If you just registered and not sure of what to do next we designed this guide to help you initially set up your DEAR Inventory account. Please note that the ultimate ease of use and efficiency of DEAR Inventory will depend on the efforts spent on the initial set up. Steps below can be performed in any sequence.

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

       
  • Address info 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 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 put on the Invoice your company’s billing address. Go to Settings->Reference Books->Company Addresses to update addresses
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  • Contact types can be billing, business and sale. All sale representatives should be created here with type ‘Sale’. Billing contact appears on invoices, quotes etc. Also you will need billing contact to email invoices to your customers. Go to Settings->Reference Books->Company Contacts to add/update company contacts.

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

       
  • User must accept invitation before their access level can be adjusted.
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  • Please note that trial version has all features of Base subscription. If you added too many users to your evaluation version please delete some users from the list before subscribing.
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  • If your account was created by implementation partner/adviser you can grant him/her access to your account. This users won’t be calculated toward your total number of users.

3. Financial setting (Can be found under Settings->Reference Books)

       
  •         Chart of accounts. Load chart of accounts from XERO/QBO or use default chart of accounts. In the case XERO/QBO integration chart of accounts is read only. You need to modify chart of accounts in XERO/QBO and load it into DEAR. If you use XERO please make sure all accounts have account code.
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  •         Account mapping. DEAR needs to know a few accounts it is going to use to produce transactions. Account mapping screen lets user specify Inventory control, COGS and default Sale accounts.
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  •         Taxation. Tax rates are copied from XERO/QBO or default set is provided. User can make adjustments. All taxes relate to GST/VAT/Sale tax.
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  •         Payment Terms. Adjust this in XERO/QBO to meet your payment term requirements.

4. Other settings (Can be found under Settings->Reference Books)

       
  •         Stock categories. Every product will be given a category (e.g. Electronics, Toys etc.). This will be used for reporting.
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  •         Locations & Bins. Specify your warehouses or shops here. There is no subscription limit on number of locations. You can create bin locations within your warehouse as well.
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  •         Unit of measure. Provide unit of measure applicable in your business domain.
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  •         Carrier. List of carriers you are planning to use. It will be required when finalising shipment.
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    Product discounts. You may add discount later when you decide you need them

       

5. Configure your connections to Xero, QuickBooks Online, eBay, Magento, Shopify,WooCommerce, Bigcommerce 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 finalise your purchase ordersreceive stockpurchase invoicescredit notes, unstock in DEAR.
    2).System will send data to XERO. Please note data will be copied after Invoice is “authorised”. You can 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. You can 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
    Item 6). must be done manually since no option to void invoices via API calls.

8.Sale process

    1).Create and finalise your quotes, sale ordersstock picking, pack, shipmentsale invoices,credit notes, restock in DEAR.
    2).System will send data to XERO. Please note data will be copied after Invoice is “authorised”. You can 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. You can 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
    Item 6). must be done manually since 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 of components used in assembly.
    3).If you have demaged or lost stock you can use Issue to Production module to write off the stock. You can also include cost of labour and other expenses associated with stock production and/or liqidation.
    4).If stock disasmbly is a part of your manufacturing process use Disassembly module to create new stock by disassmbling items. This option can used as unit conversion mechanizm when the same item should be counted diferently when buying, keeping and selling item.
    5).Use our Job Costing module to collect expenses and materials associated with particluar project.
    6).All cost related informtion will be sent to your accounting system for correct profit and loss calcuations.