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This inventory system is designed to give users the ability to monitor inventory that will be used to produce (projects

) items for sale (products). The system will then also help the users with customer information and tracking sales (orders). The process for using this system is as follows: 1. Set up users to access the system. If there will be only one user, then the default admin login will work just fine. 2. Create some inventory to be used. For example, a videographer might need: tapes to record an event; blank DVDs for the final product; DVD cases; heavyweight paper to insert into the cases. 3. Create a new project that will produce products. Within the project, consume some inventory and create new products. Be sure to adjust the status of the project and products as you progress through the production cycle. 4. Take orders and enter them in the system. The orders will decrease the product quantities showing how many new products need to be created. 5. Create customers to be used by the orders. Some customers might also be sponsors and will therefore receive a portion of the product sales.

Section 1: admin HOME Menu:

This section of the site is only accessible to users with the admin role. The default user created during the install has all roles including admin. From this menu the user can create new users, administer the drop-down lists (Option List), and set company information along with bank accounts for deposits.

admin HOME:

From this screen the company’s information can be updated. The company information will be used on invoices and deposit slips. The bank information will be used on deposit slips and tax information will be used for the orders.

The bank accounts tab is where you keep track of the accounts to which you can make deposits. Click the ‘Add Bank’ button to add a new row in the table. Enter the bank’s name. Enter the address for the bank. Only address line 2 is not required.

Tax Entry is where you associate the tax rate to a tax entry in the customer group. Only one tax rate can be applied per order. If the shipping amount is considered taxable. If you check the ‘Remove’ on a row and save the information. Enter name for the tax and a description. Click the ‘Add Tax Rate’ button to add a new row in the table. Enter the tax rate percentage. Any order using this tax rate will calculate the shipping charges as part of the taxable amount. Name is required. check the box. Selecting the enabled box will determine if the tax rate is visible on orders .Enter the account number and the name on the account. As taxes are calculated. The tax rates tab is where you keep track of the different tax rates that can be applied to orders. the row will disappear. the amounts will be assigned to this customer.

Adding new user and editing an existing user use the same form. This form allows users to enter basic information about the users. The first option is to see a list of users and their roles within the inventory system.Select default for the default tax rate. If you check the ‘Remove’ on a row and save the information. This leads to the second menu item. User information can be edited by clicking on the User ID. . Add User. the row will disappear. User Menu: The user menu contains 2 options. User ID: This is the User ID that will be used to sign into the system.

Inventory: Allows user to create and update new inventory items. The user’s first name. customer account balances. Admin: Allows access to the admin menus. deposits. . Project: Users can create and update project information. The user should log onto the system and change the password. Admin can add/edit users and add/edit options for select drop-down menus. Ledger user can create ledger entries that affect taxes. last name and zip code will be combined to create the user’s default password. Role: Select the roles that the user will be assigned. Ledger: Allows user access to the Ledger menu. etc… Order: Users will be able to add and edit orders.Name and Address: Please try and enter as much of this information as possible. sponsor account balances. These are the items that will be used in the production process.

When entering an order.Option List: There are 6 areas where drop downs are used that can be configured by the inventory users. The cost will adjust based on the shipping points total.00.00. Client C orders 3 shirts and 1 DVD (1 shipping point) for a total of 7 points and a USPS cost of $7. the total shipping points would be 4 and the USPS cost would be $6. then the total for shipping via USPS would be $5. If you have a shirt that ‘costs’ 2 shipping points and client A orders 1. The shipping points are used to create tiers for number of items that can be shipped together. you will only see USPS once. based the example above. Expense Type Options Tab: .00. If client B orders 2 shirts. The amount entered will be applied to the order total. Delivery Options Tab: These options appear on the order screen for each item ordered.

Inventory Category Options Tab: Categories for the inventory. This is mostly for documentation. these options are used to describe the use of each inventory item.These are related to expenses that can be entered for every project. Tracking Options Tab: . The first 6 are provided with the install as they have some special functionality built into the system. Inventory Use Options Tab: When building a project.

Tracking options are divided into 2 groups. The first 5 are provided with the install as they have some special functionality built into the system. .These are the options displayed when entering tracking information on orders or projects. Billable Fee Options Tab: These options are available in the individual orders. One group for the Orders and one group for the Projects.

