Retail Streamlining End of Month Procedures with a Percon Data Collector

Transcription

1 Retail Streamlining End of Month Procedures with a Percon Data Collector Webinar Topics End of Month Percon Stock Take Procedures... 3 Prepare to Count Inventory... 3 Count Inventory Items, Using a Percon Data Collector... 3 Initiate Stock Take in Retail... 4 Import Counts from Percon Data Collector into Retail... 6 Print and Verify the Variance Report... 7 Post the Actual Stock on Hand (counted) Quantities Update the Stock on Hand Field for All Items... 11

2 End of Month Inventory Update Procedures with No Stock Take Initiate Stock Take Copy the Expected Stock on Hand to the Actual Stock on Hand Field Print the Variance Report Post the Actual Stock on Hand Quantities Update the Stock on Hand Field for All Items Quick Reference Checklists... 17

3 End of Month Stock Take Procedures Use the following steps to complete an end of month stock take using a Percon Data Collector. Prepare to Count Inventory Preparing to count the inventory is the first step in the end of month stock take process. Preparing to Count Inventory 1. Straighten the shop and stock room keep like items together, make sure everything has a barcode label. 2. Replace the batteries in the Percon Data Collector (three AA required). 3. Run the End of Day process for the last day of the month. Count Inventory Items, Using a Percon Data Collector Use the following steps to count your inventory with the Percon Data Collector. Erasing All Batches Residing in the Percon Data Collector 1. Press F4 Exit. 2. Press F3 File Options. 3. Press F3 Erase File. 4. Press F3 Erase. 5. Press F4 Exit. 6. Press F4 Exit.

4 Selecting the Inventory Count Method, One or Two Prompt 1. If the Percon Data Collector does not display the date prompt, press the blue Alpha key, and then press F1 to exit to the date prompt. 2. Type your password and then press Enter. NOTE: The password is usually 1234, PASS or PASSWORD. 3. Press any function key (F1, F2, etc) to begin. 4. Press F2 Select Program. 5. Press F2 Inventory Management. 6. At Use 2 Prompts?, select the count method: Press F3 Yes, to scan the item then key in the quantity. Press F4 No, to scan each item individually. 7. At Change Prompts?, always press F2 No. Counting a batch of inventory items 1. Press F2 Collect. 2. Scan the first batch of inventory items. 3. When you have finished, press F4 Exit. Initiate Stock Take in Retail It is necessary to complete several steps to initiate the stock take in Retail. Opening the Inventory Transactions Module 1. At the Retail POS main menu, select Inventory. 2. Under the Menu Option section, select Inventory Transactions. 3. Click Start. The Inventory Transactions window appears.

5 Creating the Stock Take Grid 1. Click the Stock Take tab. The Stock Take tab appears. 2. On the toolbar, using the Year up and down arrow buttons, select the current fiscal year. The current year defaults. 3. From the Period drop-down list, select the appropriate period. The Inventory Transactions dialog box appears. NOTE: If the Inventory Transactions dialog box does not appear, the stock take has already been initiated for this period. To ensure you have a current inventory listing from the menu bar, select Tools, Add To Stock Take. 4. Click Yes. The grid fills with a current list of your inventory items.

6 Import Counts from Percon Data Collector into Retail The next step in the inventory stock take process is to connect the Percon Data Collector to the inventory computer and complete a download of the inventory count data. Downloading the Data from the Percon Data Collector 1. Connect the Percon Data Collector to your inventory computer. This is the computer where the Retail Stock Take program runs. 2. From the menu bar, select Tools and then select Percon Scanner. The Percon Settings dialog box appears. 3. Click Download. The Retail module is now waiting for the Percon download. 4. On the Percon Data Collector: Press F3 File Options Press F2 File Send Press F2 Serial The Percon machine and Retail module display messages that the download was successful. 5. Click Yes when prompted to print an edit listing. 6. Click the Save button to save the download.

7 NOTE: If you are counting inventory in multiple batches, repeat the Count Inventory Items, using a Percon Data Collector steps through the Import counts from Percon Data Collector steps until counting is complete. Print and Verify the Variance Report As you verify and complete the stock take process, you will use the following terminology: Expected Stock On Hand (ESOH) is the quantity that the software expects you to have on hand, based on receipts, sales, and adjustments throughout the month. Actual Stock On Hand (ASOH) represents the quantity you counted using your stock take sheets and keyed into the stock take grid. Variance is the difference between ESOH and ASOH. A positive variance represents a shortage in inventory quantity, i.e. less items counted than the computer expected. ESOH ASOH = VARIANCE You print variance reports at least twice during the end of month process. The first time is to research the variances. After each variance is reviewed and addressed, the variance report is printed again. The last time the report is printed is to generate the monthly totals.

