Instructions for Formever - "How to Build a Simple Inventory System" This is intended to help people get started by showing the bare minimum needed to create a simple inventory system. Much more complex systems are possible by customizing or adding on to this system, or using the techniques to create completely different systems. This is just to help get you started. This presentation assumes you have already gone through the initial setup as outlined in the Formever Fundamentals documentation - fiscal calendar and home currency(https://formever.com/2_formever_fundamentals) We hope you find this helpful. Please send any comments, suggestions or questions to customer_service@formever.com

1. Build A Simple Inventory System
In this sequence of slides we’re going to take you through building a
rudimentary inventory system
We will skip over many formatting niceties, such as titles, additional fields and
the like
This system has four basic components:
– A form to create an Inventory Item with a code
– A form to add to the count of Inventory Items
– A form to subtract from the count of Inventory Items
– A report to give us the current count in Inventory

2. Build A Simple Inventory System
This presentation will assume you’ve already gone through the basics of setup
in Admin Mode, that you have:
– Created at least one year of fiscal calendar
– Designated your home currency
– Switched from admin mode to the first period

3. Starting Off in YSP15
• Double Click on the
“Master Form” Icon
to open the form
designer

4. Creating the First Form
• Unlock the Master
Form Designer by
clicking on the
“Locked” button (it
will switch to
“Unlocked”)

5. Creating the First Form
• Open a blank master
form by clicking on
the “Get Blank Master
Form” button

6. Creating the First Form
• Give the form a
name by typing
it into the line
marked “Form
Name”
• Click on the
blue text “Not
Set Yet” and it
will change to
“Entity”

7. Creating the First Form
• Click on the
blue text, “Click
here to
continue set up
of master form”

8. Formatting the Inventory Item Form
• Right Click on
the
“Description”
widget and
drag-and-drop it
onto the form,
below the code
field, to create a
description field

9. Formatting the Inventory Item Form
• Click on the
description field
to edit it

10. Parts of the Description Field
• The description
field has three
components:
– The “label”
part
– The “data”
part
– The grey box
which defines
the visible
area (things
inside the box
show up on
the form,
things outside
it don’t)
Grey “Visible Area” Box
Name Part Data Part

11. Formatting the Description Field
• Click on the
name part of
the field to edit
it

12. Formatting the Description Field
• Click on the
existing name
and type over it
to customize
the name. Let’s
Call it
“Inventory Item
Name”

13. Formatting the Description Field
• Click
anywhere in
the white
space to close
the name part
editor and go
back to the
description
editor

14. Formatting the Description Field
• The name part
and data part
are now
outlined in red
because they
are overlapping
• Fix this by right
clicking on the
data part and
dragging it to
the right until
they don’t
overlap
anymore

15. Formatting the Description Field
• The name field
is still outlined
in red because
it overlaps the
grey “visible
area” rectangle
• Right click on
the thick blue
arrow and drag
it to re-size the
“visible area”
rectangle so
there’s no
overlap

16. Filing the Inventory Item Form
• Again, click on
the white space
to return to the
form designer
• We won’t
bother with
further design,
simply click on
the “File”
button to
finalize creation
of the form

17. Filing the Inventory Item Form
• You will see a
confirmation
notice
• Press the “Alt”
button and the
number 1 at the
same time to
confirm
creation of the
form

18. Selection List on the Desktop
• Now that you’ve
created the
form, you will
see on your
desktop a
selection list for
this form. Right
now it’s empty
because we
haven’t filled in
any forms

19. Creating the Next Form
• Click on “Get
Blank Master
Form” again
• Give it the
name
“Inventory
Addition”
• Click on the
type until it says
“Transaction”
• Give it the two
letter initials
code “IA”

20. Adding Detail Lines
• Right click on
the “Detail
Lines” widget
and drag-and-
drop it onto the
form, below the
“Transaction
Date” field

21. Formatting the Detail Lines
• Click on the
detail lines field
to begin
formatting it

22. Formatting the Detail Lines
• Give the detail
lines a custom
name by over-
typing on the
label, change it
to “Inventory
Addition
Details”

23. Formatting the Detail Lines
• Click on the
detail field to
open the detail
editor to
customize the
individual lines

24. Formatting the Detail Lines
• Right click on
the blue arrow
and drag it to
resize the detail
line box
• Right click on
the “Form
Reference”
widget, drag-
and-drop it onto
the detail line to
create a
reference field

25. Formatting the Form Reference
• Click on the
reference field
to edit and
customize

26. Formatting the Form Reference
• Click on the
name field to
customize

27. Formatting the Form Reference
• Click on the
name and type
over it, let’s call
it “Item Being
Added”

28. Formatting the Form Reference
• Right click on
the name field
and drag it
outside the grey
box so it doesn’t
show up on the
detail line
• Then click on
the reference
part (the hash
marks)

