Inventory 4

Please make an UPDATE from application if you have old versions. - valid for demo version also
Frequently Asked Questions
  1. How to create a Purchase order
  2. How to keep your database
  3. How to create a customer account
  4. How to create Sale Order
  5. How to customize Invoice
  6. How to manually update Inventory
  7. How to share database with other users
  8. How to install database on the network drive
  9. DEMO VERSION - IMPORTANT NOTE
  10. Product pricing report - report empty
  11. How to delete Item/Product
  12. Forgot password?
  13. Sale orders - stock adjustment (Required v.4.5.5 +)
  14. Scan mode (Required v.4.6.7 +)
  15. How to open Menu
  16. How to Update
  17. How to Print barcode, select printer and configure barcode label
  18. How to Create a BOM
User's Manual Depending of version, some functions of software may be modified. In this case, please contact us to support
If you want to download this manual complete, click on the following link: user_guide.zip
1.0 How to create a Purchase order
Select an item from the list or enter item name
Be sure that the vendor is displayed in the vendor box
If the vendor box is empty, you must to select a vendor before proceed PO


When you click to button "Add To PO", the form Purchase order opens


You must to enter quantity to order
If applicable, you can change the price of item
Click OK to enter item on order.
If you want to cancel: enter quantity 0 and click OK to enable order form. Click CANCEL Order. You can also close this form - click X
If the form is forced to close, go to Purchase Orders Tab to delete created record. Click on the line to select record and click the button "Cancel Order"
If the button is disabled, click another order/line to enable the buttons.
Note that Order ID is relation ship number and cannot be recovered.

To add another part on the order, click the button "ADD Item" and find another part in the parts list, select it and click again the button "ADD To PO"
You can add maximum 50 items on a purchase orders.
You can enter shipping method or other info like Vendor sales order number etc.
However, you can change these infos at any time.

The tax has calculated automatically by percentage that you have entered for each supplier (vendor) in the vendor form. By clicking to the label of tax, you can cancel charges of taxes. As well, you can enter values for the shipping, handling or discount by clicking to the appropriated label.
One time you complete the PO, click to the “SUBMIT”
You can see/modify this order when you click to the Purchase Orders Tab.


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2.0 How to keep your database


Before precedes updates of Inventory - please backup your database.
Click to the button BACKUP to copy data in the backup folder. When you change the path for the backup file, click to the button REMEMBER
If you going to install the new version, enter the same path in the new version before RESTORE

If your database is located on the network drive, you don't need to follow this action because the new installation or updates don't touch your network drives - only local files will be replaced.

To keep your data manually, go to folder where you have installed Inventory and copy GL.mdb to another folder. After your program is replaced, put back (overwrite) GL.mdb in the same location.

You can check your version by clicking to the button CHECK FOR UPDATE
If new software version is available, you will be prompted for download.

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3.0 How to create a customer account
Click to Tab SIP
Click the button ADD
The following form appears


Type all knows info and click the button UPDATE
You can edit customer's account at any time. Just click on the list to select customer record and click OPEN

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4.0 How to create Sale Order
Select the customer and click the button ORDERS
The form SALE Orders appears. Click to Add (left side) to add new order.
When Customer name appears in the appropriated box - the header of order is created - click button UPDATE.
Now you enter details of order.
Click Add - right side button with the blue background.
Select the category of product that you want to add to order.
When the item is located, click two time on the line of item.
Note: The price of item must be entered before the item is added to an order
If the price is 0 - close order form, go to STOCK tab, find the item and enter UNIT PRICE (F10)
Go back to SIP tab, select customer and click ORDERS
If you have more orders, use Next-Previous buttons to select the order and click to the bleu button Add . Find the item and double-click to add to order.
Enter the ordered quantity, discount if applicable and click OK.


Header of order is automatically calculated after each transaction.


You can delete any item using the blue button Delete (right side)
When you close this form, the font color of the new order will be red because it is not sent yet.


To send this order: in the sale orders form click to the button Packing Slip or the button Invoice. The button of Packing slip is visible when you move the mouse to the Invoice button.
If necessary you can change any date (date of invoice, term date...), also change the amounts, etc.
Invoice can be printed immediately or later. At any time you can edit any order (no restrictions)

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5.0 How to customize Invoice
Open menu and click to Invoice option.


You can select the next invoice number and next Packing slip number.
Enter only number like 1023 - do not enter alpha characters
You can check the boxes: CustNameFirstChar, Customer Number, etc - to customize this number. Click the Refresh button to see what changed in the Invoice number - sample box.
You must to select Print Order Note if you want to apply this option in the invoice.
Check Print Logo if you want to use the logo. Your logo must be created before.
If you need a copy - check option: Print a copy.
Select the printer that you want to use for the invoices and packing slips.
Invoice note will appears on the each invoice.
Once the changes is completed, click Update to save your options.

