Import and Export Package

The process starts in SAP MM with a purchase requisition and a purchase order. The requisition uses an import-specific document type; the purchase order also gets an import-specific confirmation control key. These two markers separate imports from standard purchasing and make customs and cost tracking possible.

The requisition and the purchase order are the reference point for every later step.

Loading document

The first logistics step, recording that the goods have left the supplier. The bill of lading number, customs office, country of origin, currency and freight details are entered; items from the same vendor are processed in one go and a delivery is created.

Clearance document

The step in which the goods are actually withdrawn from customs. The purchasing document, material and quantity are checked; the system creates the delivery needed to receive the goods into the warehouse.

For high volumes, both documents can be created in bulk from Excel:

1. The system template is downloaded with the "Sample file" button.
2. Fields such as document number, reference document and item, quantity, date and currency are filled in.
3. The system validates required fields and formats and reports an error for any faulty row.
4. A document number is generated automatically for every valid row.

The goods invoice records the base cost of the goods; clearance and file costs and other import expenses are posted from the same screen as FI invoices. Once the invoice number, date and amount are entered, the related purchase order items are brought in automatically. Posting creates the accounting document and allocates the cost to the items. Down payments and exchange rate differences are recorded on the same screen.

Invoice display

Shows how much of each invoice went to which purchase order item, along with the accounting document.

Invoice reversal

A wrong invoice is never deleted; it is reversed, leaving an audit trail.

Invoice report

Shows invoice by invoice whether each one is open, closed or reversed.

After the clearance document, the cleared quantity is entered in the storage quantity field and the goods receipt is posted. The system updates stock and creates a material document.

Post to blocked stock

Used when the goods must wait for quality inspection or be held at an interim location.

Release to unrestricted stock

Once accepted, goods move from blocked to unrestricted stock and can be used immediately.

Directly to final storage

The goods go to their final storage location in one step, with no interim handling.

File closing is the last step, done once loading, clearance, goods receipt and invoicing are complete. The system lists the FI invoices of completed loading and clearance documents; for the selected lines, a posting date and document date are entered and an MM accounting document is created. All costs of the import file are finalised this way.

A closed file can be reopened with a reversal: the closing document is not deleted, a new reversal document is created and the audit trail is preserved.

Return to origin sends goods that have not been cleared back to the supplier. It starts when the goods are rejected at customs or in quality inspection, the wrong product was shipped, or the import cannot be completed for commercial or cost reasons. If an invoice has already been posted, the reconciliation and return steps must be completed for the process to close correctly.

1. A purchase requisition is created.
2. A purchase order is created.
3. A loading document is prepared.
4. The goods invoice and any cost invoice are posted.
5. The decision to return the goods is made and an import return document is created (logistics close).
6. The return is posted on the return-to-origin reconciliation screen (financial close).
7. The purchase order item is marked “Completed”.

The import process cannot start until these settings are in place; document types, cost accounts and screen behaviour are defined in the configuration screens. Each company code is configured separately, so a setting for one company does not affect another.

Company code parameters

Exchange rate type, tolerances, screen behaviour and logo

Document types

Mapping loading, clearance, bonded warehouse, return-to-origin and temporary storage documents to delivery types

Transaction code data

Process type to transaction code mapping

Screen layout assignment

Process type to screen layout group mapping

Screen layout

Required or hidden setting per field

Tax codes

VAT code check per process

Invoice types

Cost type and condition type

Cost source mapping

Cost source to cost type mapping

FI document type

Process type to FI document type mapping

Clearing account

Interim account determination

Down payment account

Down payment account determination

Return-to-origin account

Account for return postings

Exchange difference account

Allocation of exchange rate differences

Invoice allocation method

Cost allocation rule

Invoice summarisation

Combining FI line items

File closing parameters

FI behaviour on closing

The company code parameters also decide whether clearing more than was loaded, and posting a goods receipt above the cleared quantity, are allowed; the latter is usually kept off to protect stock accuracy. The document types screen only maps: the delivery types themselves are created separately in standard SAP.