Physical Inventory Documents

The PB365 Phys. Inventory Orders are used for the physical counting of the inventory. A single inventory document is typically processed by a specific employee or a counting team. Any number of physical inventory documents can be created for the physical inventory.

Performing the inventory

To carry out an inventory, proceed the following steps:

  1. Open the PB365 Phys. Inventory Orders and use New to create a new Phys. Inventory Order Card.

  2. Each inventory document has a unique Number so it can be clearly identified.

  3. For clarity, enter an explanatory text in the Description.

  4. Enter a Location Code. This defines the storage location to which this physical inventory document is assigned. If the storage location code is empty, the physical inventory document is not assigned to any storage location and contains the inventory items that are not assigned to any storage location.

Note

If Dimensions are set up for a location, these dimensions are transferred to the Phys. Inventory Order. If these dimensions are set up as Shortcut Dimensions, the dimension values ​​can be entered and changed directly in the header. All other dimensions can be displayed, recorded and edited via action Dimensions in the header.

Dimensions that are set up on the employee card of the assigned person responsible are not transferred to the dimensions in the Header of the Phys. Inventory Order.

  1. You can insert a Reason Code in the header of the inventory order. This can be passed on to the lines or entered there individually. In the Inventory Entries it is available for evaluations.

  2. Choose action Calculate Inventory. In the section Filter: Inventory Summary you can e.g. the result restrict to an item category or storage space.

  3. Choose OK to fill the inventory document based on the selected filter. A line in the inventory document corresponds to an inventory record that is counted. That one line contains all the data required to identify the inventory. For each stock item, the current quantity is saved in the Quantity calculated field.

  4. For location with bins the Sorting Method determines if the lines are sorted by Item No. or Bin.

  5. Enter the actual quantity in the warehouse (counted quantity) in the Qty. Phys. Inventory (Base) field. The difference between the calculated and the physical inventory quantity is displayed in the Quantity field. If a line was counted without changing the quantity, you can set the Recorded indicator. The User ID is updated automatically.

  6. After completing the physical inventory, the document can be posted via Post. This generates Item Ledger Entries, Physical Inventory Ledger Entries and, if applicable, Warehouse Entries as well as a Posted Physical Inventory Order. If a positive inventory correction is posted, the existing posting rules for positive adjustment are checked.

Note

If Default Dimensions with Value Posting = Code Mandatory or Same Code are set up for an item, these dimensions are transferred to the Phys. Inventory Order. If these dimensions are set up as Shortcut Dimensions, the dimension values ​​can be entered and changed directly in the line. All other dimensions can be displayed, recorded and edited via action Dimensions of the line.

Revaluation is not taken into account when posting. This must be done separately via the Item Revaluation Journals (Business Central Standard functionality).

Printing Inventory Documents

  • The Phys. Inv. Count List shows you all suggested stocks with the calculated quantities if necessary. The counting people have the option of entering the inventory quantity per line. At the end of the report, a signature line for the person counting is printed.
  • The Phys. Inventory Count List (Blank Pages) prints blank pages that can be added to the inventory count list.
  • The Phys. Inv. Order Diff. List prints a list of the inventory differences. You can choose to print either all lines or only those with differences.