Export
To export suppliers, select one or more suppliers in the list. Then on the menu, click Supplier -> Export Data for Mail Merge.
Add, edit, and save functionality is restricted for users with viewer-only privileges.
Stock Manager Transfer List
Use this window to view and manage stock transfers. You can sort the list of orders by clicking on the column headers, e.g., click on the 'Transfer' column heading to sort orders by transfer number.
New
Create a new stock transfer.
View
View the selected transfer. The transfer cannot be edited from here. To edit, cancel the current transfer and create a new transfer.
Notes
Create any notes that should accompany the transfer, such as handling information or delivery delays, etc., here.
Cancel
Cancel the currently selected transfer.
Send
Send the selected transfers from the sending location. This will update the Status of the transfers to In Transit.
Receive Stock
Mark the selected transfer as stock received. This will update the Status of the transfers to Received.
Preview
Preview the selected transfer as it would be printed to paper.
Print
Print the selected transfer to a printer of your choice.
Save
Save the selected transfer to a PDF file.
Items List
• Use this window to select an item.
• Select
• Select an item from the list.
Transfer Sent By
• Sent By:
• Designate by whom this transfer was sent.
Transfer Received By
• Received By:
• Designate by whom this transfer was received
Edit Notes for Transfer
This dialog allows you to enter and edit notes for this stock transfer.
Fax Settings
• To send faxes you need an electronic gateway to send direct from your PC using email protocols. Click on the recommended gateways link for more information.
• Gateway domain (after @):
• To send faxes you must enter the gateway domain (that is the part after @). For example to send a fax to [FaxNumber]@yourfaxco.com enter yourfaxco.com as the domain.
Fax Number
• lease enter the telephone number for the fax to send to.
• Remember this fax number
• Tick 'Remember this fax number' to save the number for use in the future.
Email Address
• Please enter the email address you want to send to. This needs to be the full email address, e.g. tom.jones@example.net . To send to multiple email addresses, separate each address with a comma.
• For problems with sending an email, please refer to this page.
• Remember this email address
• If this option is available, tick 'Save this as email ...' to save the email address for use in the future.
Print Preview
The Preview window displays each page of the document as it will be printed by the printer.
Print (if available)
You can print the document by clicking the Print button.
This will open the printer selection and settings dialog where you can select which pages of the document to print.
Previous and Next
Use the Previous and Next buttons to view each page of the document when there is more than one page to print.
Close
• The Close button closes the window.
Advanced Settings
• CSV Format Settings
• Save csv files in utf8 character encoding
• Check this option to save csv files in utf8 character encoding.
• Save as csv for Excel
• Check this option to save csv files which can be opened by windows programs such as Excel, WordPad...
• Inventoria Synchronization Settings
• Allow Express Invoice, Express Accounts or Copper to synchronize with Inventoria
• Check this option to permit these programs to connect remotely for downloading current item data and uploading quantity changes.
• Access Authentication Code (must be entered in client program):
• Enter a code that other programs will use to connect to this business in Inventoria.
User Account
• Each Inventoria account is identified by their email address.
• Display Name:
• Enter the user's name. This is used for display purposes.
• Email address:
• This is used to uniquely identify the user. The user will use this in their email as the account name.
• Password:
• Enter the password for this user. The user will use this in their email to verify who they are.
• Account Enabled
• Check (tick) this option to enable the account.
• User Privileges
• Administrator
• Check this option to allow this user to be able to modify others user's preferences and to add/edit/remove transactions.
• User
• Check this option to allow this user to be able to add/edit/remove transactions.
• Viewer
• Check this option to disallow this user to be able to add/edit/remove transactions.
• Organizations
• This is the list of organizations that the user can access.
Bill of Materials
• The Bill of Materials dialog is used to specify which items will be used to create a new bundled or packaged item. The dialog can be used to help you track costs and inventory. To open the Bill of Materials, open the Item dialog, and click the Bill of Materials button at the end of the first section. When you are finished entering the items contained in the bill of materials, click the generate button. Back on the Item dialog, fill out the details for the bundled or packaged item.
• Add...
• Click this button to add a new item to the bill of materials. Two or more items must be added before the Generate button becomes active, allowing you to complete the bill of materials for this item.
• Remove
• Click this button to remove the selected item from the list.
• Calculated Bill of Material Cost:
• This is the cost of the item calculated from the Bill of Materials above. Note that you may choose to assign different cost values on the Item dialog.
Recurring Order Schedule
• Start Date:
• Enter the date when the order should first be generated.
• Interval:
• Select how often the orders should issue.
• Action:
• Select the action that should be done after order has been recorded.
• Replace the string %period% in any description with dates
• It is sometimes useful to print the actual period on the order to the supplier to explain what period the order is for. To do this enter descriptions with the word period circumfixed with percentages i.e. %period% that way whenever a recurring order is issued the %period% will be replace with the actual period of the order.
• Update the prices of any items which have been changed
• If this is ticked, whenever a recurring order is recorded it will check if the item price has changed. If it has, the order prices will be updated.
Transfer Stock
• Transfer From Location:
• Select the location of where you would like to transfer the item from.
• This is the list of items.
• Find
• Find an item.
• Find Next
• Find next item.
• Transfer to Location:
• Select the location of where you would like to transfer the item to.
• Quantity:
• This is the quantity of the item.
• Requested By:
• This is the user that issued the transfer request.
Receive Stock
• Specific Items
• Supplier:
• Select the supplier of the item.
• Purchase Order
• Order:
• Select a PO number and the details of the item and the quantity will be completed for you.
• Receive Date:
• Enter the date when the stock was received.
• Item Details
• Select or view the items to receive.
• Note:
• Enter note for this receipt.
• Mark order as fully received
• Check this box to mark the order as fully received, even if stock counts are not complete. Selecting this option will not reconcile or account for the extra items, but it will close the order so that it no longer appears in the list as a partial order.
Sell Stock
Customer:
Select the customer.
Date of Sale:
Enter the date when the stock was sold.
Add
Click this button to create an item entry on the list to be sold.
Remove
Click this button to remove the selected item entry from the list to be sold.
Damaged/lost item
Tick this option if it is a damaged or lost item. This will create a sale record with a price of zero and "damage/loss" as the customer.
Note:
Enter notes for this sale.
Return Stock to Supplier
Specific Items
Supplier:
Select the supplier of the item.
Purchase Order
Order:
Select a PO number and the details of the item and the quantity will be completed for you.
Return Date:
Enter the date when the stock was returned.
Item Details
Enter or view the details of the items to be returned.
Note:
Enter note for this return.
Change item quantity
• Location:
• Select the location
• Quantity:
• This is the quantity of the item.
• Warning Quantity:
• This is the warning quantity of the item.
• Ideal Quantity:
• This is the ideal quantity of the item.
Add/change location details
Name:
Enter or change the location's name.
Address:
Enter or change the address of the location.
Add Order Item
Item Code:
Enter or select the unique short code for the item you would like to add or edit.
Description:
Enter the full description you want to be displayed on the order.
Tax:
Select the tax rate which applies. If you only see None you may need to configure the Tax Options (Options from the main window then click the Tax tab).
Choose location and category
Location:
Select the Location of the item.
Category:
Select the Category of the item.
Sub-Category:
Select the Sub-Category of the item.
Choose category
Category:
Select the Category of the item.
Sub-Category:
Select the Sub-Category of the item.
Choose supplier
Supplier:
Select the supplier.
Choose Date Range
• Select a start date and end date for which you wish to have a sales report generated.