This article shows how to set the date format to yyyy.MM.dd or yyyy-MM-dd or other  format for quotation. The same steps will apply to invoice, purchase order, customer statement, receipt, credit note, debit note and etc.

To change the date format, user need to customize own template. We assume that user already know how to customize own template, if do not know how to customer template, please refer to http://www.youtube.com/watch?v=TALPmQxgZYg.

We use quotation as sample in this case. There are 2 date that we need to change, shipping date and quotation date.

Now, open the quotation template in template editor.  We will start with shipping date. Highlight [Shipping Date] and click on the top right corner. A table cell tasks will be popup.

In the Data Binding Field, click on it and expend Quotation in the drop down.

Find Header_ShippingDate and click on it to select this field.

Now, click on Format String …

FormatString Editor will be popup. Click on DateTime and choose Custom tab. Enter the format you like. In this case, i’ve entered yyyy.MM.dd and click on OK button.

Now, format setting for Shipping Date is Done. We continue with quotation date.

Note that the quotation date is Header_Date in the quotation data.

Now, we can delete the Date in the quotation template.

The drag the Header_Date to the date field and customize the appearance such as font type, padding alignment and etc.

Now, highlight Header_Date and click the top right corner on Header_Date. Find Format String and click on it. The FormatString Editor will appear. Select DateTime and enter the custom format yyyy.MM.dd and then click on OK.

We have done with quotation date.

The final date in quotation looks like below

quotation with custom date format

The post Change date format to yyyy.MM.dd in Xin Inventory 2.0 appeared first on Xin Inventory.

Xin Inventory 2.0 architecture is pretty simple. The setup will install MSSQL Express 2008 which is stable and free database into server (any PC can work as server). What we need to do is setup a network, install Xin Inventory 2.0 in the PC that need to act as server and then install Xin Inventory 2.0 in client and point to the server’s database.
Step-by-Step: Set Up Xin Inventory Network

There are 3 main steps that need to achieve in order to have Xin Inventory 2.0 work in network environment.

Make sure all computers are in the same network or same workgroup (Server and Client).
Setup home network in Windows XP, please refer to http://support.microsoft.com/kb/813936
Setup home network in Windows Vista, please refer to http://windows.microsoft.com/en-US/windows-vista/Setting-up-a-home-network
Setup home network in Windows 7, please refer to http://windows.microsoft.com/en-US/windows7/start-here-to-set-up-a-home-network-in-windows-7
Setup home network in Windows 8, http://windows.microsoft.com/en-US/windows-8/what-you-need-setup-home-network

Install Xin Inventory 2.0 in server and share the installation folder
Download Xin Inventory 2.0 and install Xin Inventory 2.0 in server. After the installation, share the installation folder to network (home network group) with read and write permission. By default, the installation folder in 32 bit machine is “C:\Program Files\Xin\Xin Inventory 2.0″ and for 64 bit machine is “C:\Program Files (x86)\Xin\Xin Inventory 2.0″. By default, Xin Inventory setup will install MS SQL 2008 Express and it will do configuration automatically. If there is failure in the setup, please let us know via our support website http://support.xincube.com
Server Installation:

- Select install Xin Inventory 2.0 as Server / Standalone.

Install xin inventory as server

- Open Xin Inventory 2.0 for the first time in server.
We can test on it once the installation is completed. Click on Xin Inventory 2.0 icon in Desktop to open Xin Inventory 2.0 for the first time.

1. Click on Database Setting on the left bottom of the login screen.

xin inventory 2.0 first time login

2. Select Local
3. Try to enter SQLEXPRESS as instance name. Click on determine SQL Server instance name to know how to check the instance name.
4. Click on Test Connection button to test connection.
5. Click on OK button if the network connection tested ok.
6. Click on Save button to save the setting.

