Physical Inventory

Yellow Dog Inventory gives you the ability to periodically check actual on-hand counts against the counts as reported by Yellow Dog Inventory, and then update Yellow Dog Inventory with new on-hands. This process is called a Physical Inventory. For Yellow Dog Versions 345-361. 

Step by Step Physical Inventory Guide

                 e. If you are excluding a specific level, choose the levels you need to count in this physical inventory. If you are not excluding any level, ensure                              "All levels" is selected. 

                        f. Choose the option to "Skip items with zero on hand"

                        g. Click Next.

                          h. The review data screen will then generate. Here you should click "Select All###Items" 

           5. If need be, change the Description of the physical.

         6. Set your effective date/Time to the time you all completed counting.         

           7.  Click Apply to save these settings and information.    

         8. Now it's time to bring in the ydimobile sessions. 

              a. Click "Add items from"

                  b. Select "Add items from a ydiMobile sessions", Click Next. 

                     c. Select your sessions(s). Click Next. 

                      d. Review the data. If there are problem items. select the box "Show only problem items"

                      e. Address these problem items or remove the problem items. 

                      f. Once there are no longer any problem items, you will be able to click "Select All ### Items" 

                  g. The session(s) has now been added to the Physical inventory.

                  h.  Click Apply to save so you do not lose any work in case the internet goes down. 

            9. Add any manual counts to the SKU by entering them into the "On Hand Counted" Column. 

          10. Click Apply to save the Manual count entries you entered.   

          11. Now it's time to review your variances. 

                  a. Click the box "Show only items with variances"

                  b. Review these items. It may be helpful to Sort these items by Variance Qty or Variance cost. 

                c. Use the Print Worksheet option if you wish to print this information. It is helpful to have this worksheet to walk around the store to verify your                           counts. This worksheet should not be used as a report. 

                d. To investigate an item's variance run an item history report to track the item's activity. 

                e. If an item needs a modification to a count in the physical inventory, make those adjustments to the column that contains the count(ydiMobile                              session column or on hand counted column). 

               f.  Click Apply to save any changes. 

         12. Once all of the above steps have been completed, it is time to commit the Physical Inventory. 

               a. Click "Commit Physical Inventory"

             b.  You will receive a pop-up confirming that you wish to commit the Physical Inventory. There will 2 options to choose from. I recommend choosing “Commit Physical                        and Recalculate Costs”. By choosing this option, your reports will generate a more accurate item cost vs waiting for ydimaintenance to run overnight. Please note,                          this process will be a little slower this the system will run through these items and recalculate their cost.

        13. Generate your Physical inventory reports.

               a. Standard Reports> Physical Inventories>Detailed(Select by Physical Inventory). OR Standard Reports>Physical Inventories>Summary By Department -                                        Committed(Select by Physical Inventory)

               b. Choose the Physical Inventory, then click "Generate".

               c. Once the report has genrated, click the hyperlink "Change columns, sorting and grouping”

               d. Add the New on hand and New on Hand cost columns to the report.

      14. Verifying Inventory

            a. Generate the Inventory on hand by item report for each store. The steps to generate are as follows : Standard Reports>Inventory>On hand >By item.

            b. Select Store

            c. Click the box to "Exclude inactive items" 

            d. If you did not count a specific level exclude those items from the report by using the level filter.

            e. Click "Generate" 

Performing a Physical Inventory with a Data Collector (YDIMobile)

1. Follow the steps in the beginning of the manual to create a new physical inventory.
2. Make sure the device is connected to your PC via either the cradle or USB cable and the scanner is powered on. To test if the handheld is truly connected, open Windows Explorer and ensure that YDIMOBILE has become an accessible drive.
3. If this is your first time using SyncYDIwithHandHeld.exe, follow the directions starting on page five of the ydiMobile Guide. After it has been configured, move on to Step 3.  

              a. You can configure the handheld to sync for a single store, which is useful when there are multiple stores to be counted. Simply go to the “Stores” tab on the sync,                        select the store you wish to count and hit Go on the main tab. This will limit the sessions stored on the handheld to the store you have chosen, reducing the number                      of sessions you need to go through to import your counts.

         4.Run SyncYdiWithHandheld.exe (this will update the device with all new items and updates). The sync can generally be found either as a shortcut on your desktop or C:\                  YellowDogInventory\ SyncYdiWithHandheld.

          5. Disconnect the device from the computer and follow the onscreen instructions to launch YDIMobile

          6. Once the program opens, select your employee. *Depending on the version you are using, it may not prompt for an employee. In that case, skip this step.

