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Getting Started Part 5: Using Your System

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This tutorial begins as soon as you've finished each section of the&nbsp;<b>Getting Started</b>&nbsp;module.<br><br>To return to the previous tutorial, &nbsp;<a target="_blank" rel="nofollow" href="https://www.iorad.com/player/3519/46825/Getting-Started-Part-4–Other-Settings" title="Link: https://www.iorad.com/player/3519/46825/Getting-Started-Part-4–Other-Settings">click here</a>.<br>&nbsp;<br>Now that you've finished setting up your system, you can access your system in full in <b>Testing Mode</b>. &nbsp;

Testing Mode allows you to familiarize yourself with the system.&nbsp;<br><p>This gives you an opportunity to try things out until you decide how you want to manage your information.&nbsp;</p>

When you're finished in Testing Mode and ready to move to Live Mode, you can choose to move&nbsp;(1) Nothing, (2) Transactions and Records, or (3) Records only.

Transactions are orders, pick tickets, invoices, shipments, payments, return authorizations, credit memos, manufacturing projects, purchase orders, receivers, checks, AP bills, and journal entries.<br><br>Records are customers, vendors, styles, and materials<br>

Let's start by looking at the <b>Dashboard</b>, the first screen you'll see when you log into your system. You can find it on the left-hand navigation bar under&nbsp;<b>Home &gt; Dashboard</b>.

This is the dashboard, a customizable home page you can stock with useful data.<br><br>Notice along the top of the screen you can see quick statistics including your customer count and users online.<br><br>Click <b>Add Widget </b>to add more information to the screen.

Here you can choose from a variety of graphs that give you a quick look at your business every time you log in. <br><br>Choose the graphs you want to see and click <b>Close</b> to continue.

You can even hover over the widgets to see more detailed data, all at your fingertips.<br><br>Moving on from the Dashboard, we'll open up the&nbsp;<b>Calendar</b>, also under the Home menu on the left-hand navigation bar.

Here you'll see a calendar for all events involving your user. You can add a new event by clicking a&nbsp;<b>date</b>.

Use this window to enter event details including start and end times, any relevant <b>Style</b> number, <b>Customer</b>, and/or <b>Vendor</b>, and any notes you would like.<br><br>Assigning these fields will attach it to the records for easy reference.<br><br>Click the <b>Save</b> button.<br>

We can also view all events by going to the&nbsp;<b>Events</b>&nbsp;page.

Here you'll see all events in list view. You can sort using the fields at the top of the list and search them using the button at the bottom of the screen.&nbsp;<br><br>We will learn more about searching and sorting later on.<br><br>Let's look at the&nbsp;<b>Notes</b>&nbsp;area next.

This page can be used for any notes you would like to take independent of any records or transactions. Use it as virtual scratch paper, for task lists, or however best helps you meet your business needs.<br><br>We'll next take a look at <b>Products &gt; Styles</b>.

The Products area is made up of two types of items, Styles and Materials. Styles are finished goods you intend to sell.<br><br>Let's look at style&nbsp;<b>JEAN1</b>, the example included.<br><br>Later on, you can learn how to create a new style through <a target="_blank" rel="nofollow" href="https://apparelmagic.com/tutorial-3/" title="Link: https://apparelmagic.com/tutorial-3/">this tutorial</a>.

The overview page contains most of the fundamental data for the product, including the <b>Style</b> <b>Number</b>, <b>Season</b>, and&nbsp;<b>Category</b>.<br><br>You can drag and drop to add an image at right. You may add more images with the <b>+</b> button.<br><br>Next, go to the <b>Matrix</b> tab.

Here you can assign a size range and colors for your product.<br><br>Easily activate or deactive sizes and colors by clicking on the checkboxes in the table.

To add an additional color, click + <b>New Color</b> at the top of the table.

You can select a color you've already added to the dictionary in the drop-down menu in the <b>Color</b> column.

Next, you have the option to either turn on select sizes for the color using the checkbox, or turn all sizes on for each color using the <b>All On </b>button.

