enhancements in inventory management - asis solutions limited

SAP Business One

PUBLIC

Enhancements in Inventory Management Release Family 8.8

Applicable Releases:

SAP Business One 8.8 and Higher

All Countries

English

December 2010

© SAP AG 2010

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Table of Contents

Introduction ..................................................................................................................................... 3

Non-Based Goods Returns Transactions .................................................................................... 4 Non-Based Goods Return ............................................................................................ 4 Non-Based A/P Credit Memo ....................................................................................... 5 A/P Credit Memo Fully Based on Goods Returns ........................................................ 6

Enhancements in Standard Costing ............................................................................................. 8 Small Values Handling ................................................................................................. 8

Enhancements in Moving Average Costing .............................................................................. 13 Deliveries Based on Sales Returns ............................................................................ 13 GRPOs Based on Purchase Returns ......................................................................... 14

Enhancements in FIFO Item Transactions ................................................................................. 16 Special Cases ............................................................................................................. 22

Enhancements in Purchase Accounting .................................................................................... 23 Purchase Accounting with Perpetual Inventory .......................................................... 23 Purchase Accounting with Non-Perpetual Inventory .................................................. 30

Copyrights, Trademarks, and Disclaimers ................................................................................ 34

Enhancements in Inventory Management

© SAP AG 2010 3

Introduction This document describes enhancements implemented in inventory related functions in SAP Business One 8.8. The enhancements were implemented in the following features:

• Transactions created by non-based goods receipts

• Enhancements in Standard Costing

• Enhancements in Moving Average Costing

• Purchase Accounting

• Transactions involving FIFO items

• Reflection of standard item transactions in Cost of Goods Sold and Inventory accounts


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Non-Based Goods Returns Transactions Non based purchase returns are either Goods Return or A/P Credit Memo that are not based on other document, such as Goods Receipt PO or A/P Invoice.

Following are the different scenarios where non-based purchase returns are created, in SAP Business One 8.8 and in comparison to the behavior exists in earlier releases of SAP Business One.

Non-Based Goods Return In SAP Business One releases earlier than SAP Business One 8.8, when creating non-based Goods Return for moving average item in SAP Business One release earlier than 8.8, the journal entry created by the goods return document reflects the values (unit price and freight charges) entered in the goods return document, regardless the current value of the item. In case freight charges are also included in the document, it is reflected in the expense allocation account and/or negative inventory account. Starting from SAP Business One 8.8, the value of items returned in non-based Goods Return is the current item cost calculated for the item and not the unit price entered in the Goods Return document. In the following table you may find comparison of the accounts and values involved in the non-based Goods Return transaction in SAP Business One releases prior to 8.8 and SAP Business One 8.8:

Account SAP Business One 8.8 SAP Business One 2007

Inventory Account Credited based on the last calculated moving average price

Credited based on the row total plus freight charges in the Goods Return

Allocation Account Debited based on the last calculated moving average price

Debited based on the row total in the Goods Return document

Expense Allocation Account

N/A Debited or credited by the freight charges in the Goods Return document

Price Difference Account

N/A Debited or credited by the document total including freight charges minus the amount posted to the inventory account

Negative Inventory Adjustments Account

N/A Debited or credited by the document total including freight charges minus the amount posted to the inventory account


© SAP AG 2010 5

In the following table you may find comparison of the accounts and values involved in the transaction created by non-based Goods Return for Standard item in SAP Business One releases prior to 8.8 and SAP Business One 8.8:


Inventory Account Credited based on the actual item cost

Credited based on the actual item cost

Allocation Account Debited based on actual item cost Debited based on the row total in the Goods Return document


N/A Debited or credited by the freight charges in the document

Variance Account N/A Debited or credited by the document value including freight charges minus the amount posted to the inventory account

Non-Based A/P Credit Memo In SAP Business One releases earlier than SAP Business One 8.8, when creating non-based A/P Credit memo for Moving Average item, the journal entry created by the document is based on the values entered in the document and not on the current value of the returned items. Starting from SAP Business One 8.8, the values in the journal entry created by non-based A/P Credit Memo are based on the current value calculated for the returned items. In the following table you may find comparison of the accounts and values involved in the transaction created by non-based A/P Credit Memo for Moving Average item in SAP Business One releases prior to 8.8 and SAP Business One 8.8:


