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Object documentationInventory Counting Window Locate this document in the navigation structure

 

Use this window to select items for inventory counting and record the counting results.

To access this window, from the SAP Business One Main Menu, choose   Inventory   Inventory Transactions   Inventory Counting Transactions   Inventory Counting  .

Note Note

This topic documents fields and other elements in this window that either are not self-explanatory or require additional information.

End of the note.
General Area Fields
Count Date, Time

Displays the date when inventory was counted and the exact time at which the counting began.

If you have defined the system to calculate in-warehouse quantities on the count date according to transaction posting dates, you cannot record the count time. In addition, transactions recorded on the count date may or may not be taken into consideration, depending on your setting in the Document Settings window. For more information, see Calculation of In-Warehouse Quantities on Count Date.

Once you update the count date and time, SAP Business One updates the in-warehouse quantities on the count date accordingly.

Note Note

You cannot set a future date or time.

End of the note.
Counting Type

Select the counting type according to the actual counting scenarios.

With multiple counters, you can record more than one set of counting results, for example, for validation purposes, and when teamwork is required at a large storage location or unit.

Before a row is closed in the inventory counting document, you can always change the counting type. The existing counting results are handled depending on the predefined setting or your choice:

  • If you change from a single counter to multiple counters, the counter becomes either an individual counter or a team counter. This change is determined by your setting in the Document Settings window. For more information, see Document Settings: Per Document Tab.

  • If you change from multiple counters to a single counter, the system asks you to choose one existing set of counting results or none.

Caution Caution

Be careful about changing the counting type. If you make the wrong setting or choice, and have updated the inventory counting document, you have no other way of correcting the mistake except to close the document and re-enter your counting results in a new document.

End of the caution.
Inventory Counter

Available only if you have chosen the single-counter counting type.

Specify whether the counter is a user or an employee (who is not, meanwhile, an SAP Business One user), and then select the user or the employee.

For more information about counting scenarios, see Inventory Counting.

No. of Individual Counters, No. of Team Counters

Available only if you have chosen the multiple-counter counting type.

Individual counters conduct counting independently, while team counters work as a team. Team counters' counted quantities of an item add up to the team counted quantity, which is compared with individual counters' counted quantities of the item. For example, 2 individual counters count item I001 stored in the same bin location, and then a team of 2 counters validate their counting: team counter A counts one half of item I001 and team counter B counts the other half.

Choose Browse (Browse) to select individual counters or team counters. The counter can be either a user or an employee (who is not, meanwhile, an SAP Business One user). Note that you can select a maximum of 5 individual counters and 10 team counters.

After you select at least one team counter, the Team Counting tab appears, where you enter each team counter's counting results.

For more information about counting scenarios, see Inventory Counting.

Branch

Available only if you have enabled multiple branches for this company. The branch information in each row is for reference purposes and cannot be edited. For more information, see Working with Multiple Branches.

Only the branches to which the current user is assigned are displayed for selection. Once you specify the branch, SAP Business One filters the following information according to the specified branch:

  • Document numbering

  • Users and employees from which you can select the counters

  • Warehouses

General Tab Fields
Item No., Item Description

Displays the number and description of the item that is selected for counting.

Note that you can change the item description specifically for this document without changing the item master data. To do so, enter the item description that you want to use and then press CTRL + TAB.

Freeze

Select this checkbox if you want to freeze an item, that is, prevent any transaction (except inventory posting) that affects the in-warehouse quantity of the item in the selected warehouse and bin.

To unfreeze an item, deselect this checkbox in the relevant row, and choose the Update button.

To unfreeze all items in the current inventory counting document, double-click the Freeze column’s header, and choose the Update button.

Note Note

SAP Business One automatically unfreezes the frozen items in the following situations:

  • You add the frozen items to inventory posting.

  • You manually close the frozen items or close the whole inventory counting document.

End of the note.
In-Whse Qty on Count Date

Displays the in-warehouse quantity of an item in a storage location that is recorded on the count date and, if the system calculates this quantity based on transactions' creation dates, at the count time. For more information about the calculation logic of this quantity based on different settings, see Calculation of In-Warehouse Quantities on Count Date.

