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
The Inventory by Location report [choice 6-6-Print] can also
be generated if you want to check off you physical inventory
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
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
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
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
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
see the question: ARE YOU SURE YOU WANT TO ADJUST THE TOTAL
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 )
* 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.