Physical Inventory Process in Material Management

Hello All,
I have blogged on the physical inventory process in Inventory management. This will be more helpful for the new guys in the area of SAP / Material management.
<a href="/people/community.user/blog/2007/05/04/physical-inventory-in-material-management Inventory Process in Material Management</a>
You are welcomed to put the comment or feedback
Regards
Arif Mansuri

Hi Arif,
I added a comment on 'distribution of usage variances' to the blog, to make people aware on that useful, but not yet very well-known feature in newer releases.
<a href="http://help.sap.com/saphelp_erp2005/helpdata/en/d2/cb532d455611d189710000e8322d00/frameset.htm">http://help.sap.com/saphelp_erp2005/helpdata/en/d2/cb532d455611d189710000e8322d00/frameset.htm</a>
best regards,
Udo

Similar Messages

How to do Physical inventory process in Warehouse

Hi Guys
What is the procedure for Physical inventory process in Ware house
Kindly provide step by step procedue

Hi
Please go with following transaction
MI01>Create physical inventory document>Enter Document Date>Planned count date>Plant Code>Storage Location>Click on Enter button>you will get the separate screen>Enter material code>and click on SAVE button (Ctrl+S)>you will get Physical inventory document number. (MI02-Use for delete)
(After getting Physical inventory document number you go with MIO4)
MI04>click on enter button>you will get "Enter inventory count screen>Enter Phys. inventory doc.no>Fiscal year>Count date>click on enter button>you will get separate screen>Enter physical qty>and click on save button ((Ctrl+S)>you will get massage from the SAPu201D Count entered for phys. inv. doc. 100000112"
(After completed above transaction you please go with MI07)
MI07>you will get Post inv.differences: initial screen>Enter Phys. inventory doc.> Fiscal year> Posting date>click on enter button>you will get separate screen with deference qty>click save button (Ctrl+S)> you will get document number generated from the system (Diffs in phys. inv. doc. 100000112 posted with m. doc. 4900001246)
Physical Inventory:
Physical Inventory is a business process in which physical stock is matched with book (system) stock. It is legal requirement to carry out physical inventory at least once in a year.
Physical inventory can be carried out both for a companyu2019s own stock (Unrestricted, Quality, Blocked Stock) and for special stocks (Customer Consignment stock, Vendor consignment stock from vendor, Returnable packaging). This inventory is carried out saperately for both type of stocks.
Physical Inventory Processes:
Several inventory processes available for physical inventory which includes as follow:
1. Periodic Physical Inventory
o All stocks of the company are physically counted on the balance sheet key date
o Every material must be counted
o Entire warehouse must be blocked for material movements during count.
2. Continuous Physical Inventory
o Stocks are counted continuously during the entire fiscal year.
o It is important to ensure that every material is physically counted at least once during the year.
3. Cycle Counting
o In this method of physical inventory, inventory is counted at regular intervals within a fiscal year.
o These intervals (or cycles) depend on the cycle counting indicator set for the material in Material Master record as CC indicator in plant view data.
o With this Cycle Counting Method of Physical Inventory allows fast-moving items to be counted more frequently than slow-moving items.
4. Inventory Sampling
o Randomly selected stocks of the company are physically counted on the balance sheet key date.
o If found not much variance between the counted stock and the book book stock, it is presumed that the book inventory balances for the other stocks are correct.
Physical Inventory Process Cycle Flow
1. Creation of physical inventory document
- Physical inventory document(s) is created individually or using the batch program, click for more information
- The transaction codes for creation physical inventory are as follow
Individual Inventory documentation creation
MI01 - Individual physical inventory creation
MIS1 - Inventory Sampling document creation
MICN - Cycle count inventory document creation
Collective Inventory document creation
MI31 - Own stock without special stock
MIK1 - Vendor consignment
MIQ1 - Project stock
MIM1 - Returnable Transpiration material
MIW1 - Customer Consignment stock
MIV1 - Returnable material with customer
