MI01 Create Physical Inventory Document

Purpose
 The purpose of this process is to outline the physical inventory process for inventory managed
stock
Prerequisites
 None
Procedure
1. Access the transaction through the menu path or by typing in the transaction code:
Transaction Name Create Physical Inventory Document
Transaction code MI01
Logistics→ Material Management → Physical Inventory →
Menu Path
Create Physical inventory Document → MI01

2. In the “Create Physical Inventory Document: Initial Screen” enter the Posting Date, Planned
Count Date, Plant, Storage Location and put a Check mark on the following boxes
a. Posting Block
b. Freeze Inventory Book
c. Batches with Delv.Flag

The following table depicts field values that need to be entered in the screen

Field Description R/O/C User Action and Values Comments

Name
Document Date of the document R Defaults to Today’s date or the
Date actual Physical Inventory Date
Planned Date that the physical R Defaults to Today’s date or the
count Date inventory is planned to take actual Physical Inventory Date
place
Plant Plant number R Enter or select Plant from the Please enter
pull-down file access. the plant data
as applicable to
your area of
operations
Storage Storage location O Enter or select a storage Please enter
location location from the pull-down file the Storage
access. Location data
as applicable to
your area of
operations
Special Special stock indicator O Used if special stock is to be
stock handled differently.
Posting Blocks goods movements for R Please check this box Toggle on
block the specified materials during
the physical inventory
 Freeze Specifies that the book R Please check this box Toggle on
book inventory balances of those
inventory items in the physical inventory
document that have not yet
been counted are frozen.
Batches Indicates if batches of R Please check this box Toggle on
with del flag materials that have been
flagged for deletion are to be
included in the inventory
count
Phys. Inv. Used to group various O
No documents so that they can
be managed more effectively
Phys. Number of an external O Enter unique reference number You can use
Inventory document relating to physical if desired. this reference
ref inventory. number to
select the
document for
printing later.
Grouping Documents can be created so O Choose Material group or
Type that all items have one Storage Bin for example
common characteristic
(Note: On the above table, in column “R/O/C”; “R” = required, “O” = Optional, “C” = Conditional). This is
applicable to all subsequent R/O/C tables

3. The “Create Physical Inventory Document: Initial Screen”, is shown below

 1. Please enter the “Document Date” and
“Planned Count Date”. These are the
dates on which you will be doing the
Physical inventory count.

2. Enter “Plant” and “Storage location”

data as applicable to your area of
operations

3. Put a check mark on the “Posting Block”,

“Freeze book inventory” & “Batches
w.del. flag”

Note: The Document date and Planned count date are generally the last working date of the
month. Please check with your warehouse manager in case of any queries on these dates and
enter them appropriately. The dates mentioned in this document are only for illustrative
purpose

4. Press Enter on your key board to proceed further. This will take you to the “Create Physical
Inventory Document: New items” screen. Please refer to screen shot provided in the next page
for further details

The following table depicts field values that need to be entered in the next screen

Field Description R/O/C User Action and Values Comments

Name
Material Material number R Enter material number or select System will
by using match codes. return a
message if the
material is not
maintained for
the plant/Sloc.
Material non-editable description that View
description is obtained from the material
master record
 Batch Batch number to which the O Enter if applicable.
material is assigned.
Sty Stock Type R Use the pull-down selection to Match code
fill in the stock type (ex. (F4) search
Unrestricted-use) help is
available.
Aun Alternate unit of entry O Enter an alternate counting unit Match code
if necessary. (F4) search
help is
available
BD Indicator for the automatic O
determination of batches.
Del Item is deleted View

5. In the “Create Physical Inventory document: New Items” screen, enter the material
Number(s) that needs to be physically counted in this screen. You can enter one or multiple line
items.

6. Press “Enter” on your Key Board to proceed further. Upon pressing the “Enter” Key, the screen
looks as shown in the next screen shot

Note: Observe that the line item entered is no longer visible. It just means that the next item or
material number is ready for input. In case you have no other items/materials to enter on this
screen, proceed to save the document. If you have more items then enter them on the screen,
press “Enter” and proceed to save.

7. Click Save button

After clicking on the button, the system saves the physical inventory document and shows a message
as seen at the bottom of the screenshot below
 The document for Physical
Inventory is created (saved).

Result

The Physical Inventory Document Is created with Document Number XXXXXXXXXX.

Note: The document created in this step will be used as a reference in transaction code MI02 –
Change Physical Inventory document. Transaction code MI02 will be executed only if changes
are required to be made in the document posted in MI01 transaction. MI03 – Display Physical
Inventory document.