Updated: August 12, 2020 10:19am

Physical Inventory

Using Prism's Physical Inventory feature, you can record counts of the merchandise in stock at your store location(s) and use the counts to update the On-Hand quantity of the store's inventory.
Doing regular PIs provides important benefits, including:

  • Provides updated, accurate on-hand quantity values for items, helping to avoid unexpected "out-of-stock" situations
  • Enables accurate calculation of inventory valuations for accounting purposes

Note: Currently, users must send the PI to Retail Pro Integration Layer (RIL) and update the PI in the RIL Prism Management > Merchandise > Inventory > Physical Inventory area.
PI Features

  • Record counts for an entire store or a particular "zone" (subsection) of the store
  • Import physical counts from a .csv file (e.g. one provided by a physical inventory firm) to a started physical inventory file
  • Append counts to a started physical inventory
  • Read current On Hand from Inventory and use as the start quantity
  • Review and edit counts before updating inventory
  • Print physical inventory information
  • Update on-hand quantity for all items or only those with physical counts
  • Include counts for serial number and lot number items
  • Integrates with PI Tracker tool in RP Companion, enabling users to scan barcodes and record PI counts using an ordinary iPhone (For info, select Tools > RP Companion from the documentation menu).

 Basic Steps for Store PI

  1. Navigate to Store Operations > Merchandise > Physical Inventory.  If any PIs are already defined for the store, you will see the list. If no PIs are defined yet, you will see the New PI modal (skip to Step 3).  
  2. On the bottom of the main PI screen is a set of buttons. Click the New button to start a new PI.  If a PI already exists for the store, you will be prompted to overwrite it. Click Yes.
  3. Enter a PI Sheet Name and then select Create or Create with Filters. If you click Create, the PI will include all items in Inventory on the PI sheet. If you want to only count certain items, click Create with Filters.
    New PI dialog
  4.  If you click Create with Filters, enter filter criteria. For example, you might want to count only items in a certain department or from a certain vendor. When finished entering filter criteria, click OK. The new PI sheet is added to the list.
    PI Filter screen    
  5. Select the PI and then click the PI Sheet button. Click the Add Counts tab.
  6. Navigate to the Item Lookup area. Scan the item's barcode (or type the UPC). Adjust the quantity using the arrows. Click Add Count to record the count.
    Add Counts area
  7. The item is added to the sheet. Add counts for the remaining items in the same manner.
    PI sheet, add counts
  8. (optional) If you have any counts entered in a separate prepared file, upload the prepared file.  (See Importing Count topic) 
  9. Resolve any bad scans by confirming the item's UPC and correcting if necessary.
  10. Merge imported counts and zone counts into the PI sheet.
  11. Send the PI Sheet to RIL.
  12. IN RIL Prism Management, go to Merchandise > Inventory > Physical Inventory. A dialog is displayed, indicating there are PIs to be imported. Select the store(s) and click Yes to import the PIs.
    Import PI into V9 dialog
  13. For each imported PI, a new PI sheet is created in RIL. Make any necessary edits and click Update. The updated item quantity information will be replicated to RP Prism.    
    Update PI in V9 dialog

Preparing Inventory for PI

Before you start a physical inventory, make sure the inventory list is current and complete and that all units of merchandise are available for counting:

  • Make sure all units of merchandise that will be counted are retrieved from under counters, from return baskets, customer pickup area, and are available in the counting area 
  • When you are satisfied that the inventory list is current and correct, click the Update Start Qty button to copy each item's On-Hand Qty value to the Start Qty field in the PI.

Using Clean House in RIL
If the inventory list contains many items that are discontinued and no longer carried by the store, use Clean House in RIL Prism Management to inactivate the items. This ensures that the PI inventory list contains only those items that are currently stocked in the store.

PI Security Permissions
You can control employee access to various features of RP Prism Physical Inventory. Refer to the following table for a list of PI-related security permissions. Note: All users can access the Physical Inventory area and view the list of PIs for a store.

