SAP BUSINESS ONE
USER MANUAL
INVENTORY COUNTING AND ADJUSTMENT
Title Inventory Counting
Inventory counting is crucial to any company that manages an inventory, be it perpetual or periodic. By
matching the actual inventory to the quantities saved in the database, companies can make adjustments
Page to
| 1 existing inventory records, detect unusual or unacceptable discrepancies, and improve inventory
management.
After creating an inventory counting document to record the counting results, you must post the
inventory changes (create an inventory posting document based on the inventory counting document)
to effect the adjustments in the system.
Prerequisites
Before you start to count inventory on site, ensure that every inventory transaction (issue or
delivery of goods) that has happened in the real world has a corresponding record in the SAP
Business One system. This avoids any false alarm at a mismatch between the system and the
reality.
Before creating an inventory counting document, ensure that you have defined appropriate
settings for this type of document. For more information, see Document Settings: Per Document
Tab and Calculation of In-Warehouse Quantities on Count Date.
Recommendation
The issue and receipt of goods are usually called to a stop before an on-site inventory counting is
performed. To keep the system records consistent, we recommend the following practice:
1. Ensure that all inventory transactions that have happened are recorded in the system.
2. Create an inventory counting document, specify the items to be counted (including the storage
location information), the counting type (counting scenario), and the counters.
3. Freeze the items for transactions by selecting the Freeze checkbox in each row of the document.
4. Add the inventory counting document to the system.
5. Print the inventory counting document.
6. Perform on-site counting according to the printed document.
7. Update the inventory counting document with the counting results.
You can perform the following inventory counting transactions in SAP Business One:
1. Print lists of items for inventory counting and record the results of inventory counting
2. Reconcile item quantities with the results of inventory counting.
For more information, see Posting Counting Results.
Counting Scenarios
SAP Business One supports the following counting scenarios:
1. A single counter
2. Multiple counters:
Page | 2 Individual counting where individual counters conduct independent counting of an item at a
storage location
Team counting where a group of counters' counting results of an item at a storage location
add up to its total quantity
A combination of individual counting and team counting
PROCEDURES
Step Step Description
1. Go to Inventory > Inventory Transactions > Inventory Counting Transactions > Inventory
Counting.
2. Indicate the following:
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.
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.
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.
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3. If counting type is Multiple, the following field will be available
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 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.
4. Add items and specify the storage locations (warehouses and, if any, bin locations).
5. You can specify items manually or based on defined selection criteria.
To define selection criteria, choose the Add Items button and choose Select Items. Then,
in the Inventory Counting - Items Selection Criteria window, specify various selection
criteria (for example, warehouses).
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6. Fill in the selection criteria based on your preference.
7. All the items that satisfy the criteria selected will be displayed to the Contents table
8. 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,
select the checkbox ‘Freeze’
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9. Click ‘Add’
10. Click “Last Data Record” button to view the last document added.
11. 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.
12.
To preview document, click Print Preview button
A message will prompt that will make you select whether to print the Inventory Count
Sheets with quantities or blank only
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13. Click your preference then click OK.
14.
Click Print button to print
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15.
To save the document outside SAP, click the export button and save to the
preferred path.
16. Assuming that the inventory counting has been finished, update the Inventory Counting
document to record the results of the inventory counting.
Click “Last Data Record” button to view the last document added.
Or you may use the Find button, or click CTRL + F and punch in the reference number of
the inventory count document
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17. Enter counted quantities and other information, including:
Counted quantity of each relevant unit of measure if you have defined a UoM
group for an item
Serial numbers
Batch information
To define these, right-click any row and select corresponding options (for example, Serial
and Batch Selection for Individual Counter 1, Inventory Counting by UoM).
18. If your counting results have little variance from your recorded in-warehouse quantities,
to save effort, you can choose the Adjust Counted Quantities button and select the option
Copy In-Whse Qty on Count Date.
19. The recorded in-warehouse quantities on the count date are copied as the counted
quantities. Then you just need to make adjustments to reflect the variances.
