CONDUCT PHYSICAL INVENTORY

The RICS Physical Inventory feature enables retailers to reset inventory levels by counting items in an entire store’s inventory or a group of items.


PREREQUISITE
Prior to uploading inventory counts, please ensure RICS Link is installed on the computer uploading counts.

This document is a resource for retailers to understand how to use:
Print Worksheets
Enter Physical Counts
Upload Physical Counts
View Physical Counts
UPC Not Found Report
Items Not Counted Report
Enter Zero Counts
Variance Items Report
Update Inventory
Clear Physical Counts

 


PRINT WORKSHEETS
Follow the steps below to generate a Print Worksheet report to record items for manual entry through Enter Physical Counts.

1. In the RICS Back Office, go to Inventory :: Physical Inventory :: Print Worksheets at the store level

2. Use the Sort By section to determine how to sort and what items a worksheet outputs

Sort By Options:

Supplier – Select to sort the worksheet by supplier for items as set in Setup :: Manage SKUs

Class – Select to sort the worksheet by class for items as set in Setup :: Manage SKUs.

SKU – Select to sort the worksheet by SKU for items as set in Setup :: Manage SKUs.

Location – Select to sort the worksheet by location for items as set in Setup :: Manage SKUs.

Criteria Options:

By Supplier – Enter or search for a supplier code(s) to select which supplier(s) to output.

By Class – From the drop down menu, select the class or classes to select which class to output.

By Color – Enter a color(s) to select which color(s) to output.

By SKU – Enter or search for an item(s) to select which item(s) to output.

Product Custom Entries – If setup within your store, enter a custom entry or entries to determine which custom entry to output.

Note: If selecting multiple Suppliers, Colors, SKUs, or Product Custom Entries, separate the values by commas. If wanting to exclude the selected value(s), select the checkbox next to Exc.

3. Select the Print All SKUs checkbox to print items based on the selected criteria in Step 2 with or without on hand inventory

Note: If the checkbox is left unselected, the worksheet output will only contain items with on hand inventory.

4. Click Add Job and Run

 


ENTER PHYSICAL COUNTS
Follow the steps below to manually enter inventory counts for a store.


GENERAL TAB (SKU LOOKUP)

1. In the RICS Back Office, go to Inventory :: Physical Inventory :: Enter Physical Counts at the store level

Note: If the store is beginning an inventory count, please ensure “Total Items counted so far” is set to “0”. If this is not the case, please see the Clear Physical Counts section. As counts are added through the Enter and Upload Physical Counts screens the items counted will increase.

2. To select an item, enter or search for a SKU in the SKU field

3. After the item is selected, enter the quantity under the appropriate column and or row

Note: To view a store’s current on hand inventory quantities for an item, select Show On Hand Qtys checkbox.

4. Click Save, repeat Steps 2-4 until all items have been entered


SCANNING TAB (UPC LOOKUP)

1. In the RICS Back Office, go to Inventory :: Physical Inventory :: Enter Physical Counts at the store level

Note: If the store is beginning an inventory count, please ensure “Total Items counted so far” is set to “0”. If this is not the case, please see the Clear Physical Counts section. As counts are added through Enter and Upload Physical Counts screens the items counted will increase.

2. Click the Scanning Tab

3. To select an item, scan the UPC you wish to count

4. After scanning the last UPC, click Add to count the last item scanned

5. Click Save, repeat Steps 3-5 until all items have been scanned

Note: To prevent the page from overloading, click Save every 200 items scanned.

 


UPLOAD PHYSICAL INVENTORY
Follow the steps below to upload inventory counts for a store via a Datalogic Memor portable data reader or file.


PREREQUISITE
To create an inventory data file, please follow the Datalogic Memor steps to scan inventory.

1. In the RICS Back Office, go to Inventory :: Physical Inventory :: Upload Physical Inventory at the store level

Note: If the store is beginning an inventory count, please ensure “Total Items counted so far” is set to “0”. If this is not the case, please see the Clear Physical Counts section. As counts are added through Enter and Upload Physical Counts screens the items counted will increase.

