To go forward with the procedure from the Physical Inventory
screen fill in the data fields as follows:
In the FILENAME data field, enter C:IBID.DAT.
This is the name of the file on the hard disk created in the
procedures described above, and it is this file which will
update your data base in the Physical Inventory process.
In the FORMAT data field, enter the number that corresponds
to the format in which the information is recorded on the
floppy diskette. In most cases, bookstores will receive information
in the ROSI data format (even if RGIS counted
the inventory) because the ROSI format includes complete
bibliographic information for each record. In the RGIS format,
only the ISBN, Price, and On Hand Quantity are included for
each item. Your vendor -- Ingram or Spring Arbor -- will inform
you of the format used.
If your data is on the floppy diskette in ROSI format,
enter the number 1 in this data field. (Unless otherwise informed,
select the ROSI format.) If your information is in RGIS
format, enter the number 2 in this field.
for new ISBNs
These data fields let you pre-set certain fields of information
for new inventory records that are created as part of the
Physical Inventory process. Because the VENDOR, DEPARTMENT,
and CATEGORY data fields are required parts of any
inventory record, you must enter information in these fields
for a complete record to be created for any item that was
counted in the physical inventory but not already present
on your system. In addition, you may use these fields to help
you identify those new records via Reports once your data
base is updated.
Use the VENDOR data field to enter your vendor of preference
for all new items created from information on the disk. This
field is particularly useful for later use in identifying
all new titles created as part of the inventory update.
The Category entered when counting the inventory will be the
one that will appear in the new records. Therefore, each Category
should be assigned a unique number for the purpose of the
count. In the CATEGORY data field, since you must enter something,
enter the section designation you that you use when you do
not know which section a book should be in (many stores have
created a dummy Category of ZZZ).
Use the DEPARTMENT data field to enter the Department
designation for the new inventory records created as part
of the Physical Inventory process.
Use the Functions on the Physical Inventory screen as follows:
As always, the DISPLAY Function allows you to review
the contents of various data bases in order to select and
On the Physical Inventory screen, use the DISPLAY Function
to gain access to your Vendor Display, Category Display, or
Department Display if you need help as you establish the Default
information for the new ISBNs. Remember, the location of the
cursor when you press the DISPLAY Function determines which
data base the System opens for your review.
To initiate the Physical Inventory procedure, fill in all
the data fields, as appropriate, and press the PROCESS key.
If for some reason you did not execute the preliminary steps
from the C:IBID> prompt, and the file IBID.DAT has not been
created, the System responds with the message
Cannot open input file.
When you select PROCESS, IBID first asks
On Hand (Y/N) Y?
Press to accept the default response of "Yes,"
instructing IBID to change all the On Hand fields in the inventory
to reflect the physical count taken in the store. (If you
type N for "No" in response to this question, IBID will add
the inventoried quantity to your existing on-hand.)
Next, IBID asks
input file contain non-numeric ISBNs (Y/N)? N?
If RGIS did not take inventory of your non-numeric
ISBNs such as gift cards, pens, etc. press to accept
the default No answer. This will prevent the program from
zeroing out the ON HAND quantity of your non-ISBN items. If
RGIS did take inventory of your non-numeric ISBN items, type
Y for YES and press .
Next, IBID asks
Category (Y/N)? Y
not answer Yes if you do not want Ingram to update your categories
with their category data. Often, their category codes will
not reflect your own category codes.
Next, IBID asks
Price? (Y/N) Y
Again, if you wish the program to update the Price1 (selling
price) field in your inventory record for every item based
on the price information supplied on the diskette by the distributor,
press to accept the default response of "Yes." If
you do not want to override your existing Price information,
type N for "No" and press Enter.
The RETAIL, QUANTITY, and SUMMARY Functions
allow you to generate different types of Discrepancy Reports
which compare the status of your inventory before and after
the Physical Inventory procedure is run. These reports must
be run immediately after you have PROCESSed the information
and before you Exit from the Physical Inventory screen. Remember,
you can run also run a variety of Inventory Valuation Reports
from the Reports module in IBID both before and after you
run a Physical Inventory to determine the discrepancies in
On the Physical Inventory screen, the RETAIL and QUANTITY
Reports both provide a listing of each item for which there
was a discrepancy -- either in number on hand or in price
-- between the existing inventory record and the new information
provided on the diskettes.
For each item for which there was a discrepancy, each report
prints the ISBN, Title, Author and Category. In addition,
the report shows the File Quantity which is the number On
Hand in the original inventory and the RGIS Quantity
which is the number On Hand counted when the physical inventory
was done. The report then lists the Quantity Difference between
the before and after inventories. The report is sorted in
discrepancy order, so that the biggest change shows at the
top of the report.
Next, for each discrepancy item, the report contains a column
which shows the File Retail -- the list price from the original
inventory -- and one that shows the RGIS Retail, which
is the list price for that item from the information on the
new diskettes. The report then has a column called Retail
Difference which is the difference between the unit price
before and after the physical inventory update. The final
column, Extended Retail Difference, shows the difference between
the number on hand times the list price (or unit price) before
the physical inventory and the number on hand times the list
price after the inventory update.
The only difference between the RETAIL and QUANTITY
Reports is the way in which the information is sorted in the
report. The Retail Discrepancy Report is sorted in descending
order by difference in unit price. The Quantity Discrepancy
Report is sorted in descending order by quantity differences.
Unlike the RETAIL and QUANTITY Reports, which
are itemized listings of all discrepancies, the SUMMARY
Report prints only the Totals Figures, by Department, for
each of the columns of information.
NOTE: As soon as the physical count of your inventory
is taken by RGIS, you must configure and use your IBID system
in such a way as to prevent On Hand values from changing based
on sales and receiving information until the Physical Inventory
procedure has been completed. Specifically:
1. You must run your cash registers in batch mode--that is,
configured in Point of Sales Configuration for ON-LINE INV.
set to "No." (Remember to set this back to "Yes" once the
entire Physical Inventory process is completed and verified.)
Avoid running any weekly or monthly updates, as they will
put the inventory back on-line at the end of the update.
2. In addition, you must be sure not to clear your registers
while in batch mode. During this period, use your X-TAPE function
on the Point Of Sales Menu to retrieve register totals. (We
recommend that you change your Z-Tape Password in System Security
during this period to prevent accident register closing.)
3. Finally, remember not to receive against outstanding purchase
orders until the Physical Inventory process is completed.
Any changes to On Hand quantities based on receiving will
be overridden when the Physical Inventory PROCESS is run.
If you have any questions, contact the IBID Technical Support