Show TOC

Procedure documentationBefore and After Taking Inventory Locate this document in the navigation structure

 

In the normal course of business, inventory taking is carried out to verify the quantity and condition of items in the warehouse, and to provide information about existing inventory and inventory valuation to the auditors.

There are several ways to take inventory, of which cycle counting is the most common.

Recommendation Recommendation

If your company conducts cycle counting, you can use cycle count recommendations to plan your counting date and time. You can receive an alert every time counting is due.

For more information, see Cycle Count Recommendations.

End of the recommendation.

The following procedure describes what to do before and after taking inventory.

Procedure

Before taking inventory, you can print out lists of items to be counted.

Printing Out Lists of Inventory Taking Items (Optional)
  1. From the SAP Business One Main Menu, choose   Inventory   Inventory Transactions   Inventory Opening Balances, Inventory Tracking, and Inventory Posting  .

  2. Select the Inventory Opening Balances tab.

  3. Specify your selection criteria:

    1. Select the items for inventory taking.

    2. If necessary, narrow down the item range by specifying further selection criteria.

  4. Choose the OK button.

    The Inventory Tracking window appears.

  5. To print the list of items, do one of the following:

    • In the toolbar, choose Print (Print).

    • In the menu bar, choose   File   Print  .

After taking inventory, you may need to record and reconcile inventories.

Recording Inventory Taking Results

Note Note

When you record the inventory taking results, no corrective goods movements are posted.

End of the note.

Example Example

For item 0110, as displayed in the Inventory Opening Balances, Inventory Tracking, and Inventory Posting window, the Stock in Whse is 200. But after the factory floor worker conducts the inventory taking in the warehouse, the physical quantity is only 150.

The warehouse manager enters the updated quantity in the Counted in Whse column on the Inventory Tracking tab and chooses the Update button to save the updated quantity and the value of the inventory in the system. The manager can also see the difference of -50 on the Inventory Posting tab.

Once the inventory count has been completed in the other warehouses, the manager can see the total quantity of item 0110 in all warehouses, in both the Inventory in Warehouse Report and the item master data.

End of the example.
  1. From the SAP Business One Main Menu, choose   Inventory   Inventory Transactions   Inventory Opening Balances, Inventory Tracking, and Inventory Posting  .

  2. Select the Inventory Tracking tab.

  3. Specify your selection criteria:

    1. Specify the item numbers and/or the business partner codes of the vendors, as required.

    2. If necessary, filter your selection further under Item Group or Item Properties.

    3. Specify the warehouse in which inventory taking was carried out.

  4. Choose the OK button.

  5. In the Inventory Tracking window, enter the inventory taking results.

  6. Save your data by choosing the Update button.

  7. Repeat this procedure for each warehouse in which an inventory was taken.

Reconciling Item Quantities with Inventory Taking Results

If there are differences between the inventory taking results and the item quantities in SAP Business One, you may need to reconcile the quantities in order not to distort your inventory valuation results. For this purpose, use the inventory posting function.

  1. From the SAP Business One Main Menu, choose   Inventory   Inventory Transactions   Inventory Opening Balances, Inventory Tracking, and Inventory Posting  .

  2. Select the Inventory Posting tab.

  3. Specify your selection criteria:

    1. Specify the item numbers and/or business partner codes of the vendors, as required.

    2. If necessary, filter your selection further under Item Group or Item Properties.

    3. Specify the warehouse in which inventory was taken.

  4. To allow inventory posting for items with a price value of zero (0), select the Allow Inbound Posting Without Price checkbox.

    Note Note

    If you choose to allow the value 0, the last purchase price is not updated for an inventory posting with the value 0.

    End of the note.
  5. Select the price source of the items for inventory posting and choose OK.

    The application processes as follows:

    1. Selects the items according to your entries and displays them in the Inventory Posting window.

    2. Displays the item quantity differences between the warehouse as shown in the system and the inventory taking results.

    If required, you can print the differences list.

  6. To rectify the item quantities in this warehouse, choose Reconcile.