Inventory Module

Reporter:
José Manuel Salas

Notes based on material provided by VisualK Partner

Inventory Module

Preliminary considerations

SAP Business One allows you to manage all the items you purchase, manufacture, sell, or store in the
inventory. Services can also be defined as items, although they are only relevant for the
sales.
For each item, the relevant data from a specific area is entered in SAP Business One, which
use this data for purchases, sales, production, warehouse management, accounting and
the services.
The master data window for articles is used to add, update, and search article data.

Use the Inventory module to optimize stock management, including the following:
Management of master data records for articles.
Stock operations management, which includes incoming goods, outgoing goods,
transfers of stocks, parameterizations of initial quantity of items and inventory counts.
Generation of reports related to inventory.

Notes based on material provided by VisualK Partner

Inventory Module

Inventory: Synoptic table

Basic concepts of SAP Business One

Master data

Purchases: Ventas: Inventory

CRM
Creditors Debtors Transactions

Planning Resources
Inventory Service
of needs humans

Document management

Multifunctionality

Notes based on material provided by VisualK Partner

Inventory Module

Overview of stock movements

Entry request Delivery/

merchandise returns
returns of functions
of functions of sales
purchases
Entries of Outputs of
merchandise merchandise
Warehouse
Amounts Transfer
initials between
warehouses

Delete Goods receipts

components of final product
of production
Notes based on material provided by VisualK Partner
Inventory Module

Considerations
The previous chart shows a summary of the different possibilities for stock movements.
When an item is bought or sold, the stock in the warehouse decreases or increases.
automatically when transactions in purchases and sales are introduced.
For example, if a delivery note is created based on a customer order, the stock in the warehouse
It reduces the amount of the delivery by adding the delivery note. When entering an invoice.
received in purchases, the stock in the warehouse increases by the amount of the delivery.

The purchase or sale of an item is not the only transaction that results in an entry or
goods departure.

For example, if five pieces of an item in the warehouse are damaged due to water and
they become unusable, they are removed from the warehouse. These items cannot be sold because they have
become useless. In this case, a separate inventory outflow should be recorded with
the function described here.

It may be necessary to have a goods receipt, for example, if after making a

Physical inventory determines that part of the stored quantity has not been taken into account.
Enter the amount that has been forgotten in the system by means of a goods receipt.

Notes based on material provided by VisualK Partner

Inventory Module

Inventory Module

Módulo Inventario:
(Main forms)
Datos maestro de artículo
...
Stock operations
Goods receipt
Merchandise output
Transfer request
Stock Transfer
...
Inventory Reports

Notes based on material provided by VisualK Partner

Inventory Module

Inventory - Goods Receipt

The merchandise entry window allows for an increase in inventory levels in situations that do not
they are the direct result of adding a purchase document.

When you purchase an item, the inventory in the warehouse automatically increases at the moment of
that SAP Business One introduces the transaction. For example, if you create an incoming order of
merchandise, the inventory in the warehouse increases according to the specified quantity.
However, the purchase of an item is not the only transaction that results in an entry of
merchandise.

Use the goods receipt to record quantities without referencing an order.

specific.

For example, you may need to add a goods entry if you discover during
An inventory count that does not take into account some of the stored quantity. It may
enter the omitted quantity in SAP Business One by adding a goods receipt.

Notes based on material provided by VisualK Partner

Inventory Module

Inventory - Goods Received

To record a merchandise entry, select Inventory -> Stock Operations ->

Goods receipt.

The goods receipts create a journal entry that records the value of the goods received in the
debit column of the inventory account and in the credit column of the Compensation account
stocks: Incremento.

The goods receipts cannot be modified once created.

Entrance of
goods
Account of Stock compensation:
stocks Increase

Warehouse 100 100

Notes based on material provided by VisualK Partner

Inventory Module

Inventory - Receipt of goods

The system assigns the
form numbers
automatic and
consecutive according to the
selected series.
This number not
It can be modified.

Entry of Item(s),
cantidad, precio
unitary. Select
Warehouse (where
ENTER merchandise

Enter your own

text to describe the
goods receipt
if necessary.

Notes based on material provided by VisualK Partner

Inventory Module

Inventory - Goods Out

The goods release function allows for reducing inventory levels in situations that are not
the direct result of a sales document entry.

After an item is sold, the inventory in the warehouse is automatically reduced when SAP
Business One introduces the transaction. For example, if a delivery document is created from a
customer order, the inventory in the warehouse decreases according to the specified quantity once it
add the delivery document.
However, the sale of an item is not the only type of transaction that results in an output.
of goods.

To record an outgoing shipment of goods, select Inventory -> Stock Operations -> Outgoing
goods.

For example, if five units of an item in a warehouse are damaged by water, they are not
can be sold and are removed from the system. In this case, you can record an exit of
goods separately using the function described here.

Notes based on material provided by VisualK Partner

Inventory Module

Inventory – Goods Outgoing

The shipment of goods creates a journal entry that accounts for the value of the goods sent in the
debit column of the Stock Compensation account: Reduction and in the credit column of the
inventory account.

The output of goods cannot be modified once created.

Exit of
goods
Stock compensation: Account of
Reduction stock
Warehouse 100 100

Notes based on material provided by VisualK Partner

Inventory Module

Inventory – Goods Out

The system assigns
numbers
consecutivos
automatically.
This number no
it can be modified

Entry of Article(s),
Quantity. Select
Warehouse (from where
SALE merchandise

Enter text for

describe the output of
merchandise.

