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- Setup, program and test the inventory hardware (PDTs, EDAs, or PDAs, iPhone/iPod with Mobile Toolkit) at least a month prior to your physical inventory. Each separate handheld device to be used in the inventory count should be tested. If there are any bad cords, batteries, scanners, or other inventory hardware issues, contact PrismCore Support or System Sales (800-869-0366) as soon as possible.
- If using a company to count your inventory, an inventory validation report can be added to your PrismCore system to be given to your inventory company. The file that is given from supplied by the inventory company of your inventory counts(strike) has to be compatible with our physical inventory import. Call Support for details.
- Map a fixture/area layout of the store and prominently display fixture and area labels in the store prior to counting. Familiarize the inventory staff with the fixture and areas. Ensuring that fixture/area locations are used while counting makes it easier to find items in situations requiring a recount or verification of an item before posting. Every spot in the bookstore needs BOTH a fixture and an area, even if one of the fields is a placeholder (i.e. a store may set up their map so the fixture changes but the area is always '1'). All counting devices should be set to the same batch number (i.e. everything set to batch 1) for every fixture, area, and location.
- If there is more than one store location doing an inventory in the same timeframe, make each location's fixture/area record names unique. Also check WPAdmin, Store Setup, Store Locations for your store number to enter on your counting device.
- Have a plan for items not recognized by PrismCore during the inventory ("Not
- Found" items).
- Set guidelines for the inventory staff in consistent inventory practices. This would include counting shelves from top to bottom and left to right.
- Items that are not to be counted during the inventory (i.e. consignment or store use items) should be prominently labeled as such.
- Check the PrismCore Server data backups to ensure the nightly backup and the tape backup are running without errors or problems.
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Make sure all information has been entered into PrismCore ICS that is pertinent to inventory counts or the value of your inventory.
- Verify all sales that were incurred prior to taking physical inventory are posted.
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Textbooks and other items that are rented to customers with bookstores using Store Managed Rentals or the NBC Partnership1 Program are not physically in the store, but are part of the store's inventory value. The amount of stock rented DOES NOT need to be counted as existing stock on hand to make the total inventory count correct for a full store inventory. The books that are rented to customers are still the property of the bookstore and will automatically be added to the physical inventory count when inventory is posted. For bookstores using NMRP or Partnership2 rental programs, stock on hand is adjusted at the time of the rental so physical inventory will not need to adjust for the rental quantity.
If you have store managed rental textbooks with rental stickers placed over the textbook ISBN, they can be counted in the same fixture/areas as non-rental textbooks. PDTs are limited to 19 digits so if your rental xref contains 20 digits, you will want to enter the XREF or SKU of the textbook in the PDT and then enter the quantity of rental textbooks rather than scanning the store managed rental XREF.
Partial/Complete Inventory and Rentals:
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