Reconciliations in IMS

Reconciliations (cycle counting) compare physical and recorded inventory counts.

New Reconciliations	Statuses & Tags
Adding Supply Requests
Completing Reconciliations
Editing & Canceling Reconciliations

New Reconciliations

Web

1. In the Inventory Management System, go to the Reconciliations tab and click + New Reconciliation.
2. Select the Stock Area. The Reconciliation Date defaults to today.
3. Choose the items to reconcile and click Next. To include all items, click Select All & Next.
   • Previously reconciled items that were unassigned from the stock area will show as Discontinued.
4. Enter the current Qty On Hand for each item.
   • If a Max Quantity is set, it appears next to the field.
     
5. After entering all quantities, click Save to create the reconciliation with a New status.

JM Connect

1. Tap the Reconciliation icon, then tap the + icon.
2. Select the Stock Area.
   • Users can only choose stock areas for trained locations.
3. Choose the reconciliation date.
4. Choose the items to reconcile and click Next. To include all items, click Select All & Next.
5. Enter the Qty on Hand for each item.
6. After entering all quantities, tap Save to create the reconciliation with a New status.

Adding Supply Requests

Supply Requests can be added to Reconciliations.  This allows users to reconcile the stock area and request items if the stock is low.

The requested supply value cannot be edited after the reconciliation has been saved.

1. Begin a new reconciliation.
2. In the Supply Request column, add the amount of the item that is being requested.
   
3. Select Save (Reconciliation + Supply Request).  The supply request will be visible from the Supply Request tab.
   

Completing Reconciliations

 Each stock area can be reconciled once per day.

Reconciliations cannot be completed from JM Connect.

 

Web

1. For any reconciliation in the New status, click the Edit Pencil in the Action column.
2. Once the Quantity on Hand amounts have been confirmed, click Start Reconciliation.
3. The results of the reconciliation will be visible:
   
   • Stocked Qty - The last recorded supply quantity at the stock area.
   • Entered Qty - The quantity entered during the reconciliation.
   • Difference - The difference between the Stocked and Entered Quantities.
   • Status - There are three different statuses for reconciled items:
     • Unaccounted - There was a positive difference for the item.  Items will be marked as unaccounted since they are not linked to a supply order/purchase.
     • Matched - The Stocked and Entered quantities are equal.
     • Missing - There was a negative difference for the item.  If there were fewer items than the previously recorded amount, a Reason can be selected.
   • Reason - Missing items can be marked as lost, stolen, spilled, consumed, or damaged.

Editing & Cancelling Reconciliations

As long as a reconciliation is in a New or In Progress status, the reconciliation can be edited.

1. In IMS, navigate to the Reconciliations tab.
2. Select the Edit Pencil in the Actions column.
3. Edit the desired information, then select Save.

To cancel a reconciliation:

1. In IMS, navigate to the Reconciliations tab.
2. Select the Edit Pencil in the Actions column.
3. Select the Mark As Cancelled button.

Statuses & Tags

Reconciliation can be filtered by status.

• New - The reconciliation has been created, but not started.
• In Progress - The reconciliation has been started, but not marked as complete.
• Completed - The reconciliation has been marked as complete.
• Canceled - The reconciliation has been marked as canceled. 
• E - Created from an Express Order.
• R - Has an attached supply request.

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.