Introduction
In many countries, Warehouse inventory is a necessary part of the accounting procedures in clubs. It helps creating monthly accounting reports sent to local Tax Authorities. By use of it, you can control the current Warehouse state and identify discrepancies between the actual quantity of Products on stock and the one declared in the Warehouse state.
- This article will show you how to change the number of Products on stock, and how to perform Inventory.
- This article will be helpful to PG Champion, Club Manager, Reception Manager, Administrator, Accountancy and Club Owner.
Before you start
Make sure you have the right System Permissions assigned to your Role in the system. See below, and tick all necessary permissions to be able to use this feature.
There are two ways of performing Inventory in the system. In this article, you will learn how they work and then, you will be able to decide which of them to use in different situations. You can perform the Warehouse inventory either manually, by editing a position, or by uploading a csv. file.
We recommend using csv file method in case of mass changes. If you need to correct a single position, use the manual method.
Instruction
How to manually perform Warehouse inventory by editing a position?
1. Go to the PGM-> Sale -> Warehouse -> Warehouse inventory
2. In the Warehouse inventory tab, you can filter the Products you want to edit. Here is the list of all Filters available to choose:
- Club - select the club you want to perform Inventory in.
- Show deleted products - tick this checkbox if you want to see all deleted Products.
- Product name - enter the name of the Product the quantity or number you want to change.
- Category - select the category to see all Products belonging to it.
3. Click on the Refresh button to update the Product list.
If you will not use any of the Filters, the system will automatically display all Products available on stock in the club which was added to the system as first.
4. To change the Product quantity or number, click on the blue pencil icon next to the chosen Product.
5.In the Real quantity field, enter the Product quantity or number in accordance with the actual state in the club.
6. Click on the Insert button - the blue tick icon on the left.
7. Repeat the process for all Products you want to change.
8. Go to the upper-central part of the screen and chose the date in the Inventory document date field.
9. Click on the Create warehouse documents button.
10. In a new pop-up window, you will see the following note: Do you really want to create warehouse documents? Click OK if you are sure that the Warehouse document is correct. The system will automatically create a corresponding IN+ and IN- Warehouse document.
11. Go to the PGM -> Sale -> Warehouse -> Warehouse documents
12. Approve the document created by the system by clicking on the Approve button on the right.
13. In a new pop-up window, you will see the following note: Are you sure you want to accept this document? This operation cannot be reversed, you will not be able to make any changes anymore.
14. Click Ok to approve the document.
How to perform Warehouse inventory by using csv file?
1. Go to the PGM-> Sale -> Warehouse -> Warehouse inventory
2. In the Warehouse inventory tab, you can filter the Products you want to edit. Here is the list of all Filters available to choose:
- Club - select the club you want to perform Inventory in.
- Show deleted products - tick this checkbox if you want to see all deleted Products.
- Product name - enter the name of the Product the quantity or number you want to change.
- Category - select the category to see all Products belonging to it.
3. Click on the Refresh button to update the Product list.
If you will not use any of the Filters, the system will automatically display all Products available on stock in the club which was added to the system as first.
4. To change the Product quantity or number, click on the Download a sample file button.
Remember, that the downloaded csv file does not contain real Product data! It is a sample only! You have to fill it in with the actual data of your Products!
5. In the downloaded csv file, fill in the following information:
- ProductId - it is an unique Product identifier. Every Product receives a unique system ID number during its creation.
To find the ProductId, click on the Download protocol button. Open the Excel file and look for the ProductId number in the A column.
- Quantity - it is the real quantity or number of the Product on stock, in a given club, which will update the current value visible in the system.
5. After adding the ProductId and the Product real Quantity, save the csv file and go back to the PGM -> Sale -> Warehouse -> Warehouse inventory.
6. Click on the Select button and choose the csv file.
7. Click on the Upload file button.
8. The system will make all changes according to the csv file. You can see those changes in the following columns: Real quantity, Quantity on inventory and Inventory date. Make sure that the data changed is accurate!
9. Click on the Create warehouse documents button.
10. In a new pop-up window, you will see the following note: Do you really want to create warehouse documents? Click OK if you are sure that the Warehouse document is correct. The system will automatically create a corresponding IN+ and IN- Warehouse document.
11. Go to the PGM -> Sale -> Warehouse -> Warehouse documents
12. Approve the document created by the system by clicking on the Approve button on the right.
13. In a new pop-up window, you will see the following note: Are you sure you want to accept this document? This operation cannot be reversed, you will not be able to make any changes anymore.
14. Click Ok to approve the document.