Click the <b>Save</b> button to save any changes and next move to the Processes tab.

Users on the Professional and Enterprise plans can use this tab to create and modify manufacturing processes, vendors, and costs.<br><br>You can learn more how to set up your products for manufacturing in <a href="https://apparelmagic.com/tutorial-5/" title="Link: https://apparelmagic.com/tutorial-5/">this tutorial</a>, and about manufacturing itself <a href="https://apparelmagic.com/tutorial-13/">here</a>.<br><br><br>

Next let's look at the Bill of Materials, or <b>BOM</b>, tab.<br>

Defining materials using this tab is only necessary if your business purchases materials with which to create your products.<br><br>If you buy finished goods, it is not necessary to fill this out.

This tab lists all materials used to manufacture your product along with quantities and costs.<br><br>In the <b>Common BOM</b>, you'll see materials applying to all colors and sizes.<br><br>Click the <b>Color BOM</b> to see materials applying only to specific colors, like fabric.

You can modify your material attributes by clicking on each field, like we have here for the denim color.<br><br>The final BOM is the <b>Size BOM</b>, where you may specify materials that change based on the size of the item.

We'll now go to the next tab in the Style record, <b>Specs</b>.

You may use this tab to associate a Spec Sheet with your product for all product measurements and grading. Specs are entirely optional.<br><br>Next, we'll see the <b>Events</b> tab.

This tab shows all events pertaining to the style, including the one we created earlier in this tutorial in the Calendar. You can create new events using the&nbsp;<b>+</b>&nbsp;button at the bottom of the screen.<br><br>Next, let's move on to&nbsp;<b>Inventory</b>.

Here you can see all inventory quantities for the product. Notice that for each SKU row, there is a quantity column for total <b>Inventory</b>, <b>Work in Progress</b>, <b>Open Orders</b>, <b>Available to Sell</b>, and <b>Available to Allocate</b>.<br><br>We'll go to the <b>Cost/Price</b> tab next.

On this tab you can look at costing for the Product, toggling between Automatic costing that uses manufacturing costs specified in the Processes and BOM tabs and Manual where you can set costs independently.

The Price Groups area of the page allows you to set default prices for multiple types of customers.<br><br>You can set these price groups however you like, including groups for Retail or Wholesale as shown on this example.<br>

You can then add price groups to your customers in their customer records.<br><br>Any prices you set here will be defaults, but you can always change a price for a customer on an order or invoice later on.<br><br>Next we'll go to the <b>Prepacks</b> tab.

You can streamline your order-taking by creating a prepack with your most common size assortment on this tab.<br><br>Next, we'll go to the <b>Files</b> tab.

This tab is only shown after you have set up the Dropbox plugin. You can learn how to set that up in the <a href="https://www.iorad.com/player/46825/Getting-Started-Part-4–Other-Settings">Other Settings tutorial</a>.<br><br>To store files, such as CAD sketches, .pdf files, or any other related files, drag and drop the file into the tab.

Simply click the file you've added to the Files tab to view. You can remove the file by clicking the X to the top right of each file.<br><br>We'll finish up our overview of the Style record with the&nbsp;<b>E-Commerce</b>&nbsp;tab.

Professional or Enterprise users can choose from integrations including <b>Shopify</b> and <b>Magento</b>, which will appear here when those integrations are selected.<br><br>In addition to Styles, the <b>Products</b> module also includes <b>Materials</b>. Let's look at those next.

This area lists all Materials you use to manufacture your Styles.<br><br>You can get an in-depth look at creating materials&nbsp;<a target="_blank" rel="nofollow" href="https://apparelmagic.com/tutorial-4/" title="Link: https://apparelmagic.com/tutorial-4/">in this tutorial</a>.<br><br>We'll look at an existing material. Click on a material to view or modify it.

You'll see that Material records are much the same as Style records.<br><br>Notice that underneath the Description field, this item is marked as a <b>Material</b> rather than a <b>Product</b>. Items can also be marked as both.<br><br>Click on the <b>Matrix</b> tab to continue.

