DEAR has designed this guide to help you set up your DEAR Inventory Account.

*Please note the importance of these steps to ensure you set up your account correctly. Once your DEAR account is set up correctly it will allow you to use DEAR more efficiently with ultimate ease.


The steps below can be performed in any sequence.



1.Configure your company details – address/es and contact details. This information will be used on all output documents, invoices, quotes, purchase orders etc.

Go to Settings->Reference Books->Company Addresses to update addresses


  • Address information can include business, billing and shipping addresses. A default address can be specified for each type. When you first open an account, the system creates a couple of “dummy” addresses to help you evaluate “DEAR Inventory”. You can override these addresses or just delete them and create new ones.
    DEAR will include the company’s billing address on the invoice.

Go to Settings->Reference Books->Company Contacts to add/update company contacts.

 

  • Contact types can be billing, business and sale. All sale representatives should be created here with type ‘Sale’. Billing contacts appear on invoices and quotes etc. You will also need to add billing contacts to email invoices to your customers.


2. Invite users who are going to evaluate/use DEAR Inventory and assign appropriate access level.


  • User must accept the invitation before their access level is adjusted.

  • Please note that the Trail Version has ALL features of the Base Subscription.
    If you added too many users to your evaluation version please delete some users from the list before subscribing.

  • If your account was created by an implementation partner/adviser you can then grant special adviser access to your account (this will NOT effect your 3 user license within the base package). 


3. Financial Settings

Settings > Reference Books > Financial > Chart of Accounts

  • Chart of Accounts:


If you are using an accounting add-on such as XERO/QBO you will need to modify all your Chart of Accounts (COA) within your accounting application. Once you have completed modifying your COA you will need to run sync for new accounts or changes to download into DEAR.


  • Account Mapping:


DEAR needs to know the accounts it is going to use to produce transactions. Account mapping screen lets the user specify Inventory Control Account, COGS, Default Revenue Account, Tax Liability Account, Purchase Prepayments Account and Customer Credit Account.


  • Taxation:


- Tax rates are copied from XERO/QBO or a default set is provided.
- Users are able to make adjustments.
- All Tax relates to GST, VAT and Sale Tax.

  • Payment Terms:


Adjust this in XERO/QBO to meet your payment requirements.


4. Other Settings

Settings > Reference Books 


  • Stock Categories:


Every product will be categorized e.g. electronics, toys (this will be used for reporting).


  • Locations and Bins:

    - This is where you will specify your warehouses or shops.
    - There is no limit on the number of locations.
    - You can create bin locations within your warehouse.

  • Unit of Measure:

    Provide unit of measure applicable to your business.

  • Carrier:

    List the carriers you will be using, as it will be required when you are finalizing shipment.

  • Product Discount:

    Discounts can be added at any time. If you do not wish to add a discount now you are not required to do so.

5. Configure your Connections to XERO, Quickbooks Online, eBay, Magento, Shopify, WooCommerce and Vend





6. Import your data from CSV files. Check file formats below and watch video for details. Modify invoice, credit note, quotes and purchase orders templates to include your company logo, special conditions, additional payment options etc.


 

 

 

 

 

 

 

 



7.Purchase process


  1. Create and finalize your purchase orders, receive stock, purchase invoices, credit notes, unstock in DEAR.

  2. System will send data to XERO. Please note data will be copied after the Invoice is “authorized”.
    Press Sync Now at the bottom of the page.

  3. Process payments in XERO.

  4. System will copy payment info from XERO and create payment entry in DEAR.
    Press Sync Now at the bottom of the page.

  5. Void credit note in DEAR, void Invoice in DEAR.

  6. Void credit note in XERO, void Invoice in XERO.

  7. Use reporting section to generate various reports.

NOTE: No.6 must be done manually as there is no option to void invoices via API calls.

8. Sale process


  1. Create and finalize your quotes, sale orders, stock picking, pack, shipment, sale invoices, credit notes, restock in DEAR.

  2. System will send data to XERO. Please note data will be copied after the Invoice is “authorized”.
    Press Sync Now at the bottom of the page.

  3. Process payments in XERO.

  4. System will copy payment info from XERO and create payment entry in DEAR.
    Press Sync Now at the bottom of the page.

  5. Void credit note in DEAR, void Invoice in DEAR.

  6. Void credit note in XERO, void Invoice in XERO.

  7. Use reporting section to generate various reports.

NOTE: No.6 must be done manually as there is no option to void invoices via API calls.



9. Manufacturing process


  1. Create Product with bill of materials (BOM) and use it for new stock assembly.

  2. System will write off components used in assembly.

  3. If you have damaged or lost stock you can use Issue to Production module to write off the stock. You can also include cost of labor and other expenses associated with stock production and/or liquidation.

  4. If stock disassembly is a part of your manufacturing process use Disassembly module to create new stock by disassembling items. This option can be used as a unit conversion mechanism when the same item should be counted differently when buying, keeping and selling item.

  5. Use our Job Costing module to collect expenses and materials associated with particular project.

  6.  All cost related information will be sent to your accounting system for correct profit and loss calculations.