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 companys 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 banks name. Enter the address for the bank. Only address line 2 is not required.

Enter the account number and the name on the account. If you check the Remove on a row and save the information, the row will disappear.

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

Select default for the default tax rate. If you check the Remove on a row and save the information, the row will disappear.

User Menu:

The user menu contains 2 options. The first option is to see a list of users and their roles within the inventory system.

User information can be edited by clicking on the User ID. This leads to the second menu item, Add User. Adding new user and editing an existing user use the same form. This form allows users to enter basic information about the users.

User ID: This is the User ID that will be used to sign into the system.

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

Option List:
There are 6 areas where drop downs are used that can be configured by the inventory users. Delivery Options Tab:

These options appear on the order screen for each item ordered. The amount entered will be applied to the order total. The shipping points are used to create tiers for number of items that can be shipped together. If you have a shirt that costs 2 shipping points and client A orders 1, then the total for shipping via USPS would be $5.00. If client B orders 2 shirts, the total shipping points would be 4 and the USPS cost would be $6.00. Client C orders 3 shirts and 1 DVD (1 shipping point) for a total of 7 points and a USPS cost of $7.00. When entering an order, based the example above, you will only see USPS once. The cost will adjust based on the shipping points total. Expense Type Options Tab:

These are related to expenses that can be entered for every project. The first 6 are provided with the install as they have some special functionality built into the system. Inventory Category Options Tab:

Categories for the inventory. This is mostly for documentation. Inventory Use Options Tab:

When building a project, these options are used to describe the use of each inventory item. Tracking Options Tab:

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

These options are available in the individual orders.

Section 2: Inventory Menu:

The inventory menu contains 2 options. The first option is to see a list of inventory supplies that are to be used in the production process.

Inventory information can be edited by clicking on the inventory item number. The second menu item is Add Inventory. Adding new inventory and editing inventory use the same form. This form allows users to enter basic information about the items and will calculate a per item cost.

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

Section 3: Projects Menu

Clicking on Project List from the Projects menu defaults to a list of the currently Active projects. There are 4 statuses that a project can be in and are set by the user. The list will change by selecting a different option.

Clicking on a project number or selecting Add Project from the menu will bring you to the project editing screen. The screen contains 5 tabs used to control inventory for the project, expenses for the project, list products produced by the project, list tracking items, and show orders for the products.

Project Edit Screen

The project number will be generated for the user. The user should then enter a description, select a status, enter the project date, and add comments.

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. Click the Add Inventory button to add a new row in the table. Select an inventory item from the drop down. These will be the items that you entered when you were creating Inventory previously. Enter the quantity of items used and the date that they were used. The date will be used to show the quantities of inventory consumed with in a tax year. Select a usage for the item. If you check the Delete on a row and save the project, the row will disappear.

Expenses Tab:

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

Products Tab:

These are the products that you have for sale based on the current project. Click the Add Product button to add a new row in the table. Select the status of the product. The choices are Pre, Active, Completed, and Cancelled. When a product is in completed status, the view for orders will show a different color. This will be explained in the section that describes the Order View. Enter a description of the product. Enter the amount that the product will be sold for. Below the amount is a check box if the amount entered includes the tax amount. For example, the items displayed above are sold for $25. If the tax amount is 7%, the real amount for the item is $23.36 and the tax amount on this item will be $1.64 for a total of $25. This is how the system will calculate the tax amount on individual orders. If the check box is not checked, 7% of $25 ($1.75) will be added to the order for a total of $26.75. Organization: You have the ability to gift a portion of each sale to an Organization. This would be a customer that was set up as a sponsor. Say you are doing a project for a school and wanted to give $5 or 20% of the $25 price to the school. Giving: This is the amount of the price that will be going to the organization you selected earlier. This can be a monetary amount or a percentage. If you want a percentage, then select the check box below the amount. Enter the quantity of the product that you have for sale. Location: This can be used to specify where the products are stored.