MIO1 - Material provided to Vendor (Subcontracting material)
2. Print physical inventory document
- Physical Inventory document can be printed based on the physical inventory document status and or item status
- Transaction code MI21 is used to print the inventory document where print default value can be populated
3. Count the physical stock
- Based on the inventory document printout, the warehouse person will check the stock of material physically and note that on print out. This is completely physical process.
4. Enter count in system
- On completion of physical count, the count result is needs to be entered in the system. This can be with reference (using Tcode MI04) or without reference (using Tcode MI04) to the physical inventory document.
- If count quantity for that material is ZERO then select ZC (zero count) column instead of putting 0 in qty field. If 0 is used for zero count then systm will consider that as "not counted"
5. Analyze difference
- Once count is posted in the system, difference analysis can be carried out using transaction MI20
- The output gives information based on the input criteria i.e. physical inventory document, plant, material etc.
- The output gives information about the book quantity, Counted quantity, difference in quantity and value.
- From this output list, you can carry out further process ie initiate recount, change count quantity, post difference
6. Initiate recount and follow the steps 3,4,5
- If found unacceptable difference, recount is initiated using directly from difference analysis list (transaction code MI20) or using transaction code MI11.
- New inventory document will be created for selected items or for entire document
- The original document items will be deactivated once recount is initiated so original document will not be available for further process.
- On initiating recount, you need to process same as for new count document.
7. Post the difference
- Several options are available for posting difference
- Post difference after count is posted using transaction code MI07
- Posting the count and inventory differences using transaction code MI08, here you have created physical inventory but not counted so with this you can count and post difference in sinle step.
- Entering the count without a document reference using trasnaction code MI10, with this you can create inventory document, enter the count and post difference in single step.
some more points for posting difference
- Posting period must be open to post inventory difference.
- The fiscal year is set by specifying a planned count date when creating a physical inventory document.
- Tolerence to crear difference per user group can be set in customization.
- The system will generate material document for the difference qty and post the value to appropriate account (for valuated stock)
- The movement type in material document will be 701 or 702 based on gain or loss of material.
Serial Numbers in Physical Inventory
If material is managed with serial number then it is possible to carry out physical inventory for material with serial number. There are some pre-requisite before you carry out physical inventory for serialized materials.
- Serial number profile must be maintained in the material master.
- the serialization procedure MMSL (maintaining goods receipt and goods issue documents) has to be assigned to serial number profile.
- The stock check indicator in the serial number profile should be configured.
- Maintain basic settings for the serial numbers in customization for Serial Number Profile.
- Configure serial number management for physical inventory in the Settings for Physical Inventory step in Customizing for Inventory Management.
Blocked Stock Returns are the stock which is return stock from Customer or the stock which can be return back to vendor. To restrict the usage of this stock mostly business do transfer posting for this mateial as BLOCKED stock
Goto SPRO -> Sales and Distribution -> Billing -> goto Copy Control -> use Copy control Between billing doc to sales doc.
select the line which refers to ur billing doc and Return Sales doc.
Goto Item level and please check the Check box saying Update Doc Flow .
This check box will keep track of Refernce qty between Billing Doc and Return Sales Doc.
Rgds,
Rajesh

Physical inventory of configurable material

Hi ,
   Can any one suggest me the process of performing physical inventory for configurable material.
Thanks ,
Deepa

