Define Departments – Keep Your Inventory Organized with PayGo

PayGo Department Setup Screen

The Department Setup screen is where you can keep track of and define your departments. It’s quick and easy to do in PayGo. On this screen, you can add, delete, or modify your departments, as well as update your PayGoCart™ website categories or make changes to the tax settings of your departments.

 

The Department Setup function allows you to group similar items in your inventory together. The advantage of setting up departments in your PayGo point of sale software is that when a change is made to the department (such as discounts or label and price tag modifications), every item in your inventory that is grouped within that department will change as well.

To set up a New Department in your PayGo Point of Sale software:

PayGo Menu Screen Define Departments Circled

  1. On the Main Menu screen, click on the Defining Departments button. This will bring you to a list of all of your existing departments.New Department Button
  2. Click on the New Department button at the top of the page. This will take you to the Department Setup screen.PayGo Department Setup Screen
  3. Enter all necessary information in the fields (see Defining Data Entry Fields below for more information on how to fill these out).
  4. When finished, click on either Save & Close to go back to the Main Menu screen, or click Update Inventory to apply department changes. You can also click on the Master Price List button for a list of inventory records for the department.

Defining Data Entry Fields

You will find several data entry fields in the Department Setup screen.

Department Setup Screen Department Information Box Circled

In the Department Information box near the top of the screen is the Department Name field: This will be where you will enter the name of the department you are adding. It will also show up as the web category name.

To the left of the Department Name field is the ID field, which populates with an automatically-generated identifier code for each department.

 

Department Setup Class Information Box Outlined

PayGo’s point of sale software allows you to break down your departments into smaller groups.  This information will be entered in the Class Information box.

Class Name: This will be the name of the class grouping you are adding. It will also show up as the web category name.
To the left of the Class Name field is the Number field, which is an automatically-generated identifier code for each class.

 

To the right of the Class Name field are 3 icons:

View and add category information associated with the Class in the Class > Categories screen accessed by clicking on the File Folder icon. Information must be entered into the Class Name field in order for the Class > Categories screen to pop up.

PayGo Class > Categories screen

In the Class > Categories screen you can name categories in the Category Name field. Similar to the Class Names, an ID will be automatically generated to the left of the field.

To the right are 3 icons:

  • Word Bubble: when you click on it, it provides a space for notes to be made.
  • Cart: view cart info for this category.
  • Trash Can: clear the information on the line the Trash Can icon is located on.

Tabs on The Department Setup Screen

Department Setup Tabs

To the right of the Class Information box, you will find a box with five tabs. Each tab correlates to a different function in PayGo. The fields, functions, and icons within each tab are covered in this section.

Details Tab

PayGo POS Department Setup Tab Details

The following fields are available in the Default Department Settings section associated with the Details tab:

Default Label: PayGo allows you to choose the layout of your product labels. This is a drop-down field where you can choose from several different label layout templates, or you can create your own (this can be modified in the PayGo printing file).
Printing Preference: This drop-down field allows you to choose your printing preferences for labels in this department. You can choose to print One Per Item, which will print one label for each item number, or Number on Hand, which will print labels for the quantity you have for each item. Other options can be customized and created for use. Contact consultant@paygopos.com, submit a Support Ticket through our Help Desk, or reach out to your PayGo salesperson to add custom printing preferences.
Taxable1 and Taxable2: In your Company Setup screen, you can define two taxable percentages, both of which will appear when you click on the fields. This field allows you to choose which established tax percentage you would like to use. To choose which taxable type you would like to use, select the type from the drop-down field in either one or in both.
Markup: This field allows you to set a standard markup percentage throughout your department that will be automatically factored into your retail pricing, even if your wholesale price changes. Markup is calculated as such: Item’s Last Cost/Markup Percentage. So if your item’s last cost was $4.50 and the fixed margin was set at 20%, the formula would look like this: $4.50 / (1 – .20) = $5.63
QTY Popup: This option allows PayGo to open a pop-up window when selling items in this department (for instance, if you sell an item that people typically buy several of) that will ask the sales associate for the quantity of the item being sold.
Unit: This field allows you to set a default unit of measurement for the items sold (e.g. each, dozen, gallon, ounce, etc.)
Max/Min Count: These fields allow you to set the minimum or maximum amounts of the item that you like to keep on-hand. This will be reflected when running the Low Inventory report.
Req Serial #: If you would like to require the items in this department to have serial numbers assigned to them, select “Y” for yes.
Color (R, G, B):  PayGo allows you to utilize color-coding for your tags and department inventory. To use this function, enter the codes for which color you would like used for your department. For instance, if you want a department color to be orange, you would enter these codes in the field: R = 255, G = 127, B = 0. To find value codes for colors, there are a number of resources you can utilize both online or on your machine, such as MS Paint for PCs and in any program that allows color changes on a Mac.
Bold: if you check this box, your item names will appear in bold type.
Notes: This is a field to add user notes for this department, such as sales or inventory notes. Nothing entered in this field will be printed on tags.
Misc. (#3) Tax Rate: If you need to have an additional tax rate to be added to this department, you would enter it here in a decimal form (e.g. .20 = 20%). NOTE: This should not be used for local or state taxes (see Company Setup for these).
Touch Screen Indicator: This field allows you to set the department order displayed on the retail touch invoice screen. To utilize this, add the number in which you would like this department to be displayed.
Touch Screen Color: this is a drop-down field that will allow you to choose which color this department button will be.

Discounts Tab

On the PayGo POS Main Menu screen, there is a Discount & Pricing Programs button. Within that fun you are able to define discount programs (see Discount & Pricing Programs for more detail). The Discounts tab is where you can apply one or more of these programs to a department (remember, this will apply to all items in this department). If you assign a discount program to a department, the application will pick the first one selected on the Program Order list if more than one applies to any situation (see Discount Programs section for more detail on this topic).

The following fields are available in the Discount Program Settings section associated with the Discounts tab:

PayGo POS Department Screen Discounts Tab
Available Programs: This is where a list of your defined discounts will show up. You can click the box next to any listed programs to select them.  When selected, your programs will be listed in the Program Order box.
List Discounts: this button is used to add or edit discount programs to PayGo (this is also available in the Discount & Pricing Programs category).
Trash Can Icon: this will clear all selected discount programs associated to this department.

Web Tab

The following fields are available in the Web tab:

PayGo POS Department Screen Web Tab

  • Name: this is the department name as it appears on your website.
  • Web Category ID: this number is automatically generated.
  • Description: in this field, you may enter a description of the department.

Please see PayGoCart™ documentation for further discussion of this topic.

Tax Tab

The following fields are available in the Tax Settings by Location section associated with the Tax tab:

PayGo POS Department Screen Tax Tab

This tab allows you to set different tax rates for the department at different locations. The drop-down field will list the locations of your stores, and you can choose the tax rate from there as well.

Performance Tab

This tab tracks the statistics and analytics of the item and department. Choose a date range and click the button next to the data entry fields to check pricing and sales history for the department.

PayGo POS Department Screen Performance Tab

 

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