Xin Inventory first time login

7. Enter Login ID: admin , Password: 1234 for the first time login.

Xin Inventory network login

Sharing Xin Inventory 2.0 folder:

- Share Xin Inventory 2.0 installed folder.
After installation, share Xin Inventory 2.0 folder to the network user with read and write permission. By default, the installation folder in 32 bit machine is “C:\Program Files\Xin\Xin Inventory 2.0″ and for 64 bit machine is “C:\Program Files (x86)\Xin\Xin Inventory 2.0″.

1. Right click on Xin Inventory 2.0 folder.
2. Then click on Properties.

3. Click on Sharing Tab
4. Click on Advanced Sharing button.
5. In the Advanced Sharing window, checked on Share this folder.
6. Click on Permission button.
7. In the Permission for Xin Inventory 2.o window, check on Allow Change checkedbox.
8. Click on OK button.

- Set permission for Everyone (Modify permission)

Go to Xin Inventory 2.0 folder. By default, the installation folder in 32 bit machine is “C:\Program Files\Xin\Xin Inventory 2.0″ and for 64 bit machine is “C:\Program Files (x86)\Xin\Xin Inventory 2.0″.

1. Right click on Xin Inventory 2.0 folder.
2. Then click on Properties.

share installed folder
3. Select Security tab
4. Click on Edit button
5. In the Permissions for Xin Inventory 2.0 window, click on Add button.
6. Type everyone in the Select Users or Groups window
7. Click on Check Names button.
8. Click on OK button.

 
9. In the Permissions for Xin Inventory 2.0 window, select Everyone.
10. Check on Allow Modify check box.
11. Click on OK button.

Foder sharing for Windows XP: http://support.microsoft.com/kb/304040
Foder sharing for Windows Vista: http://technet.microsoft.com/en-us/library/bb727037.aspx
Foder sharing for Windows 7: http://windows.microsoft.com/en-US/windows7/Share-files-with-someone
Foder sharing for Windows 8: http://windows.microsoft.com/en-US/windows-8/share-files-folders

Install Xin Inventory 2.0 in others PC as client and connect to Xin Inventory server’s MSSQL 2008 Express database and also server’s “Xin Inventory 2.0″ folder.
After install Xin Inventory 2.0 to client computer, connect to Xin Inventory 2.0 server database.
Client Installation:
Select install Xin Inventory 2.0 as Client.

Install Xin Inventory As Client

Client connect to server:
To connect to server, click on the Database Setting and in the Connection, select Network. Enter Database Location and click on OK.
1: Select Network in Connection if want to connect to server.
2: Enter Application Location. In this example, server name is XIN-SERVER and the shared folder name is Xin Inventory 2.0. So, we enter “\\XIN-SERVER\Xin Inventory 2.0″.
3: Enter Server Name. In this example, server name is XIN-SERVER. So we enter XIN-SERVER. You can use the IP address if you know the IP address.
4: Enter Instance Name. It will be either SQLEXPRESS or SQLEXPRESS2008. Try SQLEXPRESS first, if failed, try SQLEXPRESS2008.

connect to server database

5: Click on Test Connection to Test the setting.
6: Click on OK if Network Connection OK
7: Click on Save button if the connection is correctly entered.

The post How to setup Xin Inventory 2.0 network appeared first on Xin Inventory.

Question :

I have a backup of Xin Inventory database (XinInventory.mdf and XinInventory.ldf). Now I need to setup in our new server, may I know what is the steps I need to follow?

Answer :

Please follow these steps:
1. Download and setup MSSQL Server Management Studio for 2008 Express R2 from http://www.microsoft.com/en-us/download/details.aspx?id=22985

2. Open the Management Studio, right click on “Database” and choose “Attach”.

3. On the popup screen, choose your XinInventory.mdf file.

4. Then you shall see XinInventory database been attached. Drill down XinInventory > Security > Users, right click on XinUser and choose “Delete” to delete this user.

