Following on from our November issue of our newsletter, in which we showed you in detail how to carry out stocktaking with Dynamics NAV, we now describe here individual applications and functions as part of an inventory.
Read here: Inventory entry - inventory count
Read here: Input of inventory orders
Read here: Inventory documents
Read here: Posting and displaying inventory orders
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Inventory entry - inventory count
Physical inventory entry documents are used when the actual physical inventory is carried out after an inventory order has been created and the inventory order lines have been entered.
An inventory entry consists of an inventory entry header, which displays information for all inventory entry lines, and a series of inventory entry lines. The lines themselves show you the items, the storage locations, the storage bins and the recorded quantities. Once the lines have been created, either automatically by the application or manually, it is possible to print inventory entry lists. The application of the current inventory entry is completed with the "Finished" button.
When the current inventory entry is completed, each inventory entry line is assigned a line of the corresponding inventory order. The respective inventory order lines then contain the same values in the article number, variant code, storage location code and storage bin code fields as in the inventory entry line.
If there is no corresponding inventory order line, the application automatically adds a new line when the inventory entry is completed. By activating the checkbox "Recorded without order", the line is marked accordingly in the respective inventory order line.
Input of inventory orders
A physical inventory order is a complete document consisting of a physical inventory order header and several physical inventory order lines.
The physical inventory order header provides information for carrying out the physical inventory. When creating a physical inventory order, you assign at least one physical inventory entry to it.
The inventory order lines show you information about the items, the storage locations, the storage bins and the recorded quantities. You have the option of creating the lines manually or having them generated automatically.
Below you will find step-by-step instructions on how to create an inventory order.
Beforehand, it is necessary to set up various properties for the inventory.
The copy function also allows you to easily create a new stocktaking order based on the stocktaking order already posted.
Creation of an inventory order:
1 - In the search function, enter "Stock order" and select the corresponding link.
2 - Select the action "New"
3 - Fill in the following fields according to the description:
Description" field:
Defines a description for the inventory order.
Storage location code" field:
Defines the storage location code for the item in the order line.
Responsible" field :
Select and enter the code for the person responsible for taking stock.
Order date" field:
Defines the creation date for the inventory order.
Booking date" field:
Defines the posting date for the inventory order.
The stock order can be created manually or automatically.
For the automatic creation of new inventory order lines, you can create new inventory order lines based on the stock such as articles and article items or using the copy function based on existing inventory orders.
To avoid duplicate lines, it is necessary to check whether an inventory order line with the same values already exists in the article number, variant code, storage location code and storage bin code fields. A new line is then not inserted automatically.
Automatic addition of inventory order lines from the warehouse stock:
1 - In the window "Inventory order" select the action "Calculate lines" from.
2 - In the information register "Options" fill in the window "Calculate inventory order lines" the following fields according to the description:
Calculate expected quantity" field:
Select this option to calculate and insert the expected quantity data for newly created inventory order lines.
Item not in stock" field:
Select this option to insert inventory order lines for items that are listed in the "Expected quantity" contain the value zero
3 - Optionally, select "Article" button to select the appropriate filters and confirm with the "Ok" this process.
4 - When the batch job is finished, the process is terminated with the "Ok" confirmed.
Automatic addition of inventory order lines from stock by copying documents:
1 - In the window "Physical inventory order" select the action "Copy document" from.
2 - In the information register "Options" fill in the window "Copy inventory order lines" the following fields according to the description:
Document type" field: Specifies the type of document to be copied.
Document number" field: Specifies the number of the document to be copied
Calculate expected quantity" field: Select this option to calculate and insert the expected quantity data for newly created inventory order lines.
3 - Confirm with the "Ok" when the batch job is finished
It is possible to carry out this process several times. If there are already lines in the physical inventory order, the new lines are appended to the end of the document and you can assign it to at least one physical inventory entry when creating the physical inventory order. You can document the counted quantities here and find detailed information about this process in our article "Physical inventory".
The expected quantity is visible in the inventory order lines and can be compared and documented with the counted quantities from the inventory entry lines. The inventory differences can be posted.
Inventory documents
An inventory is carried out with the help of inventory order and inventory entry documents. In addition to data for planning, implementation and analysis, information on items, storage location and storage bin is also available.
An inventory order refers to more than one inventory entry. However, an inventory entry can only refer to one inventory order. The entry contains article names and quantities that were counted during the physical inventory. The stocktaking order can be posted after the stocktaking entries have been completed. Once the inventory entries have been completed, the inventory order is posted and the information is transferred to the "Inventory book sheet". The posted inventory order is now available.
Posted physical inventory documents:
When the stocktaking order is posted, the order is deleted. The posted stocktaking order is displayed as a document and can be evaluated.
Inventory entry headers and inventory entry lines are transferred to the posted documents. A change is no longer possible because the posting has already been made.
You now have the option of viewing the entire stocktaking process. The function "Navigate" shows you inventory items and other items of a posted inventory order.
You can easily create a new stocktaking order using the copy function on the basis of the stocktaking order already posted.
Posting and displaying inventory orders
An inventory order is posted after completion. This requires the status "Finished" to choose.
The following requirements can be met to confirm the status "Finished" are available:
- All associated inventory versions have the status "Finished" on,
- each inventory order line has been entered in at least one inventory entry line or
- the checkboxes "Included in entry lines" and "Calculated extended quantity" activated.
After the order has been booked by changing the status to "Finished" is completed, you now have the option of viewing the entire stocktaking process through the posted warehouse documents. Changes are no longer possible after the status adjustment.
The following step-by-step instructions show you how to post an inventory order.
Posting an inventory order:
1 - In the search function, enter "Stock order" and select the corresponding link.
2 - Select the inventory order you want to complete and confirm it with the "Edit".
You can display the quantity that was entered in the "Recorded quantity (basis)" was recorded.
3 - Select the "Completion" from.
4 - With the button "Yes" confirm this process and in the field "Status" the value "Finished" is displayed.
5 - Select the lines to be posted and use the "Book".
6 - Confirm this process with the "Ok".
Display of booked inventory orders:
1 - In the search function, enter "Carry out a physical inventory" and select the corresponding link.
2 - In the window "Posted inventory order" button, you can select the booked inventory order and display it using the "View" action.
3 - With the action "Acquisitions" button to display a list of related inventory records.
You also have the option of calling up a report on the difference between the expected and recorded quantity.