Inventory Account Credited based on the last calculated moving average price

Credited based on the row total plus freight charges in the Goods Return


Debited or credited by the document value including freight charges minus the amount posted to the inventory account

Debited or credited by the document value including freight charges minus the amount posted to the inventory account


Debited or credited by the document value, including freight charges minus the amount posted to the inventory account

Debited or credited by the document total including freight charges minus the amount posted to the inventory account


© SAP AG 2010 6

A/P Credit Memo Fully Based on Goods Returns In the following table you may find comparison of the accounts and values involved in the journal entry created by A/P Credit Memo that is fully based on Goods Return created for Moving Average item in SAP Business One releases prior to 8.8 and SAP Business One 8.8:


Allocation Account Credited by the amount posted to the account when the goods return was created.

Credited by the amount posted to the account when the goods return was created.


N/A Credited by the freight charges in the document.


Credited or debited by the document total including freight charges minus the amount posted to the inventory account (in the goods return)

N/A



N/A

In the following table you may find comparison of the accounts and values involved in the transaction created by A/P Credit Memo that is fully based on Goods Return created for Standard item in SAP Business One releases prior to 8.8 and SAP Business One 8.8:





N/A Credited by the document freight charges

Variance Account Credited or debited by the document total including freight charges minus the amount posted to the inventory account (in the goods return)

N/A


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In the following table you may find comparison of the accounts and values involved in the transaction created by A/P Credit Memo that is fully based on Goods Return created for FIFO item in SAP Business One releases prior to 8.8 and SAP Business One 8.8:






N/A



N/A

Note Since in SAP Business One 8.8 the journal entry created by Goods Return is taking into account the current value of the item, and not the price entered in the document, the above described behavior applies whether the item price is manually changed in the A/P Credit Memo after basing it on the Goods Return or not.


© SAP AG 2010 8

Enhancements in Standard Costing The behavior of the following scenarios related to standard valuation method has been enhanced in SAP Business One 8.8:

• Small values handling:

Item quantity turns zero but inventory value remains positive.

Multiple Return documents based on a single Delivery document brings the open quantity of the delivery to zero, but the Cost of Goods Sold account balance is not zeroed accordingly.

• Item cost is changed after a delivery is created and before a return based on that delivery is added

Small Values Handling Item quantity turns zero but inventory value remains positive - in previous SAP Business One releases, there are certain scenarios where the inventory value of a standard item remains positive even though the item quantity is zero.

Example Display settings:

• Prices: four digits after the decimal dot

• Amounts: two digits after the decimal dot

Doc. Quantity Cost Transaction Value

Cumulative Quantity

Cumulative Value

GRPO 3 3.3333 10.00 3 10.00

Goods Return

-1 3.3333 -3.33 2 6.67

Goods Return

-1 3.3333 -3.33 1 3.34

Goods Return

-1 3.3333 -3.33 0 0.01

In this example, the balance of the Cost of Goods Sold account is debit 0.01, although the inventory value is zero.


© SAP AG 2010 9

In SAP Business One 8.8 the inventory value is calculated as the sum of the value of all transactions. The system recognizes if an outbound transaction brings the item quantity to zero, in such case, the inventory value of this item turns zero as well. The scenario demonstrated in the above example is handled in SAP Business One 8.8 as follows:

# Doc. Quantity Cost Transaction Value

Cumulative Quantity

Cumulative Value

1 GRPO 3 3.3333 10.00 3 10.00

2 Goods Return

-1 3.3333 -3.33 2 6.67

3 Goods Return

-1 3.3333 -3.33 1 3.34

4 Goods Return

-1 3.3333 -3.34 0 0.00

With the last goods return, the Allocation account is debited with 3.34, and the Inventory account is credited accordingly.

