You can perform a Physical Inventory in your store, compare the count to the Store Operations database, create a report on the differences, and update the database. For accuracy, it is recommended that you perform a Physical Inventory while the store is closed.
  1. In Store Operations Manager, select Inventory, Physical Inventory from the menu bar to see a list of existing physical inventories. If this option has never been used, this list will be blank.
  2. Click New and select the kind of physical inventory count to perform
  3. Selected how to populate the Physical Inventory count window. The available options include:  
    • Generate for all items in the selected Group: If selected, you have the option to select all items, those in selected Departments or Categories, or from selected Suppliers or selected primary Suppliers.
    • Create a new blank Physical Inventory count for manual entry: This option can be used if you have items that are not part of a selected group or if you perform Physical Inventory counts with a hand held device and will be importing a file with the item counts.
    • Generate for all items in the specified Filter: If chosen, click the Set Filter button to specify selection criteria. Items matching the defined filter will appear in the next window.
    • Generate for all items with a Last Counted date older than the specified date: When a Physical Inventory is calculated and changes are committed to the database, the database stores the Last Counted date in the database as the date and time the quantities were committed. If this option is selected, you can choose the date and time in order to display items that were committed before the date and time selected.
  4. Click OK and the Physical Inventory Count window appears with the following fields and commands:  
    • Ref. Number: Enter a reference number for this physical count. This field allows up to 17 characters.
    • Description: Enter a description for this physical count. This field allows up to 100 characters.
    • Status: The status of the physical inventory count can be in one of three statuses:  
      1. Open: Physical inventory count has been created and saved with or without items.
      2. Calculated: Physical inventory has been calculated to determine the difference between the expected and counted quantities. If a physical inventory count has been calculated, it can be re-calculated as many times as needed before committing the quantities to the database.
      3. Closed: Physical inventory count has been calculated and committed to the database.
    • Add button: Click Add to add an item from the Store Operations database to the list of items you want to count.
    • Delete button: Click Delete to delete a selected item from the list.
    • Quick Scan button: Click Quick Scan to scan bar-coded items to add them to the list.
    • Import button: Click Import to import a text or XML file that contains items you want to add to the list.
    • Set Date button: Click Set Date to set the Count Date for all the items to today's date. Note: In order to display the Count Date column, right-click the grid on the Physical Inventory Count window and choose Show/Hide Columns. Then, mark the 'Count Date' column & click 'OK'. The Set Date button should appear.
    • Calculate button: Once you've performed the Physical Inventory count, click Calculate to compare the count to the inventory in the Store Operations database.
    • Print button: Click Print to display a list of the items to count, and then click the Print icon in the toolbar to print the list to use it for a manual count.
  5. Click Print to print a count report that cashiers can use to mark the counts of each item.
  6. Once all counts have been entered for each item in the window, click Calculate.
  7. To enter a different count for one or more items, click Recount.
  8. Click Print to view the variance report showing the difference between the quantity counted and the quantity expected.
  9. Once satisfied with the item counts, click Commit to close the Physical Inventory and update the Quantity and LastCounted fields for each item in the count.
Note: If using Headquarters, after committing a physical inventory at a store it is recommended to process a Worksheet 501 and then perform an Inventory Wizard Task 190 in HQ Manager in order to reconcile the update quantities with the HQ database