Counted

Select this checkbox to indicate that the item in the specified storage location has been counted. If you want to copy a row to an inventory posting document to post the inventory changes verified through inventory counting, you must select this checkbox.

Note Note

If you select this checkbox without entering the counted quantity, the system considers the counted quantity as zero (not empty).

End of the note.

You can double-click the Counted column header to select or deselect all checkboxes in this column, as in the Freeze column. However, double-clicking other columns (for example, Item No.) sorts the values.

UoM Counted Qty, <Individual Counter> - UoM Counted Qty, <Team Counter> - UoM Counted Qty

These fields appear only if you have selected at least one UoM item in the document and are relevant to UoM items only.

The UoM Counted Qty field is for the single-counter counting type.

If the UoM item in the specified storage location is stored in only one unit of measure, enter the UoM counted quantity directly in the field.

If the item in the specified storage location is stored in more than one unit of measure, enter the corresponding UoM counted quantities in the Inventory Counting by UoM or Inventory Counting by UoM of Team Counters window. To open these windows, right-click the row and choose one of the following options, respectively:

  • For individual counters: Inventory Counting by UoM on the General tab

  • For team counters: Inventory Counting by UoM of Team Counters on the Team Counting tab

If there exists more than one UoM counted quantity for this item, the counter's UoM Counted Qty field becomes blank.

Counted Qty, <Individual Counter> - Counted Qty, Team Counted Qty, <Team Counter> - Counted Qty

The counted quantities are always measured in inventory counting UoMs.

Counted Qty, <Individual Counter> - Counted Qty

The Counted Qty field is for the single-counter counting type.

For a non-UoM item, enter the actual counted quantities in these fields. For a UoM item, each counter's counted quantity is the sum of the UoM counted quantities converted into the inventory counting UoM. For example, 1 box contains 6 bottles of milk (Item code: I001). In bin location A, you counted 3 boxes of item I001 (18 bottles) and an extra 5 bottles. In SAP Business One, the inventory unit of measure for item I001 is a bottle. As a result, the counted quantity of item I001 is 18 + 5 = 23 (bottles).

Team Counted Qty, <Team Counter> - Counted Qty

The Team Counted Qty field is available on the General and the Team Counting tabs. The team-counted quantity of an item is the sum of all team counters' counts and is compared with individual counters' counted quantities.

To enter team counters' counting results (including UoM counted quantities, serial numbers, and batch information), you must use the Team Counting tab.

Bar Code

Specify a bar code for the item in the specified unit of measure. To be available for selection, a bar code must have been linked to a UoM code (UoM code for non-UoM items is Manual).

To link a bar code to an item measured in a particular UoM, you must do it in the corresponding Item Master Data window. For more information, see Item Master Data: General Area.

Variance, Max. Variance, Variance %, Max. Variance %

After you enter the counting results into SAP Business One, the application compares the counting results with the in-warehouse quantities recorded in the system. The biggest variance between the counted quantities of an item in a storage location and the recorded in-warehouse quantity on the count date is the variance (for a single counter) or maximum variance (for multiple counters).

In addition, two percentage values are provided based on the comparison:

  • Variance percentage = (|Variance| / In-warehouse quantity) * 100%

  • Maximum variance percentage = (|Maximum variance| / In-warehouse quantity) * 100%.

If the percentage is larger than the defined threshold, the row is displayed in red. For more information, see Document Settings: Per Document Tab.

Example Example

Two individual counters Counter A and Counter B, as well as a team of counters (including Team Counter A and Team Counter B), counted an item in the same storage location. Their counting results are as follows:

  • Counter A: 10

  • Counter B: 8

  • Team Counter A: 4

  • Team Counter B: 5

  • Team counting: 4 + 5 = 9

The item's in-warehouse quantity recorded in the system is 10 on the count date.

Therefore, the maximum variance = 2, and the counters' difference percentage = (2/10) * 100% = 20%.

End of the example.
UoM Code

Choose a UoM code from the choose from list that lists all the UoMs in the UoM group specified for the item in item master data.

