2011 Procedure 17 Physical Inventory
Starting your Physical Inventory
When taking a physical inventory, it is very important to make sure that you do not ring in any sales for the duration of your physical inventory. It is best to run the physical inventory during off hours, usually after the golf shop has closed, or at a time where sales aren‟t being rung in. If sales are made while the physical inventory is underway, there is the possibility that the inventory numbers will be off. You can always start a physical inventory over by clicking the Start Over button; however, this will reset your counts.
Physical Inventory by Hand
1) Run a local backup before beginning the inventory process. You can complete that in Fore! Reservations by going to File | Maintenance | Local Backup.
2) After the local backup is complete, go to View | Fore! Sell.
3) Utility | Physical Inventory.
4) Click Start on the opening page of the Inventory Wizard.
5) The first step prints the count sheets. Select the worksheet sort option that best fits your needs.
6) Once you select the sort option, click the Print Worksheet button.
7) Select the Screen radio button and click the Print button.
8) Once the report appears in preview, click the printer button to print the report. Print multiple copies of this report if more than one person is counting merchandise.
9) Close the Print Preview screen by clicking on the Windows close button in the upper right corner.
10) Close the print count worksheet window by clicking the Close button in the lower right corner.
11) Click the Next button, to move to Step 2. Your staff should count the merchandise and tally the information on their worksheets. Leave this screen active while counting the inventory or click Close. If you select to close the Inventory Wizard, select Utility | Physical Inventory to return to this step.
12) When counts are completed, enter them in the computer. On Step 2, click the Edit button.
13) The item count edit grid appears with columns for 3 users to enter counts. The sheet appears in the same format as the worksheets, making it simple for users to enter counts from their worksheets.
14) For example, the first user enters his/her count for the first item and hits the down arrow to move to the next item and continues. Users 2 and 3 enter their counts on different computers. Make sure that user 2 and 3 are entering counts in their own columns and not the column of other users.
15) When all counts are complete or if you want to save your entries and come back to them later, click the OK button.
16) If you want to enter more counts or if you want to modify the current counts, come back to Step 2 and click the Edit button.
17) If all counts are entered, click the Next button to move to Step 3.
18) In Step 3, select between partial or full inventory. A partial inventory affects only those items counted. A full inventory affects all items, setting items not counted to 0. Select a full inventory when doing a yearend inventory. Select either Partial or Full and click Next.
19) Step 4 prints the variance report. Click the Print Variance button.
20) Fill in the Screen radio button and click the Print button.
21) Once the preview report appears, click the printer button to print the report.
22) Close the Print Preview screen by clicking on the Windows close button in the upper right corner.
23) Close the Print Item Count Summary window by clicking the Close button in lower right corner.
24) View the report and further investigate your variances for errors.
25) If you need to adjust any counts, click the Previous button until you get back to Step 2 and click the Edit button to modify the counts in the grid.
26) Once the counts have been modified, repeat Step 3 and Step 4, printing a second report to verify your modifications.
27) Once all modifications are complete, and a variance report has been printed, click the Next button to proceed to Step 5.
28) Step 5 commits the counts that you entered. This step cannot be undone, so be absolutely sure that the counts that you entered are accurate before clicking the Roll Inventory button.
29) When your sales items have been updated, an Inventory Wizard status screen is displayed. Click the Exit button to close the wizard.
Physical Inventory with Data Collection Device
If you are using a data collection device to assist your physical inventory process, two options are available.
The first directly reads American Microsystems Model 5900 or 5000 data collection device. If you select to purchase this particular product, we have included step-by-step instructions configuring the device and downloading the counts on our support site or in the PDF version of this manual Fore! Reservations does not support other models.
The second option, if technical expertise is available, allows you to configure your device to use the more limited, yet still powerful, comma separated value (CSV) import option.
Performing the Inventory
Before performing your first portable data collection device physical inventory, load and configure the data collection software. If importing counts and manually entering counts, import all files from the data collection device before manually entering counts.
These procedures document the use of the American Microsystems M5000:
1) Run a local backup before beginning the inventory process by selecting Fore! Reservations | File | Maintenance | Local Backup.
2) Log into Fore! Reservations, and go to View | Fore! Sell.
3) Utility | Physical Inventory.
4) Click Start on the opening page of the Inventory Wizard.
5) Since you are using a data collection device, do not print count worksheets. Click the Next button on Step 1.
6) At Step 2, leave this screen while you count the inventory or click Close. If you close, selecting Utility | Physical Inventory continues where you left off.
7) Turn the data collection device on by clicking the red power button.
8) Press the Enter button to select Input from the Main Menu.
