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Warehouse - Warehouse inventory overview

Updated

Introduction

The Warehouse Inventory screen will allow a club to manage stock levels and perform a stocktake.

  • This article is an overview of Warehouse module in PGM.
  • This article will be helpful to PG Champion, Club Manager, Front Desk Staff, and Sales team.

Before you start 

To add, edit, view or delete warehouse documents you need to add appropriate permissions. Go to PGM -> Clubs -> System Permissions.

  • System administration
    • Warehouse
      • Warehouse inventory
        • Warehouse inventory view
        • Warehouse inventory edit
        • Companies
        • Inventory history

Feature description

To manage stock and/or perform a stocktake, go to PGM -> Sale -> Warehouse -> Warehouse Inventory.

This will display a new screen with an overview of the stock levels for the selected club.

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Filters

Using the filters will change the items displayed in the table below.

  • Club – select the club.
  • Show Deleted Products – show products that have been deleted in PGM -> Sale -> Products. image025_1.png 
  • Product Name – search by product name.
  • Category – search by the product category. Product Categories are created in PGM -> Sale -> POS management -> Product Categories and are maintained in PGM -> Sale -> POS management -> Products.  image026_1.png 
    For Australian and New Zealand Clients this does not affect Accounting and General Ledger Codes in the Accounting module.

Press Refresh to update filters.

image024_1.png

Method 1: Manually Updating Quantities

This method is best for correcting individual items or performing small-scale counts.

1. To individually count the stock of each item, select your warehouse and press the pencil button to edit the count.

image027_0.png

2. Enter the new, physically-counted quantity in the Real Quantity field.

PGM_Sale_Warehouse_Warehouse-inventory_Real-quantity_0.png

3. Press the tick icon to confirm the real quantity.

4. The system saves this new "real" quantity alongside the system's "old" quantity. Any row where these two numbers do not match will be highlighted in red.

image030_0.png

5. Repeat for all items you are manually counting.

Method 2: Updating Quantities via CSV Upload

This method is best for performing a full-warehouse stock take. 

First, prepare your inventory file. You can click Download sample file to get a template.

image031_0.png

Using the Excel sheet download as a guide, you will need to create a formula in Column E , Row 5

=CONCATENATE(A5,";",D5)

Select the cell, then double click on the dot on the bottom right hand corner of the cell to copy formula down to all cells in the column.

This will produce a result as follows.  Now right click and press copy, Open a notes program (such as NotePad or NotePad++) and paste the data.

Your CSV file must be semi-colon (;) delimited and contain two columns with the exact headers: ProductId and Quantity.
The results will look like the below screenshot.

When saving this document, ensure you save it with the file extension .csv and 'save as type' as 'All Files'.

To upload the file, press Select and find the file you recently saved in your directory. Press Upload file.

What was on the file will be displayed in the product area.

If you need to get a sample CSV file, press Download sample file.

Finalizing the Inventory Count

Review the grid, paying close attention to the red-highlighted rows that show discrepancies.

In the grid's command bar (above the headers), click the Create warehouse documents button.

Press OK to confirm the creation of the document.

The system automatically generates the necessary inventory adjustment documents (IN+ for increases, IN- for decreases) to balance the stock. A success message will appear: "Warehouse documents has been created. Please accept those documents to affect warehouse product states."

Click OK to finish the process.

This action creates the documents, but they are not yet final. A user with "Accept" permissions must go to the Warehouse Documents module and Accept these new documents to formally apply the changes to the warehouse state.

Go to PGM->Sale->Warehouse Documents to continue.

In PGM -> Sale -> Warehouse -> Warehouse Documents you can preview/edit the document you created in the previous screen by pressing the pencil button.

The stock codes used are IN- and IN+.

Press tick icon (to confirm) and press Approve to create the document.

After doing this step, the stock has been adjusted with the new levels.

Other Functions

  • Clear Inventory: Click the Clear inventory information button in the grid's command bar. This will clear all "Real Quantity" data you have entered, allowing you to restart the stock take. A confirmation is required.

Hints

  • Discrepancy Highlighting: Any row where the "Real Quantity" (your count) is different from the "Quantity On Inventory" (the system's value before the count) will be colored red. This is normal during a stock take and helps you see what is being adjusted.

  • CSV Format Rules: The standard CSV upload must be semi-colon (;) delimited. It requires headers ProductId and Quantity. The system uses a period (.) as the decimal separator for quantities (e.g., 10.5).

  • CSV Errors: The upload will fail if the CSV is missing the required ProductId or Quantity columns, or if those columns contain empty values. An error message will be displayed (e.g., "CSV file should have ProductId, Quantity columns").

  • New Products in CSV: If your CSV contains a ProductId that is not currently stocked in the selected warehouse (i.e., has no warehouse state), the system will automatically create a new, empty state for that product before applying the new quantity from your file.

  • Document Finalization: As stated in the steps, creating the documents is not the final step. The new stock levels are only official after a manager accepts the new IN+ and IN- documents in the Warehouse Documents module.

Use Case Examples

  • Example 1: Full Stock Take via CSV

    • Goal: Update the entire inventory for the "Main" warehouse based on a full manual count.

    • Steps/Settings: Select "Main" from the Club dropdown. Click Upload file and provide the complete CSV (with ProductId and Quantity columns) for the "Main" warehouse. Review the red-highlighted rows, then click Create warehouse documents.

  • Example 2: Manual Spot-Check Correction

    • Goal: Correct the count for a single product ("Protein Bar") that was miscounted.

    • Steps/Settings: Select the warehouse. In the Product name filter, type "Protein Bar" and click Show. Click Edit on the "Protein Bar" row, enter the correct count (e.g., "150") in the Real Quantity field, and click Update.

  • Example 3: Downloading a Protocol for Auditing

    • Goal: Get an official Excel record of the inventory count before generating the final documents.

    • Steps/Settings: After all quantities are updated (manually or via CSV), click the Download protocol button. This saves an .xlsx file for review.

  • Example 4: Restarting a Bad Upload

    • Goal: A CSV was uploaded with incorrect data, and the inventory count needs to be restarted.

    • Steps/Settings: Before clicking "Create warehouse documents", click the Clear inventory information button in the grid's command bar. Confirm the action. This will clear the new quantities, allowing a fresh start.

  • Example 5: Advanced Upload for a Specific Club (Advanced Users)

    • Goal: Upload an inventory file that applies only to the "Downtown" club, separate from the main warehouse.

    • Steps/Settings: Select the file using the upload control. Select "Downtown" from the Clubs dropdown (in the advanced panel). Click the  Upload Inventory Advanced button.

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