Multiple returns based on a delivery brings the open quantity of the delivery to zero, but the Cost of Goods Sold account balance is not zeroed accordingly – in previous SAP Business One releases when a delivery for quantity greater than one is partially drowned into returns several times, until the open quantity in the delivery turns zero, the Cost of Goods Sold account is not zeroed accordingly. SAP Business One 8.8 recognizes when the returned quantity brings the open quantity of the delivery to zero, and the transaction resulting from the return document handles any small values that might cause inconsistency between the open quantity of the delivery and the balance of the Cost of Goods Sold account.

Example The following table demonstrates the system behavior in SAP Business One releases prior to SAP Business One 8.8:

Doc. Quantity Item Cost

Debit Credit

Delivery 3 3.33 COGS Acct. 10.00 Inventory Acct. 10.00

Return #1 1 3.33 Inventory Acct. 3.33 COGS Acct. 3.33



Open Quantity = 0 COGS Acct. Balance = 0.01


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SAP Business One 8.8 recognizes that return no. 3 zeros the open quantity in the delivery, and therefore the transaction created by return no. 3 clears any small differences from the Cost of Goods Sold account:

Doc. Quantity Item Cost

Debit Credit

Delivery 3 3.33 COGS Acct. 10.00 Inventory Acct. 10.00



Return #3 = Last Return

1 3.33 Inventory Acct. 3.33 COGS Acct. 3.34

Open Quantity = 0 COGS Acct. Balance = 0.00

When posting Inventory Revaluation transaction of Price Change type to a standard item and then creating a return based on delivery, the item cost in the target document might be different from the item cost in the base document – SAP Business One handles this scenario, while considering the different inventory levels of the item before the return is created. The following examples demonstrate the behavior in previous SAP Business One releases and the enhanced behavior implemented in SAP Business One 8.8, according to the Available quantity status:

Example 1 This example demonstrates the scenario where the Available quantity of the standard item is positive at the time the Return document is added:

1. Goods Receipt PO for Quantity = 10 and Unit Price = 15 is posted for standard item (it brings the Available quantity of the item to 10).

2. Delivery for Quantity = 6 is added (Available quantity turns 4)

3. Inventory Revaluation transaction of Price Change type for New Cost = 16 is posted.

4. Return fully based on the delivery created in step 2 is added.

In previous releases of SAP Business One, the return created in step 4 resulted with the following journal entry:

Account Debit Credit

Sales Returns Account

16*6 = 96 (= New Cost*Quantity)

Cost of Goods Sold 16*6 = 96 (= New Cost*Quantity)

This transaction does not reflect the item cost at the time the base document was created. In SAP Business One 8.8 the transaction created by the return added in step 4 reflects the item cost used at the time the delivery (that is the base document) was created:




Variance Account 96-90 = 6 (=Sales Returns – Cost of Goods Sold)

Cost of Goods Sold

15*6 = 90 (= Item cost from base document*Quantity)


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Example 2 This example demonstrates the scenario where the Available quantity of the standard item is negative and will remain negative or turn zero once the return is added:




4. Delivery for Quantity = 25 is created (Available quantity turns -21)

5. Return fully based on the delivery created in step 2 is added (Available quantity turns -15)






This transaction does not reflect the item cost at the time the base document was created. In SAP Business One 8.8 the transaction created by the return added in step 5 reflects the item cost used at the time the delivery (that is the base document) was created and the inventory level of the item:




Negative Inventory Adj. Acct

96-90 = 6 (=Sales Returns – Cost of Goods Sold)

Cost of Goods Sold


Example 3 This example demonstrates the scenario where the Available quantity of the standard item is negative before a return is added and will turn positive once the return is added:




4. Delivery for Quantity = 5 is created (Available quantity turns -1)

5. Return fully based on the delivery created in step 2 is added (Available quantity turns 5)


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This transaction does not reflect the item cost at the time the base document was created. In SAP Business One 8.8 the transaction created by the return added in step 5 reflects the item cost used at the time the delivery (that is the base document) was created, and the inventory level of the item:




Negative Inventory Adj. Acct

1 = 16– 15 (= Sales Returns for the quantity in negative zone – Cost of Goods Sold in negative zone)

Variance Account 5 = 80-75 (= Sales Returns for the quantity in positive zone – Cost of Goods Sold in positive zone

Cost of Goods Sold



© SAP AG 2010 13

Enhancements in Moving Average Costing The behavior of the following scenarios related to the moving average valuation method has been enhanced in SAP Business One 8.8:

• Deliveries based on sales returns

• GRPOs based on purchase returns

Deliveries Based on Sales Returns In releases prior to SAP Business One 8.8, a target document draws the inventory value from the base document, except for deliveries, which are based on non-based sales returns. Deliveries utilize the current cost price of the issuing warehouse. In SAP Business One 8.8, the application behavior is enhanced and a target document draws inventory value from the base document, including the scenario of deliveries based on sales returns.