9) The next screen prompts for a program to use; 4inv or 4invqty. 4inv requires a scan of every item. 4invqty scans an item and requires a quantity, even if it is only one. Use 4inv to scan apparel or bags, for example, because these items normally have low stock quantities. On the other hand, use 4invqty to
count sleeves of golf balls, scanning once and entering the total count. You may only select one program to use at a time. It is possible to do part of your inventory with each, but requires you to download two files during the download process. Highlight the program and then press the Enter button.
10) There may or may not be data files listed, but use the arrow buttons to place the cursor on New File and press the Enter button.
11) Use the alpha characters to enter a file name. If doing a monthly inventory, name the month and year. Use the Alpha key as a shift key to switch between the characters the key represents. After typing in the name, press the Enter button.
12) Scan the items and enter quantities if desired or required.
13) If the machine shuts off or you get out of input mode, retrace the steps and select to append to the existing data file.
14) When the last item is scanned, click the Exit button. The device asks if you want to exit data entry, Press the “y” button to answer yes.
15) The device asks to save the data file. If you are comfortable with the scanning, press the “y” button again for yes.
16) When at Select program, click the Exit button again to return to the Main Menu
17) On the computer, return to Step 2 in the Inventory Wizard.
18) Click the Download Inventory button. If the button does not appear, the Fore! Sell Data Collection Device Interface Software has not been loaded.
19) An informational prompt appears asking to hook up the data collection device. Connect the device at this screen by connecting the serial cable to the computer and plugging the rj45 connector into the device.
20) If it is not already on, turn on the data collection device by clicking the power button.
21) At the Main Menu, use the arrow buttons to place the cursor on Communications and press the Enter button.
22) Use the arrow buttons to place the cursor on Send and press the Enter button.
23) Use the arrow buttons to place the cursor on Data Files and press the Enter button.
24) Use the arrow buttons to place the cursor on the program that you used to count your inventory and press enter. Do not select All Data Files.
25) Use the arrow buttons to highlight the file containing your inventory counts and press enter. Again donot select All Data Files.
26) The device says it is waiting for the connect.
27) On the computer, click Yes at the informational prompt.
28) The file is processed and then displays a prompt to view an import error log file.
29) Once the device indicates that the transmit is complete, click the Exit button.
30) Press the “N” button to say no to erasing the data files.
31) Click the Exit button to go back to the Communication Select menu.
32) Click the Exit button to go back to the Main Menu.
33) If you also used the other program, repeat these steps to download the second data file.
34) In Step 2, click the Edit button to adjust any counts by hand.
35) If all counts are entered, click the Next button to move to Step 3.
36) Do steps 18) - 29) from the previous Physical Inventory by Hand section.
Inventory Variance Report
A copy of the inventory variance report is recorded at the time of the inventory. Since this information is saved, you can print it long after the inventory is done and additional sales and purchases have been entered.
1) Log into Fore! Reservations, and go to View | Fore! Sell.
2) View | Reports | Reprint Inventory Variance.
3) Select the Inventory Roll-over that you would like to reprint, by clicking the checkbox next to it. Please note that if you rolled over the inventory more than one time during one inventory period, each rollover appears, so be careful in selecting the correct one.
4) Click the Print button.
5) The report appears in the print preview window. Click the printer button to print the report.
6) Close the Print Preview screen by clicking on the Windows close button in the upper right corner.
7) Close the Inventory Variance Report window by clicking the Close button.
Inventory File Import
If you have the technical resources to configure a nonsupported data collection device, you may be able to use the Import CSV. Though not as powerful as the standard interface, it still saves effort.
1) Run a local backup before beginning the inventory process by selecting Fore! Reservations | File | Maintenance | Local Backup.
2) Log into Fore! Reservations, and go to View | Fore! Sell.
3) Utility | Physical Inventory.
4) Click Start on the opening page of the Inventory Wizard.
5) Since you are using a data collection device, do not print count worksheets. Click the Next button on Step 1.
6) On Step 2, use the data collection device to collect counts. When complete, save the counts to a file.
7) Click the Edit Button and from the Item Count Edit screen select the file format from the pull-down menu. The first format contains only sales item numbers, one per line. The second format includes the sales item number followed by a separator and the quantity. The separator can be a comma,
semicolon, tab, carriage return, line feed or any combination of these separators.
8) Click the Import CSV button and select the file saved in Step 6.
9) In Step 2, click the Edit button to adjust any counts by hand.
10) If all counts are entered, click the Next button to move to Step 3.
11) Do steps 18) - 29) from the previous Physical Inventory by Hand section.
