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Boy Scouts of America - Inventory Checker
“GETTING STARTED GUIDE”
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Table of Contents Important Notes Before Performing an Inventory Count ....................................................................................................... 3 Step 1: Inventory Checker – Input Stock Data ........................................................................................................................ 3 Step 2: Inventory Checker – New Inventory Count ................................................................................................................ 4 Step 3: Inventory Checker – Load Data From: ........................................................................................................................ 5 Step 3A - Load Data Using a Cipher Lab Data Collector: ..................................................................................................... 5 Step 3B - Load Data Using Text Files: .................................................................................................................................. 7 Step 3C - Load Data Using Keyboard Entry: ........................................................................................................................ 8 Step 3D - Load Data Using a Portable Data Collector (M3000/5000) ............................................................................... 10 Step 4: Inventory Checker – Edit or Add to Inventory Count ............................................................................................... 13 Step 5: Inventory Checker – Merge Files .............................................................................................................................. 15 Step 6: Inventory Checker – View Reports ........................................................................................................................... 17
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Important Notes Before Performing an Inventory Count 1. CAP Software highly suggests performing an Inventory Count while the business is closed, however if this is not possible, the Council must print a list of all transactions during the count so adjustments can be made. 2. Prior to performing an Inventory Count, backup the SW folder. 3. Move or delete any merge (.mrg) or VAR (.var) files left over from previous inventory counts in the SW folder prior to starting.
Step 1: Inventory Checker – Input Stock Data 1. Open CAP SellWise Pro and enter the appropriate Sales Code and Password. 2. Within the ‘Options module’, select Inventory Checker. (Please see image below)
3. Select Input Stock Data. (Please see image below)
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Page 4 of 20 4. Select Create Snapshot of Inventory if the council is taking a brand new inventory count. Or, if an inventory count has already started and you are adding to an existing count, select Use Existing Snapshot. The snapshot creates a reference point from which all inventory item quantities will be compared. After starting an Inventory Count, DO NOT take another snapshot until the inventory process is over. Please note, items sold after this snapshot will need to be adjusted manually from the Stock Variance Report that is created when the inventory was updated. (Please see image below)
Step 2: Inventory Checker – New Inventory Count 1. Select New Inventory Count to begin entering inventory quantities. It is only necessary to enter physically counted items into the count files. DO NOT add items with a quantity of 0 as those items will be accounted for later in the process. 2. Whether entering counts using ‘KeyBoard Entry’ or using a ‘Portable Data Collector,’ CAP Software suggests creating at least two Inventory Count File Names and assigning a Council member to specific sections of the store. For example, name shelf 1 with filename File 1, shelf 2 with filename File 2, and so on as this will avoid overlap. These files will be later merged to combine matching items that were counted in different locations throughout the store. 3. Enter an appropriate Inventory Count File Name and press Enter on the keyboard. (Please see Image below)
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Step 3: Inventory Checker – Load Data From: This section explains the methods available to input the inventory counts. Proceed to the section on the input method you plan to use.
Step 3A - Load Data Using a Cipher Lab Data Collector: 1. Select Cipher Lab Data Collector beneath Load Data from. (Please view the Cipher 8000 documentation from Cap Software’s website at www.capretail.com to setup and configure the Cipher Lab 8000.) 2. Connect the Cipher Lab 8000 unit to the computer and place the device in the cradle. A message will appear saying, “Please Press SEND from Device then place in the CRADLE.” Press OK first and then press Send on the Cipher Lab unit. (Please see image below)
A message will appear advising, “Please Press OK After You hear the Beep.” Press OK. (Please see image below)
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Page 6 of 20 3. Once the files import, a message will appear advising, “File Import Completed with no Errors.” Press OK. (Please see image below)
If errors occur because items were scanned that are not in the SellWise inventory, a message box will popup. Press OK. (Please see image below)
A report will appear showing the item/items not found. The item that was not found is located in the left column within the Item ID section. The “Last Known Item” within the Problem section is the last item counted that is recognized in the file. Use this as a reference to help you find the problem item. Locate the problem item and edit the count file so that the proper Item ID and Counted Quantity are accounted for in the inventory. Print List if desired and then Esc Cancel. (Please see image below)
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Step 3B - Load Data Using Text Files: 1. Once steps 1 and 2 in the “Inventory Checker – New Inventory Count” section are complete, select Text File. (Please see image below)
Text files should only contain item numbers and the quantities.