Much like Styles, Materials also must have size and color assortments. Unlike the&nbsp;<b>JEANS1</b> record, this zipper, for example, is marked as no color and one size.<br><br>Next, click on&nbsp;<b>Products &gt; Inventory</b>.

The inventory area is a searchable, sortable view of inventory for all products including styles and materials.<br>

Using the&nbsp;<b>Actions</b>&nbsp;button on the Inventory tab, you can import new products in bulk into your ApparelMagic system.<br><br>Click on&nbsp;<b>Import</b>&nbsp;to continue.<br>

On the following page, you'll download the Import template. This template is modifiable in any program that can open and modify .csv files, such as Microsoft Excel, Google Sheets, and Apple Numbers.<br><br><a target="_blank" rel="nofollow" href="https://apparelmagic.com/tutorial-3/" title="Link: https://apparelmagic.com/tutorial-3/">You can learn more about importing new SKUs here</a>.

When you have added your new styles or materials to the file, make sure to save the file as a .csv file, and drag and drop the file onto the upload icon.<br><br>This will bring you to an import review screen.

Here you can double check items for accuracy before bringing them into your system. Make sure to check each of the four tabs.<br><br>An&nbsp;<b>E</b>&nbsp;will appear in the far right column if the system detects any errors. Hover over it to see which fields you should fix.<br>

When you are satisfied with your import, click the <b>Import</b> button at the bottom right.<br><br>All matching records will be updated based on this import, and this action cannot be undone.<br>

Looking back at the <b>Products</b> module, our list of Styles now includes our recent import.<br><br>Now that we have a second style, we'll examine the sorting and searching features. You can click the column header to view by ascending or descending order.<br>

You can also enter a search term in each of the fields at the top of the screen to bring up only items relevant to the search term. <br><br>We've searched for only styles with Classic in the description here.

<div>Click the <b>View All</b> button at the bottom of the screen to remove your search terms and view all styles.</div>

Using the <b>Options</b> button at the bottom of the screen, you can edit your table to show, hide, or reorder the columns. For example, we'll scroll to <b>Origin</b>, which we can tell is hidden because of the grey eye icon. Let's click <b>Origin</b> to show the column.

You may toggle the column's appearance on the screen by clicking its name in this Table Options menu.<br><br>Clients on Professional and Enterprise plans can also use the Table Options menu to show or hide their Custom Fields.

You can also rearrange the columns by dragging and dropping them in the list view. Here, we'll move <b>Price</b> below <b>Size Range</b>.

You can see on the Styles page that the columns are now reordered. Click <b>Reset</b> in the Table Options menu to go back to the default settings.

Using the Search button at the bottom of the screen, you can also do more specific searching.<div><br><div>This window allows you to filter fields by Is or Is Not searching.</div></div><div><br></div>

For example, we can search for all items that are a specific price by typing "50" into the <b>Price</b> field.<br><br>You can also type "40…60" to see styles with prices in the range between $40 and $60.<br><br>Typing "&gt;50" will bring you results for more than $50.&nbsp;

Alternatively, we can find all items that are not that price using the Not adjuster, switching between the two just by clicking the <b>Is</b> or <b>Not</b> button.<div><br></div>

We can clear our search terms by clicking <b>Clear</b> at the bottom of the menu.

Using Is/Is Not searching, you may also use the dropdown menus for several fields, such as Category, in the example, and view only products that are or are not of that category.

Click <b>Close</b> to close the Advanced Search menu.<br><br><br>

After you have filtered your list using the searching and sorting tools, you may export the list as a .csv file by selecting all items in the list using either Control+A shortcut or holding down Shift while selecting the desired styles.<br>

Next, click the <b>Share</b> button at the bottom right of the screen, and click&nbsp;<b>Export CSV</b>.<br>

Using the&nbsp;<b>Actions</b>&nbsp;button at the bottom of the Styles screen, you can do several things.<br><br><div>Selecting a style and clicking&nbsp;<b>Clone</b>&nbsp;will create a duplicate of that style.</div><div><br></div>

You may also <b>Delete</b> the style using the same menu.<div><br></div><div>Please note that styles can be deleted until they are involved in transactions like Orders, Invoices, or Purchase Orders.<br><br>You may deactivate styles by turning off colors and sizes on its matrix page.&nbsp;</div>

Next, we'll look at&nbsp;<b>Customers</b>&nbsp;in the left-hand navigation bar. Select&nbsp;<b>Customers</b>&nbsp;from the submenu.

