The GR/IR account (goods receipt/invoice receipt account) supports the accounting department in managing goods receipts and the associated invoice receipts. It is used to automatically assign and check these transactions. The main tasks of the GR/IR account include the following:
- Automation of account assignment of goods receipts and invoices.
- Allocation of invoices to orders.
- Simplification of the substantive audit.
Process flow
- Goods ReceiptAs soon as the goods are received by the company, a booking is triggered on the GR/IR account.
- Invoice receiptThe incoming invoice is assigned to the order via the order number. This process results in the goods receipt and invoice being matched in the GR/IR account.
- Account balancingAfter the invoice has been released, a second posting is made which clears the GR/IR account, provided that there are no discrepancies between the goods receipt and the invoice receipt.
Significance for accounting
The GR/IR account is managed as an open item account. Open items arise when:
- The goods have already been received but the invoice is missing.
- An invoice is available, but the goods have not yet arrived.
Challenges and care
The GR/IR account should be balanced at the end of the year. In practice, however, discrepancies between goods receipt and invoice receipt (e.g. due to complaints or rounding differences) can make balancing more difficult. Regular maintenance of the account is therefore necessary in order to recognise and correct potential discrepancies in good time.
Versino Financial Suite
The goods receipt/invoice receipt account (GR/IR account) in SAP Business One is created with the Versino Financial Suite as part of the automated processing of incoming invoices. The Versino Financial Suite enables a seamless link between goods receipt (GR) and invoice receipt (GR), whereby the postings to the corresponding inventory and clearing accounts are generated automatically.
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