All rights reserved Track Force Inventory Management System Go to contents USER MANUAL FOR TRACK FORCE INVENTORY MANAGEMENT SYSTEM (TFI)

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1 USER MANUAL FOR TRACK FORCE INVENTORY MANAGEMENT SYSTEM (TFI) Track Force Inventory Management System (TFI) was built for business people with small to large-scale inventory operations. Including this easy-to-use application in your business operations will significantly impact and simplify your inventory operations, giving you the peace of mind to run your business. Easy inventory loading and tracking Barcode recognition and scanning Ordering interface with no need for face-to-face interaction Live snapshot of sales, balance owed and inventory levels Invoices generated for every order This user manual provides information about the features and how to use Track Force Inventory Management System to successfully manage and track your inventory. 1

2 CONTENTS Features Feature details How IT WORKS Login Administrator account NAVIGATION HOW TO VIEW PAYMENTS o View product transaction history o Collect outstanding payments/balances HOW TO ADD CUSTOMERS HOW TO ADD A PRODUCT HOW TO VIEW THE INVENTORY o How to add to inventory o How to change price or expirations date HOW TO ADD STAFF OTHER NAVIGATION BAR FEATURES AND LINKS Your company logo The DASHBOARD link The HELP link The SEARCH box The SCAN SEARCH link The LOGOFF link Currently logged in user 2

3 ADMIN DASHBOARD FEATURES View PAYMENTS for transactions View all completed and pending ORDERS from customers View all pending ORDERS from customers Customers' out-of-stock requests View information about expiring products View information about all registered users View information about products that are low in the inventory. View inventory management reports a. How to export to Microsoft Excel Search for completed or pending customer orders Customer account NAVIGATION HOW TO VIEW ALL ORDERS HOW TO VIEW PENDING ORDERS HOW TO VIEW PAYMENTS HOW TO REQUEST OUT-OF-STOCK PRODUCTS HOW TO SEARCH FOR PRODUCTS HOW TO ORDER VIEW & ORDER NEW PRODUCTS CUSTOMER DASHBOARD FEATURES Delete unwanted orders Print invoices 3

4 FEATURES Easy inventory loading and tracking Live snapshot of sales, balance owed and inventory levels Customer ordering interface with no need for face-to-face interaction Invoices generated for every order Barcode recognition and scanning FEATURE DETAILS: Live updated view of ALL PAYMENT DETAILS including total amount paid and owed by customers, amount of unsold inventory and grand total of all completed and pending sales. Live updated view of ALL PRODUCTS IN STOCK including total quantity in stock, unit price, out of stock alert and expiry date alert. Easy bar code scanning to add new products to the inventory including barcode information, product name and unit cost, expiration date and a picture of each product. Login accounts for each customer for managing transactions including ordering products, monitoring product availability and generating invoices. Easy search button to allow searching of inventory and stock levels. Immediate alerts about expiration and products that are low in stock. Activity log report for all actions by logged on users including administrators, customers and staff. 4

5 HOW IT WORKS LOGIN: Your organization has 3 account types that can operate the application. Each account type has a DASHBOARD with different permissions and available features that control what they can see and the actions they can perform. Administrator Customers Staff ADMINISTRATOR ACCOUNT The administrator manages all aspects of the system including adding products, viewing inventory status and payments, creating customer and staff accounts as well as monitoring activity logs. CUSTOMER ACCOUNT With a customer account, any customer can search the inventory, place orders and monitor the status each order until delivery with no need for face-to-face contact. Customers can also view account statements and print invoices. STAFF ACCOUNT The staff account can perform similar administrator functions with some restrictions. 5

6 PAYMENTS The payments link on the navigation displays an updated view of ALL PAYMENT DETAILS which displays sales transactions by customers for all products in your inventory including each products name, product code, unit price and unsold stock. What will you see here? Amount paid Amount owed Amount unsold Grand total of sales PRODUCT HISTORY Click any product link to see the PRODUCT HISTORY to see product status and all transactions. You can also collect and enter outstanding balances by clicking this link in the Amount owed column. 6

7 INVENTORY The inventory link on the navigation displays an updated view of ALL PRODUCTS IN STOCK. For each product, you can see current quantity in stock, unit price and expiry date as well as the uploaded image of the product. What will you see here? Total quantity in stock Each product s quantity in stock Unit price Expiry date Out of stock alert Expiry alert Product picture Sales Add to inventory How to add to inventory>> 7

