Your inventory is your store’s lifeblood, and when it comes to organization, sometimes more is more. With that in mind, PayGo’s Product Screen allows you to be as organized as you would like to keep your inventory supply and tracking running smoothly. 

Accessing  your Product Screen

There are two ways to see an item’s main Product Screen:

If you are adding a new item to your PayGo software, click the New Product button on your central  Products screen. This will take you to the Inventory Quick Add Screen. From there, click the Jump to Item button on the top right side of the screen. This will take you to the Product Screen. Alternately, you can click the green Plus button next to the central Products screen button, accessed via your Menu.

Note: if you would like more information on adding your inventory item using the Inventory Quick Add Screen, see Adding Inventory to PayGo with the Inventory Quick Add Screen. 

To view an existing item’s Product Screen, you can perform an inventory search through either the Search fields on your central Products Screen, or by clicking the Magnifying Glass button next to the Products button on your Main Menu. You can also click the List Products button at the top of your central Products screen to select an item from the list of all existing products in your PayGo software.

Product Screen – Main Buttons and Boxes

Across the top of your Product Screen, you will see several buttons:

Back: This will close out the Product Screen and take you back to your central screen.

Products Central: This will close the screen and return you to the central Products screen.

New: This will create a new Inventory Screen so you can add another item.

Duplicate: This will create a duplicate record of your current inventory item.

Sales History: This will show you the item’s Sales History.

New PO: This will create a new purchase order for this item.

PO History: This will show you a history of all of the purchase orders created for this item.

PayGoCart: This will bring you to your PayGoCart Product Screen.

Note: For more information on adding items to PayGoCart, see Adding Items to PayGoCart.

Adjust OnHand: This will allow you to adjust the onhand amount in your inventory records.

List Adjustments: This will show you a history of how many onhand adjustments have been made to the item’s inventory.

Options: clicking this button opens a sub-menu with three buttons:

Put on Sale: This will put the item on sale.

Move to Other: This will transfer the item to a different item ID. Clicking this button will open a dialog box that will prompt you to enter the ID number of the inventory item you want to switch the current item to.

Delete: This will delete the inventory item from your software.

Replace: when your cursor is in any field on the inventory screen, clicking this button will replace the value in every inventory record within your software to the value that you are entering. When clicked, a dialog box will pop up to ask if you’re sure you’d like to do this.

Departments: clicking this will open your Departments screen, where you can view a list of all of your existing departments and give you the option to create a new department.

Dept (Department) Defaults: If you enter the name of your item’s department into the inventory screen, clicking this button will autofill that department’s default settings for the item.

Below the buttons, you will see three boxes.

The Item Box

This is where you will add, edit or view your item’s basic information.

Item Name: This is the name you will use for the item in your software.

Inventory Type: this is where you can define what type of item you are viewing, adding or editing. You can choose from: Item, Consignment, Coupon, Event, Party, Rental, Service, or Misc (miscellaneous). You can also mark an inventory item as Discontinued or Inactive in this field.

Note: selecting Coupon will automatically bring you to the PayGoCart Product screen for a new online coupon. For information on creating coupons and discounts for your online store, see Creating Coupon Codes and Online Discounts for PayGoCart. 

Manufacturer: this is for the manufacturer of the item. You can also add the Manufacturer Item # in this box.

Track Qty (Quantity): If you sell items in bulk, you can select to track the quantity of the item within your Sale Screen. If Track Qty is selected for an item, when the item is added to an invoice a Quantity Popup screen will open and ask your salesperson to enter the quantity of the item your customer is buying. The Unit field next to this field will allow you to set a unit of measurement for the quantity ordering.

Vendors: Here is where you can add a list of all available vendors for the product. You are able to choose your vendors from a drop-down list in the vendor name field, and their Vendor ID number will automatically fill when a vendor is selected. You can add the Vendor SKU and Cost here, and set your preferred vendor for the item by clicking the Set button at the end of each vendor line. The vendor you choose will be shown in the Current Vendor field.

Touchscrn (Touchscreen) Flag: if your workstation is set up in Cafe, Combo or any other touchscreen configuration, you have the options of adding buttons to the screen for departments and items. The number added in this field will indicate the item’s position on the touchscreen. If the item you are adding has a specification on the Extra tab of your touchscreen, you can select Y (yes) in the Indicators field, and then add a number in the Extra field to indicate the extra button’s position on the touchscreen.

Item Identity Box

This is where you set the item’s department and descriptive classifications. In this you can add the item’s Department, Class and Category, as well as the item’s ISBN (International Standard Book Number) and/or UPC and its Old (original) Barcode. You can also add the item’s Style, Size, Color, Weight, and Increment of measurement.

Labels Box

This is where you can choose what type of label to print for this item. You can choose the label type from a drop-down field, and clicking the Tag button next to the field will print out labels for the item. The printing preference for this field is set by department.

