Performing Physical Inventory in PayGo

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Part 1: Preface
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Before starting with this document, we want to make sure that you have prepared in advance. PayGo’s Physical Inventory system is a powerful method of altering the counts of many inventory items at once. It allows you to import a document (usually tab-separated text, comma-separated text, or Microsoft Excel), and use this imported file to update mass numbers of inventory counts in your system at once.

It is also highly advised that a full run-through of PayGo’s transaction checker be done before importing or creating any adjustment records. If any transaction records for an item are not accounted for, the adjustment will not be calculated accurately, and the on hand count for that item incorrect once the checker is run through.

***MAKE SURE TO MAKE A COMPLETE AND FULL BACKUP OF PAYGO SP BEFORE ATTEMPTING ANY PHYSICAL INVENTORY PROCEDURE – DATA RECOVERY IS NOT COVERED UNDER THE PAYGO WECARE SUPPORT PLAN***

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Part 2: Preparing your file for import and file formats
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Your source file should be one of the following types

-Tab-separated text document (.tab or .txt)
-Comma-separated text document (.csv or .txt)
-Microsoft Excel document, preferably single sheet (.xls)

The format of the file should be as follows:

The first line of the file should say “Item_ID” as the header, then depending on what document format you used, do the following:

Tab-separated: Press tab after your first column header and type “Adjustment_Number” (without quotes)
Comma-separated: Type a comma after Item_ID and type “Adjustment_Number” (without quotes)
Microsoft Excel: In the cell to the right of the first cell you wrote Item_ID in, type “Adjustment_Number” (without quotes)

Now you should have a file that looks something like the following on the first line:

Item_ID Adjustment_Number

NOTE: No quotes should be around the field heading names.

These are what are called “field headings”, they make it easier to import later in the document since we can match these titles to what PayGo SP’s titles are for these fields in the Physical Inventory database.

Now that this is taken care of, you can move to the second row of your file and type (or scan in some cases) your Item_ID in the first column, then your count in the second column, using the same format as your first line was.

Here’s an example of a properly done tab-separated file with a few item counts on it might look.

Item_ID Adjustment_Number
M10240 5
M12992 1
M12400 20
M10024 4.5

In this scenario we are telling our file the total number of this item in stock in our store, and when imported the second column will become the “Result” (meaning the count of the item will be set to what is in this file). PayGo can also do an “Adjustment” by the number in question instead, which we will discuss later in the document.

Your file will continue in this format until complete.

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Part 3: Importing Your File
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Once your file is ready for use, you are ready to import it.

From the Main Menu, click Inventory List Adjust. Then, you should clear out any pending adjustments by clicking on the Pending Adjustments button. These are adjustment records that were created, but were never completed. If any adjustment records appear after clicking this button, delete them line-by-line by using the red X, or delete all of them by using the Delete Pending button at the top of the screen. Click Show Pending Adjustments again. You should now have an Inventory adjustment screen with no records shown.

1. Click on the Import a List button. An Open File window will appear.

2. Choose the file you created earlier in this document that contains your item count information and Open it. If you notice your file is not showing, make sure that the “File Types” box (on Windows) below shows “All Files (*.*)”

3. A window will appear named “Import Field Mapping” – this window allows you to match up the field names of your source data on the left panel to the field names of our point of sale software in the right panel. Make sure you followed the instructions earlier in this document and named your source fields in your file according to the names our software uses. This saves quite a large amount of time.

4. On the bottom of this window, there is a checkbox that says “Don’t Import First Record (Contains Field Names)” – Since your source file should have had it’s field names matched to ours already, we will select this checkbox.

5. In the middle of this window on right side, there is an “Arrange by:” label with a drop-down menu next to it. In this drop-down menu, select “matching names”.

6. In the field mapping area above, the software should have just matched up the “Source Fields” to the “Target Fields” with an arrow pointing across to the other side to denote that data is moving across. If it does not match your fields, double check your source file to make sure the names match ours, and try again.

