Previous pageReturn to chapter overviewNext page



                  Taking Physical Inventory



Common Physical Inventory Method


Print an inventory list and walk around the store checking off the items


1)   Print the report. From the Main Menu, choose Inventory Reports

   [choice 6-5]. Select the Print report, not Compressed, and

   start printing. Make sure to sort by Sku Number! This report

   will show the retail and current quantity. A column is

   provided for the store staff to write down a physical quantity



   If you choose the Compressed version of report (as opposed to

   the regular printed version), extra information such as the

   cost of the inventory is printed, but the column for you to

   write in the physical quantity column is not printed.

   (However, you could still write the qty in the margin next to

   each item.)


   The Inventory by Location report [choice 6-6-Print] can also

   be generated if you want to check off you physical inventory

   by location.


2)   Walk around the store and mark on the report the items that

   are in stock. Make sure to check the layaway inventory as

   these items will appear on the report. Memo merchandise will

   not appear unless you specifically chose to include memo

   merchandise (see step 1).


Alternate Physical Inventory Method


Type in or barcode-read all the items and have Jewelry Shopkeeper

compare what you type with what Jewelry Shopkeeper's inventory

count and print a list of the differences (Physical Inventory

Exception Report.)


Note that two or more workstations can type or scan in sku numbers

at the same time, but all users will be adding to the same centra

physical inventory file; they won't be each doing a separate

physical inventory.


From the Main Menu, choose Reports, Inventory, Physical Inventory

Exception Report [choice 6-5-G or 6-5-F for older versions)

or by location [choice 6-6-A]. The

first question is: Do you want to import an ASCII file of Sku

Numbers. Answer No if you are going to type in the sku numbers at

the computer.


Select Barcode if you want to use a non-portable barcode reader to

enter your inventory. In other words, you carry the inventory to

the computer because the barcode reader is attached to a computer.


Answer Yes only if you have a barcode portable data collector.

(Please see the barcode portable data collector notes at the end of

this document.)


Next, the question: Do you want to type in weights? appears. Select

No unless you want to compare quantity as well as weight for

merchandise that is bought or sold by weight.


If you have ever typed in a physical count before you will be asked if

you want to delete the existing counts. Only choose Delete when you want

to start fresh and re-type all the inventory. Choose Add if you typed or

scanned in some items earlier today or yesterday and if you want to add

to that previous count.


From this point on, simply type or barcode-read each inventory sku

number into Jewelry Shopkeeper. If your store has a network, you

can type in sku numbers on all computers at the same time.


To make corrections when typing in sku numbers, press the

<PageDown> key, in the browse list find the sku number with the error

and delete that line by pressing Ctrl-T. This will delete the line

when you press escape. To show you that line will be deleted a small

dot appears on the left edge. In some versions you may be able to

change the quantity to 0. Press <Esc> and re-type or re-read the item.


Another way of making a correction is to type a quantity of -1

followed by the sku number. This will basically reverse the

previous entry of the sku number. Note: If you are reading the sku

numbers into the computer with a barcode reader, to change the

quantity to -1, you need to press the up arrow from the sku number

box to be able to change the Qty to -1.

To view the last pieces that were entered, press <Page Up>.


If you want to quit adding for a while, press <Esc>. The question

"Run the report now or Exit and save these entries for later?" appears

where you can choose Exit. Backup your work often. The next time you go

begin the Physical Inventory Exception report feature, the question: There

are XXX entries. Do you want to Delete them or Add to them? Choose Add and

you can continue where you left off. To view the last pieces that were

entered, press <Page Up>.


Begin the Report


To begin the Physical Inventory Exception Report, choose Print when

presented with the Run the report now or Exit and save these

entries for later? question.


If you need to run this report again, you can go back into the

Physical Inventory Exception report feature, to the question: There

are XXX entries. Do you want to Delete them or Add to them? answer

with Add. Make You can make any appropriate adjustments - and the

re-run the report.


Important note. The report does NOT show you all the items you typed

in -- Only the items with discrepancies. Once you have fixed all

the discrepancies you can run a regular inventory report to get a

listing of what you have in inventory.


               Entering Inventory Adjustments


1)   For each item that has a discrepancy, go to the Display an

   Item Status feature [choice 2-6-S] and type in the sku number.

   Check the quantity received, quantity in stock, number sold,

   returns to vendor, assembly and adjustments.


   If sku numbers from one certain major class code come up

   often, check the Major Class Code Maintenance feature [8-3-1]

   and make sure the item does not have a 1, 2 or 3 as the Repair



Common Physical Inventory Method Adjustments


1)   To adjust the items in inventory to the physical quantity,

   choose Inventory Transfer and Adjust [choice 2-8-E] and change

   the Quantity in Stock total.


