Information Documentation

Introduction

Welcome iMagic Inventory. The reservation system designed to be fully flexible and easy to use. Please take a moment to browse the help below.

What is iMagic Inventory?

iMagic Inventory helps you to manage inventory, invoices and customers.

Key Features:

  • Create invoices quickly and easily.
  • Manage stock levels and inventory items.
  • Track customer usage patterns.
  • Automatically creates a customer database.
  • Find invoices and customers quickly.
  • Quick and easy to use - just install, follow the setup wizard and then start creating invoices.
  • Use the reporting tools to track customers and popularity.
  • Export your data to Excel or other programs.
  • Warranty returns.
  • Barcode reader support.
  • Data import.

 

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Tutorial 1 Getting Started - Setting up

This is the first tutorial in a series that show you how to use iMagic Inventory. This tutorial steps you through the process of setting up the system.

When you first run the application the Configuration Wizard will start. If this is not the first time you have run the application or you have closed it, open it now by clicking the Configuration Wizard from the Configure menu.

This wizard allows you to set your business contact details and tax details.

Step 1. Welcome

The first step welcomes you to the wizard and indicates what it does. To continue:

  1. Click the Next button.

Step 2. Entering your business contact details.

This step allows you to save your business contact details. This information will later be used on invoices you create:

  1. Enter your Business Name and contact details..
  2. Click the Next button.

Step 3. Choosing you company logo.

If you have a company logo you can choose it here. If you don't have one or want to add one later click Next.

  1. Click the Browse button.
  2. Find your logo image and then click Open.
  3. The logo will appear in the Logo preview. You should create the image so it fits within the preview.
  4. Click the Next button.

Step 4. Enter your tax information.

Enter your tax information, this will later be used when creating invoices. Note you can setup multiple tax rates later.

  1. Enter the Tax Name of your tax system in your country, i.e. Sales Tax, GST, VAT etc.
  2. Enter the Percentage rate of tax.
  3. Enable Secondary Tax, if required.
  4. Click the Next button.

Step 5. Enable Barcode Scanning.

If you have a Barcode Scanner it will integrate into iMagic Inventory.

  1. Choose if you would like to enable Barcode Scanning.
  2. Click the Next button.

Step 6. Enable Picking Lists.

Picking Lists help you to physically locate inventory items for any orders you have made. This can be useful when you have many different items and need to locate them quickly.

  1. Choose if you would like to enable Picking Lists.
  2. Click the Next button.

Step 7. Enable Item Categories and Sub-Categories.

Item Categories and Sub-Categories help you to organize your inventory items.

  1. Choose if you would like to enable Categories and Sub-Categories.
  2. Click the Next button.

Step 8. Finished

All of the necessary information to start creating invoices has been entered. To continue:

  1. Click the Next button.

Tips

  • You can repeat this procedure should any settings change.

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Tutorial 2 Adding Inventory Items

This is the second tutorial in a series that show you how to use iMagic Inventory. This tutorial steps you through the process of adding inventory items. It is presumed that you have already configured the system, if you haven't you may want to review the first tutorial before continuing.

Adding inventory items is quick and easy. To add an item:

  1. Click the Inventory button on the toolbar.
  2. Click the New Item button near the bottom of the screen.
  3. Enter the item's details. Only the name is required to get started, however for this tutorial enter the No In Stock as well.
  4. Click the OK button.

    While most item details are optional, entering other details will allow you to use the full features of iMagic Inventory. The item details are:
  • Long Description useful when the Name field isn't enough to describe the item.
  • Barcode allows you to associate a barcode with the item. A Barcode Scanner can then be used to add items to invoices.
  • Sale Price the amount you sell the item for (not including tax). Note that you can have multiple pricing, i.e. Retail, Trade, etc.
  • Tax Rate the tax that should be applied to the item. Select N/A if not tax should be added. You can add additional Tax Rates by selecting Configure and then Tax Rates from the main menu.
  • Category and Sub-Category the categories this item belongs in. Using Categories can help organize your stock. You can add Categories by selecting Configure and then Item Categories from the main menu.
  • Vendor the vendor who supplies the item. Select N/A if you produce the item yourself. You can add Vendors by selecting Configure and then Item Vendors from the main menu.
  • Min Stock Level the minimum level of stock you would like to have for this item. This number will be used when generating a Reorder Report.
  • No In Stock the number of these items you currently have.
  • Reorder Level when items reach this level they will be added to the Reorder Report.
  • Warranty Returns how many items have been returned by customers.
  • Warehouse and Storage Location where the item is physically stored. This information is used when creating a Picking List. You can add Locations by selecting Configure and then Item Locations and Warehouses from the main menu.

