Physical Inventory - Create

Creating Physical Inventory Document (PID)
Procedure
1. Access the transaction using:
SAP Graphical User Interface (SAP GUI)
Transaction code MI31
2. On the Initial Screen, fill-in the following:
Field name User action and Comment

values
Plant Ex. BP10 Plant on which inventory is carried on
Storage Location Ex. 0001 where materials are stored
Material Marked for Deletion Ex. Unchecked To exclude items which are already marked for deletion
(inactive)
Control Ex. Select data and To provide control for the user to select list of items to be
issue log included in the document
Name of Session Ex. BP02MMM0001 For identification of who created the PID
Format: Plant + Initials + Sloc
Issue Log Ex. Checked Specifies that a log is issued onscreen after processing.
Max. No. Items / Doc Ex. 300 To maximize line items of each documents
Selection Acc. to Stock
Balance
Unrestricted Use Ex. Checked Indicates that the unrestricted-use stock is affected by
the transaction (goods movement, physical inventory).
Incl. Matls Subj. to Phys. Ex. Checked Selects for physical inventory those materials for which a
Inv. physical inventory has already been carried out.
Data in Phys. Inv. Docmt
Header
Planned Count Data Indicates the date on which the physical inventory count is
to take place.
Set posting block Ex. Checked 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.
Click Acc. to Stck button in Selection Acc. to Stock Balance.
3. Click the Execute button. List of per Material, Stock Type and Batch will be displayed.
4. Click Select All button to select all line items and then click Create Documents button. List of
Physical Inventory Documents created will be displayed.
Result
Physical Inventory Documents have been created for items in storage location 0001.
To create PID for Stock Types: In Quality Inspection, repeat nos 1 - 4.

values
Balance
In Quality Inspection Ex. Checked Indicates that the stock in quality inspection is affected
by the transaction (goods movement, physical inventory).
To create PID for Stock Types: Blocked, repeat nos 1 - 4.

values
Balance
Blocked Ex. Checked Indicates that the blocked stock is affected by the
transaction/event (goods movement, physical inventory).
Displaying List of Physical Inventory Documents (PID)
Procedure
Field name User action and values Comment

Plant Ex. BP10 Plant on which inventory is carried on
List Diaplay Ex. Group by Physical To group list by PID; for ease in viewing
Inventory Document
Storage Location Ex. Blank Optional, to display list per storage location or just display
all PID
3. Click the Execute button. List per PID will be displayed.
Result
List of items per PID will be displayed.

Deleting Physical Inventory Documents (PID)
Procedure

Phys. Inventory Doc. Ex. 100001513 PID to be deleted
Fiscal Year Ex. 2011 Year on which PID was created
3. Click the Delete button. A confirmation message will be displayed. Click Yes to confirm or No to cancel deletion
Result
PID deleted. New PID number for the items in the deleted PID can now be regenerated.
Printing Physical Inventory Document
Procedure

Fiscal Year Ex. 2011 Year when PID was created
Plant Ex. Bp10 Plant on which PID was carried out
3. Click Execute button. A Print Dialog box will appear, click Print. Printout like the one below will be displayed.
Result
You now have a hard copy of the PID. Use that copy to record the count of material. This will then be used as reference in
entering the material count in the next process.
Entering Inventory Count
Procedure

Phys. Inventory Doc. Ex. 100003693 PID no
Count Date Ex. 01/25/2011 Date of the actual inventory count
3. Press Enter or click the Collective Processing button. List of items contained in the document will be displayed.
4. Enter the actual count for each material. Check the corresponding ZC column for items with zero (0) inventory.
Click any of the Page navigation tools to proceed from one page to another.
5. Click Save button to save count.
Result
Count has been assigned for each material in the PID.
Changing Inventory Count
Procedure

3. Press Enter or click the Collective Processing button. List of items contained in the document will be displayed.
4. Enter the new value for the count for each material. Check the corresponding ZC column for items with zero (0)
inventory. Click any of the Page navigation tools to proceed from one page to another.
5. Click Save button to save count.
Result
Count has been changed for each material in the PID.

