Inventory Web Pro Version 1.06. User Guide 20120728

Inventory Web Pro Version 1.06 User Guide 20120728

2 P A G E 1. Overview... 3 1.1. General Introduction... 3 1.2. Getting Started with Inventory Web Pro... 3 1.2.1. Sign Up... 4 1.2.2. Subscribe to a Plan... 5 1.2.3. Log In... 6 2. Manage Users... 6 3. View User Logs... 8 4. Manage a Register... 10 4.1. Create a Register... 10 4.2. Clone Settings Only... 11 4.3. Clone Settings & Data... 11 4.4. Delete a Register... 12 4.5. Total Assets Summary of Registers... 12 4.6. Open a Register... 13 4.7. Export Register... 13 4.8. Import Register... 14 5. Inventory Management... 15 5.1. Add New Items... 15 5.1.1. Add Items using Inventory Pro... 16 5.1.2. Add items manually... 16 5.2. View Item list... 16 5.3. Search Items... 17 5.4. Delete an Item... 18 5.5. Edit an Item... 18 5.6. View a Photo Image... 19 5.7. Add a Photo Image to an Item... 19 5.8. Remove an Image... 20 6. Column Management... 20 7. Register Settings... 21 7.1. Timestamps... 21 7.2. Change Register Name... 21 7.3. Location Management... 22 7.4. Category Management... 22 7.4.1. Create a Category... 23 7.4.2. Rename a Category... 23 7.4.3. Delete a Category... 23 7.5. Fixed Fields Management... 24 7.6. Custom Fields Management... 25 7.6.1. Create a Custom Fields... 25 7.6.2. Edit a Custom Fields... 26 7.6.3. Delete a Custom Fields... 26

3 P A G E 1. Overview The User Guide provides the full functionality required to assist users to navigate through the features of Inventory Web Pro. This manual explains the features and the functions in the application in a step-by-step manner, enabling the users to use Inventory Web Pro with ease. 1.1. General Introduction Inventory Web Pro is a website that is used to manage inventory as well as configure registers to be used by client Pro devices like Inventory Droid Pro, and Inventory Desk Pro. Inventory Web Pro can handle multiple inventories called Registers (ex: Office, Hardware Shop, Home goods etc.). Items inside each inventory Register are categorized. (Ex: memory, hard disk etc.., or no category at all). In simple terms it is a database of items available in stock. Inventory Web Pro can be used as a business inventory tool, a stock logger, a Book/CD/DVD cataloger, asset manager for insurance purposes, and many more With Inventory Web Pro all items are stored in cloud storage on a SSL secure website which can be shared in real time by multiple Inventory Pro applications running on different phones and computers. 1.2. Getting Started with Inventory Web Pro Using any new version of a browser, go to www.inventorywebpro.com.

4 P A G E 1.2.1. Sign Up First, you will need to sign up for an account to setup a secure username and password. To do so, click on Sign Up on the top right corner of the page. Enter the required information below and press Create Account. Once an account is created, you are automatically logged into the system and ready to subscribe to a plan.

5 P A G E 1.2.2. Subscribe to a Plan Once an account is created and logged in, you can choose an appropriate monthly subscription plan. A description with limits and prices for each plan is available below the plan name. Upon choosing a plan, click on Subscribe below the plan name and follow the Check Out steps defined by PayPal until you are asked to enter you PayPal credentials which are done securely on PayPal s website. NOTE: RomiSys does not have and will not have access to any personal PayPal information throughout this process. All information entered on PayPal s account website is controlled and secured by PayPal. All RomiSys gets from this is your Contact Info, and Billing Address and a message from PayPal that you are subscribed to the correct plan.

6 P A G E 1.2.3. Log In To log in, click on Log In on the top right corner of the page and enter the required username and password. 2. Manage Users You can create separate login accesses for multiple team members under your account. You can setup a user to be a team user with both read and write permissions to the inventory or a viewer only where read access is only permitted. This permission setting could be enabled on all registers under the account or on a per register basis. To change user settings: 1. Press on the icon on the top left corner or the account button at the top right corner of the page. This will lead you to:

7 P A G E 2. Click on "Create Team Users" 3. Enter the user's information including a unique username and email address. Also choose the type of user (Team User, Viewer, or ViewerPlus)

8 P A G E 4. The click on the settings icon to set the register permissions per user. Or Click on the garbage bin to delete the user. 3. View User Logs You can view and CSV export the history of registers and actions taken on items in those registers. Your viewing permissions are limited to registers you have access to. To view logs: 1. Press on the icon on the top left corner or the options button on the top right corner. This will lead you to:

9 P A G E 2. Click on "View User Logs" to view logs or export to CSV. - All searches are down filtered - To start a new search, just press clear - You can transfer registers by clicking on a row and pressing transfer. You choose your register and press transfer - Transfer lets you choose and item and quantity and move or copy to another register. - To view your Logs, click on Register s log or Items Log under options menu. 3.1. Transfer Items You can items from one registers to another by clicking on a row and pressing transfer. You choose your register and press transfer Transfer lets you choose and item and quantity and move or copy to another register.

