Departments – Organizing Your Products in PayGo

Department List

The Departments screen enables you to view existing departments, setup new departments, update your PayGoCart™ website categories, delete departments, or make changes to the tax settings of your departments.

If you have a PayGoCart™ website, you will use the “Web Sort Order” column and fields to specify the order you will see the departments on your website. Departments are called categories on PayGoCart™.

To setup a new department, choose the “New Department” button.

Department Setup

There are two primary purposes for the Department Setup. First, it gives you a way to group similar items together. Second, it acts as the default setting for all items assigned to a department. You have the ability to affect all items assigned to this department by making changes to the department and then clicking on the “Update Settings for this Department” button. CAUTION: This will roll down the changes to all assigned items.


ID: This is the system assigned identifier for this department in PayGo.
Department Name: This is the name of the department (this will also show as the web category name).
Number: If you decide that you would like to break down your departments into smaller groups, you can use the Class as the next grouping. The Number field is assigned automatically by PayGo for this Class.
Class Name: The name of the class grouping for a department.
Category (Blue Box Icon): If you want to breakdown your department even further than class, you can add a category level here. You will need to have a Class Name specified before this button will work.

Details Tab

Default Label: You can choose from several label type layouts including: Rectangle, Split, Skinny, and Custom (this can be modified in the PayGo printing file).
Printing Preference: When printing labels for items in this department, how many labels do you want to print? You can select: One Per Item – where it will print one label for each item number or Number on Hand – will print labels for the quantity that you have for each item.
Taxable1: In your company setup screen you could have added up two taxable percentages. If you want this department to use the first taxable type, you would select “T” here.
Taxable2: In your company setup screen you could have added up two taxable percentages. If you want this department to use the second taxable type, you would select “T” here.
Fixed Margin: When adding items to a category, you can set a specific margin to be calculated when setting the default price for an item. Fixed margin is calculated as follows:
Item’s Last Cost / (1-Fixed Margin 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: When selling an item assigned to this department, do you want PayGo to open a pop-up window and ask for the quantity you are selling of the item? Select one of the radio buttons “Y” or “N.”
Unit: What is the default selling unit-of-measure for the quantity pop-up (e.g. Each, Gallon, Ounce, Liter, etc)?
Max / Min Count: These fields define the default minimum and maximum quantity for on-hand counts on a newly created inventory item for the department. These come in handy when running the Low Inventory report.
Req Serial#: If you want an item to require a serial number to be assigned to it, then set this option to “Y” for yes.
Color (R,G,B): You can specify the color of the inventory item name by entering the color codes for any color you want. For example, if you wanted to specify the color to be orange, you would enter the following codes: R = 255, G = 127, B = 0. You can see these values on a Mac computer from virtually any place you have the option to change a color. On a Windows machine, you can run the MS Paint application, and look at Edit Colors -> Define Colors and look at the color slider on the right. You will see the numbers for Red, Green, and Blue change as you select a new color from the center and move the slider on the right.
Bold: If you mark this checkbox, your item names will appear in bold type.
Notes: This area allows you to add some user notes for this department. Notes will not print on any reports.
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%). This should not be used for local or state taxes (see company setup for these).
Touch Screen Indicator: Enter a number in this field to display the department in the retail touch invoice screen. The number dictates in what order the departments display.

Discounts Tab:

If you have defined any discount programs, you can assign one or more of them to a department. If you assign more than one discount 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 the Discount Programs section for more detail on this topic.

List Discount Programs: This button is used to add or edit discount programs to PayGo.
Clear: This will clear all of the selected discount programs associated to this department.

Web Tab:

Please see PayGoCart documentation for further discussion of this topic.
Web Image Name: If you are using the PayGoCart™ system, you can assign a web image name that will associate to an image file on your website. This will enable the website to display the image for the department/category.
Sort Order: When you want a department to show on your PayGoCart™ website, the number you enter in this field will control the order that the department/category will appear on the website.

Tax Tab:
Set different tax rates for the item at different locations.


Update Settings for this Department: You have the ability to affect all items assigned to this department by making changes to the department and clicking on this button. CAUTION: This will roll down the changes to all assigned items.

New Department: This will setup a new department in PayGo.

Update Web: If you are using the HostPayGo™ service, this button will upload the department information to your website.

Performance Tab:
Enter in a date range and click the analyze button () to view sales totals for the department.