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Author's profile photo Gaurav Misri

SAP Retention Process

What is Retention Process?

 

Retention process is Holding back a portion of payment to vendors who works for your organization.For example, the retention amount is released to the vendor when certain expectations are met or on a specified date that your vendor has agreed upon.

An organization can have an agreement with the vendor that a certain percentage or amount will be retained from the total amount that needs to be paid to be vendor. The agreement can have a retention date on which the help back amount will be paid to the vendor or when certain expectations are attained.

 

The Purpose of this Blog is to Explain the SAP flow of the Retention process.

 

Functionality that needs to be activated is : LOG_MMFI_P2P via tcode SFW5.

 

Customization:

A new document type needs to be created for the retention process.

Tcode – OMR4.

Click on “Document types in Invoice Verification” tab.

 

Select the “MIRO” transaction code line and display its details.

 

The tab highlighted in yellow is where we maintain the document type for Retention process which will then flow while we are Invoicing the Purchase order.

 

The Steps to be done in SAP are given below:

  

Create Purchase order.

Tcode – ME21N

Enter all the relevant details such as Material, Quantity, Unit Price, Plant, Vendor and Retention category.

 

 

 

We will enter 10% as retention. 

 

Save the Purchase order.

PO 4500000087 has been created.

 

 

Create GRN.

Tcode – MIGO

 

Enter the Storage location and tick on “Item OK” icon.

 

Click on “Post“ icon to Post the GRN.

GRN 5000000164 has been created.

 

Book the Vendor Invoice

Tcode – MIRO

Enter the PO Number, Invoice date and reference field and hit Enter.

 

Enter the Amount, Retention due date and Hit Enter. 

 

Click on “Messages” icon to view the message log.

 

 

 

 

 

 

Click on the “Simulate” icon

 

Hit Enter

 

 

Click on the “Post” icon to book the Invoice.

Document 5100000139 has been created.

 

Display Invoice document to check for the GL accounts that are hit in Retention process.

Two accounting document will be generated :
1. Original vendor invoice
2. Retention amount invoice.

Tcode – MIR4

 

Enter the Invoice document and Fiscal year.

 

Hit Enter

This is the document we just posted via MIRO.

 

 

Click on Follow-On documents icon.

We have got 2 Accounting documents been generated here.

 

The screenshot given below is the subsequent accounting entries for Accounting document 5100000112.

 

 

Subsequent accounting entries for Accounting document 5100000113.

 

Note – Payment to vendor can be done via Tcode F-53.

 

 

Conclusion :

  1. LOG_MMFI_P2P functionality needs to be activated.
  2. Message M8_2303 needs to be activated.
  3. A special G/L indicator needs to be created for Retention process so that correct G/L accounts will be hit from the FI side.
  4. Two Accounting entries will be generated after booking the Invoice.
  5. Retention percentage and category in the PO and Retention due date in MIRO are a mandate.

 

I hope you liked the blog, and if you have any suggestions or questions please let me know.

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      16 Comments
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      Author's profile photo V V Santhosh Kumar Kolla
      V V Santhosh Kumar Kolla

      Hello Gaurav,

      Good Blog. Keep it up.

      Thanks,

      Santhosh Kolla.

      Author's profile photo Amaranatha Reddy Musali
      Amaranatha Reddy Musali

      Very helpful blog.

      Since you have provided step by step screenshots, it makes the it easily understandable.

       

      Regards.

      Amar

      Author's profile photo Samay R Nanda
      Samay R Nanda

      Insightful to the Vendor retention Functionality.

      Any Use cases or industry specific examples where we can use it?

      Author's profile photo Gaurav Misri
      Gaurav Misri
      Blog Post Author

      Retention is common practice in certain areas, for example, construction.

      In construction projects, it is standard to withhold a percentage of the invoices sent by contractors because, at the time of invoice, the quality of the goods cannot be assessed. Typically, about six months after construction projects are finished, quality issues appear and can be assessed. If no quality problems arise, the money that was withheld is paid to the contractor.

       

      Author's profile photo Adams Hamzat
      Adams Hamzat

      Good day Sir,
      i will like to ask, when you post at MIRO an Retention is generated, DR & Cr generated on Vendor retention GL and and Retention GL, Now when you run your Vendor report via FBL1n with Normal Item it shows a Dr to the vendor as retention but when you go back and click crittera of Special GL and execute it generate a DR & Cr leg knocking itself out...

      My Question how do you post your Invoice in order to capture the right Liabilty on the vendor upon posting the invoice ........

      Author's profile photo Samay R Nanda
      Samay R Nanda

      Thank you! 🙂 That helps

       

      Author's profile photo Sophia Scott
      Sophia Scott

      Thanks For Sharing…Very Helpful Blog.

       

       

      Author's profile photo Olga Nevo
      Olga Nevo

      Hello Gaurav,

      Very nice document. Thank you.

      Can you please advise, if there are two Ratios of retention in one PO (10% and 5%), means two Retention documents should be created during MIRO? How to proceed?

      Thanks.

      Olga

      Author's profile photo Gaurav Misri
      Gaurav Misri
      Blog Post Author

      2 Different ratios of retention in a PO means 2 PO line items.

      So if you do MIRO for these 2 PO line items in a single go, Yes... 2 Retentions documents would be created.. 1 for each line item.

      Author's profile photo Olga Nevo
      Olga Nevo

      Thank you very much, Gaurav.

      Actually, the company has a kind of gradual retention process, when two different rates should be applied to the single PO line... Do you have any advice?

      Thanks.

      Olga

      Author's profile photo Gaurav Misri
      Gaurav Misri
      Blog Post Author

      oohh fisshh, sorry for the delayed response.

      firstly, i did not understand how would you apply 2 different rates in PO for a single line.

      Just an FYI, we can change the retention percentage while doing MIRO. i hope this helps you.

      Author's profile photo Naresh Raghavan
      Naresh Raghavan

      Good one Gaurav!

      Author's profile photo Oren Gershon
      Oren Gershon

      Hello Gaurav,

      Is it possible to activate the retention in S/4 Fiori app (Mange Purchase Order App)?

      Many thanks

      Oren Gershon

       

      Author's profile photo Shishir Kumar
      Shishir Kumar

      Hi Gaurav,

      My client wants round off retention amount in miro. For example the gross amount is 1250 in invoice and if the retention is 2.5% then retention amount will be 31.25. they want this amount round off to 31. Is there any configuration in sap to do that whenever system calculate retention it will automatically give the roundoff figure. And after that further calculation will be based on that. Please let me know if there is such a configuration.

      Thanks

      Author's profile photo Takudzwa Charles Nyamweda
      Takudzwa Charles Nyamweda

      Hi Gaurav

       

      When the Retention due date is reached. What is the process for paying the retained amount to the Vendor?

      Author's profile photo Victor Sokov
      Victor Sokov

      Many thanks, Gurav! Yes, Retentions are extremely relevant for the construction industry.

      Question: we encounter return positions in POs. Looks like the setting does not cover them - the field for retention percentage is hidden. Retention sum is calculated incorrectly - any idea how to activate it?