   To greatly speed up the task of using the above screen to

   change the quantities to zero (only for items that have to be

   adjusted to zero), you can set up a function key to do some of

   the typing for you. From the System Maintenance Menu, choose

   Function Key Defaults [choice 8-D], select a function key

   number between 2 and 10 and type:



   For version 9.5 the function key would be something like

        ;;;;;;;;0;0;Physical Inventory Adjustment 01/15/2004



   For older versions it would be something like



   and you'd need another function key with:


        YPhysical Inventory Adjustment 01/15/2004;




   Note that the precise number of semi-colons you type in is

   important - each represents pressing the Enter key.


   Using the Inventory Adjust screen, type the sku number of an

   item that has to be adjusted. When the inventory screen comes

   up, you can press the first function key you defined above.

   That will change the quantity to zero.


   For older versions, afterwards, when you


   QUANTITY?, you can press the second function key. The second

   function key will answer Yes to the adjust question, then type

   in the explanation. Above, the example explanation is Physical

   Inventory Adjustment 01/15/2004, but you should type your own

   explanation. Note that you need to leave the first Y before

   the explanation to automatically answer Yes to the adjust



   Use these function keys only for adjusting quantities to 0. If

   you do decide to use this function key option, check the

   results after using it on a couple of inventory items to make

   sure it's working correctly.


2)   Run an Adjustment Report To get a total of all adjustments

   select the List Adjustment [choice 2-8-L] report.


Alternate Physical Inventory Method Adjustments


   This will force the Jewelry Shopkeeper inventory list to match

   the Physical Inventory Exception Report. Note that you should

   only run this utility if you are sure that you have typed in

   your physical inventory and are sure that it was typed in

   completely. You should only run this utility if you have

   hundreds of adjustments to make -- usually this would only

   occur the first time you do a physical inventory. Under normal

   circumstances you should only have a manageable number of

   adjustments that can be done individually as explained above.


1)   Make a Backup! This is very important because this utility

   affects the complete inventory list and is non-reversible

   except by restoring a backup. Also note that no record of the

   adjustments are made.


2)   At the Main Menu of Shop-Pro, choose File, Miscellaneous, Utility

   programs to access the utilities.) Highlight and run the utility

   program called EXCEPT


After Making Inventory Adjustments


After you have made above adjustments to make the inventory list

match the physical inventory, you should run the Physical Inventory

Exception Report again. This is to verify that all the adjustments

have been made. If all the adjustments have been made, the new

Exception Report should show no items because there should be no

exceptions. If there are some items still showing up it means that

some inventory quantities were not adjusted correctly. That is,

unless you can account for the new adjustments due to new

merchandise or new sales since the physical inventory was typed in.


          Notes on Barcode Portable Data Collectors


If you use a portable data collector, you have to be able to easily

download its memory into an ASCII file on the computer. This is

something that you will have to be able to do yourself -- NOT using

the Jewelry Shopkeeper. The ASCII file should contain a single

column of stock numbers with one stock number per row. The stock

number must be on the left edge of each line with nothing preceding

it. If your data collector adds additional information to the right

of each sku number, it will not cause a problem, but it will be

ignored. Note that if you have several of an individual sku number,

you must scan each occurrence (e.g. If you create an ASCII file with

a sku number on the left and the quantity to the right, the

quantity will be ignored and will be assumed to be one [1])


* If you have some Sku's with large quantities, say 50 or 200, then

it is more efficient to NOT scan them 50 or 200 times. Instead go to

the physical inventory option and choose NO when asked if you are going

to barcode them. This way for that item you can type in the sku number

on-screen followed by a quantity.


Some data collectors can download their memory into an ASCII file

by plugging into the keyboard port while you have a text editor

open. Other data collectors have to be connected to a serial port

and you have to run a special program to download the memory to an

ASCII file. Either way, the Jewelry Shopkeeper doesn't know and

doesn't need to know how the ASCII file is created. An ASCII file

can also be called a text file.


You can save this file anywhere you like on the computer but if you

make a new folder for it, keep the folder name to eight or fewer

letters. Likewise for the filename itself keep it to eight or fewer

letters but you can add a .TXT extension. Good example filenames are

C:\INV1.TXT  or C:\INV2.TXT etc. - just keep incrementing the number

for each inventory file you make - just be sure to remember which one

to import into Shop-Pro so you don't mix last year's physical inventory

count with today's.