If you have specified an inventory counting UoM for the item in item master data, this field displays this UoM by default.

If you have entered multiple UoMs in the Inventory Counting by UoM window, this field is non-editable and displays Multiple UoMs.

If the UoM group for the item is Manual, this field is non-editable and displays Manual.

Items per Unit

Inventory Items per Unit = Base Qty ÷ Alt. Qty

This field is non-editable and displays the calculated value from the group UoM definition of the item.

If you have entered multiple UoMs in the Inventory Counting by UoM window, or if the UoM group of the item is Manual, this field is blank.

Counters' Diff., Counters' Diff. %

Available only if at least two sets of counting results are available. In other words, there must be one individual counter, and at least another individual counter or a team of counters.

Note Note

Counting results of team counters are not compared.

End of the note.

If multiple counters participate in inventory counting, after you enter the counting results into SAP Business One, the application compares all the counting results. The biggest difference between different counting results of an item in a storage location is the counters' difference.

In addition, a percentage value is provided based on the comparison: Counters' difference percentage = (|Counters' difference| / Lowest counted quantity) * 100%. If the percentage is larger than the defined threshold, the row is displayed in red. For more information, see Document Settings: Per Document Tab.

Example Example

Two individual counters Counter A and Counter B, as well as a team of counters (including Team Counter A and Team Counter B), counted an item in the same storage location. Their counting results are as follows:

  • Counter A: 10

  • Counter B: 8

  • Team Counter A: 4

  • Team Counter B: 5

  • Team counting: 4 + 5 = 9

Therefore, the counters' difference = 2, and the counters' difference percentage = (2 / 8) * 100% = 25%.

End of the example.
Team Counting Tab

This tab appears only after you have selected at least one team counter. You record each team counter's counting results (including UoM quantities, serial numbers, and batch information) on this tab. For an item in the same storage location (warehouse or bin location), all team counters' counts add up to the item's actual counted quantity, which is the team counted quantity.

Note that you must specify items, warehouses, and bin locations on the General tab. Such information is only for your information on the Team Counting tab.

The General tab also displays the team counted quantity to be compared with various individual counting results and the in-warehouse quantity.

Buttons
Add Items

Choose one of the following options to add items to the document:

Adjust Counted Quantities

From the dropdown list, select either of the following options to adjust the counted quantities:

  • Set as Not Counted:

    Erases all counting results (including UoM quantities, serial numbers, and batch information) that have been entered in the document and deselects the checkboxes in the Counted column.

  • Copy In-Whse Qty on Count Date:

    Erases all existing counting results, and replaces them with the inventory records on the count date. If there is a team of counters, the first team counter's counting results are replaced while all the other team counters' counting results are cleared.

    In addition, the Counted checkboxes are automatically selected.

Copy to Inventory Posting

After adding an inventory counting document to the system, you can post the counting results by copying this document to an inventory posting document. After you add the inventory posting document, the inventory information recorded in the system is adjusted to match the actual storage.

Note Note

Only rows that have been marked as counted are possible for copying. For more information, see the description for the Counted checkbox.

End of the note.

If there is no difference on a row between the counted quantities and the in-warehouse quantity recorded in the system, this row will not be copied to the inventory posting document. In addition, depending on your setting in the Document Settings window for inventory counting documents, this row may or may not be automatically closed after you add the inventory posting document. For more information, see Document Settings: Per Document Tab.

In addition to the above rule, depending on your counting type, the copy options are different:

  • Single counter: Choosing the Copy to Inventory Posting button directly opens the Inventory Posting window. There is no additional option.

  • Multiple counters: Three types of options are possible:

    • Items with No Counters' Diff.: Appears only if there are at least two sets of counting results. This option copies only rows where there is no difference between various counting results. Note that counting results between team counters are not compared, but differences between serial numbers and batches are taken into account.

    • Team Counted Qty: Appears only if there are team counters. This option copies the team counted quantity of each item in a storage location, which is the sum of each team counter's counting result.

    • <Individual Counter> - Counted Qty: Appears only if there are individual counters. Each individual counter has a corresponding copy option, which copies the specific individual counter's counting results to an inventory posting document.