2. Select a Number Greater than any Inventory quantity that the Council has on hand and press Accept. This helps prevent accidental input of large, incorrect quantities. In the example below, 100 was chosen as there is no item in the Council that has a quantity of over 100. (Please see image below)
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Page 8 of 20 3. Select the appropriate File Format, then Select File to import to browse to the file you created in the New Inventory Count section. Press Accept. (Please see image below)
Step 3C - Load Data Using Keyboard Entry: 1. Once steps 1 and 2 in the “Inventory Checker – New Inventory Count” section are complete, select KeyBoard Entry. (Please see image below)
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Page 9 of 20 2. Select a Number Greater than any Inventory quantity that the Council has on hand and press Accept. This helps prevent accidental input of large, incorrect quantities. In the example below, 100 was chosen as there is no item in the Council that has a quantity of over 100. (Please see image below)
3. Keyboard Entry allows you to manually enter items and quantities. Type the S/L or Inventory # and then type the counted Quantity of that item and press Enter on the keyboard, then go to the next item. Once all items have been added, press F10 Accept List. Please note, CAP Software recommends pressing ‘F10 Accept List’ periodically to save your work. (Please see image below)
If an item’s quantity is entered incorrectly, simply add that item in the S/L or Inventory # and then apply a negative with the entire Quantity count. Then, add the item again with the appropriate quantity. The example above shows S/L 5 originally had a quantity of 15. Then a -15 was created for S/L 5 to clear the quantity and then the appropriate quantity of 13 was entered for S/L 5.
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Step 3D - Load Data Using a Portable Data Collector (M3000/5000) 1. Connect the M3000/5000 to your computer via the Y cable. 2. Once steps 1 and 2 in the “Inventory Checker – New Inventory Count” section are complete, select Portable Data Collector. (Please see image below)
3. A message will appear stating, “Warning! Your data will be corrupted if you touch the keyboard or mouse before the Data Collector beeps.” Wait until AFTER the beep and then press OK. (Please see image below)
4. A message will appear to “Initiate Upload on Data Collector.” Press Send on the M3000/5000. (Please see image below)
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Page 11 of 20 5. Once the file has been uploaded, the unit will beep. Press F10 on the keyboard. (Please see image below)
6. A message will appear advising, “File Import Completed with no Errors.” Press OK to continue. (Please see image below)
If errors occur because items were scanned that are not in the SellWise inventory, a message box will popup. Press OK. (Please see image below)
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A report will appear showing the item/items not found. The item that was not found is located in the left column within the Item ID section. The “Last Known Item” within the Problem section is the last item counted that is recognized in the file. Use this as a reference to help you find the problem item. Locate the problem item and edit the count file so that the proper Item ID and Counted Quantity are accounted for in the inventory. Print List if desired and then Esc Cancel. (Please see image below)
7. A message will appear advising “Upload Complete.” This means the file is now uploaded. You can now upload any additional count files. Press Esc Cancel to proceed once all files have been uploaded. (Please see image below)
Upload Complete
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Step 4: Inventory Checker – Edit or Add to Inventory Count This step allows the Council to make changes to incorrect quantities that were added to an existing count or add inventory items that were missed during the initial count. This step can be skipped if editing or adding additional inventory items is not necessary. 1. Once all data has been created and imported, you can then Edit or Add to Inventory Count if necessary by selecting Input Stock Data. (Please see image below)
2. Select Use Existing Snapshot dated. (Please see image below)
3. Select Edit or Add to Inventory Count. Then select the appropriate Inventory File Count Name from the drop down menu that you need to edit. Please update quantities ONLY. (Please see image below)
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Page 14 of 20 4. Select the appropriate method to Load Data from. A message will appear asking if it is necessary to “Append to existing File?” Select Yes. Please see Step 3 in this document for more information. (Please see image below)
