Inventory Tracker

Inventory Tracker

The all-in-one inventory database solution.

Enter all your product information in Inventory Tracker. Then use Invoice Creator to keep track of sales. Inventory will automatically be depleted from the Inventory Tracker records as they are added to the Invoice Creator records.

There are several different Types (12) of items you can create. They are:
* a Rental Item that can only be a single item
* a Rental Quantity item for when you want to rent many items at once
* a normal Inventory Item that can have a set quantity or an unlimited quantity
* an Assembly type, which contains other inventory items as its components
* an Other Charge, which can be used for adding misc. charges to an invoice
* a Service - Flat Rate, which you can use to add a service charge to an invoice
* and a Service - Hourly, which you can use to add an hourly charge to an invoice

Use the Purchase Date field (1) to keep track of when you last purchased an item.

Each item is assigned a Stock Number (2). Use the Go To button above this field to quickly go to the record for a specific Stock Number. To change the one that is automatically assigned, just click the field. Then type or use your barcode scanner to enter a Stock Number.

Type the main Item description in field (3a). You will use the Go To Another Item button (3b) to display a list of other items to go to.

Additional item descriptions can be entered into two other fields (4a & 4b). By default these are Category and Location, but these can be changed to Serial Number or used for any purpose. The Add/Select Category or Location buttons allow you to create custom lists and quickly pick from these.

Fill in the Cost Each (5) and Quantity (6) and the Total Cost (7) will be calculated. If you have an unlimited quantity of the item or you only handle special orders, then click the n/a button above the Total Cost field (7).

The number of items left in stock is displayed in the Remaining field (8). You can get a quick report on items that need to be reordered by clicking the Check button above this field.

Next enter the Sales Price(s) by choosing Add Price Point from the menu provided (9). You can add up to four price points for each item. The price you choose from this menu will be displayed in reports as the Retail price.

The Remaining Stock Value (10) is calculated from either the Cost or the Sales price by selecting one of the buttons below the field.

Use the Show Photo button (11) to select images of the item to display in Inventory Tracker.

There are five types (12) of inventory records. They are; Inventory Item, Assembly, Service - Flat Rate, Service - Hourly, and Other Charge.

If the item is Non-Taxable click the button below the Total Cost field (13).

Each time you purchase more of the same item you can create a new Lot Number for that purchase. The Show Lot Numbers button (14) shows a field that contains the Lot Number, the Date Purchased, the Quantity purchased, the number of that lot Remaining and the Cost per item of that purchase. If costs vary per lot then the average is displayed in the Cost Each field (5). If there is inventory remaining for several lots, when the item is selected in Invoice Creator, each lot will be displayed with the number remaining for you to choose from.

Whenever you add an inventory item to an invoice, it will automatically be added to the Date, Qty & Price Sold field (15). The Remaining field (8) will be automatically updated. Keep track of when product is sold by entering the date by clicking Today or Choose (above 15). You will be asked for the quantity and selling price.


You can create an assembly of other Inventory Items by choosing Assembly when creating a New record or by selecting Assembly from the Type menu (12). An Edit Assembly button will appear at the bottom of the window.

Edit Assembly

Clicking Edit Assembly reveals a Components field and an Add to Assembly button. Clicking this button presents a list of Inventory items for you to add to the Components list.

Add to Assembly

When you click the Add button above the Quantity field (6), you will be asked for the number of Assemblies to add to inventory. This number will be multiplied by the Qty indicated for each item in the Components List and the Remaining inventory (8) for each item in the Components list will be depleted by that number.

If the number to be added is greater than the inventory for any Component allows, you will be asked if you want to decrease the number to be added or create back orders for the component(s).

When you add any item to an Invoice Creator record the number Remaining (8) will be decreased and a new line will be added to the Assembly's Date, Qty, & Price Sold field (15).


If the Padlock above the Sales Price Each field (9) is in the locked position, the retail price will automatically be used when you add an item to an invoice. Otherwise you will be asked for the selling price.

Specify a Vendor (17) from a list you create. You can add a Reorder (19) point, which is the minimum quantity of the item you want to have in stock. Add the Vendor's Stock # (18) to make Creating a Purchase Order (20) an easy process.