8 Printing a Preliminary Variance Report, Showing Only the Items with a Variance 1. From the menu bar, select Reports and then select Variance Report. The Variance Report dialog box appears. 2. Select Suppress Stock Items with Zero Variance. 3. Click Print.

9 Reviewing the Variance Report Review all of the variances carefully, paying special attention to: Items with large dollar amount variances Items with large quantity amount variances Items that show a quantity for ESOH and zero for ASOH Re-counting Items, as necessary 1. To display recounted items, type the SKU number in the SKU/Quick Code field. 2. Press Enter. The item displays at the top of the grid. 3. Type the quantity change next to the item. 4. Click the Save button. Reprinting the Variance Report 1. From the menu bar, select Reports and then select Variance Report. The Variance Report dialog box appears. 2. Select Suppress Stock Items with Zero Variance. 3. Click Print. 4. Review the variance report again. When you are satisfied that all variances on the report are accurate, print your final variance report, showing all items. Printing the Final Variance Report, Showing All Items 1. From the menu bar, select Reports and then select Variance Report. The Variance Report dialog box appears. 2. Clear the Suppress Stock Items with Zero Variance check box. 3. Click Print.

10 Post the Actual Stock on Hand (counted) Quantities When you have verified all the quantities, adjust the expected results with the actual counted results. Checking the Date on Your Computer 1. Double-click the time on your Windows taskbar. 2. If you are conducting stock take after the last day of the month, you must change the Windows system date to the last day of the month for which you are counting inventory. Posting the Actual Stock on Hand Quantities 1. From the menu bar, select Tools and then select Adjust Expected to Actual. NOTE: Because this step is irreversible, you are asked twice to verify that these quantities are to be posted. After the process is complete, the Adjustments tab appears with a listing of adjustments made and the system prints an Edit Listing of these adjustments. NOTE: If you are not sure the EOM completed successfully, DO NOT RERUN Tools/Adjust Expected to Actual again! Print and review the variance report in the new/current period and make sure the ASOH is empty and the starting quantities match the prior period ASOH.

11 Update the Stock on Hand Field for All Items The Stock on Hand field is updated in the Inventory Maintenance module. Exiting the Inventory Transactions Module 1. To exit Inventory Transactions, click the Close button. 2. In the Menu Option section, select Inventory Maintenance. 3. Click Start. Running the Recalculate Expected Stock on Hand Option 1. From the menu bar, select Tools, Recalculate Expected Stock on Hand, and then select For All Records. The Inventory Maintenance dialog box appears. 2. Click OK. NOTE: If you changed the computer date to process the End of Month, remember to return it to the correct date!

12 End of Month Inventory Update Procedures with No Stock Take There might be times when a physical count of inventory is not possible during the end of month process. Use the following procedures for months in which inventory stock is NOT counted. Be sure to begin the process by running the End of Day process for the last day of the month. Prepare for the End of Month Update Prepare for the end of month update by completing the following steps. Preparing for End of Month Update 1. Run End of Day for the last day of the month. Initiate Stock Take It is necessary to complete several steps to initiate the stock take. Opening the Inventory Transactions Module 1. At the Retail POS main menu, select Inventory. 2. Under the Menu Option section, select Inventory Transactions. 3. Click Start. The Inventory Transactions window appears.

13 Creating the Stock Take Grid 1. Click the Stock Take tab. The Stock Take tab appears. 2. On the toolbar, using the Year up and down arrow buttons, select the current fiscal year. The current year defaults. 3. From the Period drop-down list, select the appropriate period. The Inventory Transactions dialog box appears. NOTE: If the Inventory Transactions dialog box does not appear, the stock take has already been initiated for this period. To ensure you have a current inventory listing from the menu bar, select Tools, Add To Stock Take. 4. Click Yes. The grid fills with a current list of your inventory items.

14 Copy the Expected Stock on Hand to the Actual Stock on Hand Field When an actual inventory count is not completed, assume the expected stock on hand counts are the same as the actual stock on hand. Copying the ESOH into the ASOH field 1. From the menu bar, select Tools, ASOH w/esoh, Update, and then select Print. 2. Click the Save button. Print the Variance Report Print the variance report for a record of the stock take update. Printing the Variance Report 1. From the menu bar, select Reports and then select Variance Report. The Variance Report dialog box appears. 2. Clear the Suppress Stock Items with Zero Variance check box. 3. Click Print.

