Inventory Software – Docs and Tutorials
What is Inventory System or Inventory Software?
It is an application which will help you manage your inventory and sales in an easy, efficient way.
The application is build and constantly improved based on customer feedback. Key features include:
01Easy, in place translation of application — You can translate the Inventory System to almost any language [ watch video tutorial ]
02Real time stock reports based on the receipts/sales — When you receive goods, the application automatically updates your stock. Same applies when you’re selling goods
03Multi-currency support — The application has a list with all currencies existing at the moment. You can specify the currency rate and use any currency you like
04Multi-store support — Inventory System allows you to manage inventory and sales in more than only one warehouse/store
05Advanced filters — You can apply a significant number of filters and filter combination to your stock reports, sale reports, etc.
06Advanced charts — We all know that sometimes a chart can tell us more than thousand of numbers. Inventory System offers you a set of charts to see sales evolution, stock evolution, sales/location, sales/user, etc. Custom charts can be provided upon request!
How do I use the Inventory System?
Here are the steps you need to follow in order to use the application:
01The very first thing you need to do when using the Inventory System is to configure some of the global options of the application. This can be achieved by clicking on Settings > Global Settings [ watch video tutorial ]
02You should update the Company Info (Settings > Company Info) [ watch video tutorial ]
03Create your users and customize their access to the application (Settings > Users). Note that you can specify which menu item is accessible to each user. This gives you a high level of flexibility [ watch video tutorial ]
04Update the info related to your Locations (Settings > Locations). The locations are basically the warehouses/stores you’ll manage with the Inventory System. This is an important step as some of the info shows on the invoices you’ll issue with the Inventory System
05Update the info related to your Departments (Settings > Departments). IMPORTANT!!! You should have at least one department for every location. In most of the cases, there is only one department for each and every location
06Create your invoice types (Settings > Invoice Types). For example, you may have an invoice and a way bill. Also, you need to specify one of your invoice types as being the POS default. This is the invoice that will be used when sales are being made using the POS module
07Create your payment methods (Settings > Payment Methods). Again, you need to specify which payment method is the POS default payment method
08After you’ve created the invoice types and payment methods you’re using, you need to create the serials used with them. Settings > Document Serials is where this can be achieved
09Set up your accounts (Settings > Accounts). You need to do this so that you know where the money paid by your customers go. You probably have some payments in cash and some with bank instruments such as checks
10Set up your taxes (Settings > Taxes). In order to have correctly generated invoices and reports, you need to set up your taxes. Inventory System allows you to have several tax rates
11Create your item categories (Settings > Item Categories). It is a good practice to have your items grouped in categories. However, this is not a requirement.
12In order to use the application, you need to have some items set up, right? In order to create your items (products) you’ll need to access Settings > Items [ watch video tutorial ]
How do I receive goods?
Once you completed the steps above, you’re probably good to dig deeper into the Inventory System. Probably the next step is to receive some goods (Receipts & Transfers > Receipts). Please note that the goods you receive will only appear in your stock after you validate the receipt [ watch video tutorial ]
How do I sale goods?
After your stock has some positive quantities, you can start making sales. Inventory System offers two possibilities to make sales.
01The first (and the most easy to use) one is the POS Module (Orders & Sales > POS Module). All you have to do here is to search for the items you wish to sale and add them to the order. You can search for items by item name as well as by item code. You can also use the barcode field to search for items. Once you’ve added the items you wish to sale to the “Items on Order” window (the right window) you can finalize your sale by clicking “Receipt” or you can save this as an order. The “Cash Reg.” option is for those who have a cash register connected to the Inventory System [ watch video tutorial ]
02The second (more complex) way to make a sale with the Inventory System is to use the Orders & Sales > Orders & Sales menu item. The best way to understand how it works, is to… [ watch video tutorial ]