Product Screen – Tabs

The bottom half of your screen contains ten tabs, all of which relate to a different aspect of your inventory.

Statistics Tab

The Statistics tab is where you can view basic inventory and sales statistics for your item, as well as make quick inventory adjustments and add an image of the item. There are three boxes within this tab.

Item Stats Box

This is where you can see basic statistics for your item, as well as view your item’s Turnaround statistics and choose whether to use the Matrix inventory tool for this item. If Y (yes) is selected, then it will use the master Matrix template. if N (no) is selected and you wish to use the matrix for this item, click the Matrix Setup button at the top of your screen.

There are two tabs within this box.

Location Overview Tab

This is where you can see the statistics on a certain location. You will be able to see which store you’re viewing by the Store ID number field in this tab. This is also where you can set Minimum and Maximum ordering counts for your inventory.

Adjmnt (Adjustment): This is your inventory’s adjusted count.

On Order: This is how many of this item might be on order from the vendor.

Needed: This is how many of the item your store needs, based on the Minimum and Maximum inventory counts you can set further down in this tab.

Received: This is how many of the item you have received recently.

Pending In: This is how many of the item you will be receiving.

Trans In: This is how many of the item is being transferred in from another store.

Picked: This is how many of the item have been picked from your warehouse.

Sold: This is how many of the item you have sold.

Returned: This is how many of the item have been returned by your customers.

Trans Out: This is how many of the item that you have transferred to other stores from your current store ID.

On Hand: This is how many of the item you have onhand in your store.

Value: This is the value of all of the item you have onhand.

Avg (Average) Cost: This is the average cost of your item from vendors. This is calculated using the item’s total inventory.

Last Cost: This is the last cost of your item from vendors. This is calculated using the item’s total inventory.

Retail: This is the onhand total retail value of your item.

On Hold: This is how many of the item are on hold for your customers.

HQ Overview Tab

This is where you can get statistics for your item from your headquarters.

On Order: This is how many of this item might be on order from the vendor.

Needed: This is how many of the item your store needs, based on the Minimum and Maximum inventory counts you have set in the Location tab.

Received: This is how many of the item you have received recently.

Pending In: This is how many of the item you will be receiving.

Trans In: This is how many of the item is being transferred in from other stores.

Picked: This is how many of the item have been picked from your warehouse for distribution.

Sold: This is how many of the item you have sold in total.

Returned: This is how many of the item have been returned by your customers.

Trans Out: This is how many of the item that has been transferred out of your other stores.

On Hand: This is how many of the item you have onhand.

On Hold: This is how many of the item are on hold.

Product Image Box

This box is where you can upload an image of your item. Click the Image icon to upload an image file from your computer.

Quick Adjust Box

This is where you can quickly and easily adjust the item’s inventory count. The values in this box can be posted as both positive and negative.

Misc Information Box

This box is where you can add a marker number in the Marker field. A marker number is a temporary “marker” for an inventory record. You can perform advanced searches, and using the Admin account, use the Replace Field Contents function to mark all found records for later use in reports.

Pricing Tab

This tab is where you can set both location and headquarter costs and pricing, as well as set quantity ordering information for the item. There are three boxes in this tab.

Note: if your HQ and location costs and pricing are the same, you can click the Arrow button between the Location and HQ costs and pricing boxes to transfer your HQ information over.

Location Costs & Pricing Box

This is where you can set costs and pricing for your location.

Average Cost: This is the item’s average cost to you. The figure in this box will  factor in all PO costs for this item, and use the figure to help you determine what your retail price for the item should be.

Last Cost: This is the cost of the item the last time you ordered it.

Suggested Retail: This is the retail price the vendor or manufacturer has suggested for the item.

Our Retail: This is your retail price for the item.

Sale Price: If you choose to have a sale price for the item, you can put it here. Adding a sale price for an item will automatically add a discount to the invoice when the item is purchased.

Taxable 1 and 2, Item Tax 3: These fields are where you can set which taxes will be applicable for this item.

Trans Code: This is where you can specify the item’s transaction code. The transaction codes you can use are as follows:

S= Sale

R= Return

F=  Freight

G= Gift Card/Certificate

A= Adjustment

Markup: This is where you can specify the item’s markup percentage.

Member of Discount Package: If you would like this item to be part of any type of package discount, you can select it from a drop-down field here.

HQ Cost & Pricing Box

This is where you can set costs and pricing for your headquarters.

Average Cost: This is the item’s average cost to you. The figure in this box will  factor in all PO costs for this item, and use the figure to help you determine what your retail price for the item should be.

Last Cost: This is the cost of the item the last time you ordered it.

Suggested Retail: This is the retail price the vendor or manufacturer has suggested for the item.

Our Retail: This is your retail price for the item.

