Documentation - My Purchases IIIMS 1.0

Next-Tool.com

System Requirements: Windows 2000, 2003/2008 Server, XP, or Vista

  1. Opening Sample Data And Previewing My Purchases IIIMS
  2. Create an Invoice
  3. Search Invoices
  4. Contacts
  5. Add Inventory
  6. Search Inventory
  7. Edit/Update Inventory
  8. Messages
  9. Main Menus
  10. Toolbar
  11. File Formats

Opening Sample Data And Previewing My Purchases IIIMS

Run My Purchases. The software will ask if you want to load sample data. Click Yes.


Enter your name, address, city, state, zip code, phone number, and your most common tax percentage. At this time, do not change other settings. Click Continue.

Click OK to load My Purchases Server. (My Purchases Server must run in the background to process inventory, invoices, and messages.)

After My Purchases Server loads, click OK. My Purchases Server will use sample data. (Your sample data location might be different from what is shown below.)

Click Start Server.

Switch back to My Purchases and let My Purchases Server run in the background.
  • To view sample invoices, click Search on the toolbar. Select an invoice to view. The selected invoice will be displayed in the main window.

  • To view a report of sample inventory, go to the View menu and select Reports. Select Inventory. In the window that appears, leave the Inventory Category field blank and click OK

    My Purchases will display an XML-based inventory report.


  • To view sample contacts, click the Contacts button.

Create an Invoice

  1. Click New on the toolbar to create a new invoice. Enter vendor name in the field labeled Vendor.
  2. Enter vendor phone number in the field labeled Phone Number. Enter vendor address after clicking the Address button.
  3. Complete the Invoice Date and Invoice Time fields.
  4. Now we will add an item to the invoice. (When adding items to invoices, item numbers, descriptions, and remarks will be uppercase.) In the field labeled Order Quantity, enter the quantity of the item you purchased or intend to purchase. In some cases, an invoice item might be a service rather than a product, and as a result, a quantity might not be applicable.
  5. If applicable, enter the identifier of the item in the field labeled Item Number. The item number may be the product number, part number, serial number or model number.
  6. Enter a description of the item or service in the field labeled Description.
  7. Enter the price of one unit of the item or service in the field labeled Unit Price.
  8. If sales tax applies to the item or service, be sure the field labeled Tax % contains the proper tax percentage. If the product or service is not taxed, the Tax % field must be empty.
  9. Click Add to Invoice to add the item to the current invoice. You should see the item added to the invoice. (One invoice can contain a maximum of twelve items.) To modify an invoice item, right-click the item and select Edit/View... from the context menu. To delete an invoice item, right-click the item and select Delete from the context menu.
  10. Repeat steps 4 through 9 for each item or service.
  11. Notice invoice totals displayed in the lower right of the window.
  12. If the invoice has been paid, select form of payment from the Payment field.

Search Invoices

This section assumes you have completed the previous section.

Click Search on the toolbar or select Invoices from the View menu.

In the window that appears, be sure the field labeled Search for: is empty. Uncheck the field labeled Search unpaid invoices only. Notice the invoice you created appears in the list.

In the field labeled Search for:, enter any text contained in the invoice you created. Notice the invoice remains in the list. Now enter text not contained on your invoice and notice the invoice will not appear in the list.

When searching invoices, simply enter any information contained on the invoice or invoices you are searching for.

If you are searching for a single invoice and multiple invoices match your search, narrow your search by entering information specific to the invoice or by entering several "words".

Notice the column labeled Preview. This column either contains the first item of each invoice or the first item that contains text found in your search.


Contacts

This section assumes you have completed previous sections.

Click Contacts on the main window. If you entered a vendor name and phone number on your invoice and selected a form of payment, the vendor will appear in your contacts. You can apply a contact to an invoice by right-clicking the contact and selecting Apply to Current Invoice from the context menu. Close the contacts window.


Add Inventory

This section assumes you have completed previous sections.

Double-click the item on your invoice and notice how it reappears in the fields where it was entered. Click Add to Inventory.