Shipping points are used with the delivery options to determine how much you want to charge to ship an item. As items are combined on an order, the costs will increase based on the total of the shipping points. This is explained in the Delivery Options section. If you check the Delete on a row and save the project, the row will disappear.

Tracking Tab:

Tracking is the users way of marking milestones in the process or whatever type they define. The types are created in the Admin screens.

Orders Tab:

This is a view of all orders that contain products from this project. The user can click on the order number to be taken to the order. An order number followed by a P means that the order has been paid for, but not delivered. An order number followed by a * means that the order has been delivered.

Section 4: Customers Menu:

Clicking on the Customer List from the Customers menu provides a list of customers in alphabetical order.

Clicking on an customers number or selecting Add Customer from the menu will bring you to the customer editing screen.

Customer Edit Screen

At the bottom of this screen will be a list of items that the customer has ordered. 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.

Addresses Tab:

Only one address can be the default per customer. Click the Add Address button to add an address for the customer. Select the type of address from the drop down list. The options for the type are Home and Work. Enter the address lines, the city, the state, and the zip. The first address will be set to default automatically. If you check the Remove on a row and save the customer, the row will disappear.

Phone Numbers Tab:

Only one phone can be the default per customer. Select the phone type from the drop down. Options are Home, Cell, and Work. Enter the phone number without any punctuation. Just enter the number digits. The first phone will be set to default automatically. If you check the Remove on a row and save the customer, the row will disappear.

eMails Tab:

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

Section 5: Orders Menu:

Clicking on Order List from the Orders menu defaults to a list of the currently Open orders. There are 4 statuses that an order can be in and are set by the user. The list will change by selecting a different option.

Clicking on an order number or selecting Add Order from the menu will bring you to the order editing screen. The screen contains 4 tabs used to control items being ordered, billable fees for the order, payments that have been made, and list tracking items.

Clicking on the customers name will take the user to the Customer Edit Screen. Clicking on a column header will sort the list based on that column.

Order Edit Screen

Select a customer from the drop down. If the customer does not exist, click the New Customer button and create a brand new customer. (If creating a new customer be sure to set the customer to visible, otherwise they will not appear in the menu.) For a new order you will be required to enter the Date Ordered. Once the order has been delivered, you can enter the Date Delivered. When the order has been delivered and paid for, select the Order Complete check box. (When the order is marked completed and saved, no further edits can be made.)

Order Item Tab:

There can be more than one item ordered per order. And the items do not have to be from the same project. Click the Add Product button to add an item to the order. Select a product from the drop down. The ID, Unit Price, and Unit Tax will automatically be populated. If a quantity is already

populated, the Total Price, Total Giving, and Calculated Tax will all be recalculated. Enter the quantity of items to be ordered. Changing this value will force the Total Price, Total Giving, and Calculated Tax to be recalculated. The user is free to change the total price and total giving amounts. If items are delivered at different times, the user can enter individual delivery dates. If the Delivery Date for the order is entered at the top of the screen, the individual items will be populated if they are blank.

Billable Fees Tab:

Any additional fees can be added to the order. Click the Add Fee button to add a new row in the table. Enter the fee amount. If the taxes are included in the amount, click the box. Select the type of the fee. The choices are defined by the administrator in the admin menu. Enter the date of the fee. Enter comments related to the fee. If you check the Delete on a row and save the project, the row will disappear.

Payments Tab:

The payment information is very straight forward. Click the Add Payment button to add a new row in the table. Enter the date that the payment was received. Enter the amount of the payment. Select a method of payment from the drop down list. For a payment method of Check, you will also need to enter a check number. For a payment method of Credit Card, you will need to enter the card number, source code from the back of the card, and the expiration date of the card.

Tracking Tab:

You can enter tracking information for an order to better see events that have happened. When you generate an invoice for an order, an entry will automatically be created for the tracking. Click the Add Tracking button to add a row in the table. Enter a comment for the tracking item. Select a type of tracking from the drop down. The choices are defined by the administrator in the admin menu. Enter the date of the tracking.

Invoicing:

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