The Customers module contains all customers your company works with. We'll outline the customer management tools available to you, but you can learn more, including how to create a new customer, in <a href="https://apparelmagic.com/tutorial-8/" title="Link: https://apparelmagic.com/tutorial-8/">this tutorial</a>.<br><br>Let's click a record to continue.

On the Overview tab, you'll find contact information relating to the customer, as well as options to assigning them to order from a specific division of your company, print options, notes, and more.<br><br>Click the <b>Accounting</b> tab to continue.

Use the Accounting tab to set the credit status and limit of your customer.&nbsp;<br><br>Notice on this page you can also set related accounts and even discounts available to the customer by default.<br><br>Let's move on to the <b>Locations</b> tab.

Your customers may have more than one store or distribution center. On this tab, you may list all of their locations. so that later on, you can ship directly to a specific location.<br><br>Let's examine a location. Click a record to proceed.

Each location record contains all of their address, contact, and tax information for your convenience when shipping their orders.<br><br>We'll click <b>Cancel</b> to return to the Locations tab.

Next, we'll move on to the <b>People</b> tab.

<span><i><b></b></i></span>Use this tab to list all contacts associated with the customer.<br><br>Notice you may set them as the company's main contact or elect to send them transaction emails from ApparelMagic Cloud.<br><br>Go to this customer's&nbsp;<b>Events</b>&nbsp;tab next.

Whenever you create new events involving the customer, they will show up here so you can find them easily later on. You can also post date events to remind you to make a call. Adding new events can be done here or on the Home &gt; Calendar page.<br>

Let's look at the <b>Salespeople</b> tab next.

Here you can assign your salespeople to a customer. Click the <b>+</b> button at the bottom of the screen to try it out.

We'll assign a salesperson we have already created.<br><br>You can create new salespeople in the Settings module. After you've created them, come back here to select them at the customer level.

Their default commission will populate in the <b>Commission Rate </b>field.<br><br>Click <b>Ok</b> to continue.

We'll go to the final tab in the customer record, <b>Transactions</b>, to continue.

This tab lists all pending transactions associated with the customer, including open orders we must approve and allocate, unpaid invoices we must collect upon, and unapplied credit memos the customer can use.<br><br>Let's return to the customer&nbsp;<b>List</b> page.

Much like products, you can import customers in the same fashion, by clicking <b>Actions &gt; Import &gt; Customers</b>.<br><br>The same can be done in other areas of the Customers module, including Locations, People, and Salespeople.

You can follow&nbsp;<a target="_blank" rel="nofollow" href="https://www.iorad.com/player/8286/42208/Importing-Customers" title="Link: https://www.iorad.com/player/8286/42208/Importing-Customers">this tutorial</a>&nbsp;to import customers via .csv spreadsheet.<br><br>On the left-hand navigation bar, we'll choose&nbsp;<b>Vendors &gt; Vendors</b>&nbsp;to look at the next module.

Your business might work with a variety of vendors including raw material sources, finished goods importers, and manufacturers.<br><br>The <b>Vendors</b> tab manages all of these vendors. We'll click on a record to take a look.

You'll recognize many of the same fields and options here from the Customers module.<br><br>One difference you'll see is the <b>Open POs</b> tab. Let's go there next.

Here you can see all pending purchase orders for your easy reference.&nbsp;<br><br>You can learn how to create your own vendors in&nbsp;<a target="_blank" rel="nofollow" href="https://apparelmagic.com/tutorial-2/" title="Link: https://apparelmagic.com/tutorial-2/">this tutorial</a>. You can learn to import them <a href="https://www.iorad.com/player/8286/41498/Importing-Vendors" title="Link: https://www.iorad.com/player/8286/41498/Importing-Vendors">here</a>.<br><br>Using the left-hand navigation bar, we'll visit the <b>Orders</b> module next.