Inventory information can be edited by clicking on the inventory item number. The first option is to see a list of inventory supplies that are to be used in the production process. This form allows users to enter basic information about the items and will calculate a per item cost. Adding new inventory and editing inventory use the same form.Section 2: Inventory Menu: The inventory menu contains 2 options. The second menu item is Add Inventory. .

Description: User entered text used to identify the inventory item when it is used in drop-down menus. Quantity: Number of pieces that were purchased as part of this inventory item. . This drop-down is simply to aid the users. Category: These options are defined in the Admin screens. Cost: The full cost of the inventory. Purchased From: This is user entered text that allows the users to remember where the inventory item came from. Purchased Date: Date of purchase.

The list will change by selecting a different option. and show orders for the products. Clicking on a project number or selecting ‘Add Project’ from the menu will bring you to the project editing screen.Section 3: Projects Menu Clicking on ‘Project List’ from the ‘Projects’ menu defaults to a list of the currently ‘Active’ projects. The screen contains 5 tabs used to control inventory for the project. There are 4 statuses that a project can be in and are set by the user. list tracking items. expenses for the project. . list products produced by the project.

Click the ‘Add Inventory’ button to add a new row in the table. If you check the ‘Delete’ on a row and save the project. Inventory Tab: The inventory is where you keep track of the physical items used in your project to produce the products that you are going to sell. Select an inventory item from the drop down. . The user should then enter a description. Select a usage for the item. Enter the quantity of items used and the date that they were used.Project Edit Screen The project number will be generated for the user. the row will disappear. enter the project date. These will be the items that you entered when you were creating Inventory previously. The date will be used to show the quantities of inventory consumed with in a tax year. select a status. and add comments.

These will be useful for tax purposes. If you check the ‘Delete’ on a row and save the project. Enter the date that the expense occurred. Enter either the monetary amount or the odometer readings. you will enter the starting and ending odometer readings. .Expenses Tab: Mileage is a special type of expense. the row will disappear. All other expense types require a monetary amount to be entered. Click the ‘Add Expense’ button to add a new row in the table. Instead of a dollar amount. Enter a description of the expense. Select an expense type from the drop down.

If the tax amount is 7%. Select the status of the product. 7% of $25 ($1. Below the amount is a check box if the amount entered includes the tax amount. Enter the quantity of the product that you have for sale. Active. When a product is in completed status. Click the ‘Add Product’ button to add a new row in the table. This can be a monetary amount or a percentage. Location: This can be used to specify where the products are stored. Completed. Enter a description of the product. the items displayed above are sold for $25. and Cancelled.64 for a total of $25.75. the real amount for the item is $23. This will be explained in the section that describes the Order View. Enter the amount that the product will be sold for.75) will be added to the order for a total of $26. This is how the system will calculate the tax amount on individual orders. . Say you are doing a project for a school and wanted to give $5 or 20% of the $25 price to the school. Organization: You have the ability to gift a portion of each sale to an Organization.36 and the tax amount on this item will be $1. If you want a percentage. the view for orders will show a different color. The choices are Pre. This would be a customer that was set up as a sponsor.Products Tab: These are the products that you have for sale based on the current project. then select the check box below the amount. Giving: This is the amount of the price that will be going to the organization you selected earlier. For example. If the check box is not checked.

Shipping points are used with the delivery options to determine how much you want to charge to ship an item. An order number followed by a ‘*’ means that the order has been delivered. An order number followed by a ‘P’ means that the order has been paid for. The types are created in the Admin screens. If you check the ‘Delete’ on a row and save the project. . but not delivered. The user can click on the order number to be taken to the order. Orders Tab: This is a view of all orders that contain products from this project. the row will disappear. This is explained in the Delivery Options section. Tracking Tab: Tracking is the user’s way of marking milestones in the process or whatever type they define. the costs will increase based on the total of the shipping points. As items are combined on an order.

. Clicking on an customer’s number or selecting ‘Add Customer’ from the menu will bring you to the customer editing screen.Section 4: Customers Menu: Clicking on the ‘Customer List’ from the ‘Customers’ menu provides a list of customers in alphabetical order.