Example You have performed the following actions in the application:

1. You managed the item cost by warehouse.

2. You managed the item in different warehouses with different cost prices.

3. You received a sales return, for example, a faulty product sent back from your customer, and you created a non-based return document and returned the product to warehouse 02.

4. You re-delivered the item as a replacement of the faulty product by drawing the sales return fully to a delivery, and you changed the issuing warehouse to 01.

The following descriptions demonstrate the application behavior in SAP Business One releases prior to SAP Business One 8.8:

As the table below shows, the cost price the delivery document utilized is the current cost price of warehouse 01.

Doc. Warehouse Quantity Cost Transaction Value

Cumulative Quantity (Per Warehouse)

Cumulative Value (Per Warehouse)

GRPO #1

01 10 10 100 10 100

GRPO #2

02 10 5 50 10 50

Sales Return

02 1 5 5 11 55

Delivery

(Based on Sales Return)

01 1 10 10 9 90


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The following descriptions demonstrate the enhanced behavior in SAP Business One 8.8:

As the table below shows, the cost price used by the delivery document is copied from the cost price in the sales return on which the delivery is based.

Doc. Warehouse Quantity Cost Transaction Value

Cumulative Quantity (Per Warehouse)

Cumulative Value (Per Warehouse)

GRPO #1

01 10 10 100 10 100

GRPO #2

02 10 5 50 5 50

Sales Return

02 1 5 5 11 55

Delivery

(Based on Sales Return)

01 1 5 5 9 95

Note If the quantity to be issued by the delivery equals the in-stock quantity in the issuing warehouse (warehouse 01 in this example), the current cost price is used instead of the cost price from the sales return. This behavior ensures that the stock value is updated to null when the in-stock quantity reaches zero.

GRPOs Based on Purchase Returns In SAP Business One 8.8, non-based purchase returns utilize the current cost price for issuing items and not the unit price stated in the document, as is the case in releases prior to SAP Business One 8.8.

When a non-based purchase return is fully drawn to a GRPO, the cost price used in the purchase return is taken into the GRPO and used as the cost price. In releases prior to SAP Business One 8.8, the unit price on the purchase return is taken into the GRPO instead.

Example You have performed the following actions in the application:

1. You created a GRPO for the goods you received.

2. You created a goods return document.

3. You copied the goods return fully to a GRPO.


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The following descriptions demonstrate the application behavior in SAP Business One releases prior to SAP Business One 8.8:

As the table below shows, the cost price used in both the purchase return and GRPO #2 is the unit price you specified for the item in the purchase return document.

Doc. Quantity Cost Unit Price

Transaction Value

Cumulative Quantity

Cumulative Value

GRPO #1 10 5 5 50 10 50

Purchase Return

1 40 40 40 9 10

GRPO #2

(Based on Purchase Return)

1 40

40 40 10 50

The following descriptions demonstrate the enhanced behavior in SAP Business One 8.8:

As the table below shows, the cost price used in both the purchase return and GRPO #2 is the current cost price in the warehouse.

Doc. Quantity Cost Unit Price

Transaction Value

Cumulative Quantity

Cumulative Value

GRPO #1 10 5 5 50 10 50

Purchase Return

1 5 40 5 9 45

GRPO #2

(Based on Purchase Return)

1 5 40 5 10 50


© SAP AG 2010 16

Enhancements in FIFO Item Transactions In SAP Business One releases earlier than SAP Business One 8.8, when a FIFO item is returned by creating a return based on a delivery, or an A/R credit memo based on an A/R invoice, a new FIFO layer is added at the end of the FIFO stack, the same way as if the item was just purchased. It means that the returned item will be delivered last, even if originally it is older than items appearing earlier in the FIFO stack.

