Processing Physical Inventories in SAP Retail Store (SAP Library

Processing Physical Inventories in SAP Retail Store

Use

You use this function to create physical inventory documents, to enter the results of a physical inventory count and to process physical inventory differences by adjusting counts with errors and posting the actual differences. You can display the status of PDC transactions in the store including any error messages that were issued. You can also repeat the processing if a PDC receipt contains errors.

If you use the PDC procedure with IST file transfer, you can enter the count results of a physical inventory using the PDC device.

If you use the PDC procedure for mass maintenance, you can send physical inventory documents to the PDC device.

Procedure

Subarea Execution

Select the articles that you want to process or choose to make non-defaulted PDC entries.

On the initial screen, you can restrict the articles by using the following criteria:

Physical inventory number

The system only displays articles marked for a particular physical inventory.

Physical inventory document

The system only displays articles belonging to a particular document number.

Planned count date

The system only displays articles that have to be counted by a certain date.

You can restrict the selection even further by choosing a particular status:

Counted only

The system only displays articles already counted. This selection makes sense if you want to check the count quantities.

Not counted only

The system only displays articles that have not been counted. This selection makes sense if your physical inventory processing was interrupted and you are now continuing where you left off. It also used in executing the Set zero count function at the end of a physical inventory.

Only changeable with differences

The system only displays the articles in the physical inventory that have a difference as a result of a target/actual comparison. This selection is important when you process physical inventory differences.

Choose one of the following functions:

Enter count

Process differences

Change count
This function is only offered on the initial screen if you have chosen Offer to change count separately in Customizing for SAP Retail Store.

Create PDC count
This function is only offered if you have made settings in Customizing for SAP Retail Store for the PDC procedure with IST transfer.

Enter the count date.

The system automatically suggests the current date. If you want to enter results of counts from previous days, you have to change this to the date on which the stocks were entered.

Enter the posting date.

The system automatically suggests the current date. If you want to post differences for a previous period, you have to enter the date here for which you want to post the differences.

The left-hand side of the screen contains an overview of the documents, based on the selection you made on the initial screen. Depending on the processing status, the system displays documents with a count status or difference status as follows:

Open

Partially

Completely

If the store uses the PDC procedure for mass processing, the system displays the PDC status of the documents on the left side of the screen. The PDC status is determined using the PDC transactions that exist and their processing status. A PDC transaction corresponds to an inbound or outbound IDoc for store physical inventory. The following statuses are possible:

Open
No PDC transaction has taken place for the document concerned.

Not yet complete
This status is signaled by a yellow traffic light. PDC transactions have already been carried out for the document but they are not yet complete. The status is also displayed if the document was sent to the PDC device but there was no PDC inbound yet for the document.

Containing errors
This status is signaled by a red traffic light. Errors occurred in the PDC transactions and these errors can be analyzed in the PDC monitor.

No errors occurred
This status is signaled by a green traffic light. PDC transactions were performed for the document and all PDC transactions were carried out without errors.

If the store uses the PDC procedure mass processing, select one of the following functions:

Update PDC status
In this case, the system determines the PDC status again to include any intermediate asynchronous PDC transactions that have been performed.

Call PDC monitor
The system goes to the PDC monitor and displays all PDC transactions and any error messages for the document that you selected.

Select a document number or PDC entry

Once you have selected a document number, the document and the items are displayed in the right-hand section of the screen.

If you want to enter a count from a handheld terminal, enter the path containing the file and enter the description of the physical inventory.

On the right-hand side of the screen, enter your data for the individual items and post this.

The system offers you the following functions:

If you choose Items, the system displays all the items of the selected document.
If you select the item number, the system displays the detail screen.
If you choose Header, the system displays the general information for the physical inventory document.
If you choose Print, the system creates a hard copy for checking or processing purposes.
If you choose Zero count, the system sets all items that have not been counted to zero.
If you choose Cancel error processing, the system reverses all entries for items that have not yet been posted.

Note

If you do this, items that contain errors retain their old status and must be processed again at a later date.

If you choose Post differences, the system posts the differences for the items displayed.
If you choose Save data or Change count, the system saves the data you entered.

Subarea Document Creation

Enter the header data for the physical inventory documents that are to be created.

Storage location

Select the storage location where the physical inventory is to take place. You are only given a choice if there is more than one storage location in the store.

Planned count date

Enter the date in which the physical inventory count should take place in the store.

Physical inventory number

Enter a name for the physical inventory here. If you create several documents, you can identify them using their physical inventory numbers.

Merchandise category-free documents

Set the indicator if you want the system to only include articles from a merchandise category in a document.

Sales order stock

Set the indicator if you want to create physical inventory documents for the special stock type "sales order stock". This field is only displayed if sales order stock was activated in Customizing for SAP Retail Store physical inventory.

Subsequent processing

Choose "Send documents to PDC device" to send the documents directly after they are created to the PDC device.

If you do not want to create physical inventory documents specifically for individual articles, enter the criteria that the system needs to select the articles:

Article (from – to)

Enter one article or area of article numbers that the system should select. Choose the search help if you do not know the article number.