Displaying Inventory Count
Procedure

Result
List of items contained in the document will be displayed.
List Count Differences
Procedure
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Logistics → Logistics Execution → Internal Whse Processes → Physical Inventory → In
Inventory Management → Difference → Difference List
2. On the initial screen, enter the following values:
Field name User action and values

Plant
Physical Inventory Enter your inventory document number if not already proposed by system
Document
3. Choose Execute.
Result
The system generates a report of count differenced which can be printed if required.
Recount
Use
This step is only necessary if the warehouse manager or controller decides to recount a material.
Procedure
1. Access the transaction using the following navigation option:

Inventory Management → Count Results → Recount
2. On the initial screen, enter the following values and choose Enter.
Physical Inventory Enter your physical inventory document number
Document
Planned Count date Change if different from original planned count date
3. Select materials to recount and choose Save.
4. Repeat steps from Printing of PI documents.
Result
A new physical inventory document is created.

Post Differences
Use
Once the count is reviewed by the Warehouse Manager, the Warehouse Monitoring can post the inventory count
differences.
Procedure
1. Access the transaction using the following navigation option:
Inventory Management → Difference → Difference List
2. On the initial screen, enter the following values:

Plant
Physical Inventory Enter your Physical Inventory Document number if not yet proposed by system
Document
3. Choose Execute.
4. On the List of Inventory Differences screen, select the relevant document(s) and choose Post Difference.
5. On the following screen choose Save.
Result
1. The system generates material document(s), accounting document(s), and controlling document(s).
2. Financial Postings
Posting Key Account Description Note

89 / 99 131000 or Inventory raw materials Depending on material
135010 or Trading goods type
133000 Semi - finished products
91 / 81 520010 Gain / Loss - inventory diffs
Appendix
Reversal of Process Steps

See the Recount section for the reversal handling. Alternatively input errors can be corrected by going through the
complete process again.
Design Consideration / Assumptions

Due to the delay between a material movement and the posting of that movement, there is a short-term discrepancy
between actual warehouse stock and book inventory. To avoid such a discrepancy during physical inventory, materials
can be blocked for posting during the physical inventory. The inventory count and adjustment scenario does not block
materials as this step is only necessary if physical counts were to take place during normal operations.
You can set a posting block in the following two ways, if required:
 You block the relevant materials when you enter the physical inventory document. This is recommended if you
create the physical inventory document immediately before the count.
 You block the relevant materials later by changing the posted physical inventory document. This is recommended
if you do not create the physical inventory document immediately before the count.
The posting block is automatically cancelled when you post the counting results for the physical inventory document.

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Creating Physical Inventory Document (PID)

Transaction code MI31

2. On the Initial Screen, fill-in the following:

Field name User action and Comment

Field name User action and Comment

To create PID for Stock Types: Blocked, repeat nos 1 - 4.

Field name User action and Comment

Transaction code MI24

2. On the Initial Screen, fill-in the following:

Field name User action and values Comment

List of items per PID will be displayed.

Transaction code MI02

2. On the Initial Screen, fill-in the following:

Field name User action and values Comment

Transaction code MI21

2. On the Initial Screen, fill-in the following:

Field name User action and values Comment

Transaction code MI04

2. On the Initial Screen, fill-in the following:

Field name User action and values Comment

5. Click Save button to save count.

Transaction code MI05

2. On the Initial Screen, fill-in the following:

Field name User action and values Comment

5. Click Save button to save count.

Count has been changed for each material in the PID.

Transaction code MI06

2. On the Initial Screen, fill-in the following:

Field name User action and values Comment

List of items contained in the document will be displayed.

List Count Differences

2. On the initial screen, enter the following values:

Field name User action and values

1. Access the transaction using the following navigation option:

3. Select materials to recount and choose Save.

4. Repeat steps from Printing of PI documents.

A new physical inventory document is created.

2. On the initial screen, enter the following values:

5. On the following screen choose Save.

Posting Key Account Description Note

Reversal of Process Steps

Design Consideration / Assumptions

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