Sale Price: If you choose to have a sale price for the item, you can put it here. Adding a sale price for an item will automatically add a discount to the invoice when the item is purchased.

Quantity Ordering Box

This is where you can set whether this item will be ordered by quantity. To order this item by quantity, be sure the On? box has an X in it. You can also specify the Unit it will be ordered by, the quantity of the item per unit (Qty/Unit), the Cost per unit, and the cost per quantity (Cost/Qty). You can also enter in the unit quantity’s UPC Barcode, and the retail price per quantity (Price/Qty).

Add-Ons Tab

This is where you can specify if there are any add-on items that would go with the item. There is room for the add-on item’s Item ID, Qty (quantity) per add-on, Item Name, Vendor and Vendor SKU, the item’s Style, Size, Color, and any Notes you might have for the add-on item. You can also select to Omit Price if you don’t want the add-on’s price to be used, and you can Specify Qty (quantity) to Add to each sale for this item. Add-on items are added by line, and you can delete lines by clicking the Trash icon at the end of each line.

Alt (Alternate) Sizing Tab

If your item comes in several different sizes, you can enter that information in the Alt (alternate) Sizing tab. Within this tab, you can add the item’s Alternate Size, Alternate Unit, Alternate Price, or a Fraction of a Unit. There are 16  lines on this tab in which to add alternate sizes for your item.

For more information on alternate sizing, see PayGo’s Alternate Sizing Function.

Kits & Bundles Tab

If you would like your item to be part of a kit or bundle, you can view the details here. In this tab, you can Add an Item to a kit or bundle by it’s ID number, and the item will show up in the list below. Items are listed by their Item ID, Qty (quantity) included in the kit or bundle, the Item Name, any relevant Notes, and how many of the bundled item you have OnHand. You can also see the bundled item’s Last Cost and Avg (average) Cost, as well as it’s individual Retail price. You can also Bundle and Unbundle your kit or bundle by clicking the corresponding buttons, and set the Cost of Kit and Retail Value on this screen, or Print the kit or bundle item list. If you would like to see more detail about the kit or bundle, click the Jump to Kit button and you will be taken to the Kit Creation screen.

Tip: clicking the button next to the Retail Value field in this tab will help you calculate the retail cost by calculating your cost for all items, and adding up each item’s individual retail price.

Item Details Tab

This tab is where you can add extra details about the item. There are three boxes in this tab.

Extended Information Box

In this box, you can add an Item Long Description or a Quote Comment, as well as the item’s location in your store or warehouse. You can narrow down the item’s location to a certain Aisle, Row and Section/Bin.

Warranty Information Box

If a warranty is offered with your item, you can enter the information for it here. There are three lines for warranty information, with each line including a warranty # (number), Factor and Type.

Book Information Box

If your item is a book, you can enter the name of the Publisher and Author here.

Serial Numbers Tab

If you would like to track serial numbers for your item, you can assign them here. To track serial numbers, make sure you’ve selected Y (yes) in the Track Serial Numbers field. There are several lines in this tab, and each line has fields for the Serial # (number), Date Received, Date Sold, Invoice ID, and Store ID. There are also fields for the associate the serial number was Created By, and who the Customer who bought it was (if the customer has been registered in your PayGo software). Clicking the List button will show you a list of serial numbers for the item, and clicking the Plus button will open a Serial Numbered Item screen. On this screen, you can add details about the item’s serial number and warranty information.

Locations Tab

If your item is sold at other locations, you will see information about the other store’s inventory here. You can view the other store’s Store ID, as well as the Last Transaction the item was involved in. This screen will show you how many of the item are Needed for the store as well as how many are On Order, Recvd (received), Transfer In, Pending In, Transfer Out, On Hold, Picked for the store inventory, how many have been Sold, and how many of the item are On Hand as well as the Current Price for that store.

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) Sold, Total Last Cost, Total Avg (average) Cost, Margin Last Cost and percentage, Margin Avg (average) Cost and percentage, and the Total Sales amount for the time period you are viewing.

Misc (Miscellaneous) Information Tab

This tab is for any information about your item that might not be covered in the other tabs and boxes in your Product Screen, as well as some Matrix and OpenSorta information. In the Misc (miscellaneous) Fields box, there are four lines where you can add information, as well as whether you would like this item to have an OpenSorta web flag.

Note: for more information on OpenSorta, click here. 

In this tab, you can also set up whether this item has a Matrix Parent. You can add the Master ID and Matrix ID for the item here as well.

Wine Shop Tab

If you sell wine, it’s best to keep information about each wine’s origin, age and so on. This tab is where you can add the Grape type, Format, Vintage, Country, Region and Appellation of the wine you’re adding to your inventory. There is also space on this tab where you can keep track of the wine’s Pairing Notes and Tasting Notes.