Inventory Management System Setup

The JM Inventory Management System is complete end-to-end supply tracking tool. Users can order, receive, stock, distribute, reconcile, and report on all items utilized by an organization.

Learn more about Janitorial Manager's Equipment Tracking feature HERE.

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Set Up Suppliers

Suppliers are companies, manufacturers, or sellers that provide the chemicals and equipment necessary to perform the cleaning work.

Add New Supplier

To add a New Supplier:

Navigate to the Inventory Management System.
Click Settings.
Click the + New Supplier
Complete the Supplier information.
Click Save to complete.

Edit A Supplier

To Edit A Supplier:

Navigate to the Inventory Management System.
Click Settings.
Find the desired Supplier from the list.
Click the Edit Pencil icon to the right.
Edit Supplier Detail information as required.
Click Save to complete.

Set Up Supplier Contacts

Multiple Supplier Contacts can be added for the Supplier.

To Edit A Contact Person:

Navigate to the Inventory Management System.
Click Settings.
Find the desired Supplier from the list.
Click the Edit Pencil icon to the right.
Click the Contact Person tab.
Enter Contact Person information.
Click Save to complete.
Repeat as necessary.

View Supply Orders by Supplier

To view Supply Orders placed to a specific Supplier:

Navigate to the Inventory Management System.
Click Settings and then Suppliers.
Find the desired Supplier in the list.
Click the Edit Pencil icon to the right.
Select Supply Orders.
Click the + icon to the left to view Supply Order details.

Setup Stock Areas

Stock Areas are locations where Supply Items are stored. Stock Areas can be at a Customer Location or A Company Location. A Customer Location would typically be a Supply Closet, while a Company Location might be a Company Warehouse, a Branch or even a Vehicle.

Sync All Locations

This function creates a Stock Area for all Locations currently active in JM. These Stock Areas can be edited after the Sync.

To sync all current JM Locations:

Navigate to the Inventory Management System.
Click Stock Areas.
Click the Sync All
The Stock Area List will be populated based on existing Locations.

Add A New Stock Area

To add a Stock Area:

Navigate to the Inventory Management System.
Click Stock Areas.
Click the + New Stock Area
Complete the Stock Area information.
Click Save when complete.

Edit A Stock Area

To edit a Stock Area:

Navigate to the Inventory Management System.
Click Stock Areas.
Click the Edit button to the right of the desired Stock Area.
Edit the Stock Area information as necessary.
Click Save when complete.

Set Up Branches

Branches are company owned or managed locations (Supply Closets, Stock Rooms, Warehouses or Vehicles) used to store Supply Items.

Add New Branch

To add a Branch:

Navigate to the Inventory Management System.
Click Settings and then Branches.
Click the + New Branch
Complete the required Branch information.
Click Save to complete.

Edit A Branch

To edit a Branch:

Navigate to the Inventory Management System.
Click Settings and then Branches.
Click the Edit Pencil to the right of the desired Branch.
Edit Branch information as necessary.
Click Save to complete.

Set Up Supplies

Supplies are chemicals and equipment used to perform the work.

Add or Edit A Supply Item

Supply Items can also be added manually.

To Add a Supply Item:

Navigate to the Inventory Management System.
Click Settings and then Supply Items.
Click the Add New Supply Item
Complete all required fields.
Click Save to complete.

Supply Item Fields

Required Fields:

Item Code – Unique product identifier number.

Item Description – Product name and identifying information.

Manufacturer – Company that produces the item. Select from the drop down list.

Type – Is the item consumable or a durable asset. Select from drop down.

Category – High level grouping of items based on type. Select from drop down.

Sub-Category – Specific grouping of items based on common characteristics. Select from drop down.

Stock UOM – The unit of measure in which the item is stocked in inventory. Select from drop down.

Order UOM – The unit of measure in which the item is ordered. Select from drop down.

UOM Multiplier – The number of units contained in the Order UOM.

Unit Cost – The rate paid to the Supplier for the item.

Minimum Order QTY – The minimum quantity required by the supplier to place an order.

Lifespan Min – The minimum duration before the item is completely utilized or expired.

Lifespan Max - The maximum duration before the item is completely utilized or expired.