7. There is a set of buttons labeled “<<” and “>>” which allow you to scroll through a few sample records before going ahead with your import, check and see if your data matches up – then take the plunge and hit the “Import” button. If prompted, click Yes to perform auto-enter options.

8. The software will attempt to perform your import and should inform you how many new adjustment records were imported.

9. The list of items from your scan sheet should appear.

10. If you have multiple inventory documents, repeat steps 1-9 until all documents have been imported.

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Part 4: Actually Performing The Adjustment
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Once you are ready, and have read through Part 5 below about what each field and button is relevant to on this screen, you can perform the actual adjustment.

***MAKE SURE TO MAKE A COMPLETE AND FULL BACKUP OF PAYGO SP BEFORE ATTEMPTING ANY PHYSICAL INVENTORY PROCEDURE***

1. If you’ve imported more than 1 inventory document, click “Show Pending Adjustments” to get a list of all of the imported records. If this step is not done, it will only adjust based upon the last imported inventory sheet. Make sure that the Adjustment Method is set to “Result”, meaning the adjustment number will be set to the onhand field in PayGo. Also, make sure you enter in an adjustment reason.

2. If you will be adjusting to zero those items not counted during the physical inventory, you should click the “Show Inventory w No Counts button at this time” This will open a second adjustment window, listing all the items not represented on the original adjustment window.

3. Press the “Adjust Inventory” button on the Adjust to zero list.

4. The software will attempt to go through your inventory list and make adjustments to all the items in question. This may take a very long time depending on your computer configuration and amount of items, and adjustments.

5. When the process is complete, you will receive a message box saying “Items were adjusted.”

6. Repeat steps 3-5 for the Counted items adjustment list.

7. You are finished!!

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Part 5: Physical Inventory Screen Overview
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Below is a description of the buttons and fields on the Physical Inventory Adjustment Screen and what they do. Make sure you understand what these buttons mean before proceeding to Part 5 of this document.

Buttons:

1. Import a File – Already covered in this document, this is the button you use to locate files for use in importing counts.

2. New Adj Record – this button is used to generate a quick single adjustment record on your list. You can use this to make quick adjustments to items on the fly on your inventory list that you don’t see in your imported list, or if you do not have an imported list you can use this to do a single item adjustment very quickly.

3. Summarize Items – this button will take the counts on your list and add any duplicates together for a single item ID. For instance, if you had gone around and scanned an item a single time for 5 of the same item all over your store it would summarize this to 5 instead of 5 occurrences of 1. This button will also convert UPC’s to Item ID’s, assuming that the UPC is entered into the UPC field of the corresponding Item ID

4. Show Uncounted – This button will bring up a new window and display any items that are not on your current imported list and allow you to adjust them all to a zero count. This is very dangerous and should only be used if you are absolutely sure every item you have in your store that you have a count for is on your currently imported list of items to adjust. Any item that is not on your current physical inventory list will be zeroed out if you click this button and run the adjustment in the new window.

5. Post Adjustments – this is the last step. The last button you click to perform any adjustments in your adjustment list. Do not click this yet 🙂

Fields:

Item ID – PayGo’s Item ID number. You can also use a value stored in the “UPC” field on your item’s records here (For instance, if you wanted to take a physical inventory of a book which was not barcoded with it’s PayGo Item ID and had its UPC filled into PayGo already).

Item Name – This shows the name of the record the Item ID links to. Not always populated.

PayGo On Hand – this field shows the current count in the program of the item in question (Before any adjustments we are performing in this document)

Adj. Number – the amount of your count (or adjustment) that we are about to perform.

Adjust Method – VERY IMPORTANT!! Two options here. “Result” will set the onhand count of your item to the exact number you specified in your imported file. “Adjustment” will adjust it by the number in your file, either positive or negative depending on your count.

Adjustment Reason – This is the reason that will be logged in the adjustments table on each record after the adjustment has completed. Usually people write something like “Physical Inventory (Date)” here.

Transfer Options: “Send Adjustment To Item ID” or “Factor” – these are useful for certain niche businesses who want to transfer part a count from one Item ID to another Item ID, sometimes at a different amount than the source item. This is not applicable in this document.

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