highlightingMay 2014 / PhreeBooksR36RC3
Author – Charles

Background Highlighting:

PhreeBooks has recently introduced a feature that visually conveys the SKU’s ‘Inventory Status‘ during data entry using Background Highlighting. This is a time saving feature.

The Background Highlighting is an Alert! for the user (or a ‘take note’).

Sales Orders:
MediumPurple‘ –  not in stock
MediumOrchid‘ –  not in stock but is on-order

Pink‘ –  inactive and not in-stock  (inactive box checked in SKU details page – reversible)

Purchase Orders:
Orange‘ –  item is in-stock
MediumOrchid‘ –  item is already on-order

Pink‘ –  inactive stock (has the inactive box checked in SKU details page – reversible)
Aquamarine‘ – there is a Sales Order for this item  (should help when you receive products, so you know what should be sorted as normal stock and what should be set aside for a customer.)

NOTE: If you ‘hover’ your cursor above any of these highlighted SKU fields, you should see explanatory hover-text next to your mouse.

The above features do not take into account the user-defined ‘Minimum Stock Level‘ for each SKU.

Update 23-May-2014
Rene has changed the background-colour oforangelin
MediumOrchid‘ –  not in stock but is on-order to  FF6633 (Orangelin)
This update will be included in the next release of PhreeBooks.

Any comments, queries or suggestions for improvement to the Forum please.

backupPhreeBooks provides a backup and restore utility to the database. It is recommended that this utility be used as other web-based applications have shortcomings that my prohibit proper restoration of your data. Specifically, phpMyAdmin has limitations on the upload size of 8 MB. Using a utility such as BigDump has limitation on the size of the sql being executed. The PhreeBooks backup utility creates a backup with limited sql sizes that allow for the restore script (a modified version of the BigDump script) to properly restore a company backup.

Backup & Restore Features:

  • Independent of database tables, the script automatically determines the tables and creates the sql to re-create the tables and populate with data.
  • Automatically compresses the sql file and downloads to your browser to allow off site storage of your company data.
  • Can be used to re-locate your company to a different server.

Backing Up Your Company Data

  1. From the main menu, navigate to Tools -> Company Backup.
  2. Select the backup compression type and whether to include company data files.
  3. If a copy of the backup is to be kept on the server, check the box labeled ”
    Save a local copy in web server (my_files/backups) directory “.
  4. Press the Start Backup button to start the backup. NOTE: This script can take several minutes depending on the size of the database being backed up. If a copy is selected to stay on the server, it will be placed in the /my_files/backups directory.
  5. When complete, the file will be downloaded to the local browser.

Restoring Company Data (database only)

PhreeBooks provides a restoration utility to restore the database tables. Files from the my_files directory must be restored through your ISP control panel or ftp transfer.

  1. From the main menu, navigate to Tools -> Company Backup.
  2. Press the Company Restore button in the toolbar. Acknowledge the warning that all data will be replaced in the database table.
  3. The restore screen will be displayed and a list of files from the /my_files/backups directory will be displayed.
  4. If the file to restore is available (must be in uncompressed format), select the file and press the Start button.
  5. If the restoration file is not in the /my_files/backups directory, it can be uploaded by browsing your local computer for the uncompressed file and uploading to your server using the control panel or ftp protocol to copy the sql file to your server. Once the file has been uploaded, select the file and press the Start button to begin the restore operation.
  6. Once the restore has successfully completed, Press the button at the bottom of the form to log out and back in to the restored company. Logging out is necessary to verify any updates (if necessary) and make sure the system initializes properly.


1. TOOLS > Company Backup > ‘Database Only’:
Includes – CoA, Sales/Purchase Taxes set, GL entries,
Excludes – anything in my_files – your nice Forms (Invoice, PO, Credit Memo), Company details, logo’s, back-ups

i.e. NOT a full back-up

2. TOOLS > Company Backup > ‘Database and Company Data Files’:
Includes – ‘Database only’ as above, contents of my_files (see above), config.php.
Excludes – ?

3. GENERAL LEDGER > Administrative Tools > Purge all Journal Transactions (re-start)
Includes – all GL-entries
Excludes – Customer, Vendor, Inventory details. CoA and Sales/Purchase tax details. Company details.

Please post any comments or suggestions to the Forum.

January 2014 / PhreeBooksR36RC3
Author – Charles
draft    …   under construction

Bar code scanners are simply quick keyboard entry mechanisms (they scan the code and enter it into the field). To work in a web based application, the cursor needs to be in the field you want to enter the code into. If you enable bar code scanners for item entry, place the cursor in the sku field of the first line and scan the product. The quantity will assume 1, the details will be retrieved and a new line will be added and the cursor placed in the sku field of the next line. Successive scans will continue the operation. Items can be added very quickly this way.


Which Barcode Scanner:

The following USB Barcode Scanner has been used successfully with PhreeBooks:


Motorola / Symbol LS2208   …   It doesn’t require any drivers, it’s just like a USB keyboard.

It is mentioned here:

I have also seen Wasp barcode scanners recommended elsewhere, but I am unaware of a  PhreeBooks users with one.

Useful Barcode Resources:


barcodeTo Enable Barcodes in PhreeBooks:


barcode icon

COMPANY > Module Administration > PhreeBooks Module > General

  • If set to Yes, this option will enable data entry on order forms for USB and supported bar code readers    …   YES/NO

COMPANY > Module Administration > Inventory Module

  • When enabled, PhreeBooks looks for a SKU length in the order form equal to the Bar Code Length   …   YES/NO
  • Sets the number of characters to expect when reading inventory bar code values   …   12 (default)
  • inventory field called UPC Code: This field needs to have the numeric UPC value in it. This field is what is searched when a bar code is scanned. You can scan-in new inventory – scan the barcodes into the UPC Code field in Inventory.

Printing bar codes on labels:

barcode on invoiceBar codes are basically fonts and can only be added to Forms at this time. Add a data field to the Form and select bar code as the type.
In the popup, select the database field you want to generate a bar code for. Enter the position on the Form, the height of the bar code. I’ve tested this with:

  • invoice numbers,
  • PO numbers
  • postal codes.

Barcodes can also be printed on Work Orders.

Please post any comments of suggestions to the Forum.

branchDecember 2013 / PhreeBooksR36RC3
Author – Charles

PhreeBooks is set by default to maintain accounts for one location (HQ), without branches.

Creating a Branch:

COMPANY > Module Administration (click on Mod. Admin. and not sub-menu) > Configuration, Options, “Enable multiple branch functionality.” YES / NO

Update User Settings (ACL):
COMPANY > User > click on a User, Security Settings

Two new Settings are created in Security Settings and need to be set, as appropriate:
Company > Branch Manager
Inventory > Transfer Inventory

 If enabled in ‘Security Settings’ above, 2 new options will appear in the drop-down menus.

  • Branch Manager, in the COMPANY drop-down menu, and
  • Transfer Inventory, in the INVENTORY drop-down menu

You can now create branches and transfer inventory to them.

If Branch functionality is enabled:

  • a new column will appear in Inventory pop-up’s on the right-hand-side that will show the Inventory held by that branch.
  • In the Inventory record of any SKU (stock) a box on the right-hand-side will show how the Inventory is distributed between the set Branches.
  • ‘Store Id’ will appear as a drop-down selection in Customer Invoices, Vendor Purchase/Receive and General journal Entries.
  • Various new Reports will appear for Branch reporting.