 

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Tutorial 3 Creating Invoices

This is the third tutorial in a series that show you how to use iMagic Inventory. This tutorial steps you through the process of creating invoices.

To create a new invoice:

  1. Click the New Invoice button on the toolbar.
  2. Enter your customer's details or press Customer Search to find an existing customer.
  3. Add the items for this invoice. You can add items by entering the Bar Code and then clicking the Add From Bar Code button or by clicking the Add Order Item button. Note you can add a group of items by clicking the Add Group Items button.
  4. When you have finished adding items press the Complete Invoice button to finish.
  5. You will then be asked if you would like to print the invoice.

Tips

  • You can remove items at any time by selecting the item to remove and then clicking the Delete Order Item button.
  • If you have accidentally selected the wrong customer after a search, press the Reset Customer button and then the Customer Search button.
  • To use your Bar Code scanner, first click the Bar Code field and then scan.
  • Invoice Notes allow you to keep important information regarding the current invoice.
  • Select the Warranty Invoice if you need to generate an invoice for replacement items, this will set all values to 0 on the invoice.
  • Change the Discount value to automatically calculate the discounts available to the customer.
  • Each invoice will be assigned an Invoice No, you can override the next value by selecting Invoices and then Set Next Invoice No from the main menu.
  • The invoice will stay active until you either press Complete Invoice or Cancel Invoice. This allows you to perform other activities in the program without losing invoice information.

 

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Tutorial 4 Viewing Customers and Details

This is the fourth tutorial in a series that show you how to use iMagic Inventory. This tutorial steps you through the process of viewing customers.

Customer tracking is an important part of the application. Maintaining a customer list allows you to increase repeat sales and analyse invoice patterns.

To view the customer list:

  1. Click the Customers button on the toolbar.


To add a new customer:

  1. Click the Add Customer button.
  2. Enter the new customer's details.
  3. Click the OK button.

To view or edit the details of a customer:

  1. Select the customer's name from the list.
  2. Click the View/Edit Customer button.
  3. Change any details as required.
  4. Click the OK button.

To delete a customer:

  1. Select the customer's name from the list.
  2. Click the Delete Customer button.

Tips

  • Change the Discount value to automatically calculate the discounts available to the customer.

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Tutorial 5 Reports

This is the fifth tutorial in a series that show you how to use iMagic Inventory. This tutorial steps you through the process of viewing reports.

It is often useful to view reports after business changes have been made, this allows the full impact to be measured.

To view the reports:

  1. Click the Reports button on the toolbar.

Quick statistics are shown on the left and include the most recurring customer, total invoices and year to date values.

To change the graph report:

  1. Select the View Graph type from the list.
  2. Select the Graph Style from the list.

Tips

  • To view a larger graph click the Expand button on the graph.
  • You can compare the performance of products by selecting the Compare Item Sales Graph. Then select the Red Product and Green Product to compare sales figures.
     

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Tutorial 6 Setting up Categories and Sub-Categories

This is the sixth tutorial in a series that show you how to use iMagic Inventory. This tutorial steps you through the process of creating Categories and Sub-Categories.

Creating Categories and Sub-Categories will help you to organize your inventory items. Each item can be assigned to a Category and Sub-Category.

To create a Category:

  1. Select Configure and then Item Categories from the main menu.
  2. Click the Add button.
  3. Enter the name of the Category.
  4. Click the OK button.

Your Category will then be created. You can now add Sub-Categories to the Category you have just created. To do this:

  1. Select the Category name from the list.
  2. Click the Add Sub-Category button.
  3. Enter the name of the Sub-Category.
  4. Click the OK button.