In SAP Business One 8.8, this behavior is changed, and whenever a FIFO item is returned by based return or based A/R credit memo, the returned layer is added right before the original layer.

This behavior also applies in the following cases:

When creating an inventory transfer for a FIFO item from a layer that is not the latest layer. In this case, the transferred layer is added right before the original layer in the target warehouse.

Note This behavior applies whether you manage item cost per warehouse or not.

When posting an inventory revaluation transaction of type inventory debit/credit for a partial quantity of a FIFO layer. In this case, the original layer is reduced by the revaluated quantity, and a new layer is added for the revaluated quantity and the revaluated price right before the original layer.

The following examples demonstrate the behavior used in previous SAP Business One releases and the new behavior implemented in SAP Business One 8.8, in the most common scenarios.

Example 1 This example demonstrates a return of a FIFO item from an old layer:

Four FIFO layers were received and delivered as follows:

Layer Original Quantity Open Layer Quantity

Unit Value Total Open Value

1 10 2 100 200

2 12 5 90 450

3 20 20 80 1600

A return for six items was created based on a delivery created for layer no. 1.

In SAP Business One releases earlier than SAP Business One 8.8, layer no. 4 is added:

Layer Original Quantity Open Layer Quantity


1 10 2 100 200

2 12 5 90 450

3 20 20 80 1600

4 6 6 100 600

Although the items returned in layer no. 4 are actually the oldest (originally from layer no. 1) they will be delivered last.


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In SAP Business One 8.8 this behavior is changed, and whenever a FIFO item is returned by based return or based A/R credit memo, the returned layer is added right before the original layer.

Following the above example, here is the illustration of the return document according to the new behavior implemented in SAP Business One 8.8:

Original Layer

New Layer Original Quantity

Open Layer Quantity


N/A 1 6 6 100 600

1 2 10 2 100 200

2 3 12 5 90 450

3 4 20 20 80 1600

The next time the item is delivered, the layer of the returned items is delivered first, as these items are currently the oldest in the FIFO stack. For the above table, for example, the delivery sequence would then be:

...

i. The returned layer: new layer 1

ii. The original layer: new layer 2

iii. Late layers: new layer 3 and new layer 4

The following table reflects the FIFO layer status after a delivery of 7 items in SAP Business One 8.8:

Original Layer

New Layer Original Quantity

Open Layer Quantity


N/A 1 6 0 100 0

1 2 10 1 100 100

2 3 12 5 90 450

3 4 20 20 80 1600


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Example 2 This example demonstrates the system behavior when FIFO layers are split. The following FIFO layers were created by goods receipt POs:

Layer Document Open Layer Quantity


1 GRPO 16 100 1600

2 GRPO 7 95 665

3 GRPO 12 90 1080

4 GRPO 20 80 1600

You have performed the following actions for this FIFO item:

i. You created a delivery of 8 units of this item.

ii. You drew 6 units out of layer no.1 into an A/P invoice, and you changed the unit price from 100 to 110.

iii. You created a delivery of 12 units of this item.

iv. You created a return for the 8 units, based on the delivery in step 1.

The following descriptions demonstrate the behavior in SAP Business One releases prior to SAP Business One 8.8: In step 2, you revalued some of the items of layer no. 1 and thus split this layer into two layers with different unit values – new layer no.1 and new layer no.2.

The following table shows the open layers after you performed step 2.

Original Layer

New Layer Open Layer

Quantity


1 1 2 100 200

N/A 2 6 110 660

2 3 7 95 665 3 4 12 90 1080

4 5 20 80 1600

I n step 3, you issued 12 units of the item in the following sequence:

1. Two (2) units from new layer no.1 with a unit value of 100

2. Six (6) units from new layer no.2, with a unit value of 110

3. Four (4) units from new layer no.3, with a unit value of 95

In step 4, you received a return from the delivery you issued in step 1, and the returned items were added as a new layer after all the other layers. The unit value of this layer is 100, because they were previously issued from layer no.1.