8 ADD PRODUCT The add product link on the navigation is where you add each product to the inventory using the add new product form. What can you do here? Enter required information (*) about each product. Scan the barcode information Enter the name of the product Enter the unit cost Enter the store/location (optional) Enter the storage location (optional) Enter the type of product (optional) Enter the category (optional) Enter the expiration date Select the picture of the product Note: If any required information is missing in the form, you will see a warning. 8

9 ADD STAFF The add staff link on the navigation is where you add each person in your office who will use the system. What can you do here? Enter required information (*) about each staff 1. First name 2. Last name 3. Department (optional) 4. Permissions (Staff/Admin) A strong password (minimum 8 characters) Note: If any required information is missing in the form, you will see a warning. 9

10 CUSTOMERS The customers link on the navigation is where you search for existing customers and where you add new customers that buys your products and do business with your organization. Each customer can then complete transactions using their account. What can you do here? - Search for existing customers that are already in the system - Enter required information (*) about each customer 1. Company name 2. Optional address, city, state, postal code, country, company phone and company fax 3. The company representative first name 4. The company representative last name 5. The company representative phone number 6. The company representative address 7. A strong password (minimum 8 characters) Note: If any required information is missing in the form, you will see a warning. 10

11 OTHER NAVIGATION BAR FEATURES & LINKS What can you do here? 1. You can view you company logo here. 2. The DASHBOARD link always gets you back to the dashboard from any section of the system. 3. Click the HELP link to find information about using the system. 4. The SEARCH box is for finding any product in your inventory. 5. The SCAN SEARCH link opens the barcode scanner form where you can use the barcode scanner to find any product in your inventory. 6. LOGOFF when you want to quit the system. It is recommended that you also close all open browsers for security reasons. 7. Information about who is currently logged in is displayed here. 11

12 THE ADMIN DASHBOARD FEATURES What you can do here? 1. View PAYMENTS for transactions including Amount paid, Amount owed, Amount unsold and Grand total of sales. 2. Go here to view all completed and pending ORDERS from customers. The exact number of total orders is displayed. 12

13 3. Go here to view all pending ORDERS from customers. The exact number of pending orders is displayed. 4. Customers can make request for out-of-stock products. Those request will show here. The exact number of such requests is displayed. 5. Information about expiring products is here. The exact number of expiring products is displayed. 6. Information about all registered users with system accounts is here including administrators, staff and customers. 7. Information about products that are low in the inventory. The exact number of such products is displayed different reports to help with managing your inventory including Product inventory levels, Pending orders, Sales, Customer summary of payments, Product expiration, Product performance and Inventory summary. Most reports can be exported to Microsoft Excel by clicking this green icon. 9. Go here to search for any completed or pending customer order. 13

14 CUSTOMER DASHBOARD What happens here? A customer with a login account will see these 3 tabs on the customer dashboard. 1. Customers go here to view all completed and pending ORDERS submitted to your company from their account. 2. Customers go here to view all pending ORDERS submitted to your company from their account. 3. Customers can make request for out-of-stock products. Those request will show here. The exact number of such requests that have been made is displayed. 14

15 CUSTOMER NAVIGATION ORDERS The order link on the navigation is where customers go to view all completed and pending ORDERS submitted to your company from their account. What happens here? 1. Click the view link to display details of each order. 2. A green check mark alerts about completed orders. 3. See other details including amount paid and dates. 15

16 PENDING The pending link on the navigation is where customers go to view all pending ORDERS submitted to your company from their account. What happens here? 1. Click the view link to display details of each order. 2. Unwanted orders can be removed by clicking on the blue trash icon. 16

17 PAYMENTS The payments link on the navigation is where customers go to view the status of payments including amount total amount paid and total amount owed. What happens here? 1. Clear information about payments and balances 2. Convenient printing of invoices 3. Number of records of transaction is displayed. 17

18 REQUESTS The requests link on the navigation is where customers go to view the status of requests made for out-of-stock products. Those request will show here. The exact number of such requests that have been made is displayed on the dashboard. SEARCH FOR PRODUCTS Customers use the search box link above the navigation bar to search for products in the inventory. Available products that match the search display and can be ordered. 18

19 ADD TO INVENTORY You can add to inventory from the inventory page, the payments page (to see the link, click on any product link on the payments page to view details) and also when customers request out-of-stock products on your dashboard. Change Unit Price or Expiration Date To add to inventory, enter the quantity, unit cost and expiration date in the form. You cannot change the product code or name. However, if you change the unit price or expiration date, the changes will take immediate effect on the product but will affect only future customer orders. Note: If you change the unit price or expiration date, all pending orders will not be affected. All pending orders will have the unit price and expiry date at the time of the order. 19

20 New Products The 5 most recent products added to inventory are always displayed under the New products link (with the yellow star). Customers can click the link to view the new products. 20