Tips

  • You can create as many Categories and Sub-Categories as required.
  • To assign an item to a Category edit the item from the Inventory list.

 

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Tutorial 7 Adding Vendors

This is the seventh tutorial in a series that show you how to use iMagic Inventory. This tutorial steps you through the process of creating Vendors.

To create a Vendor:

  1. Select Vendors and then View Vendors from the main menu.
  2. Click the New Vendor button.
  3. Enter the Vendor's details.
  4. Click the OK button.

Tips

  • To assign an item to a Vendor edit the item from the Inventory list.

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Exporting Customers and Invoices to Excel

You can export your customer or invoice lists. These can then be imported into other applications, such as Excel, for further analysis.

To export invoices:

  1. Select Export Invoices from the File menu.
  2. Enter the filename and click the Save button.

To export customers:

  1. Select Export Customers from the File menu.
  2. Enter the filename and click the Save button.

To import into Microsoft Excel:

  1. Start Excel.
  2. Select Open from the File menu.
  3. Select CSV from the Files of type.
  4. Locate the exported file and click Open.

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Creating an Email Mailing List

You can create a mailing list with all of your customer's emails. This can be useful for emailing promotions or other activities.

To use the Email Mailing List Wizard:

Select Customers and then Email Mailing List Wizard from the main menu. The wizard will appear.

Step 1. Welcome

The first step welcomes you to the wizard and indicates what it does. To continue:

  1. Click the Next button.

Step 2. Select the Mailing List Filename

  1. Enter the Mailing List Filename or choose one by clicking the Browse button.
  2. Click the Next button.

Step 3. Finished

All of the necessary information has been entered. To continue:

  1. Click the Next button.

All of your customers email addresses have now been exported to the file.

Tips

  • To email the list open the file and then copy and paste the emails into your mail software.
  • If you put all of the emails into the To field every customer will receive everyone else's email address. To avoid this enter your own email address into the To field and paste your customer list into the BCC field.
  • Many people don't like receiving unsolicited emails or Spam. You should confirm that a customer is happy to receive promotions before sending them.
     

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Importing Inventory

You can easily import inventory items using the Import Inventory Wizard.

Open the Inventory Import Wizard by clicking the Inventory Import Wizard from the File menu.

This wizard allows you to import inventory from Comma Separated Values (CSV) files.

Step 1. Welcome

The first step welcomes you to the wizard and indicates what it does. To continue:

  1. Click the Next button.

Step 2. Choose the file to import.

This step allows you to choose the file you want to import your inventory from.

  1. Enter the path and filename of your CSV (Comma Separated Values File) to import or click the Browse button to find it.

  2. Click the Next button.

Step 3. Choose the fields to import.

Choose the fields (name, description, number, etc) you would like to import from the CSV file.

  1. If the first row in your CSV file contains the field names click the First line has field names option.

  2. Choose the String Separator, this is the character used to surround text, i.e. "A double quote String Separator surrounds this example".

  3. Under the Import Fields select which fields you want to import from your CSV file. If you don't want to import a field select ignore.

  4. Click the Next button.

Step 4. Finished

Your inventory items have now be imported. To continue:

  1. Click the Next button.

Tips

  • If you're having problems importing data let us know and we'll be happy to import the data for you. You can contact us at info@propsonthego.net

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Multi User Configuration

Magic Inventory can be used on a network by several users at once.

You would install the software onto each PC that needs it. Then designate one as the main/server PC, this then shares it's database with the other
PCs on the network.

It takes a few steps to setup the network feature. As follows:

Step 1
Install the software onto the server, this will then be the central database. Configure and setup the system and other details as
required.

Step 2
Still on the server, create a share to the folder in which you installed the software. You can do this in Windows 2000 by right
clicking on the folder and selecting Sharing. You'll then want to give full read and write access.

Step 3
Install the software onto each workstation (don't run it just yet).

Step 4
On each workstation run the Network Administration program. Follow the wizard and set the database path to the share that was created on the server.

Step 5
You can now run the software on each workstation and it will use the database on the server.

Tips

  • You can also share the database over the internet. To do this you'll need to install the software on a server version of Windows, such as Windows 2000 Server or Windows 2003 Server. You can then create a Virtual Private Network (VPN) to connect the PCs together.