Lifespan UOM – The unit of measure for the item lifespan.

Price Range Min – The low end price anticipated for the item.

Price Range Max - The high end price anticipated for the item.

Auto Consumption Mode – The method in which items are utilized from inventory. First In/First Out (FIFO), Last In/First Out (LIFO) or First Expired/First Out (FEFO).

Optional Fields:

Tax – Is the item taxable when resold.

Product Images – Images of the item to help users identify the item.

Assign Supply Items to a Supplier

Supply Items must be assigned to the Suppliers from which the item can be purchased.

*Suppliers must be setup in IMS before Supplies can be mapped to them*

Assign By Supply Item

To Assign an individual Supply Item to a Supplier:

Navigate to the Inventory Management System.
Click Settings and then Supply Items.
Find the desired Supply Item in the list.
Click the Edit Pencil icon to the right.
Select Supplier Mapping from the submenu.
Click the + icon to the right of the desired Supplier.
Enter a Unit Cost, Supplier Item Code, UOM and UOM Multiplier.
Click the Save icon to complete.

*The UOM Multiplier is the quantity of items contained in the Order UOM.

**An item can also be Assigned to all or Unassigned from all Suppliers.

Assign By Supplier

To Map Supply Items by Supplier:

Navigate to the Inventory Management System.
Click Settings and then Suppliers.
Find the desired Supplier in the list.
Click the Edit Pencil icon to the right.
Select Supply Items from the submenu.
Click the + icon to the right of the desired Supply Item.
Enter a Unit Cost, Supplier Item Code, UOM and UOM Multiplier.
Click the Save icon to complete.

*The UOM Multiplier is the quantity of items contained in the Order UOM.

**An item can also be Assigned to all or Unassigned from all Suppliers.

Assigning Supply Items to a Customer

Supply Items must be assigned to the Customers where they are to be used.

To assign an Item to a Customer:

Navigate to the Inventory Management System.
Click Settings and then Supply Items.
Find the desired Supply Item in the list.
Click the Edit Pencil icon to the right.
Select Customer Mapping from the submenu.
Click the + Assign button to the right of the desired Customer.
Optionally an Additional Markup can be added by clicking the Edit button and entering the desired Markup.
Alternatively, clicking the Assign to All Customers button will assign the current Supply Item to all Customers in the system.

Assigning Supply Items to a Location

Supply Items can be assigned to Locations where they are to be stocked and used.

Assign By Location

To assign an Item to a Location:

Navigate to the Inventory Management System.
Click Settings and then Supply Items.
Find the desired Supply Item in the list.
Click the Edit Pencil icon to the right.
Select Location Mapping from the submenu.
Locations can be filtered by Customer by selecting from the Customer drop down menu.
Click the + Assign button to the right of the desired Location.
Optionally an Additional Markup can be added by clicking the Edit button and entering the desired Markup.

Alternatively, clicking the Assign to All button will assign the current Supply Item to all Locations in the system.

Assign All

Supply Items can be assigned to all Locations and then culled under the Location settings.

To Map an Item to all Locations:

Navigate to the Inventory Management System.
Click Settings and then Supply Items.
Find the desired Supply Item in the list.
Click the Edit Pencil icon to the right.
Select Location Mapping from the submenu.
Click the Assign All
Repeat for all desired Supply Items.
Navigate to Stock Areas.
Click the Edit Pencil to the right of the desired Stock Area.
Click Inventory in the sub-menu then select Assignment.
Click the Active button to Assign or Unassign the Supply Item to the current Location.

Using IMS

Using the Dashboard

The IMS Dashboard provides vital heads-up information on the status of Supplies and Equipment throughout the organization.

Using Stock Areas

Stock Area Functions:

Inventory Items - View, assign/unassign, and track usage of Supply Items in the Stock Area

Reorder Levels - Create and manage critical level, reorder level and max level for supply items in the Stock Area

Supply Orders - View status of existing orders placed to Suppliers for this Stock Area

Supply Requests - View status of existing requests submitted for this Stock Area

Supply Usages - View supply usage for this Stock Area

Work Orders - View Work Orders with Supplies assigned from this Stock Area

Transfers – View and manage Stock Transfers from one Stock Area to another.

