IPO stock discrepancies and related operational issues, a consolidated FAQ in SAP

Dear Circle Teams,

As we are observing a large number of tickets being raised in the POS/SAP queue related to IPO stock discrepancies and related operational issues, a consolidated FAQ document has been prepared to address these recurring problems with detailed, step-by-step procedures.

This document covers key scenarios such as:

• IPO not appearing in POS
• Mismatch between SAP and physical stock
• IPO sale done but stock/cash not updated
• Issues with discontinued denominations
• Reverse transfer/migration errors

These issues are critical, especially in light of the upcoming IT 2.0 rollout, and timely resolution at the user level is necessary to avoid unnecessary escalation and delays.

Action Required:

• Kindly circulate the attached IPO FAQ document to all Divisions, Post Offices, and operational units under your Circle.
• Instruct all field units to refer to this document and attempt resolution at their end before raising a Service Desk (SD) ticket.
• This proactive step will help reduce ticket volume and ensure smoother system operations during and after the rollout.
• Your cooperation in ensuring immediate dissemination is appreciated.

Thanks and Regards,

S Thyagarajan

SD Team - CEPT

Chennai 600002

IPO-Related Issues with step by step procedure

1. IPO Unassigned or Not Supply-able in POS

As per govt order IPO1, IPO2, IPO3, IPO5, IPO7 is no longer saleable. If any ticket raised for the mentioned IPO's regarding, no action can be taken.

And for other denomination, data is flowing through pos for all the serial numbers of IPO's with POS SERNO job. Most of the data is reaching properly on daily basis. If any data not reached to pos, data sync is happening manually from MM end. Before MM, POS team will check the availability of those serial numbers. If mentioned serial numbers are not available, they will root the ticket to MM pool.

2. Mismatch Between SAP and Back Office/Physical Stock

--> System stock of serial numbers which are physically not available.

• If any sold/ extra serial numbers shows at your office, please remove them from the system.
• Before that check the system stock for IPOs
• Go to IQ09 report
• Select Variant DOPMM
• Enter IPO material no and your plant and storage location
• Execute
• Check how much stock is matching with physical stock
• Go to MIGO Goods Issue -> Other Movement Type 951
• Enter material code
• Enter quantity (which is showing extra)
• your Plant & Storage location
• Select Customer (Z followed by plant code)
• Enter cost center as profit center of your office
• In serial numbers tab enter Serial numbers.
• Click Check and Post

--> Showing sold in System but physically available.

• Please add the IPO's which are in ECUS status. (Note : Only add serial numbers which are not physically sold at your office.)

Please follow below procedure :

• Go to MIGO Goods receipt -> Other Movement Type 952
• Enter material code
• Enter quantity for each material
• your Plant & Storage location
• Select Customer (Z followed by plant code) Eg : If your plant is K381 enter it as (ZK381)
• Enter cost center as profit center of your office
• In serial numbers tab click Find
• Then press Shift + F5
• and select DOPMM as variant.
• Now enter Material No like IPO10 for IPO of 10 rs, serial no from (Without space between prefix & number)and to and enter your plant click on execute.
• Click Check and Post
• Do the same for all line items.

3. IPO Not Reflected in POS Sales Module --> Same process as per 1st point

4. IPO Sale Done But Stock Not Decreased in SAP --> If issue raised in current posting period, issue can be resolved by sales team. If issue related to previous posting period, stock adjustment can be done manually by removing sold serial numbers as per 2nd point. i.e.,

• If any sold/ extra serial numbers shows at your office, please remove them from the system.
• Before that check the system stock for IPOs
• Go to IQ09 report
• Select Variant DOPMM
• Enter IPO material no and your plant and storage location
• Execute
• Check how much stock is matching with physical stock
• Go to MIGO Goods Issue -> Other Movement Type 951
• Enter material code
• Enter quantity (which is showing extra)
• your Plant & Storage location
• Select Customer (Z followed by plant code)
• Enter cost center as profit center of your office
• In serial numbers tab enter Serial numbers.
• Click Check and Post

5. IPO Payment / Commission Issues --> Sales Issue (Ticket can be routed to sales team)

6. IPO Reverse Transfer / Migration Errors --> As per govt order, serial numbers of IPO1, IPO2, IPO3, IPO5, IPO7 is no longer salable and can be transferred to their respective HO.

Please get below role from RDA

YS:MM_HO_TREASURER -- HO TREASURER

Go to MIGO

• Transfer posting -- Other -- Movement type (311)
• Enter Material
• From Plant and Storage location
• To Storage location
• Enter quantity
• In serial numbers tab click Find
• Enter your serial numbers From and To
• Execute (F8)
• Check item ok
• Post.

7. Discontinued IPO Denominations – Handling Required --> Same resolution as per 6th point.

8. IPO Supply Process Completed but IPOs Not Showing for Sale --> Same resolution as per 1st point.

9. IPO Serial Numbers Not Updating in Sale Screen --> Same resolution as per 1st point.

10.IPO Inventory Showing, But Sale Not Possible --> Same resolution as per 1st point.

11. IPO Sale Done But Cash Not Reflected --> Sales TCB issues, tickets can be routed to Sales TCB team.