             7. Click Count Inventory Items 

          8.From the Select Session screen, click Create New Session and enter a session name. Choose something that is both unique for this inventory and for the handheld if                      there are multiple handhelds being used. A few examples; 

• NatalieGiftShopSept15
• DaveGiftShopSept15
• NatalieNewsstandSept15

            9. Then, select the store you are counting if you access to multiple stores. 

          10.Click “Add Item”.

          11.You are now ready to scan your items. Use the bright blue buttons on the sides of the device to enable scanning.

          12.When an item is scanned you will be prompted to enter a count for the item. Yellow Dog Inventory can handle decimals if necessary. Use either the on-screen numbers,                 +/-, or the keypad located at the bottom of your handheld to enter in your counts. Once completed click Submit and move on to the next item.

          13.Occasionally, an item with an unrecognized UPC will be scanned. From here, you can either search for the item using the search field below the error message. Click the                 item you want associated with the barcode, and enter your count.* Or, click “Create Item” and enter in the description. Fill in any identifying information that will be                     helpful as you will be able to finish creating the item when you import your counts.

                * If you make a mistake on adding a UPC to an existing item, hit File, then Edit (Item), click in the UPC field, then follow the directions on-screen. Click the UPC you                        wish to remove, then hit Yes when prompted. Click Close then Close again. Change the count to 0, then hit Submit. Then, hit “Add Item” to go back to scanning.

           14.Once your count is complete, click Close and then Exit.

           15. Open up your Physical Inventory and click Add Items From…

           16.Select Add Items From YDIMobile.

           17.Click Launch Sync YDI with Handheld. This will sync the device with Yellow Dog Inventory and allow you to choose the sessions you wish to import.

           18.Select the sessions you would like to import and click OK.

     NOTE: If any problem items exist in the import, it will show you now. Examples of problem items include inactive/removed items that were scanned or items that are not                        assigned to the store.

• If the item should be in the system, selecting it and clicking “Edit Item” will prompt you to fix it, either by un-deleting it or making it active in the store.
• Or you can remove it from the session by clicking “Remove Selected” or “Remove Problem Items” to remove all problem items in the session.

Multiple Sessions for the same Physical Inventory

In Yellow Dog, you can have multiple sessions from one or multiple data collectors. When importing these sessions, each handheld will create a new column with the session name at the top. This is useful when dealing with large amounts of inventory, for control and count purposes. The sessions remain saved in Yellow Dog and on the handheld until removed.

Single Scanner

To add multiple sessions from a single scanner, select every applicable session after Sync that you would like to import.

Multiple Scanners

It can be helpful to name sessions based on date, store, and employee name. For example, Bethany, Mary & Curt are each using a scanner to count both the Lobby Gift Shop and the Casino Store. Recommended session names would be:

                         Jan17Casino Bethany                       Jan17Casino Mary                                 Jan17Casino Curt

                         Jan17Lobby Bethany                        Jan17Lobby Mary                                  Jan17Lobby Curt

To add multiple sessions from multiple scanners, repeat the process for a single scanner as many times as needed.

NOTE: After the first scanner is synced, that scanner’s sessions will appear again in each subsequent scanner’s synced sessions. You do not need to import these again. Ignore them and import the unique sessions from any subsequent scanners.

Finishing an Inventory

Once you have updated all the inventory counts, you can see information on the physical inventory at the bottom of the screen. The variance count indicates the number of items that is different from what the Yellow Dog system has calculated should be on hand. A positive number means you have more inventory, a negative number indicates less inventory on hand than calculated. The variance cost is calculated using the cost calculation you have chosen; Yellow Dog’s default is weighted average.

We recommend running the Detailed (Select by Physical Inventory) report under Standard Reports/Physical Inventories before committing. You will need to select Show Uncommitted.

When all counts have been entered and you are ready to commit the Physical Inventory, click Commit Physical Inventory. If you have items that have not been counted, the system will prompt you. If you are confident any items that were not counted do not need to be counted, click ‘Yes Commit Counts”. This will set any items that were added to the original inventory but not counted, even those with counts in the system, to zero.

If you did not miss items, the system will simply prompt you to commit the inventory. Both prompts will also display the effective date and time.

Run the Detailed Report again as a final check. Most clients use this to turn in their numbers to the accounting/finance department.

IMPORTANT: Once you commit the physical inventory, the counts that you entered into the “Counted” column will now become you current on-hand number