5. The drill up and on the global folder, go to Security > Login, right click and choose “New Login..”

6. On the popup login creation form, enter “XinUser” as Login Name, choose option “SQL Server Authentication” and enter “xinuser” as password. Unchecked the option “Enforce password policy”.

7. Then go to “User-Mapping” tab, select XinInventory database, and give the role of “db_owner” and “Public”. Click “Ok” to create the user.

The post Restore Xin Inventory database appeared first on Xin Inventory.

Question :

If I want to increase the license of users for Xin Inventory 2.0, what should I do? What I mean is I want to buy more 15 user licenses.

Answer:

To purchase more user license, please follow these steps:

1. Open your Xin inventory 2.0 program, on the main page, click on “Click here to upgrade User License”.
2. On the popup screen, click “Click here to upgrade User License”
3. A message popup asking whether you wish to purchase more license, click yes and you shall be brought to the license purchase screen.

After you made the purchase. do these:
1. Open your Xin inventory 2.0 program, on the main page, click on “Click here to upgrade User License”.
2. On the popup screen, click “Click here to upgrade User License”. The system shall auto update the user license count into your server.

The post I want to increase the licence of users for Xin Inventory 2.0 appeared first on Xin Inventory.

Question : 

I have put my own template for invoice but I am getting 4 decimal points. I want only 2.

Answer :

To set 2 decimal place, first you need to set it in the program. Go to Setting > Setting > Default Document Setting. Select the decimal place for Currency, Quantity, Percentage and Weight. This setting will apply the decimal place on the whole program.

While for the print out template, first you need to custom made your own template. To learn how to custom made your template, visit : http://www.xininvoice.com/invoice-software-customize-invoice-template.html

In the report designer, select the field that you wish to set the decimal place. Click on the “>” button on the top right corner of the field object. Then click on “…” button besides “Format String” option. On the popup setting page, select “Number” under Category, then click on “Custom” tab. Enter “$###,###,##0.00″ if you wish to set it to display 2 decimal place. If you wish to display no decimal place, then enter “$###,###,##0″, if 1 decimal place, then enter “$###,###,##0.0″.

The post Decimal Place appeared first on Xin Inventory.

Question :

I am interested in your pos system and would like to know the cost for installing to two pc. Does it support multi license? do i need to have different ip for each installment? please advise

Answer :

We do not have POS system. Anyway, if you find our Xin Invoice or Xin Inventory suitable as your POS system, that will be good. We have the free trial version for all software, please download it from http://www.xincube.com to confirm it is suitable to your business.

For each license, we allow up to 5 time registration to cater cases where you might need to reinstall or reformat your PC. So for your case, if you need to install into 2 PC, you can actually use the same product. However, if it is for different business and different company, you will have to purchase 2 different license.

As you mention about install in 2 PC, this article might be useful to you –> http://blog.xininvoice.com/2012/05/can-xin-invoice-support-multiple-users.html

The post POS System appeared first on Xin Inventory.

Question:

Unable to update the software.
each time, a window pops to say that an update is available but unable to update. Please help.

Answer:

There are a few reason:

1. security setting in windows which not allow the file to be overwritten.
2. firewall or antivirus block the file downloaded or overwrite the existing file.

To solve this, we can manually download the new file from the server. Please refer to the print screen on how to download the file.

After finished download, unzip the file. Please follow the instruction in readme.txt on how to update the latest version of Xin Inventory.

The post Unable to update Xin Inventory appeared first on Xin Inventory.

Question :

Xin software must be installed (as erased by our technician), and we cannot
install again. We receive an error :

1001: Index and length must refer to a location within the string.Parameter name: length

Answer :

It looks like some SQL service on your client computer has not configured properly.
1. On client computer, open SQL Server Configuration Manager.

2. Enable TCP/IP.

3. Make SQL Browser to automatic mode.

4. Start SQL Browser.

The post Error 1001 while installing Xin Inventory appeared first on Xin Inventory.