  • If you're having problems configuring multiple users let us know and we'll be happy to walk you through the process. You can contact us at info@propsonthego.net

     

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Item Groups

Item's can be grouped together to create Item Groups. This allows you to add several items to an invoice at once just by selecting the group's name. This is useful when you often sell several items together.

To view the Item Groups:

  1.  Click the View Item Groups from the Inventory menu.

To add an Item Group:

  1. Click the New Item Group button.

  2. Enter Item Group Name.

  3. Select each item in the group from the Items list and press the Add Item button.

  4. Click the OK button.

To view or edit the details of an Item Group:

  1. Select the Item Group's Name from the list.

  2. Click the View/Edit Item Group button.

  3. Change any details as required.

  4. Click the OK button.

To delete an Item Group:

  1. Select the Item Group's name from the list.

  2. Click the Delete Item Group button.

Tips

  • To add an Item Group to an invoice, click the Add Group Items button.
     

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Receive Stock

After orders have been placed using the Reorder Report you will want to update the Item Stock Levels as new stock arrives. You can quickly do this by using the Receive Stock feature.

To receive stock:

  1. Select Receive Stock from the Inventory menu.

  2. Enter the Bar Code of the received item or select it from the Inventory list.

  3. Change the Quantity received.

  4. Click the Update Stock Level button. The In Stock level for that item will increase.

  5. Repeat the procedure above for each item and click the Close button to finish.

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Multiple Item Pricing

Different groups can have their own price list. This allows you to setup pricing for Retail, Trade, etc.

To view the Price Lists:

1. Select Configure and then Multiple Item Pricing from the menu.

To add a Price List:

  1. Click the Add button.

  2. Enter Price List Name.

  3. Click the OK button.

To edit a Price List name:

  1. Select the Price List from the list.

  2. Click the Edit button.

  3. Change any details as required.

  4. Click the OK button.

To delete a Price List:

  1. Select the Price List from the list.

  2. Click the Delete button.

Tips

  • You cannot delete the default Price List, shown by the word Default in the list. You can however rename it by pressing the Edit button.

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Secondary Tax

Secondary Tax can be applied to invoice items.

To enable Secondary Tax on invoices:

  1. Select Configure and then Tax Rates from the menu.

  2. Select the Enable Secondary Tax option.

  3. Enter then tax percentage and name.

  4. Click the Close button.

 

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Item Locations and Warehouses

Configuring Locations and Warehouses helps to organize your inventory. Each Warehouse is the actual street address of your store, while a Location identifies a section within it.

To view the Locations and Warehouses:

  1. Select Configure and then Locations and Warehouses from the menu.

To add a Warehouse/Location:

  1. Click the Add button.

  2. Enter the Warehouse Name.

  3. For each Location click the Add Location button.

  4. Click the Close button.

To edit a Warehouse:

  1. Select the Warehouse from the list.

  2. Click the Edit button.

  3. Change any details as required.

  4. Click the OK button.

To edit a Location:

  1. Select the Warehouse from the list.

  2. Select the Location from the Location List.

  3. Click the Edit Location button.

  4. Change any details as required.

  5. Click the OK button.

To delete a Warehouse:

  1. Select the Warehouse from the list.

  2. Click the Delete button.

Tips

  • You cannot delete the default Warehouse. You can however rename it by pressing the Edit button.

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Tips and Tricks - Quickly Finding Invoices

It is sometimes necessary to quickly locate invoices.

To find an invoice:

  1. Select Invoices and then Find Invoice from the main menu.

  2. Select the dates to search.

  3. Click the Start Search button. A list of invoices will be displayed.

To view the invoice:

  1. Select the invoice from the list.

  2. Click the View/Edit Invoice button.

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Tips and Tricks - Quickly Finding Customers

It is sometimes necessary to quickly locate customers.