29. Formatting the Form Reference
• Click on the
blue text to
select which
form we’re
going to
reference

30. Formatting the Form Reference
• Since there’s
only one form
we can
reference,
there’s only one
item in the list
• Click on the
blue text to
select
“Inventory
Item”

31. Formatting the Form Reference
• Now that we’ve
selected a form,
we have to
select a field
from that form
as an identifier
• Click on the part
with green
question marks
to select the
identifier

32. Formatting the Form Reference
• Now that we’ve
selected a form,
we have to
select a field
from that form
as an identifier
• Click on the part
with green
question marks
to select the
identifier field

33. Formatting the Form Reference
• Since there’s
only one valid
field on the
form, there is
only one item in
the list
• Click on the
blue text to
select
“Inventory Item
Name”

34. Formatting the Form Reference
• Now the
refrence shows
green x’s instead
of question
marks
• Make sure no
fields are
overlapping each
other or the grey
visible area box
• Click on the
white space to
return to the
detail line editor

35. Adding a Quantity
• Right click on
the Quantity
widget and
drag-and-drop it
onto the detail
line to create a
Quantity field

36. Formatting a Quantity
• Right click on
the name part
and drag it
outside the
visible area
(grey box)
• Edit it to re-
name it
“Quantity
Added”
• Then click on
the $ sign to
edit the units

37. Formatting a Quantity
• Click on the
blue text,
“Change to
Unit” to switch
from currency
type to a unit
type

38. Formatting a Quantity
• Click on the
blue text,
“Change unit”
to switch from
the default of
hours to
another kind of
unit

39. Formatting a Quantity
• Click on the
blue text,
“Dimensionless”

40. Formatting a Quantity
• Click on the
blue text,
“Dimensionless
Standard”

41. Formatting a Quantity
• Click on the
blue text, “unit”
(we’re going to
work with single
units for all of
these items)

42. Formatting a Quantity
• Click on the
white space to
return to the
quantity editor

43. Formatting a Quantity
• Click on the
number signs to
edit the number
part

44. Formatting a Quantity
• Click on the
upper, green
portion to
increase the
number
• Click on the
lower, red
portion to
decrease the
number
• Click on the
blue text until
you reach “No
sign”

45. Formatting a Quantity
• Set the digits to
the left of the
decimal point to
“6”
• Set the digits to
the right of the
decimal point to
“0”
• Set the sign type
to “no sign”
• Click on the
white space to
return to the
quantity editor

46. Formatting a Quantity
• Right click on
the blue arrow
to re-size the
grey visible area
box so that the
number part is
inside and the
other parts are
outside
• Click on the
white space to
return to the
detail line editor

47. Formatting a Quantity
• Right click on
the blue arrow
to re-size the
grey visible area
box
• Click on the
white space to
return to the
quantity editor

48. Formatting a Quantity
• Click on the
“Column
Header” field to
format the
Header Line

49. Formatting a Quantity
• Set the column
headers
“Inventory
Item” and
“Quantity”
above the
matching fields
in the detail line
• Click on the
white space to
return to the
form editor

50. Filing the Additions Form
• Click on the
“File” button to
create the form
• Press “Alt” and
1 together
when prompted
to confirm
creation of the
form

51. Cleaning up the Desktop a Little
• There is now a
new selection
list for the
“Inventory
Addition” form
on your desktop
• Double Click on
the headers of
the two
selection lists to
turn them into
icons (to de-
clutter the
space a little)

52. Creating the Inventory Pull Form
• Click on the
“Get Blank
Master Form”
to create the
third form

53. Creating the Inventory Pull Form
• Name the form,
“Inventory Pull”
• Click on the
blue text to
select form type
“Transaction”
• Enter a two
letter form code
of “IP”

54. Creating the Inventory Pull Form
• Right click on
the “Detail
Lines” widget
and drag-and-
drop it on the
form to create a
detail lines field

55. Formatting the Detail Lines
• Customize the
name by over-
typing
“Inventory Pull
Details”
• Click on the
detail line editor
to customize
the detail lines

56. Formatting the Detail Lines
• Right click on
the form
reference
widget and
drag-and-drop it
onto the detail
line to create a
form reference
field

57. Formatting the Form Reference
• Click on the
blue text,
“Select a form”
• This time there
are two items in
the list – select
the blue text
“Inventory
Item”
• Click on the
white space to
return to the
form reference
editor