Physical Inventory (MM-IM)
Technical name: SAP_MM_IM_INVENTORY_CONTROL
Tasks
In Physical Inventory, the user has the task of creating and processing physical inventory documents. After the physical inventory count is complete and a recount has been carried out if required, he or she posts the inventory differences and can print out a list of these.
Activities in Materials Management
Activity,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,Transaction Code
Create Physical Inventory Document     MI01
Change Physical Inventory Document     MI02
Display Physical Inventory Document     MI03
Print Physical Inventory Document     MI21
Process List of Differences                     MI07
Create List of Differences with Document     MI08
Create List of Differences Without Document MI10
Print List of Differences                      MI20
Recount Physical Inventory Document     MI11
Reporting in Physical Inventory (MM-IM)
Technical name: SAP_MM_IM_INVENTORY_REPORTING
Tasks
The user has the task of monitoring all the data relevant to physical inventory in the Inventory Management component.
Activities in Materials Management
Activity,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,Transaction Code
Display Physical Inventory Documents for Material     MI22
Display Physical Inventory Data for Material     MI23
Physical Inventory Overview     MIDO
Display Changes     MI12
Physical Inventory List     MI24
Read Physical Inventory Document Archive     MIAL
Carrying Out a Physical Inventory (MM-IM)
Technical name: SAP_MM_IM_INVENTORY_EXECUTION
Tasks
When carrying out a physical inventory, the user has the task of entering the counted stocks in the system and changing and displaying physical inventory documents if necessary.
Activities in Materials Management
Activity     Transaction Code
Enter Physical Inventory Count with Document     MI04
Enter Physical Inventory Count without Document     MI09
Change Physical Inventory Count     MI05
Display Physical Inventory Count     MI06
Inventory Sampling (MM-IM)
Technical name: SAP_MM_IM_INVENTORY_SAMPLINGTasks
The user has the task of creating, changing, and displaying data for the inventory sampling procedure in the R/3 System or other systems. He or she carries out the individual steps in the inventory sampling procedure: assigning stock management levels, forming the stock population, forming a stratification, forming a random selection, update, and extrapolation.
Activities in Materials Management
Activity     Transaction Code
Create Inventory Sampling in the R/3 System     MIS1
Create Inventory Sampling - Other     MIS5
Change Inventory Sampling     MIS2
Display Inventory Sampling     MIS3
http://help.sap.com/saphelp_46c/helpdata/en/b5/2f2686d6f511d3b7f30000e82de955/frameset.htm
Edited by: SYED SALEEM on Mar 20, 2008 10:50 PM
Edited by: SYED SALEEM on Mar 20, 2008 11:19 PM

Physical inventory block in material master

Hi
In Material Master, Plant/Storage location stock view, there is a field "physical inventory block".
I want ot remove the block to one of the materials.
How to edit the field. In change mode (MM02), the whole view is in diplay mode only.
any suggestions please
regards
prasad

Hi,
It seems there is on PID (Physical inventory document)document active for that material.
To remove block indicater for material Goto transaction MI22 there you can find whcich PID document active for material.
Then take the PID document complete the physical inventory process else you can delete PID document through MI02 transaction.
PID steps:
MI01 create PID document
MI04 Enter inventory Count
MI11 enter recount.
MI07 Post Inventory differencess.
Hope this would help,
Regards,
JS

Output type for HU physical inventory process

Hi All,
During a HU physical inventory process we print the physical inventory
document (the list) by transaction HUINV02.
The customer would like to make a few changes in the layout.
we didnt find the standard form and also not the output type.
is anybody know if there is a form or output type for this list?
Thanks,
Sharon.

Ok.
I think you need to create a new output type for this. Because even I did not find it anywhere in NACE.
Here is the print program: RM07IDRU.
As you already have the form name, you can create the output type.
Vishwa.

Need to Block storage location through physical inventory process

Hello My client want to Block few storage locations not through authorisation objects but using physical inventory process.
can this be achieved through any configuration settings so that when we run physical count the SLoc blocks till the count completes & posted.or Any other method to block Sloc.
Please guide me on this.