To find a customer:

  1. Select Find Customer from the Customers menu.

  2. Enter the customer's details and then click the Start Search button.

To view the customer's details:

  1. Select the customer from the list.

  2. Click the View/Edit Customer button.

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License Agreement

IMPORTANT--READ THESE TERMS CAREFULLY BEFORE DOWNLOADING THIS SOFTWARE. BY DOWNLOADING OR USING THIS SOFTWARE, YOU ACKNOWLEDGE THAT YOU HAVE READ THIS LICENSE AGREEMENT, THAT YOU UNDERSTAND IT, AND THAT YOU AGREE TO BE BOUND BY ITS TERMS. IF YOU DO NOT AGREE TO THE TERMS AND CONDITIONS OF THIS LICENSE AGREEMENT, PROMPTLY EXIT THIS PAGE WITHOUT DOWNLOADING THE SOFTWARE. THE SOFTWARE PROVIDED HEREUNDER WILL EXPIRE AND NOT OPERATE AFTER THIRTY (30) DAYS FROM INSTALLATION. THE PURCHASE OF A SOFTWARE KEY IS REQUIRED FOR USE OF THE SOFTWARE AFTER THE THIRTY (30)-DAY TRIAL PERIOD.


Grant of License for Registered Users
iMagic, grants you a non-exclusive, non-transferable license to use the program with which this license is distributed (the "iMagic Inventory"), including any documentation files accompanying the Software ("User Guide") on a single server (if the Software is server based) or personal computer to support up to the number of simultaneous users for which you have paid the license fee, and to make one backup copy of the Software, provided that: (i) the Software is installed on only one server or personal computer; (ii) the Software is NOT modified; (iii) all copyright notices are maintained on the Software; and (iv) you agree to be bound by the terms of this License Agreement. The Software and Documentation shall be used only by you, only for your own personal or internal business use and not in the operation of a service bureau or for the benefit of any other person or entity.

Ownership
You have no ownership fights in the Software. Rather, you have a license to use the Software as long as this License Agreement remains in full force and effect. Ownership of the Software, Documentation and all intellectual property fights therein shall remain at all times with iMagic. Any other use of the Software by any person, business, corporation, government organization or any other entity is strictly forbidden and is a violation of this License Agreement.

Copyright
The Software and Documentation contain material that is protected by United States Copyright Law and trade secret law, and by international treaty provisions. All fights not granted to you herein are expressly reserved by iMagic. You may not remove any proprietary notice of iMagic from any copy of the Software or Documentation.

Restrictions
You may not publish, display, disclose, rent, lease, modify, loan, distribute, or create derivative works based on the Software or any part thereof. You may not reverse engineer, decompile, translate, adapt, or disassemble the Software, nor shall you attempt to create the source code from the object code for the Software. You may not transmit the Software over any network or between any devices, although you may use the Software to make such transmissions of other materials. You may transfer the Software to other computers you own as long as you only use it on one computer at a time.

Confidentiality
You acknowledge that the Software contains proprietary trade secrets of iMagic and you hereby agree to maintain the confidentiality of the Software using at least as great a degree of care as you use to maintain the confidentiality of your own most confidential information. You agree to reasonably communicate the terms and conditions of this Software License Agreement to those persons employed by you who come into contact with the Software, and to use reasonable best efforts to ensure their compliance with such terms and conditions, including, without limitation, not knowingly permitting such persons to use any portion of the Program for the purpose of deriving the source code of the Program or defeating the Key.