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The following table shows the open layers of this FIFO item after you have performed all the above operations in the application:

Original Layer


Quantity


1 1 0 100 0

N/A 2 0 110 0

2 3 3 95 285

3 4 12 90 1080

4 5 20 80 1600

5 6 8 100 800

The following descriptions demonstrate the behavior in SAP Business One 8.8:

In step 2, you revalued some of the items of layer no. 1 and thus split this layer into two layers with different unit values – new layer no.1 and new layer no.2.

The following table shows the open layers after you performed step 2.

Original Layer


Quantity


N/A 1 6 110 660

1 2 2 100 200

2 3 7 95 665 3 4 12 90 1080

4 5 20 80 1600

In step 3, you issued 12 units of the item in the following sequence:

1. Six (6) units from new layer no.1 with the unit value of 110

2. Two (2) units from new layer no.2, with the unit value of 100

3. Four (4) units from new layer no.3, with the unit value of 95

In step 4, you received a return from the delivery you issued in step 1, and the returned items were added as a new layer before all the other layers. The unit value of this layer is 100, because they were previously issued from layer no.1.


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The following table shows the open layers of this FIFO item after you have performed all the above operations in the application:

Original Layer

New Layer Open Layer Quantity


N/A 1 8 100 800

1 2 0 110 0

2 3 0 100 0

3 4 3 95 285

4 5 12 90 1080

5 6 20 80 1600

Example 3

This example illustrates how SAP Business One 8.8 handles inventory transfers created for FIFO items originating from an older layer. The following transactions have been posted for a FIFO item:

Document From Whse

To Whse

Qty Unit Value Total Value Whse 01

Total Value Whse 02

1 GRPO 01 2 2 4 0

2 GRPO 02 3 3 9

3 AR Inv. 02 (1) 3 6

4 Inv Trans 01 02 1 2 2 8

5 AR CR based on row no.3

02 1 3 2 11

6 Delivery 02 (1) 2 9

The delivery in row no. 6 issues the same item appearing in the inventory transfer in row no. 4, as this item is originally from the oldest layer created for the item.


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Example 4 This example demonstrates the enhancement in the formulation of inventory revaluation transaction of type inventory debit/credit.

The following table demonstrates the behavior in previous SAP Business One releases:

Layer Original Quantity

Open Layer Quantity

Unit Value

Total Open Value

Comments

1 5 5 10 50

Inventory revaluation transaction of type Inventory Debit/Credit was created for quantity of 2 and debit/credit of 4. As a result:

1 5 0 10 0 The original layer is closed.

2 5 5 10.8 54 A new layer is created for the original quantity. The unit value is calculated as follows:

(50+4)/5 = 10.8

In SAP Business One 8.8 the scenario described above is handled as follows:

Layer Original Quantity

Open Layer Quantity

Unit Value

Total Open Value

Comments

1 5 5 10 50

An inventory revaluation transaction of type inventory debit/credit was created for a quantity of 2 and a debit/credit of 4. As a result:

1 5 3 10 30 The original layer is reduced by the revaluated quantity.

2 2 2 12 24 A new layer is created for the revaluated quantity. The unit value is calculated as follows:

(2X10+4)/2 = 12

Total: 5 54 The total value is the same as before.


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Special Cases In certain scenarios it is impossible to identify the originating layer when attempting to return items from this layer. In such cases the return transaction creates a new layer at the end of the FIFO stack.

Example 1 You create a return based on a delivery that was created while in negative inventory. In such a case, an originating layer cannot be identified, even if the return is created while in positive inventory.

Example 2 In previous SAP Business One releases the originating layer information for deliveries was not saved. Therefore, after the upgrade to SAP Business One 8.8, when you create a return based on a delivery that was created before the upgrade took place, this return results in a layer at the end of the FIFO stack.


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Enhancements in Purchase Accounting Purchase accounting is a mechanism which allows the direct monitoring of the total purchase expense via the profit and loss account.

Depends on the localization, purchase accounts posting system can be managed either in companies who manage perpetual inventory system or in companies who manage non-perpetual inventory system.

Following are the enhancements related to purchase accounting that have been implemented in SAP Business One 8.8.