58. Formatting the Form Reference
• Set the form
reference
identifier to
Inventory Item
Name

59. Formatting the Form Reference
• Right click on
the blue arrow
and drag to re-
size the grey
visible area box
so that the form
code and
identifier are
included but
the name is
outside the
visible area

60. Adding a Quantity Field
• Right click on
the Quantity
widget and
drag-and-drop it
onto the detail
line box to
create a
quantity field

61. Formatting the Quantity Field
• Set the name
part to
“Quantity
Pulled”
• As before, set
the units to
“unit”
(dimensionless)
and the number
of digits to 6,
with no sign

62. Resizing the Detail Line
• Right click on
the blue arrow
to resize the
detail line box
so it fits neatly
around the two
fields

63. Adjusting the Column Headers
• Click on the
Column Header
Line to format
the Headers

64. Adjusting the Column Headers
• Type in the
headers
“Inventory Item
Pulled” and
“Quantity”
• Line them up
over the
appropriate
fields
• Click in the
white space to
return to the
form editor

65. Filing the Inventory Pull Form
• Click on the file
button to create
the form

66. Minimizing the Selection List to an Icon
• Double click on
the header of
the “Inventory
Pull” selection
list to minimize
it to an icon

67. Editing Definitions on the Master Form
• From the
“Master Forms”
list, click on the
label “Inventory
Item” to call up
the Inventory
Item Master
Form

68. Editing Definitions on the Master Form
• Click on the
“Edit” button

69. Editing Definitions on the Master Form
• Click on the
“Turn Form
Over” button

70. Editing Definitions on the Master Form
• Click on the
blue “twiddle”
beside Form
Definitions

71. Editing Definitions on the Master Form
• Click on the
blue text “click
here to add a
form definition”

72. Editing Definitions on the Master Form
• Click on the
blue “twiddle”
beside the blue
text “Definition”

73. Editing Definitions on the Master Form
• Click on the
blue text “Not
Defined Yet”

74. Editing Definitions on the Master Form
• From the list,
select the
option “Operate
Over a Form
Stack”

75. Editing Definitions on the Master Form
• Click on the
blue text “Select
a Form Stack”

76. Editing Definitions on the Master Form
• From the list
that appears,
select the form,
“Inventory
Addition
Details”

77. Editing Definitions on the Master Form
• Click on the
blue text “Select
Field”

78. Editing Definitions on the Master Form
• Select from the
list, “Quantity
Added”

79. Editing Definitions on the Master Form
• Using the green
half to go up,
and the red half
to go down,
adjust the
number of
digits to “6” and
“0”
• Click on blue
text to cycle
through sign
type choices, to
“no sign”

80. Editing Definitions on the Master Form
• Click on the text
beside
“Definition” and
over-type to
customize the
name of the
definition. Set
it to “Inventory
Added Total”

81. Editing Definitions on the Master Form
• Click on the
blue “twiddle”
beside the
definition to
close it back up

82. Editing Definitions on the Master Form
• Click on the
blue “arrow
down / + sign”
symbol to add a
new definition

83. Editing Definitions on the Master Form
• Click on the
blue “twiddle”
beside the new
definition to
open the
selection list
• Select “Operate
over a form
stack” from the
list

84. Editing Definitions on the Master Form
• Select the form
stack “Inventory
Pull Details”
• From the list of
fields, select
“Quantity
Pulled”

85. Editing Definitions on the Master Form
• Adjust the digits
before and
digits after the
decimal point to
be “6” and “0”
• Adjust the unit
position by
clicking on the
blue text until
the selection
reads “no sign”

86. Editing Definitions on the Master Form
• Customize the
definition name
by over-typing
the name field
to “Inventory
Pulled Total”

87. Editing Definitions on the Master Form
• Add another
definition (as
before, click on
the “arrow
down / + sign”
symbol)
• As before click
on the blue
twiddle to drop
down the list of
operations
• Select
“Add/Subtract”

88. Editing Definitions on the Master Form
• Click on the
blue text “Select
Field”

89. Editing Definitions on the Master Form
• From the list,
click on the blue
text “Inventory
Added Total”

90. Editing Definitions on the Master Form
• Click on the
“down arrow / +
sign” symbol to
add another
term to the
addition

91. Editing Definitions on the Master Form
• Click on the
blue text “Select
Field”

92. Editing Definitions on the Master Form
• From the list
that appears,
select
“Inventory
Pulled Total”

93. Editing Definitions on the Master Form
• Click on the
blue text “PLUS”
so that it
changes to
“MINUS” – now
the second field
will be
subtracted from
the first field