Create Purchase Order using Xin Inventory

This demo shows how to create a purchase order or PO by using Xin Inventory. In this example, the purchase order template or PO template is built in template come with the standard Xin Inventory 2.0 version. There are 14 PO template ready to be used. User can customized own template by using the existing template as base template if they wish to have own template.

In the latest version of Xin Inventory, user can create PO from blank form, copy from the existing PO or import from quotation. This is important for many user because it helps to save time without double enter the same information again. It also helps to minimize the typo or mistake made during reenter the data.

Notice that after finish creating purchase order, user can convert the purchase order into many different format like pdf, html, mht, rtf, xls, xlsx, csv, text, image file or send directly the purchase order to the supplier via email  by using send email feature in the software.

For the send email feature, user can create email template prior to use it or can change the email content before send out the email each time. User also can add attachment from local computer before sending out the PO by using the send email feature in the software. You can refer to demo to understand more.

Please make sure you enable the caption when watching the demo.

Sample Purchase Order / PO created using Xin Inventory

sample purchase order

Sample PO

Please visit http://www.xininventory.com/purchase-order-template.html or http://www.invoicingsoftware.biz/template/purchase-order-template/ to see more sample in pdf format.

The post Create Purchase Order appeared first on Xin Inventory.

Question :

I am interested in purchasing your ” Invoicing Software”.
I would like to know weather the software C.D shall be sent or is the software to be downloaded.

Answer :

Once you have purchased the software license, our system will automatic send you product key by email. You need to keep your product key and use it for product registration. The software you can download online any time. We won’t send you any CDs. If you wish to purchase the CD as well, you can purchase from our vendor https://www.regnow.com/checkout/product/27344-2, they will send you CD with extra charges.

The post Can I get a CD appeared first on Xin Inventory.

Question :

I restore the database from Xin Inventory 1.0 into 2.0 and restart the Xin Inventory 2.0.
The program can not be open any more.

Answer :

You cannot restore data from Xin Inventory 1.0 to Xin Inventory 2.0 because the database structure is totally different for these 2 software.

Please do the following:
1. Uninstall Xin Inventory 2.0
2. Go to the application folder, which should be in C:\Program Files\Xin\Xin Inventory 2.0, delete all files inside folder Xin Inventory 2.0.
3. Reinstal. When it ask whether to overwrite the existing database, click yes.

The post Xin Inventory 2.0 can’t work after restore data from Xin Inventory 1.0 appeared first on Xin Inventory.

Question :

I got the following error when backup Xin Inventory 2.0 database : Cannot open backup device ‘C:\Program Files\Xin\Xin Inventory 2.0\XinBackup\XinInventory.bak’. Operating System error 5 (Access is denied). BACKUP DATABASE is terminating abnormally. We suggest you restart Xin Inventory.

Answer :

This is due to the security setting in Xin Inventory 2.0 that not allow the MSSQL to access to it and write the backup file. Please refer to http://support.xincube.com/KB/a80/backup-fail-in-xin-inventory-20.aspx?KBSearchID=0 for the step by step solution.

The post Fail to backup database appeared first on Xin Inventory.

Question :

I have 4 invoices that have been paid upfront by the same customer. Now this customer has paid in advance and has also paid more than his current invoices. so this customer should be in credit. Please see the attached example. I have selected all his invoices and the amount i have highlighted is the amount for the invoices paid in full. but i need to make the amount paid to R2390 because this customer paid in more than he should have and now this customer should be in credit next time i invoice him. the problem is, when i try to put in the amount paid it will not allow me to change the amount to capture his payment. It will only allow me to put in R2315 for the invoices captured.

Answer :

If you make payment for multiple invoices, the amount cannot be more than the total invoice amount (otherwise the system won’t know the extra payment should be made under which invoice).

Please make the payment one by one for each invoice. Like this you may make extra payment. However, the extra payment won’t be auto deducted from the next invoice of this customer. You will have to take note of this deduction manually.

The post Advanced payment appeared first on Xin Inventory.