2. Select the Upload From Reader or Upload From File option

Upload From Reader

• Connect the Datalogic Memor to the computer

• Use the Reader Type dropdown menu to select Datalogic Memor

• Click Get Data From Reader

 

Note: After clicking Get Data From Reader, a file dialog box window will appear.

• Enter a unique file name

• Click Save

 

Upload From File

• Save the file on the computer

• Click Browse

• Select the file

• Click Open

• Click Upload File

 

Note: After uploading from a reader or file, the user will receive the message “The file has been received by the server and a UPC Not Found Report has been queued for processing”. A link to the user’s Report History will display to view the UPC Not Found Report.

3. Repeat Step 2 to upload additional readers and/or files

 


VIEW PHYSICAL COUNTS
Follow the steps below to generate a physical counts report of items counted through Enter or Upload Physical Counts screen.

1. In the RICS Back Office, go to Inventory :: Physical Inventory :: View Physical Counts at the store level

Note: A report will automatically generate and the user will be taken to the Report History page.

2. To view counts, click on the Physical Inventory Counts report

Note: After opening the Physical Inventory Counts report, the user will see all items counted through the Enter or Upload Physical Inventory screen

 


UPC NOT FOUND REPORT
A UPC Not Found Report will be generated automatically after an upload through Upload Physical Inventory. To print a previously deleted UPC Not Found Report, follow the steps below.

1. In the RICS Back Office, go to Inventory :: Physical Inventory :: UPC Not Found Report at the store level

Note: A report will automatically generate and the user will be taken to the Report History Page.

2. To view UPCs not found, select on the UPC Not Found report

 

Note: The UPC Not Found report will separate each reader or file upload by batch to assist with locating the item.

3. After opening the UPC Not Found report, the user will see all UPCs not entered within the RICS Back Office through a series of columns and rows

Scan: Displays the number sequence of the UPC not recognized by the RICS Back Office in the order the item was scanned.

Previous Valid Scan: Displays the previous item recognized by the RICS Back Office prior to the unrecognized UPC.

Invalid Scan: Displays the UPC number not recognized by the RICS Back Office.

Next Valid Scan: Displays the next item recognized by the RICS Back Office after the unrecognized UPC.

Note: To add items identified on a UPC Not Found report, follow General Tab steps in the Enter Physical Counts section.

 


ITEMS NOT COUNTED REPORT
Prior to proceeding, please ensure you have completed all previous sections. Follow the steps below to generate a report of all items with current on hand inventory not counted during the physical inventory process.

1. In the RICS Back Office, go to Inventory :: Physical Inventory :: Items Not Counted Report at the store level

2. Use the Sort By section to determine how to sort and what items an Items Not Counted report outputs

Sort By Options:

Supplier – Select to sort the report output by supplier for items as set in Setup :: Manage SKUs.

Class – Select to sort the report output by class for items as set in Setup :: Manage SKUs.

SKU – Select to sort the report output by SKU for items as set in Setup :: Manage SKUs.

Location – Select to sort the report output by location for items as set in Setup :: Manage SKUs.

Note: If you are doing a partial inventory (Supplier, Class, Custom Entry, etc.), please use the Criteria Options to select the appropriate Supplier, Class, Custom Entry, etc. If doing an entire store inventory, proceed to Step 3.

Criteria Options:

By Supplier – Enter or search for a supplier code(s) to select which supplier(s) to output.

By Class – From the dropdown menu, select the class or classes to select which class to output.

By Color – Enter a color(s) to select which color(s) to output.

By SKU – Enter or search for an item(s) to select which item(s) to output.

Product Custom Entries – If setup within your store, enter a custom entry or entries to determine which custom entry to output.

3. Select the Include SKUs with Negative On Hand checkbox to print items not counted during the physical inventory process with a negative on hand quantity

Note: If the checkbox is left unselected, the report will only contain items with on hand inventory.

4. Click Add Job and Run

Note: The user will automatically be navigated to their Report History screen.

