How Do I Inventory the Store with a Wireless Handheld Scanner?
This lesson will teach you how to perform a physical inventory count of your store based on categories of items using your wireless handheld scanner.
To perform any inventory you must first select which items you are going to inventory. By selecting the items, you are taking a snapshot of your current on hand quantities also known as the Book Quantity. The system will make a comparison between the Book Quantity and the quantities you actually count and enter on the hand held to determine your variances. Your variance tells you if you are over or short in your inventory count.
Follow the steps below to select the items for your snapshot. The snapshot is performed on the the Manager's Workstation.
From the Main Menu, click on "Inventory Control".
Physical Stock Take
From Inventory Control, click on "Physical Stock Take".
For this example we will be performing an inventory on all items that are assigned to product group T63. To select those items:
1) In Select Items By, click next to Group so the dot appears in the field.
2) Type your group name in the field next to Start at Group and End at Group.
3) In the Withn Group, sort by section, click next to the field you would like your information sorted by for your reports.
4) Click on "Start Selecting Items"
Click on "Yes".
Click on "Yes".
Verify Item List
For now, just verify that the list of items that show up in Enter Actual Quantities are the items that you intend to inventory.
When you have verifed the list is correct, click on "Quit".
You have completed taking your snapshot. You can begin scanning your items with your wireless handheld scanner.
On the Handheld, from the Main Menu, use your down arrow to highlight Physical Inventory.
Press the Enter button on the handheld.
With the handheld, scan the item you wish to inventory.
Enter Actual Quantity
Type in the quantity counted for this item. In this example, we have counted 9 cartons.
Press the Enter button on your handheld scanner.
You are now ready to scan your next item and enter the quantity counted. Continue until the inventory for this group of items is complete.
Exiting Inventory On The Handheld
When you have completed counting you will be back at the Enter PLU# prompt. Press the Enter button on your Handheld.
Exiting the Handheld Software
Use the down arrow on the handheld until it highlights 8). Exit and press Enter or press the #8 and press Enter. This will exit the handheld software.
You should always completely exit the handheld software using these steps before powering off the handheld.
Now you are ready to proceed with completing your inventory on the Manager's Workstation.
Edit Actual Quantities
Now that you have completed your inventory count, you must verify that you have inventoried all of the items in the group of items you selected.
Click on "Edit Actual Quantities".
Click on "Yes".
Enter Actual Quantities
In Enter Actual Quantities you will need to look at your list of items that you have inventoried. The Actual Qty is amount you entered from the handheld. Book is the on hand quantity the item had when you selected your items to inventory.
The main thing you need to look for on this screen are any Non-counted items. These items would show up with a blank field under the Actual Quantity column. These are items that you have either missed counting or are not currently in your stock. You will be asked later if you would like to zero all of the these Non-counted items. Make sure you verify in this screen that you haven't missed counting an item before proceeding with zeroing all non counted items.
1) If you need to make a correction, you can click inside the actual quantity field and type in the quantity the item should have. Then press the Enter button on your keyboard.
2) Click "Quit"
The last option, Print only items with a variance, will be more important after you complete your first physical stock take of your items. This will allow you to run a report that only prints those items that have a variance instead of the entire inventory. The variance report is another good way to double check the Non-counted items.
You can check mark all 3 options for this report. Click on "Print".
After you begin performing regular inventories and receiving, your variance report should include very few items. Verify any items on the variance report were properly counted. This report shows you if you are over or short on any individual items.
1) Click "Print" if you want to send the report to the printer.
2) Click "Quit" to exit the report.
Completing Your Inventory- Move Quantities
To accept your inventory counts, Click "Move Actual Quantities To Book Quantities".
1) Type in the password in the Enter Password field. Default password is SUPR . Be sure to type in all capital letters.
2) Click "OK"
Zero Non Counted Items
Since you have verified all of your Non Counted items in the previous steps of this inventory, click "Yes"
Start Moving Quantities
At this point, you should be confident that your counts are correct and you have verified all Non Counted items. You have made any corrections you need to make.
You have completed you inventory.
What If I Need A Report That Provides Me a Cost For My Inventory To Provide To My Accountant?
From Inventory Control, Click on "Inventory Evaluation Report"
The Inventory Evaluation should be ran immediately after you have completed moving the quantities for you Physical Stock Take to insure its accuracy.
Inventory Evaluation Report
1) Uncheck Suppress zero items. Uncheck Print negative quantities.
2) In the Print value at section, note that we have Standard cost selected for this report. It can be ran for Retail as well.
3) Click "Run".
4) Also note that this report can be printed with detail, or if you just want the totals, you can select summary.