Adding Departments to PayGo
When running a business, organization is key. PayGo allows you to keep your inventory organized by departments, making it easier to locate, reorder and take inventory on the items you carry.
To view and create departments, click the Departments button on the top right corner of your central Products screen, accessed via the Menu. This will open a sub-menu with buttons for List Departments, which will list all departments that have been set up with your software, or New Department which will open the Department Setup screen.
Across the top of the Department Setup screen, you’ll see several buttons. Clicking the Master Price List button will show you a price list of all items within this department. Clicking the Update Inventory button will update all items within this department to reflect whatever changes you have made. You can close your screen by clicking the Save & Close button, and you can create another new department by clicking the New Department button.
At the top of the screen is the Department Information field, where you will name the department. The department ID code is automatically generated by your PayGo software and can be found to the left of the Department Name field.
Class Information Box
The Class Information box is where you can break down your department into sub-classifications. Your PayGo software allows you to have three levels of classifications: Departments, Classes and Categories. Classes can be defined in the Class Information box, but to define categories click the File Folder icon to the right of the Class Name field. This will open the Class > Categories screen, where you can name your individual categories. Just like with your Department, the ID numbers for classes and categories are automatically generated and found to the left of each name field. Departments are assigned a number starting with a 1, classes are assigned a number starting with 2 and categories are assigned a number starting with 3. To delete any class or category, click the Trash Can icon at the end of each line item. To view information for a class as it functions within your PayGoCart site, click the Shopping Cart icon to the right of the Class Name field. This will open a Cart Info pop-up box where you can view the automatically generated Woo ID number, Web Name for the class, the class’s Sort Order (If applicable), the Image you would like your website to display for the class, and an accompanying Image Name.
Note: If you do not see a Woo ID number, then the class has not been added to your PayGo site. To do so, click the Add/Update button within the Cart Info box. This will assign you a Woo ID number and will make a note of the time and date you updated your site below the Add/Update button. You can remove the class from your PayGoCart site by clicking the Remove button.
On the right side of the Department Setup screen, you will see several tabs.
The Details tab is where you can enter basic information about the department you are defining. Within this tab, you will see the following fields:
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 firstname.lastname@example.org, submit a Support Ticket through our Help Desk, or reach out to your PayGo salesperson to add custom printing preferences.
Markup/Margin Type: 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.
Round: This will set whether you would like to round the cost to the nearest unit, such as to the dollar or quarter.
QTY Popup: This yes/no 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.)
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 either T (tax applied) or N (no tax applied) from the drop-down fields.
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.
Department 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, which can be defined in your Company Setup screen. If you have tax rates that do not apply to the items in the department you are setting up (for instance, if you are in a state or area where certain types of products such as clothing or food aren’t taxed), you can set the department’s correct tax rates in the Tax tab, explained below. For more information on setting city and state taxes, see How Do I Set My Sales Tax Rate?
Button Flag: 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.
Button Color: this is a drop-down field that will allow you to choose which color this department button will be.
The Discounts tab is where you can set which discounts you have created can be applied within this department. Note: chosen discounts 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.
The following fields are available in the Discount Program Settings section associated with the 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. You can also access discount programs by clicking the Discount & Pricing Programs button on your Admin Central screen. For more information about setting up discounts within your software, see Setting Up Discounts in PayGo.
Trash Can Icon: this will clear all selected discount programs associated to this department.
The Web tab is where you can set up departments for your PayGoCart site. For more information on setting up departments for your PayGoCart site, see Adding Departments to PayGoCart.
WooCommerce ID: This is an automatically generated identifier that will appear when you add the department to your website.
Display Type: This is the way the department will be displayed on your website. The Default setting is automatically chosen; however, this may be changed depending on what your website offers.
Sort Order: This is the order in which your department will be shown on your website. If you have no preference for order, this can be left blank.
Web Description: This will be the description of your department that the customer sees.
Image and Image Name: This is where you can add images for your department. You can either download a file from your computer, or drag and drop an image into the Image field.
When all information has been entered, click the Add/Update button. This will post the department to your website.
This tab allows you to set different tax rates for the department at different locations. To set tax rates, select either T (tax applied) or N (no tax applied) from the drop-down fields for Taxable1 and Taxable2 to the right of each store’s name.
Alt (Alternate) Sizing Tab
If you carry an item that can be sold in many different sizes (for instance, if you sell wine by the glass as well as by the bottle) you can define the way you quantify the alternate sizes per department in this tab. Within this tab, you can set the item’s different sizes, cost and price, and applicable size discounts. For more information on alternate sizing, see PayGo’s Alternate Sizing Function.
When you’ve entered all relevant information for your department, click the Save & Close button at the top of your screen. This will save the department and close the Department Setup screen.