Full Physical Inventory

The full physical inventory cycle is designed for the entire store. The longer the inventory process takes, the more potential for changes in quantities; this would result in more warnings and require more attention when reconciliation actually takes place. Scanning a portion of the store and going to Reconcile/Finish would leave the rest of the store unreconciled and potentially considered missing.

To do a full physical inventory:

1. Select Inventory ►Physical Inv. If you have RFID, you will be prompted to confirm the action and indicate whether you wish to work with RFID only.

2. If applicable, indicate that you want to work with only RFID items.

Bulk items will not scan in RFID Only mode.

3. Select OK. The Physical Inventory window will appear.

The Physical Inventory window is divided into four sections:

• The top part is for setting inventory input type, entering item numbers, and managing other settings.

• The first window provides a list view of inventory as it is scanned or entered.

• The second window provides a picture view of items scanned and added to the results.

• The third window provides a picture view of items not yet scanned but expected to be at the selected location. As items are inventoried, The Edge moves them from the third window to the second window.

Note that you can collapse or expand these windows using the controls on the left. Specific fields and options in the Physical Inventory window include:

Scanning			Indicates input methods:
	Item Number			By input to the keyboard in the form of the item number that appears on the tag.
	Item Barcode			By barcode scan.
	Old Item Number			By keyboard entry; a stock number produced by another system.
	Old Barcode			By scan of a barcode from a previous system.
	Old Item Number with Duplicates			In The Edge, item numbers are always unique (except for bulk). Legacy systems may not have been unique, so The Edge offers this option to allow for duplicates without generating an error.
	Old Barcode with Duplicates			In The Edge, barcodes are always unique (except for bulk). Legacy systems may not have been unique, so The Edge offers this option to allow for duplicates without generating an error.
	Vendor Barcode with Duplicates			Because vendor barcodes may not be unique, The Edge offers this option to allow for duplicates without generating an error.
Item			The value scanned or to allow for manual entry.
Location			Allows you to select a specific location within the store. While conducting inventory, The Edge will use this location to ensure item records reflect the correct location. An item scanned while at this location will be updated to reflect this. For more about working with locations, see the section entitled Locations. Whether is field is required is based on System Options.
This Inventory Started On			Indicates the date and time the in-progress physical inventory began. Use it to help identify what inventory you’re working in. It is automatically populated based on the date when you started the inventory.
Warn About Layaways			Layaways are inventoried, but this warns when a layaway item is scanned.
Clear			Clears the window. This does not clear the inventory activity; it just refreshes the window.
Close			Items are saved as you scan. This closes the Physical Inventory window.
Print List			Prints a hard copy list of the inventory. You will be prompted to indicate which portion of the window to print.
Presets		Presets allow you to save and access commonly used output settings. See the section entitled The Edge Navigation Basics for details.

4. Select the method of scanning, i.e., the field to be captured with the barcode scan, to be used from the options described above.

5. If you have opted to manually enter item numbers by keyboard, you should type them into the Item field. If you are scanning items, note that the barcode will appear in the Item field.

6. Enter the location of the item in the store, such as CASE1 or WALL1, in the Location drop-down. Depending on your System Options setup, this may be required.

By conducting a physical inventory, you are recording the physical location of the item. For example, if you scan an item that The Edge has recorded as being in a different store, it will be moved to the location you are scanning and a message will appear on the window. Likewise, if at POS you attempt to sell an item from a different store, The Edge will require an override to do so.

7. Select the Warn about Layaways option if you want to be notified about items on layaway as you are preparing your inventory.

8. As you scan barcodes or enter item numbers, a list will be generated on top portion of the window showing all items entered. Each time an item that was previously recorded in The Edge as in inventory is scanned, which appears in the lower portion of the window, that item will be moved from lower portion to the middle portion. Messages may appear indicating action taken or action to be taken. Examples include:

“Item already inventoried.”	This appears if you scan an item twice.
“Not a valid item number.”	This appears if an item number or barcode is not found in the system. You'll need to research this and check the tag.
“Item should not be here.”	This appears if an item has a status other than In-Stock; you should check the item record to see what and where it should be.
“Item SKU not unique.”	This appears when a non-bulk, but non-unique item is found. Research the item record and make sure it has a unique item number. A new tag might be needed.
“Item in another location.”	This appears if an item is recorded as being in another store. The item will be moved to the scanned store and The Edge will record the item as scanned.

Fields and options in the inventory detail portion of the window are as follows:

Scanned	The actual data you entered.
Item Number	The ID of the item corresponding with the data entered.
This Time	Date and time of scan of this item for this inventory.
Last Time	Date and time of scan at last inventory.
Location	Location of the item. Notes concerning location will appear in separate entry.
Qty	The quantity of the item scanned so far.
Units	If a unit of measure bulk item, the number of units.

9. If you encounter an error or unexpected result, set the item aside for resolution during the reconciliation phase.

10. After all items in the location are scanned, view the lower portion of the window to see what items are unaccounted for. You can print a list periodically for ready reference.

You may stop and start the inventory as many times as necessary. Go to Inventory ► Physical Inv. ► Continue Inventory at any time.