Permission Description
Create New PI Sheet Allow group members to create a new PI sheet (with or without a filter).
Edit PI Sheet Allow group members to access the Edit button to edit a PI Sheet Name or Notes.
Modify PI Sheet Counts Allow group members to access the Add Counts screen
Activate/Deactivate PI Sheet Allow group members to activate or deactivate a PI sheet.
Send PI Sheet Allow group members to send PI Sheets to RIL Prism Management.
Print PI Sheet Allow group members to print PI sheets.
Update PI Sheet Start Quantities Allow group members to access the Update Start Qty button for PIs. Selecting the Update Start Qty button will reset the Start Qty for all items to their current OH Qty in inventory at the PI store.


Access Physical Inventory

  1. Launch the Prism Proxy and log in.     
  2. Tap or click the Retail Pro button in the lower right corner.   Select Store Operations.  Click the Merchandise button.

Merchandise button

3. Click Physical Inventory.
 physical inventory button

New PI Sheet
To create a new PI sheet, a user must belong to a group with the "Create New PI Sheet" permission. Each store can only have one active PI sheet. You can create a new PI with or without a filter. Using a filter enables you to limit the PI to a subset of the store inventory. First, let's go through the steps for creating a PI without a filter. After that will be the steps for creating a PI with a filter.

  1. In the Physical Inventory area, click the New button.     
  2. Type a name for the PI. Add any notes that describe the PI.  Click the Create button.      
    New PI dialog
  3. The PI sheet is added to the list of PI sheets. To work with the PI, click the check mark on the left side of the grid. Click PI Sheet.
    PI sheet selection
  4. A row of buttons on the top of the grid allows you to work with the PI sheet or zone sheet. Click the Add Counts button to scan quantities.

 PI top grid buttons
If Active PI Exists
If an Active PI already exists when you click the New button, a warning is displayed, explaining that if you proceed, the current Active PI will be removed. If you want to retain the existing PI, click the No button and then deactivate the active PI. After the existing PI is deactivated, you can proceed with creating a new active PI.
Active PI exists info

PI Sheet Fields

Field Description
Active This field displays "Yes" if the PI sheet is active, or "No" if the PI sheet is deactivated.
Name The name of the PI.
Store The store where the PI was done.
Created By The user who created the PI sheet.
 
Created Dt The date the PI sheet was created.
Modified Dt The date the PI sheet was last edited.
Good Scans The total quantity of good scans. Good scans are scans for which a matching item was found.
Bad Scans The total quantity of bad scans. Bad scans are scans for which no matching item was found.
Start Qty The total start quantity for all items.
Total Counts The total count (Good Scans - Bad Scans).
Total Difference Qty The total difference between the Start Qty and Scan Qty of all items in the PI.
Exported This field displays "Yes" if the PI has been sent to RIL, or "No" if the PI has not been sent to RIL.
Exported Date The date the PI was sent to RIL.


New PI Sheet with Filter
Filtering inventory enables retailers to count only a portion of the store's inventory at one time. For example, a retailer might want to do physical counts on a department-by-department or vendor-by-vendor basis. Click the Create with Filters button when starting a new PI.

create with filters

When you select the Create with Filter option, a screen is displayed for adding/entering search parameters. In the Search By drop-down, select the field by which you want to filter. The field is added to the Parameters area. Type criteria for the parameter. Repeat to add more filter parameters. If the "Specific Search" checkbox is selected, it means only items that exactly match the entered parameter will be included in the PI. If the "Specific Search" checkbox is not selected, it means that any items that match part of the entered parameter will be included. Click OK when finished.
The parameters that you enter will be applied as a filter to the entire store inventory list (active and inactive items). By default, any records that contain the criteria you enter will be included in the PI.
PI Filter Screen

The following fields can be used to filter the list of items to include in a PI:
Active, ALU, Attribute, Commission Code, Cost, Created Date, DCS Code, Description 1, Description 2, Description 3, Description 4, First Received Date, Item Sid, Last Edit Date, Last Markdown Date, Last Received Date, Last sold date, Max Discount %, Regional item, Size, Store On Hand Qty, Style Sid, Tax Code, UDF Date, UDF Name, UDF3 Value, UDF4 Value, UDF5 Value, UPC, Vendor Code, Vendor Name.
Users can enter multiple parameters of the same type or different types. For example, a user can add two DCS parameters and filter inventory to only include items from those two departments. Similarly, a user can add a DCS parameter and a Vendor parameter to filter inventory for only items by a certain vendor in a certain department.