94. Editing Definitions on the Master Form
• Customize the
definition name
to “Inventory on
Hand”
This means that
“Inventory on
Hand” is defined
as Inventory
Added minus
Inventory Pulled
• Click on the
“Turn Form
Over” Button

95. Filing the Revised Form
• Click on the
“File” button,
and press “Alt”
and “1” to
confirm

96. Creating a Report
• Double click on
the “Report
Design” icon

97. Creating a Report
• Click on the
“locked” button
to change it to
“Unlocked”

98. Creating a Report
• Click on the
“Create Report”
button

99. Creating a Report
• Give the report
a name by
typing over the
name field – call
it “Inventory
Tally Report”

100. Creating a Report
• Click on the
blue text “select
form stack”

101. Creating a Report
• From the list
select
“Inventory
Item”

102. Creating a Report
• On the display
type line, click
on the blue
“twiddle”
beside Detail

103. Creating a Report
• The pink area is
the print block
• Click on the
print block

104. Creating a Report
• A question mark
appears
• This marks the
spot where the
field or text will
start
• Click on the
blue text “Select
a field”

105. Creating a Report
• From the list
select
“Inventory Item
Name”

106. Creating a Report
• The line of x’s in
the print block
indicate how
much space is
reserved for the
Inventory Item
Name field
• Click on the
print block
again to add
another field

107. Creating a Report
• Click on “Select
a field”

108. Creating a Report
• From the list
select
“Inventory on
Hand”

109. Creating a Report
• Click on the
blue text “Unit
Behind” and
cycle through
the options
until you reach
“no unit”

110. Creating a Report
• Click on the
“File” button to
create the
report

111. Creating a Report
• Confirm the
filing by
pressing “Alt”
and “1”

112. Report Requestor Now Active
• You’ll now see a
new widget on
your desktop –
“Report
Requests”
• Double click on
it to open it

113. Change Fiscal Periods
• In order to run a
report, we’ll
need to enter
some data
• For data entry
in the
transaction
forms, switch to
a regular fiscal
period
• Double click on
the “Change
Period” widget
to open it

114. Change Fiscal Period
• Click on the “+”
symbol beside
the Target
Accounting
Period Display,
so that it
changes from
YSP 15 to Jan15

115. Change Fiscal Period
• Click on the
“Move to Target
Period” to
actually switch
fiscal periods

116. Data Entry
• Notice the
watermark on
the background
now says
“Jan15”,
showing we’ve
moved to the
correct fiscal
period
• Double click on
the “Inventory
Item” icon to
open selection
list

117. Data Entry
• Click on the
“Get Blank
Form” button
(you can also
press F4 for the
same result)

118. Data Entry
• Type in a 4 digit
code. Let’s start
with “1000”

119. Data Entry
• Press Tab, or
click on the
Inventory Item
Name field
• Give the Item a
name – let’s use
“Widgets, large
steel polished”
• Click on the
“File” button to
create the entry

120. Data Entry
• Double-click on
the “Inventory
Addition” icon
• Click on the
“Get Blank
Form” button

121. Data Entry
• Enter a date.
Since this is a
January
transaction let’s
enter
“15/01/21”
• Next, click on
the “+” button
on the details
section to add a
new detail line

122. Data Entry
• Enter a valid
code for
Inventory Item
(in this case
there is only
one, “1000”)

123. Data Entry
• Tab or click over
to the quantity
field – let’s
enter “2500”

124. Data Entry
• Click on the
“File” button
• We have now
entered 2500
widgets into
inventory

125. Data Entry
• The Inventory
Addition now
shows up in the
selection list
(we can format
the display of
the selection list
to give us more
information, but
that’s a topic for
later)

126. Data Entry
• Double click on
the Inventory
Pull icon to
open up the
selection list
• Click on the
“Get Blank
Form” button
(or press F4)

127. Data Entry
• Enter a
Transaction
Date – let’s use
15/01/23
• Click on the “+”
button to add a
new detail line

128. Data Entry
• Enter a valid
Inventory Item
code (again,
there’s only one
right now, 1000)

129. Data Entry
• Tab or click over
to the quantity
field and enter
an amount –
let’s use 1,000
• Click on the
“File” button to
enter the form

130. Running a Report
• Now we can run
a report
• Go to the
Report
Requester and
click on the box
beside our
report,
“Inventory Tally
Report”
• Click on the
“Generate
Selected
Report” button

131. Running a Report
• Here is our
report, and we
can see that we
have 1,500
widgets on
hand (which is
the net of 2,500
added minus
1,00 pulled)

132. Running a Report
• As we add more
data, we get
more lines in
our report, each
one using the
same
formatting

133. Thank You!