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 Posting Inventory Differences

Use

There are various options for posting inventory differences depending on the processing status of the physical inventory transaction.

  • Posting differences after the count has been posted

A physical inventory document has already been created, and the count has already been posted. You only have to post the inventory differences.

  • Posting the count and inventory differences simultaneously after the physical inventory document has been created

A physical inventory document has been created, but the count has not yet been posted. The count results are available. You enter the count and post the differences in one step.

  • Entering the count without a document reference

You have a count result without reference; that is, no physical inventory document has yet been created for this physical inventory transaction. You create a physical inventory document, enter the count, and post the differences in one step.

Prerequisites

Caution Caution

The posting of physical inventory differences is subject to certain time constraints:

The posting period is automatically set during counting. Therefore, the inventory difference must be posted to the same period or - if postings to the previous period are allowed - in the following period.

The fiscal year is set by specifying a planned count date when creating a physical inventory document. All subsequent postings to this document must take place in this fiscal year and/or in the first period of the following fiscal year, if postings to the previous period are allowed.

End of the caution.

You can give a reason for the inventory difference for each item. For example, you can specify that a physical inventory difference resulted because of theft.

Note Note

In Customizing for Inventory Management, you can define the following value tolerances for posting inventory differences for a user group:

End of the note.

  • maximum amount per physical inventory document

  • maximum amount per document item

If the amount of a document exceeds the document tolerance defined for the user group, the user is not allowed to post any inventory differences for this document.

If the total value of the document is less than the document tolerance, but some items exceed the maximum amount per item, the user is not allowed to post any differences for these items. However, other items can be processed by the user.

Posting Differences After the Count Has Been Posted

  1. Choose Start of the navigation path Difference Next navigation step Post Next navigation step . End of the navigation path

  2. The initial screen appears.

  3. On the initial screen, enter the number of the physical inventory document.

  4. By entering a value in the Threshold value field, you can control that, on the following overview screen, all of the differences that are smaller than or the same as the threshold value are preselected.

  5. Choose Continue .

  6. An overview appears with the items whose difference is larger than the threshold value so that differences are to be posted.

    (Since the inventory difference is calculated as the quantity counted minus the book inventory balance, it can be a negative number. The threshold value is independent of the sign. Thus, for a threshold value of 100, all differences that are not between -100 and +100 are listed.)

  7. On the overview screen, you can deselect items and select further items.

  8. Choose Start of the navigation path Difference Next navigation step Post End of the navigation path

The items whose difference is smaller than the threshold value and the items that you selected in the overview are balanced.

Posting the Count and Differences Simultaneously

  1. Choose Start of the navigation path Difference Next navigation step Count/difference. End of the navigation path

  2. The initial screen appears.

  3. On the initial screen, enter the number of the physical inventory document.

  4. Choose Start of the navigation path Goto Next navigation step Collective processing End of the navigation path .

  5. The collective processing screen for the physical inventory count is displayed.

  6. On the collective processing screen, enter the counted quantities in the Quantity column. If necessary, enter the unit of measure in which the count was performed in the UnE field.

Caution Caution

If a quantity of zero was counted for an item, enter this by selecting the ZC (zero count) column. It is not sufficient to enter 0 in the Quantity in column, because the system interprets a zero as "not yet counted."

End of the caution.

  1. Choose Start of the navigation path Difference Next navigation step Post End of the navigation path

Entering the Count Without a Document Reference

  1. Choose Start of the navigation path Difference Next navigation step Enter w/o doc. ref. End of the navigation path

  2. The initial screen appears.

  3. Specify the plant and storage location for which the count result is available.

  4. Choose Start of the navigation path Edit Next navigation step New items End of the navigation path .

  5. The item selection screen is displayed.

  6. On the item screen, enter the counted materials, along with their stock types and quantities.

Caution Caution

If a quantity of zero was counted for an item, enter this by selecting the ZC (zero count) column. It is not sufficient to enter 0 in the Quantity in column, because the system interprets a zero as "not yet counted".

End of the caution.

  1. Choose Start of the navigation path Difference Next navigation step Post. End of the navigation path

Result

After the inventory differences have been posted successfully, the system issues the message:

Diff. for I-document nn posted with M-document mm.

When you post the physical inventory difference, the system creates a material document that records the adjusted stock balances and an accounting document that contains the necessary account activities.