Adding Inventory to PayGo with the Inventory Quick Add Screen

Your inventory is important, but sometimes you just don’t have time to add every bit of detail about a new item you’re receiving. Luckily, PayGo offers an Inventory Quick Add option to quickly and efficiently add items to your inventory.

Note: More detail can be added within the item’s Inventory Screen, which can be accessed by clicking the Jump To Item button within the Inventory Quick Add Screen, or by finding the inventory item through an item search or list. For more information on your Inventory Screen, see Inventory Screen – Basics

Adding Inventory within the Inventory Quick Add Screen

To add new inventory to your PayGo software, click the New Inventory button on your Menu Screen. This will take you to the Inventory Quick Add Screen.

On the Inventory Quick Add Screen, you will see several buttons.

Save & Close:  This will save your progress and return you to the Menu Screen.

Save: This button will only save your progress, but not exit out of the window.

Departments: Clicking this will open the Departments screen, where you can see a listing of all your existing departments, with the option to add or edit (doing so will open the Department Setup screen. For more information on setting up departments, see Define Departments – Keep Your Inventory Organized with PayGo.)

Dept (Department) Defaults: If you enter the name of your item’s department into the inventory screen, clicking this button will autofill that department’s default settings for the item.

List Entry: This will bring you to the Inventory List Add Screen. This screen will allow you to enter your inventory items in a line-by-line list. On this screen, you are only able to add the Item Name, Vendor, Vendor SKU, Department/Class/Category, Style, Size, Color, Starting OnHand amount and Min/Max (minimum/maximum) ordering amounts, the item’s Cost, and the item’s Price. To the right of each line, you will see several buttons:

Plus Icon: this will exactly duplicate the item that you are adding to inventory, including all entered values.

Picture Icon: this will allow you to upload an image of the product. Clicking on this will open your computer’s file window, where you can find and select the image.

Label Icon: this will print labels for your item. Note: in order to print labels on this screen with this button, you will have to have set up the item’s default label type within either the item’s full inventory screen, or the department you’re adding the item to.

Trash Icon: this will delete the line.

You can add new lines to the list by clicking the New Item button at the top of the screen. You can also click the Print Labels button to print labels for all items, or click the Departments button to see a listing of your existing departments, with the option to add or edit.

Duplicate: This will create a duplicate record of your current inventory item.

Jump to Item: Clicking this button will open the inventory item’s full Inventory Screen.

Below these buttons, you will see three tabs.

Note: You do not have to fill all fields on this screen to add the inventory item to your system if some fields are unnecessary or irrelevant to the item.

Information Tab

This tab is where you will enter all information for the product you will be adding to your inventory.

Item Information box: This is where you can enter the product’s basic information, such as the Item Name, Manufacturer, the item’s Manufacturer Item #, the Preferred Vendor you purchase this item through, the Vendor’s Item # (SKU), and the Item Long Description.

Note: clicking the Building icon next to the Preferred Vendor field will open the Vendor/Consignor/Manufacturer Entry screen.

You can also set the Inventory type from a drop down list. You can choose from: Item, Consignment, Coupon (Note: selecting Coupon will bring you to the PayGoCart Product Screen. For more information on PayGoCart coupons, see How to Add and Manage a Coupon In PayGoCart with WooCommerce), Event, Party, Rental, Service, or Misc (miscellaneous). You can also mark an inventory item as Discontinued or Inactive in this field.

Item Classification box: This is where you set the item’s department and descriptive classifications. In this you can add the item’s Department, Class and Category, as well as the item’s ISBN (International Standard Book Number) and/or UPC and its Old (original) Barcode. You can set a Touchscreen Flag number, and add the item’s Style, Size, Color, Weight, and Increment of measurement.

Starting Onhand box: This is where you enter the starting inventory amount of the item you’re adding.

Master Costs and Pricing box: this is where you can set pricing for your item. There are fields for the item’s Cost, its Suggested retail price, Sale Price (if any), which Tax rates are applicable (for more information on setting up tax rates, see How Do I Set My Sales Tax Rate?), and Our Retail price for the new retail price for item.

Note: there is a field to the right of the Our Retail field, which will have autopopulated in red as a negative number based on what you entered for the Cost. This field calculates your profit per item for your selected retail price, and it will change based on the amount in the Retail and Cost fields.

You can also set the item’s Markup percentage and Trans (transaction) Code. The transaction codes you can use are as followed:

S= Sale

R= Return

F=  Freight

G= Gift Card/Certificate

A= Adjustment

Ordering box: This is where you can set up ordering information for the item. In this box, you are able to specify which Unit of measurement is used for this item, Min/Max (minimum/maximum) inventory requirements for reordering, it’s location on the sales floor (recorded by Aisle, Row and Section/Bin), and barcode label type. You can also choose whether you will be tracking serial numbers and quantities for this item.

Picture Box: This is where you can upload an image of the item. Click the Image icon to upload an image file from your computer.

Quantity Ordering Box: This is where you can set whether you will be ordering this item, and what quantities you will be ordering in. You can set the Unit type, it’s Qty/Unit (Quantity per Unit) the Unit Cost, Cost/Unit (Cost per Unit), it’s UPC Barcode and the Qty Price/Unit (Quantity Price per Unit).

Misc (miscellaneous) Fields box: In this box, you can add up to four miscellaneous notes about the item.

Alternate Sizes Tab

If your item comes in several different sizes, you can enter that information in the Alternate Sizes tab. Within this tab, you can add the item’s Alternate Size, Alternate Unit, Alternate Price, or a Fraction of a Unit. There are 24 lines on this tab in which to add alternate sizes for your item.

Matrix Tool Tab

This tab is for using the Matrix inventory tool.

When you are finished entering all relevant information, click either the Save or Save & Close button to exit out of the screen and back to your Menu Screen.

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