SAP Goods Receipt Discrepancy Report Template
When a delivery does not match the PO, the receiver needs a record the buyer and vendor will accept. This template captures the PO, quantities, discrepancy type and requested action, plus the SAP postings made in response.
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SAP Goods Receipt Discrepancy Report Template
Goods Receipt Discrepancy Report
Company: Acme Precision Ltd Date: 2026-10-20 PO / item: 4500127731 / 10 Vendor: Kestrel Metals (100318) Delivery note: DN-88412
Quantities
| Material | Ordered | Received | Type of discrepancy |
|---|---|---|---|
| RM-6061-25 Bar stock 6061-T6 25mm | 2,000 KG | 1,640 KG | Short shipment |
Description
Two pallets missing from a four-pallet shipment. Delivery note lists 2,000 KG but only two pallets arrived, weighing 1,640 KG.
Requested Action
Ship balance
SAP Posting Record
| Step | Movement / transaction | Document no. | Done |
|---|---|---|---|
| Post actual quantity received | MIGO 101 | ||
| Block stock if suspect | MIGO 103 / 105 or quality stock | ||
| Return to vendor | MIGO 122 | ||
| Notify buyer and AP | Email / note |
Approvals
Post only what was physically received. Posting the delivery note quantity creates stock that does not exist and later forces a reversal. Movement types shown are standard SAP; confirm your configuration.
Receiving exception dashboard
Optional expert review of tracking receiving exceptions across vendors from SAP data.
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How to use the template
Enter the PO and item number, the vendor, the delivery note number and the quantities ordered and received. Choose the discrepancy type and the action you want from the vendor, then describe the problem in plain words with counts, weights and condition. The posting table records what you did in SAP so the buyer and accounts payable see the same story. Export to PDF and attach it to the email to the vendor and to the goods receipt document.
How SAP handles the receipt
Post the goods receipt in MIGO with movement type 101 for the quantity you actually received, not the delivery note. If goods are suspect, you can receive into blocked stock or quality inspection stock, depending on configuration, rather than unrestricted use. Returns to the vendor use movement type 122 against the original document. Over-delivery is controlled by the tolerance on the PO item, and under-delivery tolerance decides whether the item closes or stays open for the balance.
Why accuracy matters for invoice matching
A receipt posted at the delivery note quantity when less arrived inflates the GR/IR account and later causes invoice mismatches. The invoice is matched to PO quantity and receipt quantity in three-way match. A clear discrepancy report tells accounts payable why the vendor invoice differs from the receipt and prevents either a wrong payment or a blocked invoice sitting for weeks.
Common mistakes
Receivers sign the delivery note clean and notice damage later, which weakens the claim. Photos and a clear time stamp matter. Another mistake is posting short shipments as complete and fixing quantity afterward. Failing to notify the buyer means the vendor is never chased for the balance, so the PO item stays open and MRP keeps showing a receipt that is not coming.
Frequently Asked Questions
Which movement type returns goods to the vendor?
Movement type 122 is the standard return to vendor against a goods receipt, posted in MIGO. Newer releases and some configurations use a return PO item instead. Check how your company handles returns.
Should I post the delivery note quantity?
No. Post what you physically received. Posting the delivery note quantity creates book stock that does not exist and distorts GR/IR and inventory accuracy.
What happens to an over-delivery?
It depends on the over-delivery tolerance on the PO item. Within tolerance it posts normally. Above tolerance SAP rejects or warns, and you must contact the buyer to decide whether to accept or return the excess.
Does this report update SAP?
No. It is a document you generate in your browser. The goods receipt, return and notes still have to be posted in SAP by an authorized user.
Netray can flag recurring short shipments by vendor from your PO and receipt history, read-only.
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See all- SAP Movement Types Reference
- SAP Purchasing Document Types Reference
- SAP MIGO Goods Receipt Checklist
- SAP GR/IR Clearing Worksheet
- SAP Release Strategy Design Template
- SAP Source List Upload Template
- SAP Info Record Mass Upload Worksheet
- SAP MRP Type Reference
- SAP Purchase Requisition Approval Form Template