Stock Areas in IMS

Stocks Areas are where items are stored on-site, such as warehouses, stock rooms, closets, etc.

Adding Stock Areas	Supply Orders & Requests
Syncing Stock Areas	Supply Usages
Editing Stock Areas	Work Orders
Detail	Active/Inactive Stock Areas
Inventory
Reorder Levels

Adding Stock Areas

1. On the portal site, go to Inventory > Inventory Management System.
2. Open the Stock Areas tab and select + New Stock Area.
3. Add the required information.
   • Name - Ex. Closet A, Warehouse B.
   • Type - Choose Customer or Company.
     • Customer - The stock area is owned by the customer/client.  If Customer is selected, choose the Customer's name and location.
     • Company - The stock area is company-owned.  If Company is selected, select the Branch and Manager. 
   • Area Type - Closet, stock room, vehicle, or warehouse.
   • Phone - The number of the area contact/manager.
   • Latitude and Longitude - These fields will automatically generate with the latitude and longitude of the location/branch.
   • Distribution Center - Designates the stock area as a Distribution Center.
   • Supply Request Email Alerts - Any added email address will receive an email notification when a supply request is created for the stock area.
   • Address - The address of the stock area.
4. Add any optional information.
   • Notes - Any additional notes or remarks regarding the stock area.
   • Billing Address - The billing address of the stock area.  This address is used when fulfilling supply orders.
   • Ship To Address - The Ship To address of the stock area.  This address is used when fulfilling supply orders.
5. Click Save to create the Stock Area.

Syncing Stock Areas

Syncing will automatically generate a Customer stock area for each location in the system.  Synced stock rooms all have the Stock Room area type.

1. In IMS, open the Stock Areas tab.
2. Click  Sync All. 
   
3. Stock areas will be generated based on location.

Editing Stock Areas

Select the Edit Pencil in the Action column to begin editing a stock area.

Detail

The Detail tab will contain general information regarding the Stock Area. 

The numbers at the top will show stocked inventory at a glance.  The green number shows the total stocked items, the blue number is the total cost of the stocked inventory. 

Inventory

Inventory

Inventory shows the items mapped to the stock area with the current quantities.  This page can be exported to Excel.

Area-to-Area transfers can be completed from this subtab.

1. Select Transfer in the Action column.
2. Select the Destination Stock Area.
3. Select the Transfer QTY (number of items being transferred).
4. Optionally, add any transfer notes.
5. Select Save to transfer the items to the designated area.

Assignment

Assignment allows mapped items to be deactivated.  If an item has been deactivated at a stock area, or unassigned from customer or location mapping, it will appear as Discontinued. Discontinued items with 0 quantity are not listed.

Discontinued items can no longer be ordered through Supply Orders or requested through Supply Requests.

Report

Report shows historical supply information such as items transferred in and out, quantities consumed, quantities damaged, etc.  This report can be exported to Excel.

Reorder Levels

Adjusting Reorder Levels for a stock area will affect other areas of the system, such as Supply Orders and Requests.  Reorder Levels are set per item.

1. Select the Edit Pencil in the Action column for an item.
   1. Critical Level - The minimum quantity to have on hand for this item.
   2. Reorder Level - The quantity that should be reached before reordering this item.
   3. Max Level - The maximum quantity of the item that can be stored at the stock area.
   4. Recipient Emails - Email Recipients will receive an email if the item quantity falls below the reorder level.
   5. Enabling Create Auto Order will automatically generate a supply order when the reorder level has been reached.
   6. Enabling Email Order to Supplier will automatically email the supply list to the email recipient.
       

Supply Orders & Requests

The Supply Orders subtab details all instances of supply order for the selected stock area.

The Supply Requests subtab shows all open supply requests for the selected stock area.

Supply Usages

Lists all instances of supply usages for the selected stock area.

Work Orders

Lists all work orders for the selected stock area.

Active/Inactive Stock Areas

To deactivate a stock area:

1. From within IMS, select the Stock Area tab.
2. Select the Trash Can icon in the Action column.

To reactivate a stock area:

1. From within IMS, select the Stock Areas subtab.
2. Select the Search bar to expand the options.
3. In the Status dropdown, select Inactive, then click Search.
   
4. In the Action column, select the toggle to reactivate the desired stock area.

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.