Merchandise category (from – to)

Enter one merchandise category or area of merchandise categories for whose articles the system should create physical inventory documents. Choose the search help if you do not know the article number.

Merchandise category (from – to)

Enter a sales order or a sales order area for whose articles you would like to create physical inventory documents for special stock "sales order stock". Choose the search help if you do not know the article number. This selection is only displayed if sales order stock was activated in Customizing for SAP Retail Store physical inventory.

Merchandise category hierarchy

Enter a merchandise category hierarchy to select all the articles belonging to the merchandise categories in the hierarchy. Choose the search help if you do not know the merchandise category hierarchy.

Additional selections

You can restrict your selection to specific articles. You can select:
- only articles with negative stock
– only empties This selection option is only displayed if the relevant settings were made in Customizing for SAP Retail Store.

Stock types

Select the stock type for which you would like to create physical inventory documents. This selection option is only displayed if the relevant settings were made in Customizing for SAP Retail Store.

Choose one of the following functions:

Individual entry

Choose this function if you would like to create one or more individual article physical inventory documents. In this case, you do not need to enter any data in the "article selection" section, as the system does not select any articles.

Create documents

Choose this function if you would like to select articles in one step and create the physical inventory documents for the selected articles. In this case, you should be sure that you have entered the correct selection criteria.

Article selection

Choose this function if you would like to perform the article selection and the document creation in 2 separate steps. The system displays a list of the selected articles. You can then create the physical inventory documents for these articles in a second step.

If you have chosen either the function Single Entry or Article Selection, the system displays a screen that allows you to process the individual items.

Header information

The system displays the header data you entered in the initial screen. Check whether the header data is correct. The system also displays the number of articles and the number of documents that were created when you chose the function "Create Documents".

Items

In the Single Entry function: enter the articles for which you want to create physical inventory documents. Select the stock type you want and enter the sales order and the sales order items if you want to create documents for special stock type "sales order stock". (This selection option is only displayed if the relevant settings were made in Customizing for SAP Retail Store.)

In the Article Selection function: check the list of the selected articles that the system displayed; if you do not want to include individual articles in the physical inventory documents, you can reverse the selection by selecting the specific lines.

Choose one of the following functions:

Update

Choose this function if you want the system to check the data you entered or changed. The system checks the articles you entered and updates the display of the number of articles and documents in the header information section.

When you enter articles individually, you can delete individual items once the data has been updated by the system in the table. Use the delete pushbutton for the lines concerned to do this.

When entering articles individually that are to be handled in batches or valuated separately, the system displays an extra column in the table once it has been updated. The system displays an input help for each article and it contains all the article’s batches. Select either just one batch or "all batches" and then update the table again.

Create documents

Choose this function if you would like to create physical inventory documents for the articles in the item list. The system displays any error messages in the table under the relevant item.

Delete list (only in individual entry)

Choose this function if you would like to delete all the entries in an article list.

Select all items/delete all selections (only for article selection)

Choose these functions if you would like to select all the entries in an article list or delete all the item selections.

Single article for value-only article

If the list contains a value-only article with single articles assigned to it, the value-only article is displayed as a hyperlink. If you select the value-only article, a list of all the single articles assigned to the value-only article appears on the right side of the screen.

Subarea PDC Monitor

Select the physical inventory documents for which you want to display the PDC transactions with their error logs. This is useful if you are using the PDC procedure mass processing, as in this case, the system can display the PDC transactions with reference to their physical inventory document. On the initial screen, you can restrict the physical inventory documents by using the following criteria:

Physical inventory number

The system displays all the physical inventory documents that were flagged for a particular physical inventory.

Physical inventory document

The system only displays PDC transactions that belong to a particular document number.

Planned count date

The system only displays physical inventory documents that have to be counted by a certain date.

Select a selection criterion for displaying the PDC transactions without document reference. This selection is useful if you are using the PDC procedure with IST file transfer, as in this case, no assignment has been created between the physical inventory document and the PDC transaction in the system. You can restrict the selection using the "from date". The system displays all the PDC transactions without references to the physical inventory document that have been performed since the from date in the store.

Choose one of the following functions:

Display documents

Choose this function if you want to analyze your physical inventory documents according to your entries.

Display PDC transactions

Choose this function if you want to analyze all the PDC transactions without document reference as of the date you entered.

Selection the left side of the screen a physical inventory document or a PDC transaction without a document reference. The system displays the PDC transaction(s) in detail on the right side of the screen and any error messages too.

Choose one of the following functions:

Update PDC status

In this case, the system determines the PDC status again to include any intermediate asynchronous PDC transactions that have been performed.

Repeat entries that contained errors

This function is only available if PDC entries are displayed with the status "containing errors". The system then tries to run the inbound posting that contained errors again. You must resolve the reason for the error first so that the inbound posting does not result in errors the second time round.

Send document

This function is only available if the physical inventory document concerned has not yet been sent to the PDC device.

Print

In this case, the PDC transactions are printed with the error logs belonging to them using the Web browser print function.

Result

Once the differences for all physical inventory documents are posted, the physical inventory is closed. The stock figures in Inventory Management are up to date, and the values in Accounting are updated.