The inventory item window is divided into two columns. The first column shows the item as it currently exists in inventory. Since we are adding a new item to inventory, the first column is blank. Information in the first column is not editable and is displayed only for comparison purposes when editing and updating items. The second column is for editing or adding items.

  • Item Number
    Item identifier, product number, part number, serial/vin number, or model number. Each inventory item must have a unique item number. (To minimize user limitations, My Purchases does not restrict the use of the following characters in an item number:

    \ / : * ? " < > |

    Use of any of those characters however will restrict the use of an associated inventory item image.)

  • Description
    Short precise description of item

  • Remark
    Optional additional item information

  • Unit Price
    The price you paid for one unit of item

  • Inventory Quantity
    Current quantity in your inventory.

  • Category
    Item category of your own choosing

  • Location
    A representation of the physical location of item

  • Note
    Additional information to save with item

  • Last Audit Date
    The date (MM/DD/YYYY format) inventory item information was last checked for accuracy and currency. Whenever Inventory Quantity is directly changed, Last Audit Date will reflect the date the quantity was changed.
Complete as much information as necessary for your new item. Click OK. If the information you entered is valid the item will be added to your inventory.

Notice the new item appears in your inventory list.

New items can be added to your inventory database in several different ways.


Search Inventory

This section assumes you have completed previous sections.

You can search inventory using the same method used to search invoices. The Item Number and Description fields on the main window are multi-purpose and act as input fields for searching inventory. Although the Item Number and Description fields can be used to search, you are not limited to searching only by item number or description. For instance, you can enter a category of your inventory in the Item Number field to view all items belonging to a particular category. Whenever you enter text in the Item Number or Description fields, matching inventory is displayed in the list.


Edit/Update Inventory

Whenever you need to edit or update an inventory item, search for the item to be updated. Right-click the item and select Edit/View... from the context menu. You may associate an image (JPEG format) with an inventory item by right clicking the item and selecting Import Image... from the context menu. Recommended image width is 320 pixels, as that is the default width used in inventory reports.


Messages

Messages in My Purchases provide for the storage of short notes and reminders. Select Messages from the View menu to create, view, and edit, messages. Typically, messages should be deleted after they "expire", as a large number of messages can become cluttered. Messages can not be searched or sorted.


Main Menus

  • File Menu
    New Invoice...
    Create new invoice. Invoices in My Purchases can not be deleted. Rather than delete an invoice, you must remove all information from an invoice so that it is blank. My Purchases automatically re-uses blank invoices.
    Print...
    Print current invoice using a user-selected layout
    Exit
    Exit My Purchases client
  • View Menu
    Refresh
    Refresh inventory list and current invoice
    Contacts
    Display contacts
    Invoices
    Display a searchable list of your invoices
    Messages
    Display messages
    Reports - Inventory
    Display a report showing all inventory within a given category
    Reports - Purchases
    Display a report showing the dollar value of purchases or intended purchases.
  • Help Menu
    View Help
    Display help
    About My Purchases IIIMS
    Display program specific information, version information, vendor information, and license information. Click anywhere on the screen to close and return to main window.

Toolbar

Back - Go back to previous invoice viewed

Forward - Go forward to next invoice viewed

New - Create new invoice

Refresh - Refresh inventory list and current invoice

Search - Display a searchable list of your invoices

Print - Print current invoice using default receipt layout (Default Layout.txt)


File Formats

My Purchases uses tab-delimited text files for contacts, inventory, and receipt layouts. With care, tab-delimited text files can be edited in most spreadsheet programs or even simple text editors. Files must not be opened or edited while My Purchases is running. Take care when editing files.

