Lesson 3 of 6
Entering counts and recounts
8 min
Counting is physical work; SAP only records the result. A good count is blind (counters do not see the book quantity), organized (one team per document, aisle by aisle), and double-checked where it matters. When the results come back, they are entered against the physical inventory document, compared with the book, and either accepted, recounted or investigated.
Entering the count
In SAP GUI, MI04 enters counts for a document and MI05 changes them before the difference is posted. If counters found stock that has no document item (for example a forgotten batch), MI09 enters a count without a document reference. In the Fiori launchpad the Enter Inventory Count app lets a counter or supervisor pick the document and type quantities, including a "zero count" flag for items that were genuinely not found.
- Count sheetDocument 100000045, item 3: CMC-RTR-200, 172A, unrestricted, book quantity hidden
- Counter writes988 pieces
- EntryMI04 or Enter Inventory Count: 988 entered; unit of entry checked
- ComparisonBook 1,000, count 988: difference −12, value −$480 at $40 standard
- DecisionWithin tolerance → accept; outside → recount or investigate
Three entry mistakes cause most bad differences: the wrong unit of measure (boxes of 10 entered as pieces), an empty field mistaken for zero, and a count typed on the wrong item. SAP treats an empty quantity as "not counted," not zero. To record that an item was not found, set the zero-count indicator explicitly. Make that rule part of counter training.
Batches and special stocks add detail. If CMC-RTR-200 were batch-managed, each batch would be its own document item and counters would record the batch number from the label. Consignment stock from a supplier and stock at a subcontractor are counted with their own special stock indicators, because they belong to someone else or sit somewhere else. Agree up front which special stocks are in scope for each count, and print them on separate sheets so counters do not mix Contoso-owned and supplier-owned rotors on the same shelf.
Recounts
When a difference is large, Contoso recounts before posting. In SAP GUI, MI11 requests a recount: the original document item is marked as recounted and a new document item is created for the second count, so both counts remain visible. In practice the recount is done by a different team, again without the book quantity.
| Difference on an item | Contoso rule (example) |
|---|---|
| Up to $250 and 2% of item value | Accept the count |
| Over $250 or 2% | Recount by a second team before posting |
| Over $2,500, or any difference on a serialized or high-value item | Recount plus investigation: recent movements, open deliveries, unposted receipts |
| Same difference confirmed twice | Post with a reason code; inventory controller approves |
Recount rules are a business decision; SAP stores both counts.
Reviewing differences before posting
Before anything is posted, a supervisor reviews the list of differences. MI20 (list of inventory differences) shows book quantity, counted quantity, difference quantity and difference value per item, and can sort by value so the largest differences get attention first. Many differences have an innocent cause that can be fixed with a normal posting rather than a write-off.
- Is there a receipt, issue or transfer for the item that was not posted before the count?Yes → post it with the correct date, then re-check the difference · No → next question
- Could the unit of measure or the item be wrong on the count sheet?Yes → correct the count entry (MI05) · No → next question
- Is the difference above the recount threshold?Yes → recount (MI11) · No → next question
- Is the difference confirmed?Yes → post the difference with a reason · No → investigate further before posting
What would you do?
An item on the count sheet is left blank by the counter. The supervisor wants to save it as zero so the document can be closed. What is the best action?
- Enter counts in MI04 or Enter Inventory Count; change before posting with MI05; MI09 for counts without a document.
- Blank is not zero: use the zero-count indicator for items not found.
- Recount large differences with MI11; both counts stay on record.
- Review MI20 by value and fix unposted movements before writing anything off.
Check your understanding · not graded
Lesson check
1. Which transaction enters counts for a physical inventory document?
2. How does SAP treat an empty count quantity?
3. Which transaction requests a recount?
4. What is the first thing to check for a large difference?