This module shows all orders in your system. You may search and sort orders using similar methods as searching products.<br><br>For example, to view all orders with amounts under $9000, you can type "&lt;9000" in the Amount field at the top of the screen.

To remove the search filter and view all orders, click <b>View All</b> at the bottom of the page.

In addition, you can also search orders by dates. You may enter a specific date here, such as "1/1/17" or search for a range of dates, such as "1/1/17…3/31/17". You may also search for dates that are before or after a date, such as "&lt;1/1/17".

For a full lesson on taking orders, including how to take a new order, click&nbsp;<a target="_blank" rel="nofollow" href="https://apparelmagic.com/tutorial-9/" title="Link: https://apparelmagic.com/tutorial-9/">here</a>.<br><br>In addition to creating new orders from scratch, you can also import them using the <b>Actions</b> button at the bottom of the screen.

Using the Actions menu, you may select <b>Import &gt; Orders</b> to import an order via a .csv file, much like inventory, customers, and vendors. <a href="https://apparelmagic.com/tutorial-24/">Learn more about importing orders&nbsp;</a><a href="https://apparelmagic.com/tutorial-24/" title="Link: https://apparelmagic.com/tutorial-24/">here</a>.<br>

Let's take a look at an existing order. We'll select Order 1003.

The first tab shows all Billing information relevant to the order. Here you can see your customer's contact information, the status of their credit, due dates, and billing amounts.<br><br>Next, we'll move to the <b>Shipping</b> tab.

Here, you can enter the shipping address for the order. This is especially useful when the customer has multiple locations or will be accepting the order at a location that is not their billing address.<br><br>We'll now go to the next tab, <b>Item Entry</b>.

This tab contains all items requested in the order. You may adjust quantities and prices using the matrix next to each style.<br><br>If you'd like to check your inventory levels, click the <b>Show Inventory</b> button.

Select any quantity you have added to your order, and Inventory levels will appear along with their calculations for Available to Sell, Available at Due Date, and Available to Allocate.<br><br>Use the&nbsp;<b>New</b>&nbsp;button to add styles to the order.

A drop-down menu will appear with all of your styles available to select. You may also search using the text box above.

You can remove the style by clicking the <b>X</b> button on the far right column.<br>

You can share your order via email or print using the <b>Share</b> button at the bottom of the page. Let's <b>Print</b>.

A preview of your order printout will appear with the option to print via your browser.<br><br>Review your order here before printing.&nbsp;<br><br>After you've printed the order, click <b>Close</b> to continue.

After taking an order, you can approve and allocate it. You will learn more about this process in <a href="https://apparelmagic.com/tutorial-10/" title="Link: https://apparelmagic.com/tutorial-10/">the Approving and Allocating tutorial</a>, but for now we'll go to the <b>Actions</b> button and select <b>Allocate</b> from the menu to allocate the order.&nbsp;

We can also invoice the order directly from this menu. Select <b>Actions &gt; Invoice</b>&nbsp;to try it out.

Your invoice will appear in the order's&nbsp;<b>Invoices</b>&nbsp;tab.<br><br>We can also access the invoice by going to the&nbsp;<b>A/R</b>&nbsp;module on the left-hand navigation bar and selecting&nbsp;<b>Invoices</b>.

This window shows all invoices for all customers in your system as well as their amounts, balances, and statuses.<br><br>You can learn more about the invoicing process in the&nbsp;<a target="_blank" rel="nofollow" href="https://apparelmagic.com/tutorial-15/" title="Link: https://apparelmagic.com/tutorial-15/">Invoicing tutorial</a>.

Using the <b>Actions</b> button, you can start many processes.<br><br>The Export commands allow you to export invoice files for use outside of the system. <br><br>Using Import, you can bring files back into ApparelMagic.

You may also use the Actions button to&nbsp;create return authorizations, create credit memos, and more.