Stock Area List

To view the Stock Area list:

Navigate to the Inventory Management System.
Click Stock Areas.
To view or edit a Stock Area, find in the list and click the Edit Pencil to the right.

Stock Areas – Detail

Use the Stock Area Detail page to manage Stock Area information.

Stock Area - Inventory

Inventory List

To view or manage Supply Items for a selected Stock Area:

Navigate to the Inventory Management System.
Click Stock Areas.
Find the desired Stock Area and click the Edit Pencil on the right.
Select Inventory from the sub-menu.

The displayed list is the Supply Items that have been assigned to the selected Stock Area.

Stock Area Inventory Assignment

To view or manage Supply Items assigned to a Stock Area:

Navigate to the Inventory Management System.
Click Stock Areas.
Find the desired Stock Area and click the Edit Pencil on the right.
Select Inventory from the sub-menu and then Assignment.
Assigned Items have a green indicator in the active column. Inactive is designated with red.

Stock Area Inventory Report

To view the Stock Area Supply Item Report:

Navigate to the Inventory Management System.
Click Stock Areas.
Find the desired Stock Area and click the Edit Pencil on the right.
Select Inventory from the sub-menu and then Report.

Stock Areas – Reorder Levels

Manage Supply Item quantity on hand Critical Level, Reorder Level and Max Level.

To view and manage the Reorder Levels:

Navigate to the Inventory Management System.
Click Stock Areas.
Find the desired Stock Area and click the Edit Pencil on the right.
Select Reorder Levels from the sub-menu.
Click the Edit Pencil on the right to edit the level settings.

Stock Areas – Supply Orders

View Supply Orders specific to a Stock Area.

To view Supply Orders for the selected Stock Area:

Navigate to the Inventory Management System.
Click Stock Areas.
Find the desired Stock Area and click the Edit Pencil on the right.
Select Supply Orders from the sub-menu.
Click the + icon on the left to view the Supply Order Details.

Stock Areas – Supply Requests

View Supply Requests specific to a Stock Area.

To view Supply Requests for the selected Stock Area:

Navigate to the Inventory Management System.
Click Stock Areas.
Find the desired Stock Area and click the Edit Pencil on the right.
Select Supply Requests from the sub-menu.
Click the + icon on the left to view the Supply Request Details.

Stock Areas - Supply Usages

View Supply Usage specific to a Stock Area.

To view Supply Usage for the selected Stock Area:

Navigate to the Inventory Management System.
Click Stock Areas.
Find the desired Stock Area and click the Edit Pencil on the right.
Select Supply Usages from the sub-menu.
Click the + icon on the left to view the Supply Usage Details.

Stock Areas - Work Orders

View Supply Items attached to a Work Order specific to a Stock Area.

To view Work Orders for the selected Stock Area:

Navigate to the Inventory Management System.
Click Stock Areas.
Find the desired Stock Area and click the Edit Pencil on the right.
Select Work Orders from the sub-menu.
Click the + icon on the left to view the Work Order Details.

Stock Areas – Transfers

Supply Items can be transferred from any Stock Area to another.

View Transfers

To view Stock Transfer for a selected Stock Area:

Navigate to the Inventory Management System.
Click Stock Areas.
Find the desired Stock Area and click the Edit Pencil on the right.
Select Transfer from the sub-menu.

Create a Transfer

To create a Stock Transfer for a selected Stock Area:

Navigate to the Inventory Management System.
Click Stock Areas.
Find the desired Stock Area and click the Edit Pencil on the right.
Select Transfer from the sub-menu.
Click the New Transfer button on the right.
Complete the required information.
Click Mark As Draft or Mark As In Transit when compete.
Transfers marked in transit will show in the Transfer section of the destination Stock Area.

Receive a Transfer

To receive a Stock Transfer for a selected Stock Area:

Navigate to the Inventory Management System.
Click Stock Areas.
Find the desired Stock Area and click the Edit Pencil on the right.
Select Transfer from the sub-menu then select Transferred.
Click the Edit Pencil to the right for the desired Transfer.

Supply Requests

Supply Requests are requests for Supplies from existing inventory to restock a Stock Area. Supply Requests can be filled from on hand inventory or added to a Supply Order.

