PayGo has a very extensive inventory and department system, and while that creates versatility and flexibility within the system, it can be overwhelming. What do you need? What can you ignore? What will be on the labels? How can you keep track of it all?
When you set up your PayGo system, experimenting and developing company-wide standards is important. Finding what works best for your particular store needs will save a lot of headaches for yourself and your staff in the future. We recommend consulting and collaborating with your employees and managers to create a simple, easy-to-follow system that will standardize your data entry for everyone in your company.
Here are some things to consider when setting up your standardized system:
One of PayGo’s strongest features is it’s Customer Entry system (CRM). With it, you can easily enter and track tons of information about your best customers, so it’s important that your team is on the same page when it comes to entering their information into your system. When creating this system, it’s important to think about what’s most important for your company to know about your customers.
On that note, it’s also important to create standards for selling to your customers. When you create a gift card or gift certificate, whose name should be on the certificate? Can you create gift certificates in such a way that it would be simple for your employees to search for them in your system if the certificate gets lost? running a well-organized customer entry system can save you from lots of headaches in the future.
Labels are very useful, but they have a limited space to print on. If you’re not careful, you could end up overcrowding the labels, losing important information, or leaving off words entirely. It’s a good idea to experiment with label types and layouts in order to find which type and layout works best for your brand.
For instance, how much space do you have to print out the item’s name, department or variation? If you don’t have enough room to print out an entire name, prioritize what parts of the item’s characteristics are important. For instance, if you were to stock two of the same items in a different color, you may want to be sure to choose a setup in your inventory screen and labels that will print out both the item’s name as well as the specific color of the item in question.
It’s important to make sure that all of your employees know how to properly enter inventory and create departments, as well as any other information you may have them enter into your PayGo software.
Inventory naming goes hand-in-hand with label creation. Is there a type of name that you would like your items to have? What kind of important information needs to go into each inventory screen for your items? With all of the information your PayGo software accepts, it’s wise to make sure everyone on your team knows what to input and what to ignore.
Department naming is fairly simple, but it’s still important to have everyone on the same page. Your PayGo system allows you to break down individual departments into classes, and individual classes can be broken down into categories. It’s a good idea to make sure that your departments, classes and categories have consistent naming standards and can be easily searched and accessed by all of your employees.
When new tills are created on your PayGo software, you cannot reuse previously utilized till names. It’s a good idea to create a standard for till naming. PayGo recommends using the employee name, plus the current date.
PayGo’s vendor and consignor information systems are very detailed and can be used to store a treasure trove of information for your company. But do your employees know and understand how to enter and access that information? Creating standardized rules for vendor and consignor information can speed up your ordering and keep your inventory flowing smoothly.
There may be a time when a member of your team has a question about your PayGo system, and you won’t be there to answer it. It’s important to make sure all of your standards and procedures can be accessed easily, so you can trust that your employees will know what to do in your absence.
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