Add Counts
Use the Add Counts tab to scan items and enter quantities. Think of the Add Counts tab as a type of clipboard where item counts can be entered, reviewed and modified if necessary before merging into the main PI file. Important! The items and quantities entered on the Add Counts tab must be merged into the main PI file before the file can be sent to Retail Pro 9.  To add counts, a user must belong to a group assigned the "Modify PI Counts" Permission.

  1. Access Physical Inventory and select the PI for which you want to enter scans.    
  2. Tap or click the PI Sheet button. A list of items included in the PI is displayed.    
  3. Select the Add Counts tab.       
  4. Place the focus in the UPC field. Scan the item's Retail Pro barcode. By default, items are listed with a quantity of "1." You can modify the Scan Qty, if necessary.    
  5. Scan the next item. (Note: Scanning an item pushes the previous item to the Add Counts list.    

Manually Add Counts
When scanning items, a user may encounter items with missing or damaged Retail Pro barcodes. These items are typically placed on the counter or other designated area to be dealt with later. You can use the Add Counts tab to manually enter the UPC for these items with missing or damaged barcodes. Here is the basic workflow that RP Prism uses when a user is scanning items: The user scans the first item. If necessary, the user modifies the quantity. The user scans the second item. Only when the user scans the second item is the first item is entered on the Add Counts list. This pattern continues until the user reaches the last item to be scanned. At the end, since there is no subsequent scan, the user must manually tap or click the Add Counts button to add this last scan to the list.

Add counts

  1. Launch the Prism Proxy and log in.     
  2. Tap or click the Retail Pro button in the lower right corner.     
  3. Select Store Operations.    
  4. Tap or click the Physical Inventory button.     
  5. Select a PI in the PI list.    
  6. Tap or click the PI Sheet button.     
  7. Tap or click the Add Counts tab.   
  8. In the Item Lookup area, scan the item's bar code (or type the UPC). By default, the quantity that will be entered is "1." Edit the quantity, if necessary. Scan additional items as needed. Important! After scanning the last item, be sure to tap/click the Add count button. Clicking the Add count button is required to add the final item's , the final item's count will not be added.    
    Enter item on PI sheet
  9. Tap or click the Merge button to merge the counts into the PI sheet.    

No Item Found
If no item is found, then RP Prism will display a dialog. If desired, you can click the Adv Item Lookup button to search for the item in inventory.

Import Counts
In addition to scanning (or typing) item counts via the Add Counts screen, users can import counts from a file (e.g. .txt or .csv file), provided the items and counts are in a format that EXACTLY matches the import map used for the import. An import map defines how the information is arranged in the import text file and specifies what is used to identify items (Item #, UPC, and/or ALU). In an import text file, the item identifier and the count quantity are in the same horizontal positions for every item - one row per item. When defining a map, you must specify those positions exactly so that the information can be successfully read and imported.
The types of item identifiers used in the import file must also be specified. After the system reads an item identifier value in the import file, it checks for a match among every item whose type is selected in the map. For example, if items are identified by either Item # or UPC in the import file, you would select both of those identifiers in the map so that matches could be sought among the item numbers and the UPCs in RP Prism. The length of the item identifier and item count ‘fields' must be long enough to accommodate the longest possible entry for the field.  For example, if in the import map your items are identified by either an Item # or a UPC, the field must be long enough to contain the longest UPC.  If necessary, the system will automatically add leading zeros to an item identifier or count quantity to fill the field.

Merge Counts after Import
After you import the counts, you must use the Merge button to merge the counts into the PI sheet. You won't be able to send the PI sheet to Retail Pro 9 if there are still counts waiting to be merged.

Create New Import Map and Import the File

  1. Launch the RP Prism server and log in.    Select the Retail Pro button in the lower-right corner.    
  2. Click the Store Operations button.    
  3. Click the Physical Inventory button.     
  4. Select a PI and then click the PI Sheet button.    
  5. Click the Import button.     
  6. Click the New button.     
  7. Enter a name for the import map and the tap the Continue button.     
  8. Select whether the import map will be fixed length, or comma-delimited.    
  9. Define options (Item Start, Length, Count Start, etc.) as needed. The options vary for fixed-length and delimited files.     
  10. Select the item identifier that the map uses: UPC, ALU, or Item No.    
  11. Click the Save button. Click Continue. Click the Choose File button.  Navigate to the text file and then click Open. If the file contents match the specifications of the import map used, the items and counts will be displayed on the Import screen.     