View Existing Supply Requests

To View Supply Requests:

Navigate to the Inventory Management System.
Click Supply Requests.
All Supply Requests are displayed.

Create New Supply Request

To Create A New Supply Request:

Navigate to the Inventory Management System.
Click Supply Requests.
Click New Supply Request.
Select a Customer, Location and Stock Area. The Supply Item list for this location will display below.
Select the desired Supply Items and enter a Qty.
Click Save when complete.

Edit Supply Request

To Edit a Supply Requests:

Navigate to the Inventory Management System.
Click Supply Requests.
Click the Edit Pencil icon to the right for the desired Supply Request.
Click Supply Items in the submenu.
1. Requested quantities can be edited (unless attached to a Supply Order)
2. Additional Supply Items can be added

Create A Supply Order From A Supply Request

To Add A Supply Request to A Supply Order:

Navigate to the Inventory Management System.
Click Supply Requests.
Click the Shopping Cart icon to the right for the desired Supply Request.
The Supply Items in the Supply Request are added to a Supply Order.
The newly created Supply Order is displayed under Supply Orders.
Click the Mail icon to email Supply Order.

**Note: The Supplier for the requested Supply Item is set based on the initial Supply Item setup and cannot be edited in this Supply Order.

Create A New Supply Order Based On A Supply Request

To create a new Supply Order:

Navigate to the Inventory Management System.
Click Supply Requests.
Click the Edit Pencil icon to the right for the desired Supply Request.
Click Supply Items in the sub menu.
Note the Supply Items that need to be ordered.
Click Supply Orders in the main menu.
Click the New Supply Order
Complete required information and click Save.
Supply Items assigned to this Stock Area appear below. Select Add and enter desired qty.
Click the Add button for the desired Supply Items.
Enter the desired order quantity for each Supply Item.
Click Save when complete.

Issue Request

To Edit a Supply Requests:

Navigate to the Inventory Management System.
Click Supply Requests.
Click the Edit Pencil icon to the right for the desired Supply Request.
Click Issue in the submenu.
Click the Gear icon in the Action column to the right of the desired Supply Item.

Supply Orders

Supply Orders are orders placed to Suppliers to replenish Supply Items at a Stock Area. Supply Orders can be created as a New Supply Order, from a Supply Request or an Express Order.

Create a New Supply Order

To create a Supply Order:

Navigate to the Inventory Management System.
Click Supply Orders.
Click New Supply Order.

4. Complete required information and click Save.

5. Supply Items assigned to this Stock Area appear below. Select Add and enter desired qty.

6. Click the Add button for the desired Supply Items.

7. Enter the desired order quantity for each Supply Item.

8. Click Save when complete.

9. The Compare Prices feature allows users to compare the prices for a Supply Items from various Suppliers.

*Note: Vendor prices are not updated automatically.

10. The new Supply Order will appear in the Supply Order list.

11. Click the Email icon on the right to Email order to the Supplier.

Create A Supply Order From A Supply Request

To Add A Supply Request to A Supply Order:

Navigate to the Inventory Management System.
Click Supply Requests.
Click the Shopping Cart icon to the right for the desired Supply Request.
The Supply Items in the Supply Request are added to a Supply Order.

**Note: The Supplier for the requested Supply Item is set based on the initial Supply Item setup and cannot be edited in this Supply Order.

5. The newly created Supply Order is displayed under Supply Orders.

6. Click the Mail icon to email Supply Order.

Create an Express Order

An Express Order is a specialized function that allows users to perform a cycle count and place a Supply Order. When using Express Orders, Supply Orders are limited by the Max Quantity setting for each supply item.

New Express Order

To create an Express Order:

Navigate to the Inventory Management System.
Click Supply Requests.
Click Express Order.

4. Select the desired Stock Area.

5. Update all On Hand Quantities.

6. Enter the Quantity Requested.

7. Click Save Express Order. A new Supply Order will appear under Supply Orders.

Edit Supply Order

To edit a Supply Order:

*Note: Supply Orders cannot be edited after having been emailed to Supplier.

Navigate to the Inventory Management System.
Click Supply Orders.
Locate the desired Supply Order from the list and click the Edit Pencil to the right.

