Dear Friends:

This blog article will examine “Unplanned delivery costs,” the many approaches that may be used for various business scenarios, and a real-time scenario that demonstrates how to handle unplanned delivery expenses.

Unexpected delivery expenses:

Charges that are directly put in the logistics invoice verification but weren’t known at the time of creating the purchase order (MIRO).

Unplanned delivery expenses can be entered in one of three ways, depending on the needs of the business: –

1. The MIRO transaction code’s field for unplanned delivery expenses

2. Straightforward posting to GL accounts

3. Posting of further debits

1. The transaction code’s Unplanned Delivery Costs field – MIRO:

SAP has created a separate box for entering the unanticipated delivery expenses. You can directly insert the additional expenses in this field. These extra expenses are either allocated among the line items on the invoice (material account) or posted to a different GL account.

The following path can be used to decide whether to post the additional charges into a different GL account or distribute them across the invoice items:

Configure how unanticipated delivery expenses are posted using SPRO’s Materials Management, Logistics Invoice Verification, and Incoming Invoice features.

Set the posting settings for unforeseen delivery expenses.

After completing the aforementioned procedure, the pertinent option can be selected in accordance with the needs of a corporate code. Look below.

Direct posting options for unforeseen delivery charges

  • The additional costs are divided equally across all the invoice items when this option is selected. Distribute among invoice components.
  • A different GL line must be kept when this option is selected for automatic account determination under the transaction/event key UPF (unplanned delivery charges) in transaction code OBYC.

2. Direct posting to a general ledger account:

It is important to activate direct postings in order to directly deposit the unanticipated delivery expenses to the GL accounts and material accounts. Use the following to enable direct posting to GL accounts and material accounts.

The following steps should be taken: Path – SPRO – Materials Management – Logistics Invoice Verification – Incoming Invoice – Activate direct posting to GL accounts & material accounts.

Direct posting to GL accounts and material accounts should be enabled.

The following choices are available following execution:-

  • Active for Dir. Posting to GL
  • Active for Dir. Posting to Material

The two posting alternatives mentioned above are for unanticipated delivery charges. Costs must be manually posted to specified GL accounts if direct posting to GL accounts is enabled.

3. Posting of a subsequent debit:

Within the logistics invoice verification function, it is possible to post additional debit sums to posted invoices. The posted invoice amounts can be corrected using this function without changing the quantity submitted.

The amount of the previously posted invoices is unaffected by these new charges, but their value is. The subsequent debit feature enables the posting of extra expenses without changing the quantity. Custom fees, for instance.

Let’s talk about a current event scenario now.

With a price of 160/- each quantity, a purchase order is made for 20 quantities. The vendor is 1000100, the GR/IR account is 100102, and the materials are assigned to GL-400102.

The products receipt document is prepared once the vendor delivers 20 quantities.

Receipt for Goods, Document 1

Accounts Payable: 400102 – Inventory 3200

Credit: GR/IR cleaning A/c 3200/- 100102


Vendor provides 20 quantity invoices for a total of 160 each.

Document 2: a receipt for an invoice

Debit: 3200/- on the GR/IR Clearing Account (100102).

Credit: 3200/- Vendor Account (1000100)

MIRO invoice receipt

Vendor now understands that a $100 surcharge should have been posted.

Let’s look at the postings for each of the possibilities below one at a time as we’ve already spoken about the options that are available to post the unexpected delivery expenses.

Option 1: – Distribute across invoice items for the unplanned delivery charges field

Input all required information after running the MIRO transaction code, and then enter the PO reference field’s purchase order number.

Distribute among the invoice’s line items:

After providing the required information, select Details from the menu, then type the extra expense in the Unplanned Delivery Costs field. Look below.

Divide among the invoice’s line items: 2

You can now see the simulation result in the screenshot below, where you can actually see how much money was allocated to each invoice item. I’ve got only one thing down here, and it goes entirely to that account.

Distribute among the items on the invoice – Model

Option 1: – Field for unexpected delivery expenses – A different GL line

As indicated below, we must assign the GL account in Automatic account determination utilising transaction code – OBYC against transaction/event key UPF (unplanned delivery charges) in order to post to a distinct GL line as opposed to distributing among the invoice items.


Additionally, we must set the posting of unforeseen delivery expenses (path is already mentioned above). You must choose option 2 (different GL line), as shown below, in order to post to a specific GL account.

Choices for several GL lines

Enter the required information using transaction code MIRO in the basic data tab, the PO number in the PO reference tab, and the amount in the unexpected delivery cost field under the details tab. To view the posting, simulate the paper.

Various GL simulation

Option 2 : Direct posting to a GL account .

Input the relevant information in the basic data page, then, as shown below, enter the GL account and amount under the GL account tab to directly post unanticipated delivery expenses to a GL account.

Direct posting to the general ledger

To see the posting, simulate the document right now. Costs for unanticipated deliveries are immediately posted to the GL account, as seen below.

Simulate direct GL posting

Option 3: Posting a subsequent debit:

Additional charges are added to the already posted invoices using subsequent debit without changing the quantity. Go to MIRO and choose subsequent debit under the transaction field as shown below to post the subsequent debit.

Following debit

Enter the relevant information under the basic data tab in the document header after choosing the subsequent debit, then enter the PO number under the PO reference tab as shown below.

Posting of a subsequent debit

And then enter the amount (extra fees) in the details tab’s unexpected delivery cost field as seen in the photos below.

Tab for details of subsequent debit posting

The distribution of unscheduled delivery costs to invoice items or other GL accounts will depend on the setup (define how unplanned delivery charges are reported) when you click on simulate. The extra expenses are recorded in a different GL account listed below.

Simulate a subsequent debit


Unexpected delivery expenses happen when we don’t have a firm estimate at the time the PO is created. They are instantly entered, as was mentioned previously, in the logistics invoice verification. There are various ways to record unforeseen delivery charges depending on the requirements of the company, and we have discussed them all above.

I’m grateful.