Hi,
You can use check box of "Posting block" in physical inventory document. Posting block indicates that no goods movements involving the materials listed in the physical inventory document can be posted for the duration of a physical inventory count.The indicator is set for the affected stocks in each case for all associated stock types and is not cancelled until the count results are posted.The blocking indicator can be set in one of two ways:
A.Directly upon entry of the physical inventory document (if the count is to take place immediately)
B.Shortly before the count (if the count is to take place later)
Regards,
Biju K
Moderator message:
Warning.
You copy-pasted someone else's work as your own message. Please don't do it in the future.
http://www.dfa.arkansas.gov/offices/informationServices/aasis/MM/Documents/InventoryPlanningandMonitoringManual.pdf
Edited by: Csaba Szommer on Oct 27, 2011 8:33 PM

Things to be done before Physical Inventory Process

Hi
Just before i do Physical Inventory process, what are the pre-requisites should I consider.
For example, Sales order stock already alloted. And I am posting a count value less than that. I usaully get an error.
Kindly list me such things which i should clear in the SAP system before i do PI process.
Regards
Maruthi Ram

hi,
before doing physical inventory we need to check the following
1. check the ware house stock thru MB53.MB5B
2. confirm whether physical inventory for the entire plant or a particular sto loc
3. decide which process you are going to use for PI count ( either manual/batch /cycle count)
4. if the process is cycle count check whether all the materials having CC indicator
5. decide whether we need to block or freeze the posting
6. decide which you are going to stop the transaction if the physical inv is blocked.
hope this will be useful
Regards
Sridharan

Skipping of physical inventory process

Hi,
In each FY we carry out the physical inventory process, but as in this year user have monitor all the stock proeprly and online monitoring is done every month, so user want to not to carry physical inventory process so is there in problem or we can skip this process for this year.
Is there any eefect of this on system in present of future FY.
regards,
zafar
Edited by: zkarnalkar on Apr 1, 2011 8:32 AM

there is no negative effect within your SAP system if you do not perform a phyiscal inventory.
However, a physical inventory is in many countries demanded by law. If you can attest that you have done it, even you did not use SAP for this activity, then it is okay.

Differecnes in physical inventory process in WMS - problm

I have one issue. Differences from my physical inventory are moving to a storage type 999 SCHROTT.
In one case we don't post it imediately, but we wait the other inventory to maybe compansate the differences,
and in some cases we posti it to MM FI immediately.
I want to leave some stock in 999 SCHROTT and other to post in IM and FI.
I wanted to leave this stock, maybe transfer to another storage tyype or bin in 999,
which solution do you find the best?
Is this OK to be done, no problems with legal stuff or so?
Thank you in advance...

I agree with Jurgen on this, you will be facing ATP issues, if not for positive quants (they can be blocked by LQ02 etc.), but certainly for negative ones since those can't be blocked and will create false ATP.
You will physically have the material but won't be able to sell it or post any kind of goods issue, you won't see that quantity because of this negative quant.
But, if in some reason your quantities in difference STypes are not too big to significantly influence your ATP then surely you can postpone your postings, but as Jurgen said, it's not recommended to do so. But if those quantities are not that big of a deal then why not post it immediately? They shouldn't create a big financial burden in this case.
I always like to clear the differences although there are clients that have different philosophy, they tend to sacrifice ATP generating minor issues to gain some time in return. It's the difference in the way of thinking about WH and logistic processes.
But, all this put aside, I think that your question has been answered in the first reply, at least in SAP functional way. Knowing all the possibilities and some possible problems, I hope you will choose the best way to go.

Physical Inventory with Serialized Material Masters

Our meter inventory is serialized under material masters for each meter type. We have separate plants for our gas vs. electric meters, and only one storage location per plant. In one case we have over 15,000 meters under one material master. When performing a physical inventory for material master A we have to enter over 15,000 serial numbers. Has anyone found a good way to enter the count results when you can only enter 18 serial numbers at a time then page down to enter the next set of 18 serial numbers and so on until 15,000 meter serial numbers are entered?
During testing, we also found that if the entered quantity is not a match to the number of validated serial numbers entered in the Maintain Serial Numbers screen, you need to cancel the session, and start over. Is there a way to correct the inventory quantity without loosing all of the serial numbers just entered?