4. Click Supply Items in the submenu.

5. Edit quantities as needed and click the Save icon to the right of the edited item.

6. Add additional Supply Items by clicking the Add icon and entering a quantity.

7. Items from existing Supply Requests can be added by clicking Add All Pending Request.

8. Click Save when complete.

Receive Supply Order

When a Supply Order is delivered to a Stock Area, the Supply Items must be received into the system.

Quick Receive & Stock

To Quick Receive & Stock a Supply Order:

Navigate to the Inventory Management System.
Click Supply Orders.
Locate the correct Supply Order from the list and click the Quick Receive icon to the right.
Click OK in the popup window.

5. To Quick Receive more than one Supply Order, use the check boxes on the left to select the desired Supply Orders and then click the Quick Receive

6. Supply Items will be received into the system and marked as Stocked.

Receive Supply Order

To Receive a Supply Order:

Navigate to the Inventory Management System.
Click Supply Orders.
Locate the correct Supply Order from the list and click the Edit Pencil to the right.
Click Received Items in the submenu.
Enter the quantity received for each item.

6. Click Save when complete.

7. If all Supply Items are not received, the Supply Order will remain in the Supply Order list as Partially Received.

Stock Supply Order

*Note: Supply Items must be marked as Received before they can be Stocked

To Stock a Supply Order:

Navigate to the Inventory Management System.
Click Supply Orders.
Locate the correct Supply Order from the list and click the Edit Pencil to the right.
Click Stock Items in the submenu.
Enter the quantity Stocked for each item.

6. Click Save when complete.

7. Supply Order status will be updated to Partially Stocked.

Email History

To View Email History:

Navigate to the Inventory Management System.
Click Supply Orders.
Locate the correct Supply Order from the list and click the Edit Pencil to the right.
Click Email History in the submenu.
Click the Open Mail icon to view message body.
Click the Email icon to resend Order email.

Supply Usages

A Supply Usage is when a Supply Item is removed from a Stock Area to be used in the completion of a Work Order, Task or other work.

Create a Supply Usage

To record a Supply Usage:

Navigate to the Inventory Management System.
Click Supply Usage.
Click the New Supply Usage

4. Complete Supply Usage information.

5. Select the desired Supply Item by clicking the Add

6. Enter the quantity used.

7. Click Save when complete.

Reverse a Supply Usage

To remove a Supply Usage:

Navigate to the Inventory Management System.
Click Supply Usage.
Find the desired Supply Usage in the list and click the Reverse button to the right.
Click the OK button in the popup window.

*Note: The Supply Usage record will be completely removed.

Reconciliations

Reconciliation (Inventory/Cycle Counting) is the process of matching your stock records with what you physically have in your Stock Rooms, Warehouses, Supply Closets and Vehicles. In addition to counting items and updating your records, this process also lets you find stock discrepancies, so you can address them.

To start Reconciliation:

Navigate to the Inventory Management System.
Click Reconciliations.
Click New Reconciliation.

4. Select the desired Stock Area.

5. Supply Items assigned to the selected Stock Area will be displayed.

6. Select some or all of the Supply Items from the list by clicking the Select button on the right.

a. Use the Search feature to locate a Supply Item if necessary.

7. Click Next.

8. Enter the Quantity on Hand for each Supply Item selected.

9. Optionally, enter Supply Request quantity. Entering a Supply Request quantity will create a new Supply Request viewable in the Supply Request section.

10. Click Save

11. Click Start Reconciliation.

12. Quantity on Hand variances will be displayed. Select a reason for variance.

13. Click the Mark As Complete button when finished.

14. Then click OK in the confirmation pop up.

15. The new Reconciliation will appear in the list.

16. Click the Edit Pencil to the right to view or export the Reconciliation.

17. Click the Export icon to export the Reconciliation.

Reports

The IMS Reporting tool provides detailed tracking information on Supply Item cost and usage.

To view Inventory Reports:

Navigate to the Inventory Management System.
Click Reports.

Inventory Snapshot

The Inventory Snapshot is a heads up dashboard for quick reference.