5. Select the Items Not Counted report

 

6. After opening the Items Not Counted report, the user will view all items in which current on hand inventory exists but the item was not counted through the Enter and Upload Physical Counts screen

Note: To verify a section of inventory or an item was not overlooked during the physical inventory process, review the Items Not Counted. If items were overlooked, follow the General or Scanning steps in the Enter Physical Counts section to add physical counts. Repeat Steps 1-6 to run the Items Not Counted report again.

 


ENTER ZERO COUNTS
Prior to proceeding, please ensure you have completed all previous sections. Follow the steps below to enter a zero count for all items reported on the Items Not Counted report.

1. In the RICS Back Office, go to Inventory :: Physical Inventory :: Enter Zero Counts at the store level

2. To enter a zero count for all items on the Items Not Count report, click Add Zero Counts and click Yes to confirm when prompted

Note: If you are doing a partial inventory (Supplier, Class, Custom Entry, etc.), please select the exact same criteria as entered for the Items Not Counted report.

 


VARIANCE ITEMS REPORT
Prior to proceeding, please ensure you have completed all previous sections. Follow the steps below to generate a report of all items varying from a store’s current On Hand inventory and items counted through Enter or Upload Physical Counts screen.

1. In the RICS Back Office, go to Inventory :: Physical Inventory :: Variance Items Report at the store level

2. Use the Sort By section to determine how to sort and what items a variance report outputs

Sort By Options:

Supplier – Sort the report output by supplier for items as set in Setup :: Manage SKUs.

Class – Sort the report output by class for items as set in Setup :: Manage SKUs.

SKU – Sort the report output by SKU for items as set in Setup :: Manage SKUs.

Location – Sort the report output by location for items as set in Setup :: Manage SKUs.

Note: If the store is doing a partial inventory, skip to Step 3. If the store is completing an entire store inventory, use the Criteria Options selection to output smaller reports, such as Men’s Footwear and Women’s Footwear.

Criteria Options:

By Supplier – Enter or search for a supplier code(s) to select which supplier(s) to output.

By Class – From the dropdown menu, select the class or classes to select which class to output.

By Color – Enter a color(s) to select which color(s) to output.

By SKU – Enter or search for an item(s) to select which item(s) to output.

Product Custom Entries – If setup without your store, enter a custom entry or entries to determine which custom entry to output.

Note: If selecting multiple Suppliers, Colors, SKUs, or Product Custom Entries, separate the values by commas. If wanting to exclude the selected value(s), select the checkbox next to Exc.

3. Select the Print Only Varying Items

Note: If Print Only Varying Items checkbox is left unselected, the report output will include items in which current On Hand inventory matches entered counts through Enter and Upload Physical Counts screen.

4. Click Add Job and Run

Note: The user will automatically be navigated to their Report History screen.

5. Select the Variance report

 

6. After opening the Variance report, the user will view all items in which current On Hand inventory does not match counts through Enter and Upload Physical Counts screen

Counted: Displays the quantity counted through Enter and Upload Physical Counts screen.

On Hand: Displays the quantity currently On Hand for a store.

Variance: Displays the quantity varying between the Counted and On Hand.

 

Note: If counts need to be adjusted, follow General Tab steps in Enter Physical Counts section.

 


UPDATE INVENTORY
Prior to proceeding, please ensure you have completed all previous sections. Follow the steps below to update and finalize the physical inventory process.

1. In the RICS Back Office, go to Inventory :: Physical Inventory :: Update Inventory at the store level

2. To update and finalize inventory, select the checkbox next to each question verifying all previous sections have been completed

 

3. Click Commit Physical Inventory

 


CLEAR PHYSICAL COUNTS
Follow the steps below to clear or reset a physical inventory count for a store in which items have been counted through the Enter or Upload Physical Counts screen.

1. In the RICS Back Office, go to Inventory :: Physical Inventory :: Clear Physical Counts at the store level

2. Click Clear Counts

 

Note: After clearing counts, the user will automatically be navigated to the Inventory :: Physical Inventory :: Enter Physical Counts screen.

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