IAA Pro maintains an Inventory database to allow user to add, update, track, control and manage company inventory. From the file menu, choose 'Inventory' to load the inventory data sheet as shown in Fig. 1.
The inventory data sheet is composed of two parts: Inventory data sheet at the upper part of the window and data entry form leis at lower part of the window.
Fig. 1. Inventory Data Window
The inventory data sheet lists all inventory items / products stored in the database. Click any inventory item, the information regarding the item will be listed at the data entry form for modification or deletion. Each item is described by the following parameters:
Product ID ........... An unique number automatically created in the database to identify it as a data record set.
Product Name ...... Product Name which is the official name of the inventory.
Product Description .......... Description of the product.
Serial Number ...... The product serial number.
Units in Stock ....... The unit number of the product available in stock, which is updated when new inventory added or clients purchased the item.
Unit Price ............. Unit Price of the Product.
Units Added ......... The unit number of the product added at the latest time.
Date Updated ....... The date on which the item was added and inventory database was updated.
For a new product that has never been added to the inventory database, the first-time added unit number will be the Units In Stock. While for the previously stored product, add both the number of previous Units In Stock and newly added Units number together as updated number of the Units In Stock.
1. Update an Inventory: Click an Inventory item in the Inventory Sheet, the content will be listed in the data entry form at the lower part of the window. Make any modification (e.g., when some units of the inventory added to stock, the Units In Stock will be added to the previous number), then click Update button to update the inventory database (Fig. 1).
2. Add an Inventory: Check the check box 'New' to start adding a new inventory. As soon as the check box New is checked, then next Product ID will be automatically increased by one, and today's date will appear in the Updated Date field. After typing in all other information about this new inventory, press Add New button to add it to the database (Fig. 2).
Fig. 2. Add new inventory to the database
Inventory Purchase & Tracking
When the client purchases the product, IAA Pro will automatically track the unit number purchased and subtract it from the number of Units In Stock to form a updated number of Units In Stock and save to the database. For example, as shown in following client's order process: at the end of Lisa Smith's session, Chinese herbal formula Liu Wei Di Huang Wan and Niu Huang Jie Du Wan are ordered. When any of these combo boxes is clicked, all available inventories in Stock are listed for choosing. When any of the inventories is selected, the number of Units In Stock will be shown above the combo box. If the number becomes minutes or zero, it means the inventory is out of order, otherwise it is available for order. When this payment record is saved, IAA Pro will subtract the number of Units In Stock and update the database.
Fig. 1. 32. Ordering Inventory and Tracking the Units In Stock
At this Accounting Window, you can directly access Inventory Sheet by clicking the Inventory button in case you want to add new inventories, update stock units or review the information about all inventories in stocks.
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