10 P A G E 4. Manage a Register You can create, clone, and view Register details as required. 4.1. Create a Register To Create a New Inventory Web Pro Register: 1. Press New Register 2. Type Register Name 3. Tap on Create.The created Register is displayed in the main window. Note: You can create multiple Registers under one user account.

11 P A G E 4.2. Clone Settings Only Clone Register Settings Only allows a user to create a duplicate of a Register less the items themselves. The clone register is a replica of the original register - containing the same information stored in the original register - e.g. Categories, Custom fields, etc. To Clone Register: 1. Press Clone under the Register name which you want to clone 2. Check Clone Settings Only box 3. Type Register name 4. Click Clone.The cloned register will be displayed in the main window 4.3. Clone Settings & Data Clone Register Settings & Data allows a user to create a duplicate of a Register including all items in that register. The clone register is a full replica of the original register - containing the same information stored in the original register - e.g. Categories, Custom fields, item data, photos,..etc. To Clone Register: 1. Press Clone under the Register name which you want to clone 2. Uncheck Clone Settings Only box 3. Type Register name 4. Tap clone.the cloned register will be displayed in the main window

12 P A G E 4.4. Delete a Register By deleting a register, you are loosing all access to that register and its data. There is no recovery for that data. So, if you are trigger happy, then stay away from this option. To Delete Register: 1. Press Delete under the Register name which you want to clone 2. Confirm your Delete request by pressing Delete again. 4.5. Total Assets Summary of Registers Summary of asset information such as Total cost of assets, total items, total quantity etc... For all Registers are viewable under each register section of the main page.

13 P A G E 4.6. Open a Register You can open and enter a register by simply pressing on Open under the register name. 4.7. Export Register You can export the register details in the selected register to CSV, by simply pressing on Export in the register page.

14 P A G E You will have the option to selection a filename and also select is you want to include photos (used in MS Excel viewing). 4.8. Import Register You can import the register details in the selected register from a CSV, by simply pressing on Import in the register page and browsing for the CSV file. NOTE: Inventory Web Pro requires strict CSV formatting when data is being added using a CSV. The rule of thumb and the best way to make sure things work well is to: 1. If there is no data in this register, then create one item to be used as template. If there is data already, then move on to next step. 2. Export the register you want to import to into CSV. Do this suing the steps in Export Register 3. Edit the exported CSV on your PC and delete all entries except the header line and one-item entries. This item entry will be used as an example to import all new entries. 4. Using the previous entry as examples or placeholders, add your entries to match in format and field alignment. 5. Make use to follow those rules: o You MUST keep the field headers o o o You MUST align fields and include empty commas. Date format MUST be YYYY-MM-DD (ex: 2010-01-09). Excel might change this format to 2010/1/9, so make sure you change it to YYYY- MM-DD. If as field has quotes ' " ', Example: 34 make sure you rename it to 34in instead, since quotes are translated to boundary limit items.

15 P A G E o o o Keep in mind that the item is considered identical to another if: a) Same UPC b) Same Name c) Same Serial# so keep those unique between items. Beware of Excel, it sometimes adds characters and messes up CSV formatting. Make sure you using Notepad or NotePad++ or another simple Text Editor and create CSV file. The duplicate checkbox updates duplicates every time you enter new data If you are having issues, email me at support@romisys.com. 5. Inventory Management You can Add, Scan, Edit, Search & Delete items as required. 5.1. Add New Items Inventory Web Pro gives you the facility to add an item or to add multiple items to your inventory List. Items can be added manually or using Inventory Pro applications like Droid Pro and Desktop Pro.

16 P A G E 5.1.1. Add Items using Inventory Pro Adding an item using Inventory Pro application will automatically add it to the Inventory database account. So a simple refresh of the list of items page will update and show the item 5.1.2. Add items manually To Add New Item Manually: 1. Click on the Add Item button at bottom of item grid. 2. Fill in the item details and press Submit 5.2. View Item list You will be able to list all the items you have added to your register in the item list grid.