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6.0 How to manually update Inventory
By starting from version 4.5.0 - This option is not more available.
7.0 How to share database with other users
8.0 How to install database on the network drive

Manually
Go to folder where your application is installed.
Copy GL.mdb database and paste to your network drive/folder where you want to share it.
Also, you must to copy the folder “Picture” in the same folder (new database location).
Automatically
If the shared folder is listed in the dir box, click the button Install database on the network and select this folder.
You can also type the network path in the text box. Click button OK. The database and picture folder will be transferred to the new location.

IMPORTANT NOTE: if you use demo version - you cannot connect another user to shared database.
Demo version allows connecting only one user - one machine.
If you install the demo version on the server and you try to connect shared database from another computer, the message of number licenses must shows.
You can delete listed demo user and add your machine.
But, if you trying to connect from another post - you will be prompted again.
Demo version allows only one connection - one license.

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9.0 Product pricing report - report empty


You have old version of Inventory software
To install the new version click to the following link: Inventory 4.6.x Full
Warning:
The database must be replaced. You cannot use option 'restore' because old database missing query for this report.
If you have more items in the database, please contact us for help.

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10.0 How to delete an item
If you don't have this option - you must to update your version.
Click to the following link: Inventory 4.6.x Full

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11.0 Forgot password?
Click to the following link Inventory 4.6.x Full to update your version

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12.0 Sale orders - stock adjustment (Required v.4.5.5 and +)
The version 4.5.5 include stock adjustment when sale order is released.
That will decrease stock for all parts on order.
When you run for the first time Inventory after update to version 4.5.5, you will be prompted to choose an option.


If you click to YES (recommended) - all released sale orders will be excluded (Inventory will consider that stock adjustment is already makes for these orders)
The new option will be available only for the new sale orders.

If you click to NO - Stock adjustment option will be available for all orders.

CANCEL - if you are not sure for the first time
If you click to CANCEL the following message appears:


Click NO (recommended) … you will be prompted again when starting the software.

Click YES if you want to cancel Stock adjustment forever. You will newer be prompted again and this option will be disabled. You can continue manually adjust the quantity on stock.


To use this option:
After sale order is completed click to Confirm Stock.
Once is activated, the quantity on stock will be decreased and this option will be disabled for the current order (you can use this button only one time)
If you make changes after stock is adjusted, you must to proceed manually adjustment.

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14.0 Scan Mode
Scanner
USB scanners (Manhattan - Long Range CCD Barcode Scanner or compatible )

How to use?
You want to add barcode to existing item:
- The mode selector must be switched in "Normal mode"
- Select a item using normal procedure


- When the record is opened, press the "TAB" key or function key F5 or select barcode input box using the mouse
- The label "Scan open" appears


- Now, you can scan barcode of product or type it manually
- If typed manually - press Enter key to confirm
- The box "Item name" get focus and the scan label switch to "Barcode [F5]"


- The code is saved automatically

You want to find an item or save new item with using scanner:
- Click on the button “Normal mode” to switch mode in “Scan mode”
- The label “Scan open” appears and scan box is selected


- Scan product's barcode or type it manually
- If found - the item record will be opened


- If not found (new item) - the box “Item name” will be selected to input. You can type item name and follow standard procedure to enter new item. Item will be saved with the barcode.
- If you don't want to enter new item - just press “TAB” key or “F5” to switch for another scan



To switch back to normal mode click on the same button (“Scan mode”)

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16.0 How to open menu and check for Update
Click here to open submenu.


Click "Check for update" and follow instructions.
Depending of your connection - this action may take few seconds

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17.0 How to Print barcode, select printer and configure barcode label

Open item with barcode (blue box)
By default, one copy is selected. If you want to print more copies, enter number of copies that you want to make.
Click to barcode image for print.


To configure barcode label and printer, open menu and click to menu item: Configure Barcode Label


This screen helps you to positioned barcode on the label.
Select printer that you want to use to print the labels.
Once saved, the inventory software uses your setting to future printings.

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2.0 How to Create a BOM
Go to SIP tab
Click PRODUCT
Select a product



Click to button COMPONENTS



Click ADD PART and chose category of part that you want to add in BOM



Double click to select an item



Enter the quantity and click OK





To add another part, click ADD PART and follow same procedure.
You can edit a part to change quantity.
If you put quantity zero (0) the part will be removed from the BOM

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