Hi Ken,
Not sure which transaction code you are using. However, the place where you are updating serial number, take a F4; this will open a selection screen (Similar to IQ09 selection screen). On this serial number selection screen, press multiple selection button on serial number - where you will see pop-up for multiple selection for serial number. In this pop-up window, you have one button called "Import from text file". Use this button to upload 15,000 serial numbers and select them.
So, prerequisite is to create one flat file with 15,000 serial numbers.
Hope this helps.
Regards,
Avinash

Physical Inventory Process

Hi All,
We have a Problem when we enter the Phy inventory count in MI04. Each Drum is of 450 LB. In legacy system they enter each drum weight and the system will calculate the total weight.
Example
<b>Material : 99999, Batch # 3452, BUM is LB, AUM is DRUM,
Conversion Factor: 450 LB = 1 DRUM (Maintained in the Mat.Master)</b>
Total Quantity: Total 5 Drums-- 1Drum @450LB,1Drum@123, 2Drums@355LB
1 Drum@400 LB.
In legacy the will calcluate the total weight when we enter like above and the syste will calculate the total weight.
How we do it in SAP?
Please help
Thanks
Ayesha

Hi,
Unless the material is batch managed then you just have a stock or Drums OR LBS, the system will not keep a record of how much is in each drum (unless you want to try using a storage location fro each drum and that would be crazy if you have hundreds of them, or more).
the lowest level of stock management is Storage location, unless you use batches then the lowest level is a batch. the final alternative is WM in which a quant is the lowest level of stock.
So either just enter a total weight, or switch on batch management and have a weight for each batch (i.e. drum), or have a storage location for each drum (if you only ever have 5 drums in stock.
Sorry but there is not much else you can expect the system to do?
Steve B

Physical inventory process - reg

Hi All,
Our Inventory Control Team and Finance are exploring other options to replace our current processes and will achieve the same final results that we get using TCodes MI01 thru MI07 for adjusting inventory variances, 701/702 mvts.
Using TCodes MI01 thru MI07 is a 3 to 4 step process: Create Phys Doc#, Enter Count Results, make changes if necessary, and then Posting the variance (701/702 mvts). We want to stream line this process and make it 1 step and adjust the inventory variances in one transaction against particular G/L acct. & Cost Center.
Currently we can do this using MB1A 201/202 mvts and manually entering G/L acct. & Cost Center.
The 201/202 is used for miscellaneous expensing against multiple G/L accts. We want unique mvts that automatically defaults and expenses to/from G/L acct.& Cost Center.
Kindly let us know is there any option to explore this in SAP?
Thanks
Chandru

Hi
Yes you can defulat the G/L account & The Cost center
Create new movement types copying 201/202 & change the Account modifiers
For Example instead of GBB - VBR use GBB - Z01.
Assign your G/L accounts to GBB -Z01 in OBYC.
Maintain the Default assignment of cost center to the G/L account in transaction OKB9.
Thanks & regards
Kishore

Warehouse Management - physical inventory

Hi All,
Can any body pleasae provide me the entire process of physical inventory count at Wm level.
Thanks
Sunny.