Question :

I’ve just bought Xin Inventory 2.0 with 3 user license. Previously we were using Xin Invoice 3.0. May I know how do I migrate the data from Xin Invoice 3.0 to Xin Inventory 2.-?

Answer :

The database structure for Xin Invoice 3.0 and Xin Inventory 2.0 is different, thus you cannot just restore the data from Xin Invoice 3.0 to Xin Inventory 2.0 directly.  Please go to Xin Invoice 3.0 > Setting > Backup & Restore, do a full backup and send us the backup zipped file. We will do the data migration for you to be imported into Xin Inventory 2.0 program.

The post Migration from Xin Invoice 3.0 to Xin Inventory 2.0 appeared first on Xin Inventory.

Question :

Can I add Item Name to the quotation/invoice/DN ‘forms’ and also ‘templates’? Now it only shows Item Code (automatically generated) and Item Description only. TQ

Answer :

Yes you can do so by using the Additional Info function. Please take a look at:
http://blog.xininventory.com/2012/05/custom-entry-fields.html
http://blog.xininventory.com/2012/05/i-need-weight-field.html

The post Add Item Name to Quotation appeared first on Xin Inventory.

Question :

We have already installed the system and i need to know how to back the data up so that way when we have to reinstall as the system set up on a network then we will have all the date transfered.

Answer :

To backup the data, please go to Setting > Backup & Restore. The backup data will be zipped in a file.  Please save the backup zipped file in a safe location.

The post Backup Data appeared first on Xin Inventory.

Question :

We tested the software on stand-alone basis and were satisfied with the
options.

We wanted to run a last test of Networking to see if it was working well on
Network settings

But, after setting up the SQL and restoring the database, the Trial Period
Message indicates that Trial Period has expired. But we barely have started
testing the software one week ago.

Answer :

When you install the program on the actual server, you should have another 30 days trial period. But once you restore the database from your test computer, the trial period will be expired. This is because when you switching computer, the program detect that it was different computers and will terminate the trial period. This is one of the method we take to eliminate the illegal redistribution of the license key.

What you can do is to uninstall the program from your server, and re-install it. During the installation it will prompt to ask whether to overwrite database, choose “Yes”. Then you may continue to do the networking test and only restore the data from test computer after you purchase the license if necessary.

The post Test Xin Inventory 2.0 on Network appeared first on Xin Inventory.

Question :

I love xin inventory.I have a problem with this setting. I set the currency and decimal to 2 decimals and it works and then I check my statement and the default on the statement remains 4 decimals. I would like my invoices and statements to have the same settings.

Answer :

To set the decimal place, first you need to configure it in the system.  Go to Setting > Setting > Default Document Setting :

Then you need to custom create your own statement template. To learn how to custom create your own template, please access to http://www.xininvoice.com/invoice-software-customize-invoice-template.html

In the Report Designer, select the number value object. Click on the “>” on the top right of the object, and set the format in “Format Setting” to “{0:$###,###,##0.00}”:

Save the template and print your statement with this template.

The post How to set decimal place in Statement appeared first on Xin Inventory.

Question :

I had to reinstall your cd but i can’t find the license number i was given initially. I can’t find it on the cd. Is there a way I can get it again.

Answer :

Please log a ticket to Xin Cube support at http://support.xincube.com, we will contact you immediately for this issue.

The post Lost my License Key appeared first on Xin Inventory.

Question :

I can’t have employees creating draft invoices in the system, how can I disable this feature or change it so they cannot create one?

Answer :

Our system does not allow controlling the features per user. The security control is to control the accessibility of the user to certain page. You can set it in such way that your employee cannot access to the Invoice page total.

Please go to Setting > User Control > User Group, create a group for your employee. Click on “Accessibility” to set the accessibility for this group.

Then go to Setting > User Control > User Profile, assign this group to your employee profile.

The post Do not allow create draft invoices appeared first on Xin Inventory.