To overcome this, a piece of code can be developed in user exits EXIT_SAPLMRMH_011 or EXIT_SAPLMRMH_013. Check it out in KBA 2177340
To sum things up, the flag “GR based IV” has the power to determine the origin of an item while posting an invoice via MIRO and how the valuation of it will work.
I invite you to read more about it on the SAP documentation below: