System date setting in SAP Business one

[former_member589822]

Dear Experts,

Can we change the system date in SAP Business One. We have inventory counting every quarter end and Since inventory transactions like production entries of previous day happening the next day, we end up in entering back dated transaction.if we freeze the transaction at the end of the month, we will not be able to do the back dated entries and SAP will not recognize backdated inventory posting. Hence we want to change the system date for the counting purpose.

Pls suggest

Regards

Yogish Shenoy

[ens_ · Accepted solution]

Dear yshenoy,

I would like to point out that System dates cannot be changed within the system. Once a marketing document is posted, you can't adjust the system date on it and your only solution is to cancel it.

Generally, your dates should be the dates that reflect the real date the transaction was made and should not be the day you enter them in the system. In this scenario, you are sure that yesterday's transactions are passed in the system today but with yesterday's date.

If your process actually has production pending and the items are in production, you have to decide if you want to perform the Stock Counting before you receive the Finished Goods or After you receive it. Take the following scenario as an example;

Scenario 1; End of Month, Beginning of work;

Raw Materials: 4

Finished Goods: 0

Issued for Production

Raw Materials: 4

Finished Goods: 0

End of Month, End of working hours; Stock Counting

Raw Materials: 0

Finished Goods: 0

Correct

Scenario 2; End of Month Beginning of work;

Raw Materials: 4

Finished Goods: 0

Issued for Production

Raw Materials: 4

Finished Goods: 0

End of Month, End of working hours; Stock Counting

Raw Materials: 4

Finished Goods: 0

Wrong

Scenario 3; End of Month Beginning of work;

Raw Materials: 4

Finished Goods: 0

Issued for Production

Raw Materials: 4

Finished Goods: 0

End of Month, End of working hours; Stock Counting

Raw Materials: 0

Finished Goods: 4

Wrong

Scenario 2 and 3 are wrong because you will include the values twice despite the fact that they are being "processed" right now. Your ideal scenario would be to consider the raw materials not present and the finished goods not present either since you don't physically have either of those. They are in the production stage. Now, that is valid considering you already created the "Issue for Production" Document and you haven't created the "Receive from Production" document.

In your case, I would suggest correcting the processes first before you initiate stock counting so that you are absolutely sure that you have control over the snapshot of the customer's stock status.

Also, make sure on the Document Settings you have the option "Transaction's Posting Dates" selected as this ensures that all the calculations with stock differences are calculated using the user given date and not the day that you run it.

Sincerely,

Varnavas Eleftheriou

[former_member589822]

Dear Varnavas,

Thank you for your note

With regards to your suggestion of setting the documents to as per Transactions posting dates, could you please elaborate on the same as we require following clarifications.

Our system document setting is presently made with Calculate In-whse qty on count date Based on “Transactions creation date” . Accordingly as per our inventory counting process, we intimate users to complete all the entries before running the stock counting. In order to obtain the correctness of the physical stock on the count date (generally we run the stock counting at the end of the quarter dt 30/31 of that month ending that quarter), we run the stock counting at the end date of the month and freeze the transactions. After physical counting of the stock which generally run for a day, we key in the counted quantity and run the stock posting. Since we have freezed the transactions, the In whse qty will not change and hence the stock will be posted. But to run this process, we were stopping the production for that period and this is not acceptable to many sections in the organisation.

Now as suggested by you, if we make the setting in the document setting with Calculate Inwhse qty on count date based on “Transaction posting date”, can we run both Stock counting and stock posting after we complete the transactions of the previous day production on 1^st of next month with posting date as 30/31 and the system will not provide any error message of stock falls in negative.

Please suggest.

Regards

Yogish Shenoy

[ens_]

Dear yshenoy,

If the setting above is not what I posted, whatever you give the system, it will count them based on the day you are running it. It is indeed weird why it behaves like that, and I assume there is a reason behind it but, adjust the setting on a backup of your database and run the stock counting/stock posting to see the differences with the live version that does not have the setting on the transaction posting date.

When it comes to freezing all your transactions, it is not wrong, it is actually recommended but some things can be postponed. Like the scenario I described above. The production does not have to stop. You just need to consider your state; Is the final product back? if yes, do not include it in your counting unless you have created the receive from production.

On your last question yes, you can run the stock posting on 1st, or 2nd, or 3rd and input the last day of the previous month as posting date and the system will consider the calculations up to that point.

Sincerely

Varnavas Eleftheriou

[former_member589822]

Any solution I Can get for this subject from the experts ?