Limited Warranty
iMagic WARRANTS FOR A PERIOD OF THIRTY (30) DAYS AFTER PURCHASE THAT THE SOFTWARE WILL OPERATE SUBSTANTIALLY IN ACCORDANCE WITH THE DOCUMENTATION. SHOULD THE SOFTWARE NOT SO OPERATE, YOUR EXCLUSIVE REMEDY, AND iMagic'S SOLE OBLIGATION UNDER THIS WARRANTY, SHALL BE, AT iMagic'S SOLE DISCRETION, CORRECTION OF THE DEFECT OR REFUND OF THE PURCHASE PRICE PAID FOR THE SOFTWARE. ANY USE BY YOU OF THE SOFTWARE IS AT YOUR OWN RISK. THIS LIMITED WARRANTY IS THE ONLY WARRANTY PROVIDED BY iMagic REGARDING THE SOFTWARE. EXCEPT FOR THE LIMITED WARRANTY ABOVE, THE SOFTWARE IS PROVIDED "AS IS." TO THE MAXIMUM EXTENT PERMITTED BY LAW, iMagic DISCLAIMS ALL OTHER WARRANTIES OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING, WITHOUT LIMITATION, IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. iMagic DOES NOT WARRANT THAT THE FUNCTIONS CONTAINED IN THE SOFTWARE WILL MEET ANY REQUIREMENTS OR NEEDS YOU MAY HAVE, OR THAT THE SOFTWARE WILL OPERATE ERROR FREE, OR IN AN UNINTERRUPTED FASHION, OR THAT ANY DEFECTS OR ERRORS IN THE SOFTWARE WILL BE CORRECTED, OR THAT THE SOFTWARE IS COMPATIBLE WITH ANY PARTICULAR PLATFORM. SOME JURISDICTIONS DO NOT ALLOW THE WAIVER OR EXCLUSION OF IMPLIED WARRANTIES SO THEY MAY NOT APPLY TO YOU.

Limitation of Liability
IN NO EVENT WILL iMagic BE LIABLE TO YOU OR ANY THIRD PARTY FOR ANY INCIDENTAL OR CONSEQUENTIAL DAMAGES (INCLUDING, WITHOUT LIMITATION, INDIRECT, SPECIAL, PUNITIVE, OR EXEMPLARY DAMAGES FOR LOSS OF BUSINESS, LOSS OF PROFITS, BUSINESS INTERRUPTION, OR LOSS OF BUSINESS INFORMATION) ARISING OUT OF THE USE OF OR INABILITY TO USE THE PROGRAM, OR FOR ANY CLAIM BY ANY OTHER PARTY, EVEN IF iMagic HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. iMagic'S AGGREGATE LIABILITY WITH RESPECT TO ITS OBLIGATIONS UNDER THIS AGREEMENT OR OTHERWISE WITH RESPECT TO THE SOFTWARE AND DOCUMENTATION OR OTHERWISE SHALL NOT EXCEED THE AMOUNT OF THE LICENSE FEE PAID BY YOU FOR THE SOFTWARE AND DOCUMENTATION. BECAUSE SOME STATES/COUNTRIES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATION MAY NOT APPLY TO YOU.

Export Restrictions
THIS LICENSE AGREEMENT IS EXPRESSLY MADE SUBJECT TO ANY LAWS, REGULATIONS, ORDERS, OR OTHER RESTRICTIONS ON THE EXPORT FROM THE Australia OF THE SOFTWARE OR INFORMATION ABOUT SUCH SOFTWARE WHICH MAY BE IMPOSED FROM TIME TO TIME BY THE GOVERNMENT OF THE Australia. YOU SHALL NOT EXPORT THE SOFTWARE, DOCUMENTATION, OR INFORMATION ABOUT THE SOFTWARE AND DOCUMENTATION WITHOUT CONSENT OF iMagic AND COMPLIANCE WITH SUCH LAWS, REGULATIONS, ORDERS, OR OTHER RESTRICTIONS.

Termination
This License Agreement is effective until it is terminated. You may terminate this License Agreement at any time by destroying or returning to iMagic all copies of the Software and Documentation in your possession or under your control. iMagic may terminate this License Agreement for any reason, including, but not limited to, if iMagic finds that you have violated any of the terms of this License Agreement. Upon notification of termination, you agree to destroy or return to iMagic all copies of the Software and Documentation and to certify in writing that all known copies, including backup copies, have been destroyed. All provisions relating to confidentiality, proprietary fights, and non-disclosure shall survive the termination of this Software License Agreement.

General
This License Agreement shall be construed, interpreted and governed by the laws of the Australia without regard to conflicts of law provisions thereof. The exclusive forum for any disputes arising out of or relating to this License Agreement shall be an appropriate court sitting in Western Australia, Australia. This License Agreement shall constitute the entire Agreement between the parties hereto. Any waiver or modification of this License Agreement shall only be effective if it is in writing and signed by both parties hereto. If any part of this License Agreement is found invalid or unenforceable by a court of competent jurisdiction, the remainder of this License Agreement shall be interpreted so as to reasonably effect the intention of the parties.

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