Fixed Length Import Maps
The length of the item identifier and item count ‘fields' must be long enough to accommodate the longest possible entry for the field. For example, if in the import map your items are identified by either an Item # or a UPC, the field must be long enough to contain the longest UPC. If necessary, the system will automatically add leading zeros to an item identifier or count quantity to fill the field. Refer to the following table for information about the fields used for fixed-length import maps.

Field Description
Name Enter a unique name for the import map when you create it.
Item Start Enter the position at which the item identifier begins. Default = 1
Length Enter the length of the item identifier segment. Default = 18
Count Start Enter the position at which the item's count begins. Default = 19
Length Enter the total length of the count segment. Default = 3
Next Item Start The position at which the next item starts. Default = 22
Lookup Item By Select the identifier(s) used to locate items. For example, if items are identified by either Item # or UPC in the import file, you would select both of those identifiers in the map so that matches could be sought among the item numbers and the UPCs in RP Prism.

Delimited Fields
If importing a delimited file, you need to define the following fields:

Field Description
Delimiter Type the character that is used as the delimiter between one column and the next.
Items Column Type the number of the column that contains the item identifier. Default = 1
Count Column Type the number of the column that contains the count. Default = 2
Lookup Item By Select the identifier(s) used to locate items. For example, if items are identified by either Item # or UPC in the import file, you would select both of those identifiers in the map so that matches could be sought among the item numbers and the UPCs in RP Prism.

Discrepancies
The Discrepancies tab provides an easy way to review those items that have a difference between the physical count (Scan Qty + Imported Qty) and the Start Qty. This enables you to easily identify such items and print out the list, if necessary. To edit the Scan Qty, a user must belong a group with the "Modify PI Counts" security permission.

  1. Launch the Prism Proxy and log in.     
  2. Tap or click the Retail Pro button in the lower right corner.     
  3. Select Store Operations.    
  4. Tap or click the Physical Inventory button.     
  5. Select the desired PI and tap the Edit button.     
  6. Tap or click the Discrepancy button.    
  7. Review those items with a value in the Discr Qty field. Edit the Scan Qty field, if necessary.    
  8. To print the list of items, tap or click the Print button. Select the desired print design and then tap/click the Print button.     

Bad Scans
When adding counts, a user may inadvertently scan some other bar code attached to the item instead of the Retail Pro tag barcode, or an import file may contain unrecognizable item identifiers. Either of these will result in a "bad scan" - i.e., a scan whose identifier cannot be matched with an item in Prism/Retail Pro inventory. You cannot send a PI to RIL if bad scans exist. On the Bad Scans tab of the PI sheet, you can review bad scans and use RP Prism's Advanced Item Lookup feature to locate the correct item. Alternatively, if the scan was made in error or is not needed, you can "reject" the scan. This removes the scan from the PI.

  1. With the PI sheet displayed, tap or click the Bad Scans tab.    
  2. Bad scans associated with the PI are displayed.    
  3. Select the check mark for a bad scan.    
  4. Tap or click the Item Lookup button.    
  5. Enter filter criteria and click the Search button.      
  6. Select an item from the list of returned results. Tap or click the Select Item button. The item identifier entered for the "bad scan" is updated to the selected item's identifier.    (If no item can be associated with the one or more bad scans, tap or click the Reject button to remove the scans from the list.)

Send to RIL

When you are sure the PI is complete and no further changes are needed, send the PI to RIL Prism Management.
To send a PI to RIL, you must first:

  • Merge all counts imported via a .csv file
  • Merge all counts on the Add Counts tab
  • Resolve all bad scans

After you send the PI to RIL, it can be updated. After updating the PI in RIL Prism Management, the PI will be replicated back to RP Prism (in an inactivate state). To send a PI to RIL, users must belong to a group that is assigned the "Send PI to RIL" permission.

  1. Launch the Prism Proxy and log in.     
  2. Tap or click the Retail Pro button in the lower right corner.     
  3. Select Store Operations.    
  4. Tap or click the Physical Inventory button.     
  5. Select the desired PI in the list.   
  6. Tap or click the Send to RIL button.    
  7. A confirmation is displayed. Click Yes to proceed.    