17 P A G E Note You can sort these items by pressing on the column name or moving columns around. 5.3. Search Items If you wish to search for a particular item, you can do so using the search option by clicking on Search at the bottom of the grid You will have the option to filter you searching by fields and operations.

18 P A G E 5.4. Delete an Item This feature provides facility to remove a Single item or to Remove Multiple items from your Inventory Lists. To delete an item: 1. Search Item which you want to delete 2. Click on the Delete 3. Select Delete 5.5. Edit an Item Inventory Web Pro allows you to update items detail after adding it to the inventory list.. 1. Search the Item in which you want to edit. 2. Click on the Edit or double click on item cell. 3. Press "Save"

19 P A G E 5.6. View a Photo Image To view a photo, click on Item Photo. 5.7. Add a Photo Image to an Item Inventory Web Pro allows you to add images to items you have added. Images can be added when you manually add an item or edit an item. To add images to item: Click the plus button at Item Photo Upload the photo

20 P A G E Another method is to Find the item in the grid and click on the photo link in the Item Photo or Receipt Photo columns. Then click on the Add Photo button. 5.8. Remove an Image You can remove a photo once you added it into an item. To remove Photo: Click on the Item Photo and press Delete 6. Column Management You can simply drag and drop a column in the item list grid to change the order of field. This change will also reflect on Inventory Pro application and CSV export/import files.

21 P A G E 7. Register Settings Register settings page provides the necessary tools to edit a register, the categories, base fields, and custom fields. 7.1. Timestamps This option keeps trace on time an item got create and an updated time of every edit to that item. You can disable this feature by un checking the Show Timestamps box. 7.2. Change Register Name You can simply click on Change Name and enter the new name. 7.2.1. All item s quantity

22 P A G E You can also set all items quantity 7.3. Location Management To create a list of preset location when Inventory Pro apps can choose from, you simple need to: 1. Click on Fixed fields -> #3 - Location 2. Click on the pen icon to edit. 3. Enter the list of location in the Default box as comma separated values. Ex: Home, Office, and Garage Wrapping the location name with curly braces {} can default a certain location from the list Ex: Home, {Office}, Garage 7.4. Category Management Inventory Web provides with the facilities to create, delete, rename & view categorized items.

23 P A G E 7.4.1. Create a Category To create category: 1. Click on the + under the Categories box. 2. Type category Name and click Submit 7.4.2. Rename a Category You can rename already created category as follows. To rename category: 1. Click on the category name in the Categories list. 2. Click on the pen under the Categories box. 3. Type new name and click Submit 7.4.3. Delete a Category To delete a category: 1. Click on the category name in the Categories list. 2. Click on the garbage bin under the Categories box. 3. Choose an option to delete all items or keep items but move them to no category 4. Click Delete

24 P A G E 7.5. Fixed Fields Management In the fixed field management settings: 1. You can choose to hide an field from being shown in Web Pro or Inventory Pro apps by simply: a. Clicking on the fixed field name in the Fixed Fields list. b. Clicking on the pen under the Fixed Fields box. c. Checking the Hidden box d. Clicking on Submit. 2. You can choose to set a value that will show up as default on every item created in this register by simply: a. Click on the fixed field name in the Fixed Fields list. b. Click on the pen under the Fixed Fields box. c. Enter the Default value. (Location has special syntax, check Location Management section of the user guide.) d. Click on Submit.

25 P A G E 7.6. Custom Fields Management In the custom field management settings, you have the option to create, edit, and delete a custom field. 7.6.1. Create a Custom Fields Create a custom field by: a. Clicking on the + under the Custom Fields box. b. Choosing a name c. Choosing a Type d. Choosing to hide it or not. e. Choosing a default value. f. Clicking on Submit. The Type can be any of the following: ALPHANUMERIC SCANNABLE_ALPHANUMERIC NUMERIC SCANNABLE_NUMERIC CHECKBOX LIST (enter comma separated values to create list. You can set default of list by adding curly braces {} to name in list.) DATE TRIGGER GPS ALARM

26 P A G E 7.6.2. Edit a Custom Fields Edit a custom field by: a. Selecting the custom field you want to edit b. Clicking on the pen under the Custom Fields box. c. Edit. d. Clicking on Submit. 7.6.3. Delete a Custom Fields Delete a custom field by: a. Select the custom field you want to edit b. Click on the garbage bin under the Custom Fields box. c. Confirm by pressing, Delete.