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20. Select the Counted checkbox in each row for which you have finished entering results and
which is ready for posting. If you do not select this checkbox, the counting results cannot
be posted.
21. Choose the Update button to save the counting results.
Title Posting the Counting Results
You have two ways to post your counting results based on one or more inventory counting documents:
Copy-to method: Open an existing inventory counting document and copy it to a new inventory
posting document.
Copy-from method: Open or create an inventory posting document and copy from one or more
inventory counting documents.
Copy Options for Multiple Counters
For multiple counters, either the copy-to or copy-from method copies only one set of counting results to
the inventory posting document. For example, if you choose to post the team counting results or an
individual counter's counting results, only the specified set of counting results is copied.
Depending on the counting type and selected counters, the following copy options are available:
Page | 10 Items with No Counters' Diff.: The system copies only items for which all counting results are the
same.
Total Counted Qty: The system copies the sum of all team counters' counted quantities for each
item.
<Individual Counter> - Counted Qty: The system copies the specified individual counter's
counted quantity for each item.
Prerequisites
To have counting results in a specific row of an inventory counting document copied to the inventory
posting document, the following requirements must be met:
You have selected the Counted checkbox in the row.
The counted quantity you intend to copy is different from the in-warehouse quantity recorded
in the system.
After Posting Counting Results
After you add an inventory posting document based on inventory counting documents, rows that are
copied to the inventory posting document are automatically closed and items in these rows are
"unfrozen". However, some rows may remain open because there is no difference between the in-
warehouse quantity and the counted quantity. You cannot create new inventory counting documents
for the items recorded in the open rows. Similarly, items in the open rows remain "frozen" and you
cannot record any inventory transaction for them. To solve these issues, you must go back to your base
inventory counting documents and manually close the documents.
Copy-to method
PROCEDURES
Step Step Description
1. Go to Inventory > Inventory Transactions > Inventory Counting Transactions > Inventory
Counting.
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2. Click “Last Data Record” button to view the last document added.
Or you may use the Find button, or click CTRL + F and punch in the reference number of
the inventory count document
3. Choose the Copy to Inventory Posting button and, for multiple counters, select the set of
counting results that you want to post (use to adjust the system records accordingly).
4. The Inventory Posting window opens and the counting results are copied to this window.
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5. In the Inventory Posting window, make any necessary adjustments (for example, prices,
the Inventory Offset accounts)
6. To review journal entry, click Journal Entry Preview button
7. Add the inventory posting document by choosing the Add button
A message prompt will appear, click Yes
8. Click “Last Data Record” button to view the last document added.
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9.
To preview document, click Print Preview button
10.
Click Print button to print
11.
To save the document outside SAP, click the export button and save to the
preferred path.
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Copy From method
PROCEDURES
Step Step Description
Page | 15 1. Go to Inventory > Inventory Transactions > Inventory Counting Transactions > Inventory
Posting.
2. In the Inventory Posting window, choose the Copy from Inventory Counting button.
3. In the List of Inventory Counting window, select one or more inventory counting
documents with the same counting type (multiple counters or single counter) and choose
the Choose button.
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Note
If selected inventory counting documents have different count dates, the Count Date field
in the header area of the inventory posting document becomes irrelevant. The actual
count date and time are saved in each row and the in-warehouse quantities are
calculated accordingly.
4. In the draw document wizard, choose to draw all data or select part of the data to draw.
For multiple counters, you must also specify which set of counting results to draw for
each inventory counting document.
5. In the Inventory Posting window, make any necessary adjustments (for example, prices,
the Inventory Offset accounts)
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6. To review journal entry, click Journal Entry Preview button
7. Add the inventory posting document by choosing the Add button
A message prompt will appear, click Yes
8. Click “Last Data Record” button to view the last document added.
9.
To preview document, click Print Preview button
10.
Click Print button to print
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11.
To save the document outside SAP, click the export button and save to the
preferred path.
