Today we take a look at how to run a stocktake with basic warehouse configurations in Microsoft D365 Business Central. To start, we must take a physical inventory, that is, count the actual items on hand to check if the quantity registered is the same as the physical quantity in stock at the end of a fiscal year, if not more often. If there are differences, we must post them to the item accounts before we do the inventory valuation. It is recommended practice to perform a stock take out of hours.
To get started, navigate to the Physical Inventory Journal using the Search Function.
On the Physical Inventory Journal window, we must select a Batch Name. We can create new batches by clicking on the dropdown on the Batch Name field. It is recommended to have separate batches per user responsible to run stocktake.
On your batch Phys. Inventory Journal, run Calculate Inventory… function located under Prepare.
On the request page of Calculate Inventory, we must define the Posting Date and Document No. We can also choose to include items not on inventory or items without transactions. Additionally, we need to filter for items that are not blocked otherwise you will be presented with an error. We can Add Filter > Where Blocked is No under the Filter: Item tab. Select OK to run the Calculate Inventory function.
Upon running Calculate Inventory, Business Central populates all the items that are available and received. The Qty Calculated field is system generated quantity. This field is not editable.
The Qty (Phys. Inventory) defaults to Qty Calculated. This field will be updated based on the physical stock count in the warehouse. The Entry Type defaults to Positive Adjustment. However, if the Qty (Phys. Inventory) is less than Qty (Calculated) then the Entry Type changes to Negative Adjustment automatically. We do not need to enter negative quantities in case of a low stock count.
You can print the report to physically count items in the warehouse, and tick Show Qty to show Qty (Calculated) on the report.
The Phys. Inventory List report must be updated manually when counting stock.
We then need to transfer the information/count from the report in to Qty Physical Inventory field in Business Central.
Once the Qty (Phys. Inventory) has been updated navigate to Post and click on Post to post the entries. Please note that Business Central will only post adjustments.
If the Qty (Phys. Inventory) is equal to Qty (Calculated) then Business Central will not post entries for those items.
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Rishi is a Solution Specialist at EBS. He has experience in IT with a broad knowledge within the education, manufacturing, supply chain, retail and customer service industries. With extensive experience in Microsoft Dynamics NAV and Business Central with consulting experience, running business process workshops, extending standard functionality and integrating external applications to the base product.