Contacts
Content
Maximum Length
1 (A)
Account Number
63 Characters
2 (B)
Name
63 Characters
3 (C)
Contact
63 Characters
4 (D)
Phone Number
63 Characters
5 (E)
Fax Number
63 Characters
6 (F)
Mobile Number
63 Characters
7 (G)
Address
63 Characters
8 (H)
City
63 Characters
9 (I)
State
63 Characters
10 (J)
Zip Code
63 Characters
11(K)
Web URL
511 Characters
12 (L)
E-mail Address
63 Characters
13 (M)
Note
511 Characters

Inventory
Content
Maximum Length
1 (A)
Item Number (Uppercase)
63 Characters
2 (B)
Description (Uppercase)
63 Characters
3 (C)
Remark (Uppercase)
63 Characters
4 (D)
Unit Price
31 Characters
5 (E)
Inventory Quantity
31 Characters
6 (F)
Not used - must be blank
N/A
7 (G)
Not used - must be blank
N/A
8 (H)
Not used - must be blank
N/A
9 (I)
Not used - must be blank
N/A
10 (J)
Category
63 Characters
11 (K)
Location
63 Characters
12 (L)
Not used - must be blank
N/A
13 (M)
Not used - must be blank
N/A
14 (N)
Not used - must be blank
N/A
15 (O)
Note
63 Characters
16 (P)
Last Audit Date
63 Characters

Receipt Layout
Content
Maximum Length
1 (A)
Rectangular Field Name (See below for dynamic content field names.)
63 Characters
2 (B)
Blank - Not Used
N/A
3 (C)
Field Text - Static single line for static content fields. Must be blank for dynamic content fields
255 Characters
4 (D)
Font
255 Characters
5 (E)
Font Size
31 Characters
6 (F)
Bold (TRUE/FALSE)
31 Characters
7 (G)
Italicized (TRUE/FALSE)
31 Characters
8 (H)
Text Horizontal Alignment (LEFT, CENTER, RIGHT)
31 Characters
9 (I)
Text Vertical Alignment (TOP, CENTER)
31 Characters
10 (J)
Field Left (Inches)
31 Characters
11 (K)
Field Top (Inches)
31 Characters
12 (L)
Field Width (Inches)
31 Characters
13 (M)
Field Height (Inches)
31 Characters
14 (N)
Border Width (Inches)
31 Characters
15 (O)
Border Color (RGB value, 0 = Black, 16777215 = White/Transparent)
31 Characters
16 (P)
Fill Color (RGB value, 0 = Black, 16777215 = White/Transparent)
31 Characters
17 (Q)
Text Color (RGB value, 0 = Black, 16777215 = White/Transparent)
31 Characters

Dynamic Content Field Names

  • INVOICE NUMBER FIELD
  • ORDER NUMBER FIELD
  • DATE FIELD
  • CURRENT DATE FIELD
  • TIME FIELD
  • BUSINESS NAME FIELD
  • BUSINESS ADDRESS FIELD
  • BUSINESS CITY STATE ZIPCODE FIELD
  • BUSINESS PHONE NUMBER FIELD
  • ACCOUNT NUMBER FIELD
  • CUSTOMER NAME FIELD
  • CUSTOMER ADDRESS FIELD
  • CUSTOMER CITY STATE ZIPCODE FIELD
  • CUSTOMER PHONE NUMBER FIELD
  • ITEM QUANTITY FIELD (will contain all invoice items)
  • ITEM BACKORDER QUANTITY FIELD (will contain all invoice items)
  • ITEM NUMBER FIELD (will contain all invoice items)
  • ITEM DESCRIPTION FIELD (will contain all invoice items)
  • ITEM REMARK FIELD (will contain all invoice items)
  • ITEM UNIT PRICE FIELD (will contain all invoice items)
  • ITEM AMOUNT FIELD (will contain all invoice items)
  • ITEM TAX FIELD (will contain all invoice items)
  • ITEM NOTE FIELD (will contain all invoice items)
  • ITEM UNIT COST FIELD (will contain all invoice items)
  • SALESPERSON FIELD
  • NOTE FIELD
  • PAYMENT TERMS FIELD
  • CASH RECEIVED FIELD
  • CHANGE FIELD
  • SUBTOTAL FIELD
  • TAX FIELD
  • TOTAL FIELD