Inventory Reports

Tracking your inventory is a vital part of every business, so it’s important to know where to go to view inventory reports for your store. PayGo stores your inventory information in a way for you to easily access and view vital information about your inventory.

Accessing Inventory Reports through the Reports Button 

The best place to check inventory reports is through the Reports button. To access these inventory reports, click the Reports button on your Menu Screen. This will bring you to the Reports screen, where you will see the Inventory Reports box. There are 7 different reports in this box.

For more information on the Reports button, see Running Store Reports in PayGo’s Reports Screen.

Inventory On Hand: This will tell you how much inventory you have on-hand. When this button is clicked, you will be taken to a Search Screen where you can specify your search parameters – anything from quantity on hand, to the date created, to the size or color of items, and more. The Detail view will first ask you if you would like to sort the report by vendor, item name or item ID. The report will group by store and show you your inventory within the search parameters with the item’s name and ID, the item’s adjustment inventory, how many of each item are on order, how many of the item has been received, how many of the item are on hold, and how many of the item are needed. The report will also show you how many you have sold, how many are onhand at each store, the item’s average and last costs, the retail price, the value average and last costs, and the retail value of the item onhand per store. The Summary report will list the departments with the items in question, the amount of items received and sold per department, the amount onhand per store, the value average and last costs of the items, and the retail value onhand per store. Grand totals can be found at the end of each report.

Low Inventory: This report shows which inventory items are low and need to be reordered. When this button is clicked, you will be taken to a Search Screen where you can search by quantity of items needed per item.  The items will organize by store and will be broken down by department, and will show the item’s name and ID, the vendor’s SKL, the last transaction for the item, whether the item is on order, how many of the item have been received, how many of the item are needed, how many of the item have sold, how many are onhand, the average and last costs of the item, the value average and last costs of the items, and the retail value per store. Grand totals can be found at the end of the report.

Outstanding Certificates: This report will show you the gift certificates and cards that have been sold in your stores but not yet redeemed. The outstanding certificates are listed by certificate ID, date issued, who the certificate was purchased by, the invoice ID, the customer ID of the gift card recipient (if available), the certificate’s total amount, the amount that has been redeemed on the certificate (if available), and the certificate’s remaining balance.

Inventory Adjustments: This is where you can view any adjustments that have been made on your inventory. When this button is clicked, you will be taken to a Search Screen where you can search by date posted, department, inventory type, item ID, Item name, marker or adjustment. reason. The report will show each adjusted item’s name and item ID, the item’s inventory count at the time of adjustment, the count after adjustment, the last cost of the adjustment, the average cost of the adjustment, and the item’s retail value. It will also show the adjustment reason, and the user who performed the adjustment.

Outstanding InStore CR: This is where you can view any outstanding in-store credits your stores may have issued. The report is sorted by certificate ID number, the date it was issued, who the credit was purchased by, the invoice ID for the credit, the owner’s customer ID, the date last modified, the dollar amount of the credit issued, any amount it may have been redeemed, and the remaining balance for the credit. Grand totals can be found at the end of the report.

Performance by Item ID: This is where you can check on an individual item’s performance. When this button is clicked, you will be taken to a Search Screen where you can search by the item’s name or ID, or any other parameter you would like to use for the search. A pop-up window will ask if you would like to see discontinued records as well. Another pop-up window will prompt you to enter in the date range you would like to perform the search on. Another pop-up window will ask if you would like to omit any records with no sales data. You will be given a choice to sort by the item’s sales, margin or name. The report will show each item’s name and ID, the quantity sold, the last and average cost of goods sold, the last and average margin cost (as well as its percentage of total sales), the total sales amount and turns by last and average cost. Grand totals can be found at the bottom of the report.

Kits/Bundles: This will show you information on the kits and bundles you have in your inventory system. When clicked, you will be brought to a Search Screen where you can search by kit information (item ID, name, notes, department, or marker field). If you would like to see what kits you have, leave all fields blank except Kit, which will have a Y in it. The report will sort by each kit in the system, broken down by each item in the kit’s name and ID as well as the quantity of each item in the kit, any notes on the items or kit, and the last, average and total retail cost of each item in the kit. Totals can be found at the end of the report.

Accessing Inventory Reports through the Big Picture Button

PayGo’s Big Picture button is one of your software’s biggest and most important functions, and an excellent place to view inventory reports as well.

For more information on the Big Picture function, see PayGo’s Big Picture Button

To access your reports, click the Big Picture button on your Menu Screen. This will bring up your Big Picture screen. Click the Inventory tab, which will bring you to a screen with two boxes:

Inventory – All Sites: This box shows you the total inventory for every one of your stores. You can sort by item type, or you can see discontinued and inactive items.  For each selection, your software will show you’re the total count of each type, how many of the item type you have on-hand, and the total value of the item type by retail, last cost to you, and cost on average.

Purchase Orders: This box will show you the status of all of your purchase orders. You can choose to see purchase orders based on their status (Closed, Closed – Return to Vendor, Waiting to Receive Order, Order Creation, and Return to Vendor) and your software will show you the item count and total cost.

Accessing Inventory Reports through Inventory Screens

You can also view inventory and purchase order history information on an inventory item’s individual inventory screens. To access these reports, find the item you would like to view by either searching for it in the QuickSearch bar located at the bottom of your Menu Screen, clicking the Find button under the New Inventory button on your Menu Screen, or by clicking the List All button on your Menu Screen and selecting your item from a list. Selecting an item will bring you to the item’s Inventory Screen.

Performance Tab: This is where you can view performance reports for the item. Picking a date range to analyze in the Analyze Date Range field will show you the item’s total Qty (quantity) SoldTotal Last CostTotal Avg (average) CostMargin Last Cost and percentage, Margin Avg (average) Cost and percentage, and the Total Sales amount for the time period you are viewing.

Other Inventory Screen Tabs: there are a few other tabs on the Inventory Screen that can show you important inventory information. Clicking the Pricing tab on the bottom half of this screen will give you all pricing information about your item, including cost, price and margin information, and the Kits & Bundles tab will show you information about this inventory item if it’s part of a kit.

You can view inventory information about the item in the Item Stats box on the bottom of the screen, such as how many of each item are On Order, Needed, Received, Pending or Transferred In from other locations, Sold or Returned, On Hold or On Hand.

You can also view the ordering history for your item by clicking the PO History button at the top of the screen.

For more information on your inventory screen, see Inventory Screen – Basics.

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