The Notes field (21) allows you to enter any important details or comments. You can use the Expand Notes Field button (22) to enlarge this field.

The Invoice Creator button (16) opens a new window where you can specify a customer (from Contact Tracker) and any number of items (from Inventory Tracker) and easily generate invoices, packing slips and labels.

Use the Inventory Report button (23) to generate several different reports.


The Inventory Tracker screen looks a bit different when adding a Rental Item Type (16).

Inventory Tracker - Rental Items

Use the Purchase Date field (1a) to keep track of when you acquired an item. If you rent or lease your Rental items from someone else, choose the Rent/Mo. option (1b) and the label on the date field will change to In Service Date.

Each item is assigned a Stock Number (2). Use the Go To button above this field to quickly go to the record for a specific Stock Number. You can use your barcode scanner to enter a Stock Number.

Enter the main Item Description (3a), and other item descriptions in the fields provided. You will use the Go To Another Item button (3b) to display a list of other items to go to.

Additional item descriptions can be entered into two other fields. By default these are Category (4a) and Location (4b), but these can be changed to Serial Number or used for any purpose. The Add/Select Category or Location buttons allow you to create custom lists and quickly pick from these.

Fill in the Rental Cost (5), the Daily Rate (6), the Weekly Rate (7), the Monthly Rate (8), and a Flat Rate (9). Click Prefs to change the additional item descriptions OR Flat Rate label to something else in the Inventory Tracker Prefs window.

When a new record is created, the Available option (10) is automatically enabled. When you add the Rental Item to an Invoice the Available option is turned off and the Estimated Return Date (10b) is displayed.

You can choose whether Rental Items have Expected Return Dates or Estimated Return Dates in the Inventory Tracker Prefs window. You have these three choices:

If you choose Estimated, an invoice for the Rental item can be Extended but no other invoices for that inventory item can be created until the item is marked Available. When the item is returned, you need to remember to enable the Available option. When the Available option is enabled, the Estimated Return Date is either empty or displays the unavailability reason.

You can also choose the ACI Option which allows you to choose on a per item basis if the rental item is Automatically Checked In (ACI), by enabling the ACI option that is displayed (10).

If you choose Expected (or enable the ACI option), then you can create multiple invoices for a Rental item because the item is expected to be returned (and will automatically be made Available) on the Expected Return Date.

Use the Show Photo button (11) to select images of the item to display in Inventory Tracker.

If the item is Non-Taxable enable the option (12) below the Weekly Rate field.

A View Availability button (13) appears on Rental item records which allows you to see at a glance when rental items are rented or reserved and when they are available.

There is a Report button on this screen which produces a list of rental items and various pertinent information.

The Invoice Creator button (14) opens a new window where you can specify a customer (from Contact Tracker) and any number of items (from Inventory Tracker) and easily generate invoices, packing slips and labels.

Whenever you add a Rental item to an invoice, it will automatically be added to the Rental History field (15). You will be asked for a Rate. If you choose Daily or Flat, you will be asked for an Estimated Return date, otherwise this date is calculated from the Payment Date in Invoice Creator.

The From date, Est. Return date, Rate, Customer, Invoice # and a short Note are added to the Rental History field (15). The Estimated Return Date (11) is also automatically displayed.

You can change a Rental Item into a normal Inventory Item if you decided to sell it. If an item has both a Rental History and a Sales History, a new button appears above the Type menu (16) to switch between the Rental and Sales views.

Specify a Vendor (17) from a list you create. The Reorder point (19) is not used for Rental items. Add the Vendor's Stock # (18) to make Creating a Purchase Order (20) an easy process.

The Notes field (21) allows you to enter any important details or comments. You can use the Expand Notes Field button (22) to enlarge this field.

When you return or retire the rental item, click the Out of Service Date field (23).

Use the Inventory Report button (24) to generate several different reports, including a Rentals Status Report. This report shows all of your Rentals including: Customer, Invoice # and Note (if rented), Item Description(s) and From and Est. Return dates if the Rental item is rented.

