Mapping Supplies in IMS

Supplies can be mapped to suppliers, customers, locations, and branches. Mapping controls where supplies can be ordered from and stocked.

Accessing Supply Item Mapping	Mapping to Branches
Mapping to Customers	Mapping to Suppliers
Mapping to All Customers
Mapping to Locations

Accessing Supply Item Mapping

1. On the web portal, go to Inventory > Inventory Management System.
2. Open the Settings tab, then the Supply Items subtab.
3. Click the Edit Pencil in the Actions column for an item.

Mapping to Customers

Mapping an item to a Customer also maps it to all associated Locations.

1. When viewing a supply item, open the Mapping subtab.
2. Enable the toggle in the Action column to assign the item to that customer.
3. Once assigned to the Customer, all Locations will be assigned automatically.

Mapping to All Customers

Items available at all locations can be assigned to all customers. These items are tagged Global (G).

Global items will be automatically available to new locations.

1. When viewing a supply item, open the Mapping subtab.
2. Enable Assign to all customers.

Mapping to Locations

Items must be assigned to a location to be stocked, requested, ordered, or reconciled.

1. When viewing a supply item, open the Mapping subtab.
2. On a Customer, click the plus (+) to show associated locations.
3. Enable the toggle in the Action column on the Location row to assign it.

Mapping to Branches

Mapping an item to a branch allows the item to be accessible for all associated stock areas.

1. When viewing a supply item, open the Branch Mapping subtab.
2. Enable the toggle in the Action column to assign the item to the branch.

Mapping to Suppliers

Items must be mapped to supplies to create Supply Orders. Suppliers can be mapped manually or in bulk using an import spreadsheet.

Manually

1. When viewing a supply item, open the Supplier Mapping subtab.
2. Click the + icon in the Action column to assign it to the supplier.
3. Update the values. These are specific to the selected supplier.
   • Unit Cost - Cost per stockable item from the selected supplier.
   • Item Code - Purchase code from the selected supplier.
   • Ordering UOM - Unit the item is bought in (e.g., box, case).
   • UOM Multiplier - Quantity of stockable items per UOM.
     • For example, if you purchase 1 case of 6 items, UOM = Case and UOM Multiplier = 6.
4. Click the Save icon in the Action column to confirm.

In Bulk (Import)

Contact your Account Manager for import assistance.

1. In IMS, go to Settings > Import.
2. Click the Supplier/Item Excel icon to download the spreadsheet.
   
3. Fill in the data and save the spreadsheet. Fields with an asterisk (*) are required.
   • Item Description/Code* - Item Description or Item Code. Must exactly match the value in JM.
   • Supplier/Distributor* - Supplier name. Must exactly match the value in JM.
   • Supplier Item Code - Purchase code for the supplier.
   • UOM - Unit the item is bought in (e.g., box, case).
   • UOM Multiplier - Quantity of stockable items per UOM.
   • Unit Cost - Cost per stockable item from the supplier.
4. Back in JM, click Supplier/Item and upload the spreadsheet.
   
5. Review the passed or failed records.
   • Click Complete Import to upload all passing records.
   • Click the Save button on a passing record to upload it individually.
   • Failed records will not be imported, see the Notes column for the reason. Correct these records before reattempting the import.
   • Clicking Close will not import any records.

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.