Purchase Accounting with Perpetual Inventory Following are the changes implemented in SAP Business One 8.8 related to companies who manage both perpetual inventory system and purchase accounts posting system (the checkboxes Use Perpetual Inventory and Use Purchase Accounts Posting System are selected in Administration → System Initialization → Company Details → Basic Initialization tab):

• The Purchase Offset Account is renamed to Cost of Goods Purchased. This change applies on both new companies created in SAP Business One 8.8, and upgraded companies. The account is defined in:

o Administration → Setup → Financials → G/L Account Determination → Inventory tab

o Administration → Setup → Inventory → Item Groups - Setup → Accounting tab

o Administration → Setup → Inventory → Warehouses - Setup → Accounting tab

• In new companies created in SAP Business One 8.8, the Expense Offset Account is removed from:



o Administration → Setup → Inventory → Warehouses - Setup → Accounting tab For upgrading companies, the Expense Offset Account is still available after the upgrade to SAP Business One 8.8 is complete.

• The Purchase Balance Account is added in SAP Business One 8.8 to new and upgraded companies. This account is available in:



o Administration → Setup → Inventory → Warehouses - Setup → Accounting tab


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The following examples demonstrate the enhancements implemented in the purchasing related transactions:

Example 1 Goods Receipt PO was created for standard item (Item Cost = 3) Quantity = 1, and Unit Price = 10. Following is the journal entry created once the document is added:

In releases prior to SAP Business One 8.8:


Allocation Account 10

Inventory Account 3

Variance Account 7

Purchase Offset Account 3

Purchase Account 3

In SAP Business One 8.8:



Inventory Account 3

Variance Account 7

Cost of Goods Purchased 3

Purchase Balance Account 7

Purchase Account 10

The above goods receipt PO is copied into A/P invoice, where the unit price has been changed to 12. The following journal entry takes place in releases prior to SAP Business One 8.8:


Vendor 12


Variance Account 2



Vendor 12


Variance Account 2


Purchase Account 2


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Example 2 Goods Receipt PO was created for a moving-average item, Quantity = 1, and Unit Price = 10. Following is the journal entry created once the document is added. In releases prior to SAP Business One 8.8:



Inventory Account 10


Purchase Account 10






Purchase Account 10

The above goods receipt PO is copied into A/P invoice, after a delivery for quantity of 1 was created. The unit price in the A/P invoice has been changed to 15. The following journal entry takes place in releases prior to SAP Business One 8.8:


Vendor 15


Price Differences Account 5



Vendor 15




Purchase Account 5


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Example 3 Goods Receipt PO was created for a moving-average item, Quantity = 1, Unit Price = 10, and freight charges = 5. Following is the journal entry created once the document is added. In releases prior to SAP Business One 8.8:



Expense Clearing Account 5



Purchase Account 10

Expense Offset Account 5







Purchase Account 15

The above goods receipt PO is copied into A/P invoice, after a delivery for quantity of 1 was created. The unit price in the A/P invoice has been changed to 15, and freight charges of 10 were added. The following journal entry takes place in releases prior to SAP Business One 8.8:


Vendor 25



Price Difference Account 10



Vendor 25





Purchase Account 10


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Example 4 Goods receipt PO is created for moving-average item for quantity = 1, Unit Price = 10, and freight charges = 7. The Available quantity = -10 and the item cost = 5. The following journal entry has been created in releases prior to SAP Business One 8.8:




Inventory Account 5

Negative Inv. Adjustment Acct 12

Purchase Account 5






Inventory Account 5

Negative Inv. Adjustment Acct 12

Purchase Account 17



Example 5 A/P credit memo is created for moving-average item, for quantity = 1, unit price =7, and freight charges = 2. The Available quantity = 6 and item cost = 12. Following is the journal entry created once the document is added. In releases prior to SAP Business One 8.8:


Vendor 9

Inventory Account 9

Purchase Return Account 9


Expense Offset account 2


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Vendor 9

Inventory Account 2





Example 6 Landed Costs document is created for moving-average item with positive inventory level based on goods receipt PO. Actual Customs = 30. The following journal entry is created once the document is added. In releases prior to SAP Business One 8.8:



Customs Allocation Account 30

Purchase Account 30






Purchase Account 30


Example 7 Landed Costs document is created based on goods receipt PO for quantity = 10, while the Available quantity = 4. Actual Customs = 30. The following journal entry takes place once the document is added.