Let's take a look at an invoice by clicking on a record.

We'l print this invoice out using&nbsp;<b>Share &gt; Print</b>&nbsp;or&nbsp;<b>Share &gt; Print (Commercial)</b>.

Here you can see a preview of your invoice before printing it or exporting it as a PDF. Click&nbsp;<b>Close</b>&nbsp;to continue.

We'll now take a look at the&nbsp;<b>Reports</b>&nbsp;module. You can find it on the left-hand navigation bar. Select&nbsp;<b>Analysis</b>&nbsp;in the&nbsp;<b>Reports</b>&nbsp;submenu.

Reports are divided into several different content types, all of which you can choose from along the Reports submenu.<br><br>You can get a look at reporting in the&nbsp;<a href="https://apparelmagic.com/tutorial-20/" title="Link: https://apparelmagic.com/tutorial-20/">Reporting tutorial</a>.<br><br>For now, let's run the<b> Order Item Analysis</b> report to try out the process.

This reports detailed information about sales on item level.<br><br>You can use the filters in this window to create a new report.<br><br>For our example, let's look at the color distribution for our sample product. &nbsp;We'll select it in the <b>Style Number</b> field.

Using the drop-down menus at the bottom of the screen, we can select the data we want to show up in the report. In this case, we'd like to see the <b>Customer</b> that ordered the item, the <b>Date</b> of the order, and the <b>Color</b> of the item.<br><br>Then simply click <b>Run</b>.

Our report will appear in the main window, showing our color unit totals.<br><br>If we want to see it in another fashion, we choose just <b>Color</b>&nbsp;from the menus at the bottom of the screen and select <b>Pie Chart</b>.<br><br>Click <b>Run</b> to continue.

Our pie chart shows the distribution of colors for this product.<br><br>In addition to this chart, you can also print this report as a Summary, Detail, Bar Chart, or Column Chart.<br><br>Try creating a line sheet with the&nbsp;<a target="_blank" rel="nofollow" href="https://apparelmagic.com/tutorial-7/" title="Link: https://apparelmagic.com/tutorial-7/">Printing Catalogs and Line Sheets tutorial</a>.

You can change the layout and content of modifiable reports using the Custom Report Layout tool.<br><br>You can find it under <b>Settings &gt; Reports</b> in the left-hand navigation bar.<br>

On the Report Settings page, you'll see options for printing orientation and barcodes.<br><br>Click on the <b>Custom Layouts</b> tab to continue.

Use the <b>+</b> button at the bottom of the page to create a new layout.

We've selected the Customer Order Item History layout as our example, but you can choose from many reports to modify.<br><br>Click <b>Ok</b> to create the custom layout.

Using the Layout Editor, you can adjust the fields of the report. <br><br>When you've finished customizing the form, click <b>Save</b>. You'll be able to use this custom layout whenever working with the report in the future.

You can learn how to use this tool in detail in the <a href="https://apparelmagic.com/tutorial-21/" title="Link: https://apparelmagic.com/tutorial-21/">Creating Custom Report Layouts tutorial</a>.<br><br>Next, we'll return to the <b>Get Started</b> page found at the top of the left-hand navigation menu.

Congratulations on joining fashion industry leaders who have optimized their business with ApparelMagic. <br><br>Now that you've set up your system, you are well on you way to boosting your business with ApparelMagic's efficiency, power, and feature set.

Now that you've had a chance to look at a wide variety of ApparelMagic's modules and features, take some time to try out the whole process and make mistakes that you can fix or delete before going to live mode.

We suggest starting with our Interactive Tutorials that guide you through ApparelMagic.<br><br>Access them by clicking <a href="https://apparelmagic.zendesk.com/hc/en-us/sections/204180357-Interactive-Tutorials-Multilingual-" title="Link: https://apparelmagic.zendesk.com/hc/en-us/sections/204180357-Interactive-Tutorials-Multilingual-">here</a> or by going to the Support Center using the "?" on the top toolbar.<br><br>We look forward to seeing you succeed with ApparelMagic!

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