Hi Sunny,
Physical Inventory Processes:
Several inventory processes available for physical inventory which includes as follow:
1. Periodic Physical Inventory
o All stocks of the company are physically counted on the balance sheet key date
o Every material must be counted
o Entire warehouse must be blocked for material movements during count.
2. Continuous Physical Inventory
o Stocks are counted continuously during the entire fiscal year.
o It is important to ensure that every material is physically counted at least once during the year.
3. Cycle Counting
o In this method of physical inventory, inventory is counted at regular intervals within a fiscal year.
o These intervals (or cycles) depend on the cycle counting indicator set for the material in Material Master record as CC indicator in plant view data.
o With this Cycle Counting Method of Physical Inventory allows fast-moving items to be counted more frequently than slow-moving items.
4. Inventory Sampling
o Randomly selected stocks of the company are physically counted on the balance sheet key date.
o If found not much variance between the counted stock and the book book stock, it is presumed that the book inventory balances for the other stocks are correct.
Physical Inventory Process Cycle Flow
1. Creation of physical inventory document
Physical inventory document(s) is created individually or using the batch program, The transaction codes for creation physical inventory are as follow
Individual Inventory documentation creation
MI01 - Individual physical inventory creation
MIS1 - Inventory Sampling document creation
MICN - Cycle count inventory document creation
Collective Inventory document creation
MI31 - Own stock without special stock
MIK1 - Vendor consignment
MIQ1 - Project stock
MIM1 - Returnable Transpiration material
MIW1 - Customer Consignment stock
MIV1 - Returnable material with customer
MIO1 - Material provided to Vendor (Subcontracting material)
2. Print physical inventory document
Physical Inventory document can be printed based on the physical inventory document status and or item status
Transaction code MI21 is used to print the inventory document where print default value can be populated
3. Count the physical stock
Based on the inventory document printout, the warehouse person will check the stock of material physically and note that on print out. This is completely physical process.
4. Enter count in system
On completion of physical count, the count result is needs to be entered in the system. This can be with reference (using Tcode MI04) or without reference (using Tcode MI04) to the physical inventory document.
If count quantity for that material is ZERO then select ZC (zero count) column instead of putting 0 in qty field. If 0 is used for zero count then systm will consider that as "not counted"
5. Analyze difference
Once count is posted in the system, difference analysis can be carried out using transaction MI20
The output gives information based on the input criteria i.e. physical inventory document, plant, material etc.
The output gives information about the book quantity, Counted quantity, difference in quantity and value.
From this output list, you can carry out further process ie initiate recount, change count quantity, post difference
6. Initiate recount and follow the steps 3,4,5
If found unacceptable difference, recount is initiated using directly from difference analysis list (transaction code MI20) or using transaction code MI11.
New inventory document will be created for selected items or for entire document
The original document items will be deactivated once recount is initiated so original document will not be available for further process.
On initiating recount, you need to process same as for new count document.
7. Post the difference
Several options are available for posting difference
Post difference after count is posted using transaction code MI07
Posting the count and inventory differences using transaction code MI08, here you have created physical inventory but not counted so with this you can count and post difference in sinle step.
Entering the count without a document reference using trasnaction code MI10, with this you can create inventory document, enter the count and post difference in single step.
Hope it helps!
Preethi.
Edited by: preethi R on Nov 25, 2008 12:54 PM

Physical Inventory & Cycle Couting for Batch Managed Materials

Hi Friends, pls help me on this scenario
Physical Inventory
For a Batch Managed Materials we have hundreds materials and thousands of batches (each batch is equally imp)
So the first step would be
Create the documents with MI31 Batch Input session
Post the count with MI34 Batch Input Session
See the difference in MI37
MIDO we get to c the physical inventory overview.
correct me if i am wrong
Cycle Count
This is a seasonal Business and ABC analysis based on requirements n Consumption doesn't work for this process. Is there any way that we can configure the system in SAP which has the ability to fulfill the following scenario.
They shud be able to select a % of materials from the storage for every month and that way they shud finish counting all of them at the end of their season. Not based on any criteria, just a part of materials ...
hope i am clear on the requirement..please suggest me something
thanks

No, it will not match, it will create its own document in background.
Why do you have one created if you dont want to do a selection ?
You cannot create a document for 1000 materials and then only count 30.
You either create a document for 30 and count 30 and enter it with MI04, or you dont create a document with SAP, count based on any other paperwork and enter the count as I said with MI09.

Physical inventory count process

Hi,
We have new created new company code and plant in last fiscal year 2009, for that Plant I wan to do the physical inventory process, can you give all the customization as well as other process which is required for this.
regards,
zafar

Hi Zafar,
here is the flow of steps.
1.u go to MI01and "create" a doc.
2. just take the print of that doc.
3.do the Phsical inventory verification i.e counting.
4.goto MI04, MI05 or Mi06 and displa the count.
5.post the difference in MI07(with reason) with mvmt type.
this mvmt typ is a 3 digit no. having a reason for the difference in the 2 values.
Hope this wll help u.
Rgerds,
yk

Physical Inventory Process in Material Management

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