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The Physical Inventory process is divided into three phases: 1. Creation of PI documents a. MI01 Create single inventory document b. MI31 Create multiple physical inventory documents 2. Entry of count results a. MI04 b. MI20 listing of differences 3. Posting of differences a. MI07 & Movement Type 701 & 702 The physical inventory is carried out on the basis of stock management units. A stock management unit is a non-divisible part of a stock of materials for which a separate book inventory exists. A stock management unit is uniquely defined by: Material Plant, storage location Stock type Batch Special stock Each stock management unit of a material is counted separately, and the inventory differences are posted per stock management unit. For example, record the quantities of unrestricted-use stock, stock in quality inspection, and blocked stock of a material separately in each case.
3. Post Difference
You can post the inventory differences either via the list of differences or via separate transactions. When an inventory difference is posted, the system creates a material document that corrects the stock figures, and an accounting document recording the necessary account movements. Note: You can specify a reason for the inventory difference discovered for each item. For example, you can record that a certain difference is due to theft.
Customizing
You can define tolerances for the posting of inventory differences for a user group under Physical Inventory Define Tolerances for Inventory Differences. Depending on the user group, you can define the following value tolerances for the posting of inventory differences: Maximum amount per physical inventory document Maximum amount per document item. The system fixes the posting period of the accounting document automatically when the first count is entered for the physical inventory document. The inventory difference either must therefore be posted in the same period or, if back posting to the previous period is allowed, in the following period. The fiscal year is set as a result of specification of the planned count date when the PI document is created. All further postings for this document must be made in this fiscal year or in the first period of the following year if back posting is allowed.
20. Choose Post. Hint: Optional: Display the physical inventory document: Statistics: 2 items posted, 1 recounted 21. To display the material document choose: Logistics Materials Management Physical Inventory Environment Mat. Document for Material. 22. Select according to Material m-10. 23. Position the cursor on the uppermost item (goods movement 703) 24. Choose Environment Material Document 25. To display accounting document, choose Document Info tab in the material document header, then FI/CO Documents. 26. Choose Accounting Document.
Own Stock
When inventory differences are posted, the stock figures in the material master record are changed. The total stock is automatically adjusted to the counted quantity. If the counted quantity is less, the stock account is credited with the value of the inventory difference multiplied by the price. The offsetting entry is made to the Expense Account. If the counted quantity is greater, the stock account is debited with the value of the inventory difference multiplied by the price. The offsetting entry is made to the Revenue account.
Vendor Consignment
When the inventory differences are posted, the vendor consignment stock is automatically adjusted to the counted quantity. Because this stock is managed on a non-valuated basis, there is initially no posting on the accounting side. An accounting document is nevertheless created.
If the quantity of consignment stock counted is less than the book inventory, it is assumed that the difference was withdrawn from consignment stock and subsequently disappeared. The amount is posted to the Expense account. If the quantity of consignment stock counted exceeds the book inventory, it is assumed that larger withdrawals from consignment stores were posted than actually took place.
Batch Input
The batch input procedure takes place in two steps: 1. A batch input session containing all relevant data is generated. 2. The batch input session is processed and the data it contains is imported into the SAP system. Batch input offers the advantage of automating process steps. You can access the main menu of the batch input service via System Services Batch Input Sessions or via transaction SM35. A batch input session consists of one or more transaction calls with the data to be processed by the transactions. In a physical inventory, this procedure can be used for the mass-processing of data and for transferring the count data.
Inventory Sampling
Calculation Basis
The inventory sampling procedure is not a complete inventory. A sampling area, in which only some of the stock units are inventoried, is formed from the total stock. The result of this sample is extrapolated to the value of the total stock.
Inventory Sampling
In inventory sampling, the extrapolation error is minimized. This is achieved by parameters that you define in a special profile.
Customizing
Inventory Management and Physical Inventory Physical Inventory Inventory Sampling Create Inventory Sampling Profiles. The definition of the inventory parameter must be discussed with the companys external auditor.
Update
During the update, the system performs the following actions: . Read extra posted count results . Determine changed book inventories and values . Determine any necessary subsequent random selections
Extrapolation
There are two different types of extrapolation: . A provisional extrapolation exists when differences were posted only for some of the stock management units to be counted. Any number of provisional extrapolations can be created; only the most recent one is actually saved. . A final extrapolation exists when all differences are posted, all count results are entered in the calculation, and a subsequent random selection is not necessary. A final extrapolation can only be executed once as no new results can be added.