Scroll down on the help page and you will find the annual physical inventory quick reference under Inventory Management

Transcription

1 This document is located in ERC Go to ERC / Help Open Online Help Scroll down on the help page and you will find the annual physical inventory quick reference under Inventory Management Page 1 of 18

2 To easily access the SAP Express tab, select Inventory Page 2 of 18

3 Important Facts: - Count documents will be created for you on October 9. Count documents will only contain materials with on-hand quantity as of the date of creation. Counts should be entered and posted beginning October 10 and ending October 24. Differences will be recorded immediately once count sheets are posted. Departmental approval is required to post item variances greater than $5,000 YOU RE NOT FINISHED UNTIL YOU POST! The following SAP Express transactions are used during the annual physical inventory process: Print Count Sheets (MI21) Enter Counts (MI04) Manage Count Differences (MI20) Page 3 of 18

4 STEP One: To easily print count sheets in the ERC portal (SAP transaction MI21), access the SAP Express tab, select Inventory and Print Count Sheets. Step 1 Print Physical Inventory Documents (Print Count Sheets) 1. Enter the Physical Inventory Document number. To locate your Physical Inventory Document number(s), please refer to the spreadsheet that was ed to the storage location contact: 2. Click Execute. Page 4 of 18

5 Click Print Preview to display in PDF format. The Print Preview of Physical Inventory Document is displayed in PDF format. From this screen you may Print the count sheets. or Save Page 5 of 18

6 STEP TWO: To easily enter physical material counts in the ERC portal (SAP transaction MI04), access the SAP Express tab, select Inventory and Enter Counts. Step 2 Count Physical Inventory and Enter Count Quantity (Enter Counts) 1. Enter the Physical Inventory Document number. This was provided via and should also be printed on the top of your count sheet: 2. Click the Pencil icon. Page 6 of 18

7 3. The Enter Inventory Count screen displays. Enter the Quantity for each item with a count greater than zero. 4. You cannot enter a quantity of 0. You must leave the quantity blank and check the ZC (zero count) box. 5. Note: To navigate between pages of the count document, Use the previous page and next page buttons at the top. Be sure to page down until counts are entered for all items. 6. When paging, if any of your materials have been set to a special status, such as slow moving, a warning will appear at the bottom of the screen. Hit enter (potentially multiple times) and you will be able to proceed. Example Warning Message Page 7 of 18

8 7. Click Save. You may need to hit enter again if warning messages appear. 8. Once you have finished confirming the warning messages and Save, you should receive a message that the count has been entered. Confirmation Message: 9. If you have material physically on-hand that is not listed on the count sheet, Corey.Plunkett@nscorp.com and he will create a physical inventory document for the missing items. Page 8 of 18

9 STEP THREE: To easily manage count differences in the ERC portal (SAP transaction MI20), access the SAP Express tab, select Inventory and Manage Count Differences. Step 3 Review Differences Between Entered Count and Book Count (Manage Count Differences) Page 9 of 18

10 1. Enter the Physical Inventory Document number. 2. Click Execute. Page 10 of 18

11 3. To facilitate posting, click the Difference amt. column header then click Sort Ascending to sort the difference amounts. 4. Check-mark all of the items for which you want to post the variance. 5. Click the Post Difference button to confirm the posting. Page 11 of 18

12 6. Click Save to Post the differences. 7. If any of the items were in a special status, Such as slow moving, you will receive a warning message. Hit enter to get past the warning message. 8. If you attempted to post any items that were greater than $5,000, you will receive a warning message that the Difference amount of some items is too high. If this occurs, you can hit enter to get past the warning message and post the items that are less than $5,000. For the items that are greater than $5,000, you will need to contact the appropriate approver for your area. A list of users who can approve transactions greater than $5,000 is on the next slide. 9. Once you have finished confirming the warning messages, you should receive a message that the count has been entered. Page 12 of 18

13 Approvers for Transactions Greater than $5000 Page 13 of 18

14 Approval of Inventory Differences over $5,000 The Manage Count Differences transaction is also used by approvers for amounts over $5000: To approve an item: check-mark all items for which you want to post the variance and click Post Difference. To disapprove an item: remove the check mark by clicking on the check-box and contact the employee who requested your approval noting the relevant Inventory Document number and material item number, instructing the employee to do a recount for that item. Be sure to scroll through all pages (if more than one) Once completed, and you have approved at least one item in the document, click the Save button. Doing so will charge or credit* the dollar difference for the items you approved against the appropriate highlevel cost center in your department - typically at a VP or AVP cost center level. Page 14 of 18

15 BW Annual Inventory Report 1. Storage location owners will receive a daily to track their progress. The contains the percentage complete as well as the total price difference that was posted. Page 15 of 18

16 BW Annual Inventory Report 2. This information is also available in BW under the Inventory Turns tab. There are three reports that are listed: Annual Inventory Report Plant, Annual Inventory Report Sloc, and Annual Inventory Report Material. Page 16 of 18

17 BW Annual Inventory Report 1. Annual Inventory Report Plant: This report contains the percentage complete and difference amount at the plant level. 2. Annual Inventory Report SLoc: This report contains the percentage complete and difference amount at the storage location level. 3. Annual Inventory Report Material: This report contains detail information at the material level. This report can be used to identify materials that have not been counted or posted. Page 17 of 18

18 Need Help? If you have any questions during the inventory period (Oct ), please contact: Sourcing: Matt Dibbern (Diesel Fuel) Scott Feldman (Rail/Ties) Aaron Bondurant (Track Material) Other Departments: Stephanie Key (MECH) Mike Hartung (MECH) Randy Bowman (ENGR) Phil Johnson (C&S) Accounting: (Option 5) Page 18 of 18