Creating the Physical Inventory Document

Objective

After completing this lesson, you will be able to create a physical inventory document in SAP S/4HANA.

The Create Physical Inventory Documents App

With the Create Physical Inventory Documents app, you can search for materials that are due for physical inventory and create inventory documents for them.

An interface screen displays filter and search fields, a list of inventory stock entries, and options to create or schedule physical inventory documents.

In the standard system, filter criteria for selection include Posted to Stock, Plant, Storage Location, and Not Counted Since. You can also adapt filters by selecting other filter criteria, such as material type and material group, or the key figure goods issues since the last count.

You can use the Search field in the filter area to find stock by material, batch, customer, or supplier IDs. You can then directly create inventory documents for them.

To create physical inventory documents using the app, in the results list, select all entries for which a physical inventory document is to be created and choose the Create Physical Inventory Documents button. As in the Create Physical Inventory Document transaction, physical inventory documents are always created per plant and storage location.

A diagram highlights steps to create physical inventory documents, showing a form with fields for document structure, header data, and additional information.

The following functions are also available when you create inventory documents:

Definition of an additional grouping level in the Split Documents by selection, to split documents by storage bin, material, or material group
Specification of the maximum number of items in each new physical inventory document
Specification of document date, planned count date and, for example, physical inventory number
Setting of a posting block and freezing of book inventory

How to Use the Create Physical Inventory Documents App

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Document Header and Item Details

A physical inventory document contains the following data:

Plant and storage location where the stock is to be counted (place of physical inventory)
Date on which the count is to take place (planned count date)
Materials to be counted
Batches to be counted (in the case of a material subject to a batch management requirement)
Partial stock to be counted (in the case of split valuation)
Stock types to be counted
Status of the item
Status of the physical inventory document

Create physical inventory documents for each plant and storage location. If you wish to inventory special stocks, create physical inventory documents per plant, storage location, special stock, and vendor or customer or project (depending on the special stock). You can specify the storage bin or the material group as further grouping values. The items of a physical inventory document are then all assigned to a material group or a storage bin in addition to the mentioned groupings.

Physical inventory document

Data displayed in header	Data displayed under each item
Plant and storage location Special stock Physical inventory number Physical inventory reference Grouping type Physical inventory document description Planned count date Count date, posting date, and count status Adjustment status Delete status	Material Quantity Batch and valuation type Stock type Alternative unit of measure Item deleted Physical inventory status

Document header

When you create a physical inventory document, you can specify a physical inventory number in the document header. Do not confuse this physical inventory number with the number of the physical inventory document. The physical inventory number facilitates selection of the physical inventory documents to be processed for a material during entry of the count results, posting of differences, and evaluations. You have free choice in assigning the physical inventory number. For example, you may want to use the ID of the count group, the processor, the department, or the month and/or date of the physical inventory.

If the physical inventory transaction references a document that lies outside the system or, conversely, if a document that lies outside the system references the physical inventory transaction, enter the document number in the Physical Inventory Reference field.

The Description field is also available in the header of the physical inventory document. You can enter data in this field if you create or change physical inventory documents manually.

To monitor the inventory process, the system records which inventory steps have already been performed in each inventory document. You can find this information in the item data and in the document header.

Item details

The inventory history in the item detail tells you which steps have been carried out for the item. In the document header, the Count status, Adjustment status, and Delete status fields specify whether some or all of the items have been counted, posted, or deleted. You can also display a statistic for the physical inventory document; the statistic lists how many document items are open, counted, posted, recounted, or deleted.

How to Display the Document Structure of an Inventory Document

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Summary

Use the Create Physical Inventory Documents app to find materials due for inventory and create inventory documents efficiently.
Filter and search inventory by criteria like plant, storage location, material group, or batch for targeted document creation.
Specify document details, grouping levels, and item limits when creating physical inventory documents.
Track inventory process steps and document status using header and item details for accurate monitoring and reporting.
Physical inventory documents include a header and item list, capturing essential stock and status information for each location.

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