Supply Requests in IMS

Supply Requests in IMS

Supply Requests can be used to request supplies for a stock area.

Creating Supply Requests	Express Order
Editing Supply Requests	Closing Supply Requests
Issuing Supply Requests	Statuses & Tags
Supply Request to Order

Creating Supply Requests

1. Go to Inventory > Inventory Management System > Supply Requests.
2. Click + New Supply Request and enter the required details:
   • Customer & Location - Where the designated stock area is located.
   • Stock Area - Where items will be stocked.
   • Required By - Due date for the request.
   • Requested By - User making the request.
   • Notes (optional).
3. Once specified, available items for the stock area will appear.
   • Item Code & Description - Identifies the item.
   • Max Qty - Maximum storage capacity.
   • UOM & # of UOM - Unit of measure and requested quantity.
   • Qty on Hand - Current stock.
   • Qty Requested - Desired quantity.
4. Click Add to include items; multiple selections are allowed.
5. Enter Qty Requested and click Save to submit the request.

Editing Supply Requests

1. In IMS, go to Supply Requests.
2. Click the Edit Pencil in the Action column.
3. Modify details and click Save.

Editing Requested Quantities

1. On a supply request, open the Supply Items subtab.
2. Under Requested Items, edit Qty Requested and click the Save icon for each item, or Save All.

Adding Additional Items

1. On a supply request, open the Supply Items subtab.
2. Under Available Items, click Add to include the item.
3. Under Requested Items, update the Qty Requested, then click Save.

Issuing Supply Requests

1. In IMS, go to Supply Requests.
2. Click the Edit Pencil in the Action column for a request.
3. Open the Issue subtab.
4. Click the Gear icon to view stock areas with available inventory.
5. Choose a Stock Area and enter the Qty Issued.
6. Click Issue to complete the transfer.

Supply Request to Order

Clicking the Shopping Cart will create a Supply Order for the requested items.  This action links the supply request to the created supply order.

Click here to learn more about Supply Orders in IMS.

1. In IMS, navigate to Supply Requests.
2. For a pending supply request, click the Shopping Cart icon in the Action column.
   
   
3. This will create a supply order for any non-issued items.  Once the supply order has been filled, the linked supply items will be issued.
   • The Shopping Cart value is the number of items linked to an order.
   • Items linked to an order cannot be issued from a stock area.

Unlinking Items from Order

1. On a supply request, open the Issue subtab.
2. Click the value in the Qty Received By Order column.
3. Click Unlink.
   

Express Order

Using Express Order will update quantities on hand, request items, and create an order all in the same action. This function is commonly used with Vendor Managed Inventory (VMI).

Web

1. Within IMS, go to Supply Requests.
2. Click Express Order.
   
3. Choose a Stock Area.
4. Select the desired items, then select Next.
   • To select all items, chose Select All & Next.
5. Add Qty on Hand.
   • If Max Qty is specified, Qty Requested will automatically calculate the difference.
6. To confirm, click Save Express Order.
7. Once the linked supply order has been completed, the linked supply request will be issued.

JM Connect

1. On JM Connect, tap the Express Order icon.
2. Choose a stock area.
3. Tap the toggle for the desired items, then tap Next.
   • To select all items, tap Select All & Next.
4. Add Qty on Hand.
   • If Max Qty is specified, Qty Requested will automatically calculate the difference.
5. Tap Save to complete the express order.

Closing Supply Requests

Supply requests can be closed from the web portal if completed, even with pending items, as long as there's no intent to fulfill the rest.

• The original QTY Requested value on closed requests will remain the same.
• Items on a request cannot be Received or Issued after it has been closed.

To close supply requests:

1. Within IMS, go to Supply Requests.
2. Click the checkbox for one or more requests.
3. Click Close Supply Request and confirm the prompt.
   
   • If no items were issued, closing a request changes the status to Closed.
   • If some items were issued, closing a request changes the status to Partially Closed.

Statuses & Tags

• Pending - The request has been created.
• Partially Issued - Some, but not all, items have been issued.
• Issued - All items have been issued.
• Partially Closed - The request was closed after issued some, but not all, items.
• Closed - The request was was closed without issuing any items.
• E - Created from an Express Order.
• R - Created from a reconciliation.

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.