In releases prior to SAP Business One 8.8:





Purchase Account 12



© SAP AG 2010 29






Purchase Account 30



Example 8 Landed Cost document for Quantity = 10 is created based on goods receipt PO. Actual Customs = 30. The inventory level of the item is negative. The following journal entry is created once the document is added. In releases prior to SAP Business One 8.8:



Negative Inv. Adjustments Acct 30




Negative Inv. Adjustments Acct 30

Purchase Account 30


Example 9 Goods receipt PO is created for quantity = 3, and unit price = 10. Then the goods receipt PO is closed. Following is the journal entry created once the document is added. In releases prior to SAP Business One 8.8:




Purchase Account 30






Purchase Account 30



© SAP AG 2010 30

Once closing the goods receipt PO the following journal entry is created. In releases prior to SAP Business One 8.8:



Goods Clearing Account 30





Purchase Account 30


Purchase Accounting with Non-Perpetual Inventory Following are the changes implemented in SAP Beeline One 8.8 related to companies who manage non-perpetual inventory system and purchase accounts posting system (the checkbox Use Perpetual Inventory is not selected and the checkbox Use Purchase Accounts Posting System is selected in Administration → System Initialization → Company Details → Basic Initialization tab):

• In new companies created in SAP Business One 8.8, the Price Difference Account, Exchange Rate Differences Account, Goods Clearing Account, and Expense Offset Account are removed from:



o Administration → Setup → Inventory → Warehouses - Setup → Accounting tab The above mentioned accounts are available in upgraded companies, but purchasing transactions created after the upgrade to SAP Business One 8.8 takes place are not posted to these accounts anymore.

Following are examples for purchase related transactions that have been enhanced in SAP Business One 8.8:

Example 1 Goods receipt PO created for quantity = 1, and unit price = 10. Following is the journal entry created in both SAP Business One 8.8 and releases prior to SAP Business One 8.8:


Purchase Account 10



© SAP AG 2010 31

A delivery for the item is created, and then A/P Invoice based on the goods receipt PO is added, The unit price in the A/P invoice is changed to 15. Following is the journal entry created once the A/P invoice is added. In releases prior to SAP Business One 8.8:


Vendor 15





Vendor 15


Price Account 5

Example 2 Goods receipt PO for quantity = 3 and unit price = 10, was created. Following is the journal entry created in both SAP Business One 8.8 and releases prior to SAP Business One 8.8:


Purchase Account 30


A delivery for the item, quantity = 1 is created, and then A/P Invoice based on the goods receipt PO is added. The unit price in the A/P invoice is changed to 15, freight charges = 10. Following is the journal entry created once the A/P invoice is added. In releases prior to SAP Business One 8.8:


Vendor 55


Purchase Account 10

Expense (freight) 10




Vendor 55


Purchase Account 15

Expense (freight) 10


© SAP AG 2010 32

Example 3 Goods receipt PO is created for quantity = 3 and unit price = 10. Following is the journal entry created in both SAP Business One 8.8 and releases prior to SAP Business One 8.8:


Purchase Account 30


Goods return document is created based on the goods receipt PO. The unit price is changed to 4. Following is the journal entry created when the goods return is added. in releases prior to SAP Business One 8.8:


Purchase Account 12




Purchase Account 30


Example 4 Goods receipt PO is created for quantity = 3 and unit price = 10. Following is the journal entry created in both SAP Business One 8.8 and releases prior to SAP Business One 8.8:


Purchase Account 30


Following is the journal entry added when closing the goods receipt PO. In releases prior to SAP Business One 8.8:






Purchase Account 30



© SAP AG 2010 33

Example 5 Goods return is created for quantity = 3 and unit price = 10. Following is the journal entry created in both SAP Business One 8.8 and releases prior to SAP Business One 8.8:



Purchase Account 30

The following transaction takes place when closing the goods return document. In releases prior to SAP Business One 8.8:






Purchase Account 30



© SAP AG 2010 34

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