5. Once the changes are complete, press F10Accept List. Then press Esc Cancel. (Please see image below)
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Step 5: Inventory Checker – Merge Files 1. Once all of the Inventory counts have been added/uploaded, they must be merged into one master file. Merging all of the counts into one file will combine all items in the files to one total quantity per item. At this point, the one master file will be the only file that is used to update the inventory. 2. In Inventory Checker, select Input Stock Data and then select Use Existing Snapshot dated. (Please see image below)
3. Select New Inventory Count and enter an appropriate Inventory Count File Name for the new merged file, for example, “Master File.” Then, press Select File to Merge. (Please see image below)
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Page 16 of 20 4. From the dropdown, Select Filename, for example, File 1, to merge into the “Master File” and then press Merge. (Please see image below)
5. A message will appear advising that Data Successfully Loaded. Press OK. Repeat Step 4 for each count file you created/uploaded. (Please see image below)
6. Once there is a “Master File,” you can now Edit or Add to Inventory Count and select the appropriate master file name from the dropdown if necessary. Please see Step 4 in this document for more information.
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Step 6: Inventory Checker – View Reports 1. Once all of the files are merged to one Master File, click Reports to view stock variances and update the inventory quantities in SellWise. (Please see image below)
2. From the dropdown menu, select the “Master File” created in Step 5. Then, select to Report All Items or Report by Section and choose the sorting order. Now, press Variance Report to run the report. (Please see image below)
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Page 18 of 20 3. The Variance Report shows the items for which the quantity entered does not match the quantity from SellWise. Items that match will not show in the Variance Report as there is no Variance. Press Print Report and/or Save Reports to File to print and save the Variance Report if desired. CAP Software highly recommends printing and/or saving each report for future reference. (Please see image below)
4. Items Not Included on Variance Report show items that have quantities in SellWise but were not counted in the “master file.” Press Print Report and/or Save Reports to File to print and save the Items Not Included on Variance Report if desired. This report helps you identify items that you may have missed during the physical count. (Please see image below)
If you find items that are in stock and should be included in the “master file,” create a new ‘Input Stock Data’ count and merge that new file into the “master file.” Then, view the Variance Report and Items Not Included on Variance Report over again. Please see Step 4 in this document for more information.
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Page 19 of 20 5. Click Summary to view a total cost of inventory from the Variance Report and the total value from the Items Not Included on the Variance Report which adds the two totals together to provide a Total Variance amount. CAP Software highly recommends printing and/or saving each report for future reference. Press Close to view additional reports. (Please see image below)
6. Click Save Reports to File to save selected reports for your records. Once selecting Save Reports to File, the computer will prompt you to select which file to save the report in. CAP Software highly recommends saving each report for future reference. 7. Only when you are satisfied that all items that should have been counted have been counted, select Update Inventory. This is the final step to update the quantities on hand in SellWise and this cannot be reversed. Select Yes to complete the update. (Please see image below)
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Page 20 of 20 8. A message will appear asking, “Set quantities on items not scanned to zero?” This will set the quantity on hand to zero for all inventory items not included in your count file. Select Yes or No.
9. A message will appear advising, “An Internal Use invoice will be written to record changes.” Press Cancel to finish. (Please see image below)
This ‘Internal Use’ invoice records the cost changes caused by your quantity updates. ‘Internal Use’ invoices are not reflected in daily sales totals, but rather as ‘Internal Use’ transactions for accounting purposes.
10. CAP Software strongly recommends running a Value Analysis report at this time. In the Inventory section of the ‘Reports’ module, select Create a New Detail and Create a New Summary Value Analysis. You can then view and print/save the report for your records.
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