Notes based on material provided by VisualK Partner

Inventory Module

Inventory - Transfer request

This window is used to view the information related to the transfer request.

To access the window, select Inventory - Stock Operations - Transfer Request.

Once the receiving warehouse has received the requested quantity, it will be able to close the transfer request and
create a transfer document. To do this, take one of the following actions:
In the Transfer Request window, right-click and select Close.
Next, create a transfer document manually.
In the transfer request window, select Copy from stock transfer and create a document of
transfer. Once you have fully copied the inventory transfer request, the status of
this request is modified to Closed.

Transfer requests can be modified once created.

Notes based on material provided by VisualK Partner

Inventory Module

Inventory - Transfer Request

The system assigns the

numbers in shape
automatic and
consecutive. This
number cannot
modify oneself

Warehouse that
Emit it
articles that
they are going to move.
The application
Item Entry(s), proposes it
Destination Warehouse (The store
warehouse that RECEIVES default.
the articles If necessary,
transferred), Quantity can you modify
the warehouse
Select the
employee of Enter the
department of comments for
sales responsible for this request for
stock transfer. transfer

Notes based on material provided by VisualK Partner

Inventory Module

Inventory - Stock Transfer

The Transfer function is used to move stock from one warehouse to another.

Stock transfers can also be carried out as consignment for a customer. Next,
The items are stored and sold from the customer's warehouse.

Specify a customer for transfers that contains a customer consignment. Do not specify any.
client in the document if the transfer is not linked to a client.
The system uses the cost price to calculate the prices for the seat.

To account for a transfer, select Inventory -> Stock Operations -> Transfer.

Transfer document cannot be modified once created

Notes based on material provided by VisualK Partner

Inventory Module

Inventory - Stock Transfer

When a transfer from warehouse 01 to warehouse 02 is recorded, the system creates a document of
transfer and a seat. The seat accounts for the value of the transferred goods in the column of
it must be from the inventory account of warehouse 01 and in the credit column of the inventory account
warehouse 02. The inventory accounts are retrieved from the inventory account fields in the record.
Inventory of the master items register.

To account for a transfer, select Inventory -> Stock Operations -> Transfer
stock.

Inventory account Inventory account

Transfer
Warehouse 01 Warehouse 02

100 100

Warehouse 01 Warehouse 02

Notes based on material provided by VisualK Partner

Inventory Module

Inventory - Stock Transfer

The system assigns the

numbers in form
automatic and
consecutive. This
number cannot
to modify oneself

Entry of Item(s),
Destination Warehouse (The
warehouse that RECEIVES
the articles
transferred), Quantity

Select the Enter the

employee of comments for
department of this request for
sales responsible for transfer
stock transfer.

Notes based on material provided by VisualK Partner

Inventory Module

Inventory - Stock modifications in logistics

Report: Warehouse Status

In stock -Committed + Requested = Available

Transaction
Goods receipt + +
Goods dispatch - -
Inventory/stock accounting + +
Positive inventory difference + +
Negative inventory difference - -

In stock = Current stock in warehouse

Committed = Reserved for customers and manufacturing orders
Solicitado = Entradas planificadas de pedidos y órdenes de fabricación
Disponible = En stock - Comprometido + Pedido

Notes based on material provided by VisualK Partner

Inventory Module

Inventory - Reports

Inventory Module:
Main Reports
Inventory
Inventory Reports
List of items
List of open matches
...
Inactive articles
...
Stock status
Warehouse stock report
Stock audit report

Notes based on material provided by VisualK Partner

Inventory Module

Inventory - Reports
1. List of items
Summary of all items (or selected ones) with relevant prices, according to the lists
of prices stored in the system.
2. Stock status
Summary of the current stock removal situation of selected items and information on entries
and material withdrawals planned in the warehouse.
3. Warehouse stock report
Summary of the current destocking situation of selected items; includes information
about planned entries and material withdrawals for each warehouse
Detailed: Stock summary by warehouse, with additional information about the latest data from
stock movement and prices by material
4. Stock audit report
This report provides an audit tracking for inventory transactions.
accounted for in the chart of accounts.
This report is used to make comparisons between the accounting view (accounts of
inventory balance) and the logistics view (value of inventory displayed by the report of
audit). The report explains the changes in values in the inventory accounts. .
Notes based on material provided by VisualK Partner
Inventory Module

Inventory - Reports
List of items

Inventory
Inventory Reports
List of items

Notes based on material provided by VisualK Partner

Inventory Module

Inventory – Reports
Stock status

Inventory
Inventory Reports
Stock status

To generate the inventory status report

directly, right-click on the
mouse on the window and select Status of
inventory in the following way, in the:
Master data window for articles
of inventory only.
Master data window for business partners
preferred suppliers only.
The report is generated with the supplier or the item
of current inventory as a selection criterion. If
there are no transactions based on the selection
Currently, the report will not be generated.

Notes based on material provided by VisualK Partner

Inventory Module

Inventory - Reports
Warehouse stock report

Inventory
Inventory Reports
Warehouse stock report

Notes based on material provided by VisualK Partner

Inventory Module

Inventory - Reports
Stock audit report

Inventory
Inventory Reports
Stock Audit Report

Notes based on material provided by VisualK Partner