Making Changes to PI sent to RIL

Only send the PI to RIL after you are certain that no other changes are needed. If you have to make changes to a PI that has already been updated in RIL Prism Management, then you will have to:

  1. Find the PI in RP Prism and activate it. (After a PI is updated in RIL, it is replicated to RP Prism).
  2. Make any needed changes
  3. Send the PI to RIL again.

 
Import PI into RIL and Update
After a user sends a PI to RIL, a user in RIL must import the PI and update it. This is controlled by the "Update PI" security permission in RIL. Updating a store physical inventory copies the values from the Scan Qty column to the On Hand Qty column in inventory. The PI file is archived after the update is complete. After the PI is imported and inventory updated, the PI will be replicated back to RP Prism. A key point to keep in mind is that if you later import another PI into RIL before updating the first one, the later PI will overwrite the first PI. The files are not merged.

  1. Select Merchandise > Inventory from the home screen.    
  2. Select Physical Inventory > Stores.    
  3. Select the PI you want to update and then click the Update PI button.  A dialog is displayed for selecting the store whose inventory you want to update. Expand the Subsidiaries node and select the desired store.
    import pi modal   
  4. Click Import. The PI is imported and added to the list of PI sheets.
    imported PI in RIL
  5. Highlight the PI and click the Update button.
  6. You can update All Inventory (updates all items, whether a quantity was scanned or not), or Quantity Only ( updates only items with a positive Scan Qty).   
    update quantity only modal
  7. Click Update. An adjustment memo is created that lists the items whose quantities were updated.    

Printing PI Sheets
A separate print design is available for each of the tabs (grids) of the PI sheet. For example, you can print out the list on the Bad Scan tab and use it to find items to so the items can be scanned again.
Printing is controlled by the "Print PI Sheet" security permission.

  1. Launch the Prism Proxy and log in.     
  2. Tap or click the Retail Pro button in the lower right corner.     
  3. Select Store Operations.    
  4. Tap or click the Physical Inventory button.     
  5. Tap or click the check mark for the PI you want to print. The PI menu buttons are enabled.    
  6. Tap or click the Print button.     
  7. Select a Print Design: PI Store, PI Discrepancy, PI Good Scans, or PI Bad Scans    
  8. Select other print settings as needed (Printer, Quantity, Print Order, etc.). Click Print.    

Allow PI to reactivate inactive inventory items on PI Update
Situations may arise in which one or more units of an inactive item are found. Depending on the item and the quantity found, the retailer may or may not want to reactivate the item so that the newly found units can be sold. RIL Prism Management has a preference that, if selected, will affect how counts for inactive items are handled. If the "Allow PI to reactivate inactive inventory items on PI Update" preference is selected, then any inactive items with a physical count will be automatically reactivated when the PI is imported into RIL and updated. If the preference is NOT selected, then any inactive items with physical counts will remain inactive and an adjustment memo will be created to set the quantity to zero.

Edit a PI Sheet
Users who belong to a group with the "Edit PI" permission can edit the Name or Notes for an existing PI. You can only edit an active PI.

  1. Tap or click the Retail Pro button in the lower right corner.     
  2. Select Store Operations.    
  3. Tap or click the Physical Inventory button.     
  4. Select the check mark for a PI in the PI list.    
  5. Tap or click the Edit button.   Make any necessary changes to the PI Name or Notes and save. 

 Update Start Qty
When you start a new PI sheet, the item's current OH Qty in inventory is entered as the Start Qty for the PI. If necessary, you can use the Update Start Qty button to update the Start Qty of all items on the PI. For example, a user might start a new PI and then, before updating, the user creates a few POS transactions. The user can then go back to the PI and clicks the Update Start Qty button. This will update the PI, taking into account the recent POS transactions. To access the Update Start Qty button, a user must belong to a group that is assigned the "Update PI Start Qtys" permission.

  1. Launch the Prism Proxy and log in.     
  2. Tap or click the Retail Pro button in the lower right corner.     
  3. Select Store Operations.    
  4. Tap or click the Physical Inventory button.     
  5. Select the check mark for the PI for which you want to update start quantities. Tap or click the Update Start Qty button.     
  6. A confirmation is displayed. Tap or click the Yes button to proceed with updating the Start Qty for the items on the PI.