Lesson 2 of 6
Creating, counting and recounting
10 min
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A physical inventory document is the unit of counting work. It lists what to count, records what was counted, and carries the difference to posting. This lesson follows a cycle count of fixed bins in storage type 0020 from document to count to recount.
- CreatePI document for the A-class products due this week, bin-specific, PI area 0020
- ActivateDocument active: bins can be locked for a paper count; RF counts do not need locks
- CountCounters scan bins and enter quantities on RF, or use printed count sheets
- Check tolerancesCounter's recount tolerance exceeded? A recount document is created
- RecountA different counter recounts if required
- PostDifferences posted in EWM, then cleared to inventory management
Creating documents
PI documents are created manually (for ad hoc or planned counts), automatically (low stock, putaway, cycle counting runs) or on the mobile device for an immediate count. They are created active or inactive, depending on the reason chosen; inactive documents are planned work that will be activated later. Warehouse order creation rules for physical inventory decide how many items go into one warehouse order, and a queue routes the work to counters, so counting is assigned like any other warehouse work.
Counting on RF or on paper
| RF counting | Paper counting | |
|---|---|---|
| Bin blocking | Not needed; count is captured instantly | Bins usually blocked between print and entry |
| Error risk | Lower: scans confirm bin, product and handling unit | Higher: handwriting, transcription |
| Handling units | HU collective counting possible for bulk storage | Every HU listed and ticked |
| Where results are entered | On the device during the count | Afterwards, in the count entry function or a Fiori app |
| Contoso use | All cycle and low-stock counts | Fallback during a device outage |
In SAP GUI, count results are entered in the count entry transaction (/SCWM/PI_COUNT in most systems) and documents are processed in Process Physical Inventory Document (/SCWM/PI_PROCESS). SAP Fiori offers a Count Physical Inventory app in recent releases, including saving a partial count. Use whichever your project rolled out, but test the one the counters will actually use.
Tolerance groups and recounts
Tolerance groups are defined in Customizing and assigned to users. There are three kinds, and testers need to know which one acts where:
| Tolerance group | What it controls | Contoso setting |
|---|---|---|
| Recounting | If a count differs from book quantity beyond a quantity or value tolerance, a recount document is created; it can require a different user | Recount above 5% or $500 |
| Posting differences | Up to which quantity percentage and value a user may post differences in EWM | Counters: none; Marcus: up to $2,500; above that, Dan approves |
| Difference analyzer | Value tolerance and a wait time for clearing differences to inventory management | $2,500, wait 1 day |
Tolerance groups for Contoso's counting team. Values are Contoso's policy.
A recount is triggered only once: if the recount also exceeds tolerance, no third count is created automatically. At that point a person decides. The counter's own tolerance group is always checked, which is why a counter with a generous tolerance can post a large difference without anyone noticing. That is a segregation-of-duties question as much as a warehouse one.
What would you do?
A counter enters 18 for bin P-02-05; the book quantity is 24. The difference is over the recount tolerance. The same counter is sent to recount and enters 18 again. What should happen next?
Walkthrough: one cycle count on RF
- Marcus runs the cycle count creation for PI area 0020 (or the job runs at 05:00). Documents for the A-class products due this week are created active and grouped into warehouse orders.
- The counter logs on to the RF menu (
/SCWM/RFUI) with resource RF-07 and picks up the next physical inventory warehouse order from the queue. - At bin P-02-05 he scans the bin, then the product, and enters the quantity. Book quantities are hidden for cycle counts.
- The count differs by more than 5%: a recount document is created and routed to another counter.
- After the recount, Marcus reviews the document in
/SCWM/PI_PROCESS, checks recent picks for the bin in the warehouse monitor, and posts the difference within his tolerance. - Evidence for the test: PI document number, count and recount values with user IDs, the posting, and the new analyzer entry.
- PI documents are created manually, automatically or on the device; they are active or inactive.
- RF counting avoids bin blocking and reduces errors; paper is the fallback.
- Three tolerance groups: recounting, posting differences, difference analyzer.
- One automatic recount at most; then a person decides.
Check your understanding · not graded
Lesson check
1. Why does RF counting not need bins to be blocked?
2. Which tolerance group decides whether a recount document is created?
3. A recount also exceeds tolerance. What does EWM do?
4. Why do auditors care about showing book quantities to counters?
5. In Contoso's cycle count walkthrough, who should enter the recount after a difference above 5%?