. Enter the customer information: Enter the last name and first name of the customer. Select a sponsorship for the customer from the following: • • • • • Customer – generic customer Sponsor – groups or organizations that are receiving a portion of the sale of a product Holding – this would signify that the customer is actually a holding account for payments made to the business State Taxes – a customer can be created to represent taxes collected for a state Account – this type is for a regular customer that can have a balance with the company Visible checkbox determines is the customer will display in the customer drop down on the order edit screen.Customer Edit Screen At the bottom of this screen will be a list of items that the customer has ordered.

Select the type of address from the drop down list. Select the phone type from the drop down. If you check the ‘Remove’ on a row and save the customer. The options for the type are Home and Work. Phone Numbers Tab: Only one phone can be the default per customer. Enter the phone number without any punctuation. the city. Enter the address lines. Cell. If you check the ‘Remove’ on a row and save the customer. and Work. The first address will be set to default automatically. . the state. Options are Home.Addresses Tab: Only one address can be the default per customer. and the zip. the row will disappear. the row will disappear. Just enter the number digits. The first phone will be set to default automatically. Click the ‘Add Address’ button to add an address for the customer.

If you check the ‘Remove’ on a row and save the customer. the row will disappear. Select the email type from the drop down. . Enter the email address. The first email will be set to default automatically.eMails Tab: Only one email can be the default per customer. Options are Home and Work.

. and list tracking items. The list will change by selecting a different option.Section 5: Orders Menu: Clicking on ‘Order List’ from the ‘Orders’ menu defaults to a list of the currently ‘Open’ orders. billable fees for the order. The screen contains 4 tabs used to control items being ordered. Clicking on an order number or selecting ‘Add Order’ from the menu will bring you to the order editing screen. There are 4 statuses that an order can be in and are set by the user. payments that have been made.

The ID. select the ‘Order Complete’ check box. Once the order has been delivered. Clicking on a column header will sort the list based on that column. If the customer does not exist. Click the ‘Add Product’ button to add an item to the order. (If creating a new customer be sure to set the customer to visible. and Unit Tax will automatically be populated. you can enter the ‘Date Delivered’. click the ‘New Customer’ button and create a brand new customer. When the order has been delivered and paid for. If a quantity is already . Unit Price. Select a product from the drop down. (When the order is marked completed and saved. Order Edit Screen Select a customer from the drop down. no further edits can be made.) For a new order you will be required to enter the ‘Date Ordered’. And the items do not have to be from the same project. otherwise they will not appear in the menu.) Order Item Tab: There can be more than one item ordered per order.Clicking on the customer’s name will take the user to the Customer Edit Screen.

The choices are defined by the administrator in the admin menu. The user is free to change the total price and total giving amounts. and Calculated Tax to be recalculated. Total Giving. If you check the ‘Delete’ on a row and save the project. and Calculated Tax will all be recalculated. Enter the fee amount. click the box. If the taxes are included in the amount.populated. Total Giving. Billable Fees Tab: Any additional fees can be added to the order. If items are delivered at different times. Enter comments related to the fee. Click the ‘Add Fee’ button to add a new row in the table. If the Delivery Date for the order is entered at the top of the screen. Select the type of the fee. . the individual items will be populated if they are blank. Enter the quantity of items to be ordered. the user can enter individual delivery dates. Changing this value will force the Total Price. Enter the date of the fee. the Total Price. the row will disappear.

source code from the back of the card. When you generate an invoice for an order. The choices are defined by the administrator in the admin menu. and the expiration date of the card. Enter the amount of the payment. Tracking Tab: You can enter tracking information for an order to better see events that have happened. For a payment method of ‘Credit Card’. Click the ‘Add Tracking’ button to add a row in the table. Click the ‘Add Payment’ button to add a new row in the table. you will also need to enter a check number. an entry will automatically be created for the tracking. For a payment method of ‘Check’. Enter the date that the payment was received.Payments Tab: The payment information is very straight forward. you will need to enter the card number. Invoicing: . Select a type of tracking from the drop down. Select a method of payment from the drop down list. Enter the date of the tracking. Enter a comment for the tracking item.

.Within the order the user is able to generate an invoice for the order. Here is an example of an invoice.