The Snapshot includes:

Month to Date Beginning Inventory, Inventory In, Inventory Out and Ending Inventory
Year to Date Beginning Inventory, Inventory In, Inventory Out and Ending Inventory
Searchable list of all Stock Areas

Inventory By Date Range

The Inventory By Date Range section can be sorted by a custom date range.

Inventory By Date Range includes:

Beginning Inventory, Inventory In, Inventory Out and Ending Inventory for selected Date Range
Searchable list of all Stock Areas

Stock Adjustment Ledger

The Stock Adjustment Ledger section displays a list of all previous activity effecting inventory.

Entries can be sorted by Source Stock Area, Destination Stock Area, Supply Item, or Supply Order.

Open Orders

The Open Orders section displays a list of all current open Supply Orders.

Clicking the View icon will open the selected Supply Order.

Open Requests

The Open Requests section displays a list of all current open Supply Requests.

Clicking the View icon will open the selected Supply Request.

Below Reorders

The Below Reorders section displays a list of all current Supply Items that have an on hand quantity that is below the set minimum reorder level.

Clicking the View icon will open the selected Supply Request.

Email History

The Email History provides a quick reference view of all emails sent from IMS.

Mobile Inventory Management

JM Connect allows users to manage Supply Requests, Supply Orders and Reconciliation from a mobile device.

Mobile Supply Requests

Supply Requests can be created, edited or deleted from the JM Connect mobile app.

Create a Supply Request - Mobile

To create a new mobile Supply Request:

Log in to JM Connect.
Click Supply Request.
Click the + icon at the top right.

4. Select a Customer.

5. Select a Location.

6. Select a Stock Area.

7. Enter the desired quantity for each requested Supply Item.

8. Click Save when complete.

9. The Supply Request will appear in the Supply Request list as Pending.

Edit or Delete Supply Requests in JM Connect

To Edit or Delete a Supply Request:

Log in to JM Connect.
Click Supply Request.
Locate the desired Supply Request from the list.
Slide left to show Actions.

5. Click the Delete icon to completely remove the Supply Request.

6. Click the Edit Pencil to open and edit the Supply Request.

Supply Request Approval

Supply Requests can be created viewed, managed and issued.

Approve a Supply Request - Mobile

To approve/manage a Supply Request in JM Connect:

Log in to JM Connect.
Click Approve Supply Request.
Find the desired Supply Request in the list.
Slide left and click the Edit Pencil.

5. The requested Supply Items are displayed.

6. Click the Gear icon on the right to manage the requested Item.

7. The selected item will be displayed by the locations where it is available with quantities on hand and distance from the requesting Location.

8. Entered the desired quantity from the Location from which the Request will be fulfilled.

**Note: Clicking Issue marks the item as delivered and stocked at the destination Location!

9. The Supply Request will be display as Issued in the list.

Reconciliation

Reconciliations can be managed from JM Connect to track Supply Item quantities in Stock Areas.

Create A New Reconciliation - Mobile

To create a Reconciliation in JM Connect:

Log in to JM Connect.
Click Reconciliation.
Click the + icon in the upper right.

4. Select a Supply Area

5. Add/Edit Quantity on Hand for each Supply Item.

** failure to add a Quantity on Hand will save as zero on hand!

6. Add Quantity Requested for each Supply Item as needed.

7. Click Save when complete.

Edit A New Reconciliation - Mobile

To Edit a new Reconciliation in JM Connect:

Log in to JM Connect.
Click Reconciliation.
Find the desired Reconciliation in the list.
Swipe left and click the Edit Pencil.
Make edits and click Save.

Mobile Express Orders

New Express Order

To create an Express Order in JM Connect:

Log in to JM Connect.
Click Express Order.
Select a Stock Area.

4. Update the On Hand Quantities (Failure to do so will zero out on hand quantities).

5. Enter the Quantity Requested.

6. Click Save. The new Express Order will appear under Supply Orders.

Pending Orders

To receive a Supply Order in JM Connect:

Log in to JM Connect.
Click Pending Order.
Find the desired Pending Order.
Swipe left.
Click the Check Mark icon to receive and stock the Express Order.

To Quick Receive multiple Pending Orders:

Log in to JM Connect.
Click Pending Order.
Click the check box to the left for one or more Pending Orders.
Click Quick Receive at the top right.