You can Create an Invoice for a selected Rental Item OR View an existing Invoice, and Extend an existing Rental Invoice. You can view All Rental Units, Only Available or Only Rented inventory items.

For information on the unmarked navigation and common buttons, click here.


Here is what the Inventory Tracker screen looks like when adding a Rental Quantity Item Type (15).

Inventory Tracker - Rental Items

Use the Purchase Date field (1a) to keep track of when you acquired an item.

Each item is assigned a Stock Number (2). Use the Go To button above this field to quickly go to the record for a specific Stock Number. You can use your barcode scanner to enter a Stock Number.

Enter the main Item Description (3a). You will use the Go To Another Item button (3b) to display a list of other items to go to.

Additional item descriptions can be entered into two other fields. By default these are Category (4a) and Location (4b), but these can be changed to Serial Number or used for any purpose.

Fill in the Rental Cost Each (5), the Total Quantity (6) of this item you have for rent, and the Total Cost (7) will be calculated.

Next enter the Daily Rate (8a), the Weekly Rate (8b), the Monthly Rate (8c), and a Flat Rate (8d). Click Prefs to change the additional item descriptions OR Flat Rate label to something else in the Inventory Tracker Prefs window.

Rental Quantity Items only have expected Return dates and these are displayed in the Rental Quantity History field (14). The software automatically calculates the quantity available for rent for each day.

If the item is Non-Taxable enable the option (9) below the Weekly Rate field.

You can add to or subtract from the Total Quantity by clicking the field (6) and entering a new number. If the Total Quantity goes to 0 or you want to disable the item, enter a date in the Out of Inventory Date field (10).

Use the Show Photo button (11) to select images of the item to display in Inventory Tracker. These are not imported, they must remain in the original location on your computer.

A View Availability button (12) appears on Rental item records which allows you to see at a glance when rental items are rented or reserved and when they are available.

The Invoice Creator button (14) opens a new window where you can specify a customer (from Contact Tracker) and any number of items (from Inventory Tracker) and easily generate invoices, packing slips and labels.

Whenever you add a Rental Quantity item to an invoice, it will automatically be added to the Rental Quantity History field (15). You will be asked for a Rate. If you choose Daily or Flat, you will be asked for an Estimated Return date, otherwise this date is calculated from the Payment Date in Invoice Creator.

The From date, Return date, Rate, Total Rent, Customer, and Invoice # are added to the Rental History field (15).

You can change a Rental Quantity Item into a normal Inventory Item if you decided to sell them. If an item has both a Rental History and a Sales History, a new button appears above the Type menu (15) to switch between the Rental and Sales views.

Here is the Equipment Rental Availability Checker window which is accessed by clicking the View Availability button (12).

Rental Availability screen

Rental Items (1) are shown in the chart as either Rented (r), not Available (x) or Available (no r or x).

Rental Quantity Items (2) are shown as a percent of the total amount rented. There are separate colors for 0-19%, 20-39%, 40-59%, 60-79%, 80-99% and 100%. You can change these colors if you wish.

You can display All Rentals, only Rental Items (1), only Rental Quantity items (2), or any rental that contains text you specify (3).

You can also specify which day of the week you want to appear and the weekly date. There are seven weeks displayed in the chart.

Jump to This Month (7a), the Previous Month *7b), or Next Month (7d) by using the buttons provided. Or you can choose any month from the Jump To: menu (7c).

Click the Report button at the bottom of the screen to view the Rental Schedule Report (below).

Rental Schedule Report

This report (5) shows what items are due to be rented and when they are due back, along with the Customer's name, any Deposit Due, any Balance Due and the Invoice #.

You can choose from several date ranges by using the Dates Menu (1). You can also specify a custom From date (2a) and To date (2b).

Display All Rentals (3a), only Rental Items (3b) or only Rental Quantity Items (3c).

You have the option of displaying Rental Dates (4b), Return Dates (4c), or Both (4a), or only items Due to Be Returned Within a number of days you specify (4e).

After clicking a line in the report, you can View/Edit the Invoice (6) or View/Edit the Inventory Item (7).

You can make the window wider, which allows for more information to be viewed, by clicking the Wide option (8).

Print the report by clicking Print (9).