Supply Tracking Setup

Assign Supplies to Customers and Locations

Supply Tracking Setup

Use Janitorial Manager to track your supply inventory. Enter all supply items into the system and allow Janitorial Manager to help you keep better track of all of your supplies.

Adding Suppliers and Supply Items in Bulk

Spreadsheet Import

JM has a bulk import feature to create both Suppliers and Inventory items. This feature can be used to import a spreadsheet and enter all the supply items at one time.

1. Go to Inventory > Generic Supply Item Import
2. Download the Instructions spreadsheet
3. Enter your supply items on page 2 of the spreadsheet according to the instructions on page 1
4. Save the file. (Do not change the file name)
5. Import the supply item workbook to JM
6. Use the choose file button to select your edited spreadsheet
7. Click Upload supply item workbook

Adding Suppliers and Supply Items Individually

Suppliers

JM manages the supply items used by your company. Before adding supply items, a supplier must exist in the system.

1. Go to Inventory > Manage Suppliers
2. The current list of suppliers will be displayed
3. Add the name of the supplier in the Add New Supplier field.
4. Click the save button.

Inventory Supply Items

Each supply item used by your company to service your clients must be added to JM. Once the supply item is added to JM, its usage can be recorded. 

Supplier - Suppliers added to Janitorial Manager under Manage Suppliers.

Consumable Item - Check this box to track consumable items. This does not appear in any reporting.

Name - The name of the supply item that will appear first when employees submit a supply request.

Description - The description of the supply item. Some use this area to list the supplier code and supplier order information.

Code - Optional field for internal supply codes.

Unit Cost - Add the cost for the item charged by the supplier used.

Additional Markup - Add the dollar amount markup for the supply item if sold to your customer. This will appear when creating a work order and adding supply cost.

Auto-Tracking Enabled - When a supply request or supply work order comes through the system requesting supplies, the amount requested will automatically be deducted from the existing Quantity. (Recommended)

1. Go to Inventory > Manage Supply Items
2. The current list of Supply Items will be displayed
3. Select the Add New Supply Item
4. After adding the required information, as shown above, select the Save button
5. After saving, move on to the Assignments section below.

Assignment

Supply items now have two levels of Assignment. Assignment is important because it tells the system which supply items can be requested for which locations. This also tells employees which supplies they can select when submitting supply requests on JM Connect. This prevents employees from selecting the wrong supply items when entering those requests.

Supplies need to first be assigned to Customers in which the items are used. Sometimes, not all locations within that Customer use the same supply items. The second level of Assignment is done within each Location. Follow the instructions below to assign supply items to the Customers and Locations who utilize those supplies.

1. After entering the supply item information in the General sub-tab, click the Assignment sub-tab
2. Choose which customers to assign the item to
   • You may either assign the item to ALL customers via the checkbox above the table
   • Or only assign the item to specific customers by clicking +Assign on the appropriate customer in the Actions column
3. Once the item has been assigned to Customers, you need to choose which Locations will be eligible to request that supply item.
4. Navigate to the Customers tab at the top of the page
5. Select Manage Locations
6. Click the Supply Item sub-tab
   • Select Assign All to assign all the items on the list to the location
   • Or select the +Assign button on each item line to assign the item to the location

For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.