Supply Orders in IMS

Supply Orders in IMS

Supply Orders can be placed with a supplier to replenish items in a stock area.

New Supply Orders	Receiving & Stocking Supply Orders
Compare Prices	Receiving Items
Add/Remove All Pending Supply Requests	Stocking Items
Editing Supply Orders	Quick Receive
Repeating Supply Orders	Statuses
Emailing Supply Orders

New Supply Orders

1. In the Inventory Management System, navigate to the Supply Orders tab.
2. Select + New Supply Order.
   
3. Add the required information.
   1. Stock Area - The Stock Area that the order will be delivered to.
   2. Supplier - The Supplier that the items are being purchased from.
   3. Order Date - The date that the order is being placed.
   4. Order By - The name of the user who is placing the order.
   5. Total Cost - This field automatically updates as items are added to the order.
   6. PO Number - The optional Purchase Order number associated with the order.
      • Selecting the Gear Icon next to the PO field will open PO Settings.  If PO Auto Generate is enabled, PO numbers will be automatically generated for supply orders.
        
        
        
      • PO Prefix - The letters and/or numbers at the beginning of the sequence.  The prefix does not change.
      • PO Start From - The number(s) that follow the prefix.  When new supply orders are generated, this number increases.
      • PO Postfix - The letters and/or numbers at the end of the sequence.  The postfix does not change.
4. Once a Stock Area and Supplier have been chosen, select Add for any items you want to add to the order.  Then, in the # Of Items field, specify the number of items being ordered.
5. To finish creating the order, select Save.
   
   

Compare Prices

Selecting the Compare Item's Prices button will show a chart comparing the cost of the supply item across all Suppliers that have it available.

Add/Remove All Pending Supply Requests

Selecting the Add All Pending Supply Request button will add the items from any pending supply requests at the selected Stock Area to that order.  Once the Supply Order has been fulfilled, the Supply Request will be completed as well.

To reverse the action, select the Remove All Pending Supply Request button.

Editing Supply Orders

1. Select the Edit Pencil in the Actions column for the desired Supply Order.
   
2. Make any necessary changes, then select Save.
   
   

Repeating Supply Orders

1. Select the Duplicate button in the Actions column for the desired Supply Order.
   
2. The duplicated order will appear at the top of the list.

Emailing Supply Orders

1. Select the Email icon in the Action column for the desired Supply Order.
   
2. A preview of the email will appear.  Add or edit any of the fields on the lefthand side, then select Send Email once complete.
   
   • Subject - This will appear as the Subject for the received email.
   • Email To - The email address of the main recipient(s).  Multiple addresses can be added if separated by a comma.
   • Email CC - The email address or addresses of any recipient(s) being CC on the email.
   • Notes - Appear at the bottom of the email template.

Go to Inventory Management System > Email History to view supply order emails sent via IMS.

Receiving & Stocking Supply Orders

Once a Supply Order has been delivered/acquired, items must be marked as Received within IMS.  Once Supply Items are put away and available to employees, items must be marked as Stocked.

Receiving Items

1. In IMS, go to Supply Orders and select the Edit Pencil for an order.
2. Open the Received Items subtab.
3. Enter received quantities in Enter Qty Received (Qty Ordered shows the ordered amount).
4. Click the Save icon in the Action column to update the quantity.
   • To apply a quantity to all, enter a number in the Received Quantity field and click Apply to All Items.
   • Click Receive All to mark all items as fully received.

Stocking Items

1. In IMS, go to Supply Orders and select the Edit Pencil for an order.
2. Open the Stocked Items subtab.
3. Enter received quantities in Enter Qty Stocked.
4. Click the Save icon in the Action column to update the quantity.
   
   • To apply a quantity to all, enter a number in the Stocked Quantity field and click Apply to All Items.

Quick Receive

Quick Receiving will automatically mark all items within an order as received and stocked.  This function is useful if all the items have been accounted for, and are already available to employees.

1. Within IMS, navigate to Supply Orders.
2. Select the checkbox for any Supply Order that you would like to Quick Receive.  Multiple orders can be selected.
3. Select the Quick Receive button and agree to the prompt.
   
4. Orders can also be individually Quick Received by selecting the icon from the Action column.
   
5. The supply order has now been fully stocked.

Statuses

• Placed - The order has been created.
• Partially Received - Some, but not all, items have been marked as received.
• Received - All items in the order have been received.
• Partially Stocked - Some, but not all, items have been marked as stocked.
• Stocked - All items in the order have been stocked.

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.