How To Fix CKMLGRIR023 - Purchase order items &1 &2 not balanced. Material price will be negative

SAP Error Message - Details

• Message type: E = Error

• Message class: CKMLGRIR - GR/IR Account Maintenance

• Message number: 023

• Message text: Purchase order items &1 &2 not balanced. Material price will be negative

What causes this issue?

When trying to clear the named items, the system has determined that
the material price or statistical moving average price for the affected
materials would be negative in either the current period, the previous
period or a period in the previous year.

System Response

The GR/IR clearing account will not be cleared for these items.

How to fix this error?

These items may clear if you perform account maintenance for just these
items and do not try to clear other purchase order items for the
material at the same time. If this does not resolve the problem please
contact SAP.

Procedure for System Administrators

The system issues an error message and will not allow you to continue with this transaction until the error is resolved.

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message CKMLGRIR023 - Purchase order items &1 &2 not balanced. Material price will be negative ?

  The SAP error message CKMLGRIR023 indicates that there is an imbalance in the purchase order items, specifically related to the Goods Receipt (GR) and Invoice Receipt (IR) process. This error typically arises when the system detects that the total value of the goods received does not match the total value of the invoices received for those goods, leading to a situation where the material price could potentially become negative.
  Causes:
  
  
  Mismatch in GR and IR: The most common cause is a discrepancy between the quantities or values recorded in the Goods Receipt and the corresponding Invoice Receipt. This can happen if:
  
  The quantity received is different from the quantity invoiced.
  The price per unit in the invoice differs from the price per unit in the purchase order.
  There are additional costs (like freight or taxes) that are not accounted for in the GR.
  
  
  
  Incorrect Purchase Order Data: Errors in the purchase order itself, such as incorrect pricing or quantity, can lead to this issue.
  
  
  Currency Differences: If there are currency conversion issues or if the purchase order and invoice are in different currencies, this can also lead to discrepancies.
  
  
  Manual Adjustments: Manual adjustments made to the GR or IR documents can lead to inconsistencies.
  
  
  Solutions:
  
  
  Check GR and IR Documents: Review the Goods Receipt and Invoice Receipt documents for the specific purchase order items mentioned in the error message. Ensure that the quantities and values match.
  
  
  Reconcile Purchase Order: Verify the purchase order details to ensure that the pricing and quantities are correct. If there are discrepancies, you may need to adjust the purchase order or the invoice.
  
  
  Adjust Invoice or GR: If the invoice is incorrect, contact the vendor to issue a corrected invoice. If the GR is incorrect, you may need to reverse the GR and re-enter it correctly.
  
  
  Check for Additional Costs: Ensure that any additional costs (like freight or taxes) are properly accounted for in the GR and IR.
  
  
  Use Transaction Codes: Utilize transaction codes like ME23N (Display Purchase Order), MIGO (Goods Movement), and MIRO (Invoice Verification) to review and correct the relevant documents.
  
  
  Consult with Finance Team: If the issue persists, it may be beneficial to consult with your finance or accounting team to ensure that all financial postings are correct and that there are no underlying issues.
  
  
  Related Information:
  
  SAP Notes: Check SAP Notes for any known issues or patches related to this error message.
  Documentation: Review SAP documentation on the GR/IR process for further insights into how to manage discrepancies.
  Training: Ensure that users involved in the procurement and invoicing processes are trained on how to properly handle GR and IR to minimize errors.
  
  By following these steps, you should be able to identify the cause of the CKMLGRIR023 error and implement a solution to resolve it.