15 Post the Actual Stock on Hand Quantities When you have verified all the quantities, adjust the expected results with the actual keyed results. Checking the Date on Your Computer 1. Double-click the time on your Windows taskbar. 2. If you are conducting stock take after the last day of the month, you must change the Windows system date to the last day of the month for which you are counting inventory. Posting the ASOH Quantities 1. From the menu bar, select Tools and then select Adjust Expected to Actual. NOTE: Because this step is irreversible, you are asked twice to verify that these quantities are to be posted. After the process is complete, the Adjustments tab appears with a listing of adjustments made and the system prints an edit listing of these adjustments. Update the Stock on Hand Field for All Items The Stock on Hand field is updated in the Inventory Maintenance module. Exiting the Inventory Transactions Module 1. To exit Inventory Transactions, click the Close button. 2. Under Modules/Sections, select Inventory. 3. In the Menu Option section, select Inventory Maintenance. 4. Click Start. The Inventory Maintenance window appears.

16 Running the Recalculate Expected Stock on Hand Option 1. From the menu bar, select Tools, Recalculate Expected Stock on Hand, and then select For All Records. The Inventory Maintenance dialog box appears. 2. Click OK.

17 Quick Reference Checklists The following pages contain two quick reference checklists to help you process end of month stock take and the end of month update for months in which you do not count stock. We recommend that you laminate them and use them while processing end of month.

18 End of Month Percon Stock Take Procedures Use the following steps to complete an end of month stock take using a Percon Data Collector. Prepare to Count Inventory Straighten the shop and stock room keep like items together, make sure everything has a barcode label. Replace the batteries in the Percon Data Collector (three AA required). Run the End of Day process for the last day of the month. Count Inventory Items, Using a Percon Data Collector Erase all batches residing in the Percon Data Collector Select the inventory count method, one or two prompt Count a batch of inventory items Initiate Stock Take in Retail Open the Inventory Transactions module. Create the Stock Take Grid by selecting the appropriate period. NOTE: If the New Period message does not appear, the stock take has already been initiated for this period. To ensure you have the current inventory listing: From the menu bar, select Tools and then select Add to Stock Take. Import Counts from Percon Data Collector into Retail Connect the Percon Data Collector to your inventory computer. This is the computer where the Retail Stock Take program runs. Download the data from the Percon Data Collector In the Retail module, click the Save toolbar button to save the download. If you are counting inventory in multiple batches, continue to count and import until the counting is complete. Print and Verify the Variance Report

19 Print a preliminary variance report, showing only the items with a variance. Review the variance report. ESOH ASOH = VARIANCE Review all of the variances carefully, paying special attention to: Items with large dollar amount variances Items with large quantity amount variances Items that show a quantity for ESOH and zero for ASOH Re-count items, as necessary and enter changes in the Stock Take Grid. Reprint the variance report. When you are satisfied that all variances on the report are accurate, print your final variance report, showing all items. On the Stock Take tab, from the menu bar, select Reports and then select Variance Report. Clear the Suppress Stock Items with Zero Variance check box. Click Print. Post the Actual Stock on Hand (counted) Quantities Check the date on your computer to ensure it is set for the last day of the month. From the menu bar, select Tools and then select Adjust Expected to Actual. Update the Stock on Hand Field for All Items Exit the Inventory Transactions module Run the Recalculate Expected Stock on Hand Option From the menu bar, select Tools, Recalculate Expected Stock on Hand, and then select For All Records. Click OK.

20 End of Month Inventory Update Procedures Use these procedures for months in which inventory stock is NOT counted. Prepare for the End of Month Update Run End of Day for the last day of the month. Initiate Stock Take Open the Inventory Transactions module. Create the Stock Take Grid by selecting the appropriate period. NOTE: If the New Period message does not appear, the stock take has already been initiated for this period. To ensure you have the current inventory listing: From the menu bar, select Tools and then select Add to Stock Take. Copy the Expected Stock on Hand to the Actual Stock on Hand Field On the Stock Take tab, from the menu bar, select Tools, ASOH w/esoh, Update, and then select Print. Click the Save toolbar button. Print the Variance Report Print a variance report showing all items. From the menu bar, select Reports and then select Variance Report. Post the Actual Stock on Hand Quantities Check the date on your computer to ensure it is set for the last day of the month. From the menu bar, select Tools and then select Adjust Expected to Actual. Update the Stock on Hand Field for All Items Exit the Inventory Transactions module Run the Recalculate Expected Stock on Hand option From the menu bar, select Tools, Recalculate Expected Stock on Hand, and then select For All Records.