1 Supply Order/Inventory Management

1 Supply Order/Inventory Management Page 1

2 Supply Order/Inventory Management Table of Contents Introduction...5 Core Supply Order/Inventory Manager Concepts...5 Objects...5 Cart...5 Departments...5 Order...5 Product...5 Product Category...5 Product Type...5 Product Unit... 6 Vendor... 6 People... 6 Category Manager... 6 Inventory Manager... 6 Order Placer... 6 Order Processer... 6 Product Manager... 6 Islands...7 Supply Inventory Cart...7 Recommended Implementation Steps... 8 Step 1: Determine Permissions... 8 Sub Step 1-A: Identify Which Role(s) will be allowed to order supplies... 8 Sub Step 1-B: Identify Which Role(s) will be the Inventory Managers... 8 Sub Step 1-C: Identify Which Role(s) will be the Order Processors... 8 Step 2: Set Key Module Properties... 8 Step 3: Determine Product Organization... 9 Sub Step 3-A: Identify Your Product Categories & Category Managers... 9 Sub Step 3-B: Identify Your Product Types... 9 Sub Step 3-C: Identify Your Products... 9 Sub Step 3-D: Gather Product Details... 10 Page 2

3 Supply Order/Inventory Management Step 4: Population... 10 Sub Step 4-A: Populate Vendors... 10 Sub Step 4-B: Populate Departments... 10 Sub Step 4-C: Populate Product Categories... 10 Sub Step 4-D: Set Product Category Managers... 10 Sub Step 4-E: Populate Product Types... 11 Sub Step 4-F: Populate Products... 11 Sub Step 4-G: Set Product Managers... 11 Ordering Supplies and Managing Your Orders... 12 Selecting Products and Placing an Order... 12 Reviewing Your Cart and Checking Out... 15 Reviewing Your Orders... 16 Approving Orders... 17 Processing Orders... 18 Pulling Reports & Audit Trails... 20 Order Reports... 20 Inventory Report... 21 Inventory Audit Trail... 22 Managing Products... 23 Managing Product Categories... 23 Adding New Product Categories... 23 Editing or Deleting Product Categories... 24 Managing Product Types... 25 Adding New Product Types... 25 Editing or Deleting Product Types... 25 Managing Products... 26 Adding New Products... 26 Editing or Deleting Products... 27 Managing Product Units... 28 Adding New Products Units... 28 Editing or Deleting Products Units... 29 Page 3

4 Supply Order/Inventory Management Managing Vendors... 30 Adding New Vendors... 30 Editing or Deleting Vendors... 31 Managing Departments... 32 Adding New Departments... 32 Editing or Deleting Departments... 32 Configuring Category and Product Managers... 33 Configuring Category Managers... 33 Configuring Product Managers... 34 Page 4

5 Supply Order/Inventory Management Introduction Welcome to the Supply Order/Inventory Management User s guide. The Supply Order/Inventory Management application a great way to provide a digital store where your staff members can order items like common office supplies, IT hardware, or even branded attire. This guide will help break down the application and show you how to set up your inventory, place and manage orders, and pull reports. Core Supply Order/Inventory Manager Concepts Below, you will find several terms, key people, and concepts that will be important to understand for the Supply Order/Inventory Management Administrator. Objects There are a handful of key components that make up the application such as: product category, and Product Units. Cart The cart is a where each item is temporarily placed when submitting an order. Order Placers visit the Cart tab to see the items they have selected and submit their order from the same tab. Departments Departments are added to the Supply Order/Inventory Management application along with the manager of the department. This department manager can approve orders that Order Placers submit. Order An Order is the collection of products that the Order Placer has submitted for approval and processing. An order placer can find all orders they have submitted from the My Orders tab on the Supply Inventory Cart island. Product A Product is the item that Order Placers select to order. Each item has its own Product entry, which contains details about the item such as quantity, description, and a picture. Product Category The Product Category is a broad classification of items used to help organize products. These are generally categories like; Attire, Office Supplies, IT Hardware, etc. Product Type Product Type is a more specific classification used to help organize products. These are a sub-classification inside of a Product Category. Some examples might be: Attire (Category) > Shirts (Type), Office Supplies (Category) > Paper (Type), Furniture (Category) > Chairs (Type). Page 5

6 Supply Order/Inventory Management Product Unit A Product Unit is the way in which Products are ordered. For example, Paper can be ordered by the Case or by the Ream. Another example when ordering pens would be to order them by Each or by Box. The Supply Ordering/Inventory Management application lets you set these units based on your products. Vendor The Vendor is the supplier of the product and is entered in order to let Inventory Managers easily find who they need to reorder stock from as inventory gets low. People There are five types of user permissions related to the Supply Ordering/Inventory Management application: Category Managers, Inventory Managers, Order Placers, Order Processers, Product Managers. Category Manager The Category Manager is the user(s) who is able to manage all products inside of a given Product Category. Inventory Manager The Inventory Manager is the user(s) who is able to see and edit all components of the Supply Ordering Inventory Management application. This includes all tabs of the Supply Inventory Cart island. The Inventory Manager(s) is determined by which portal roles have been added to the InventoryManager module property. Order Placer Order Placers are users who are members of a role that have permission to order Products. Order Processer Order Processers are individuals who have access to the Process Orders tab on the Supply Inventory Cart island. This access allows them to view and process any orders submitted to Supply Inventory Cart island. The Order Processor(s) is determined by which portal role(s) has been added to the ProcessRoleID module property. Product Manager The Product Manager is the user(s) who is able to manage a specific Product. Page 6

7 Supply Order/Inventory Management Islands There is only one island associated with the Supply Order Inventory Management application and it is simply called the Supply Inventory Cart island. Supply Inventory Cart This island is where Order Placers go to find Products and place orders for processing. In addition, any users who have permissions such as Order Processing, or Inventory Management will see additional tabs on this island. This access allows them to administer products, categories, Product types and other items of the Supply Ordering/Inventory Management application. Page 7

8 Supply Order/Inventory Management Recommended Implementation Steps You can deploy the Supply Ordering/Inventory Management application in several different ways, and each organization has their own take on implementing a new tool. We have provided some basic steps that you can follow to help roll out this application. Step 1: Determine Permissions The first step in setting up the Supply Ordering/Inventory Management application is to determine who will administer the application and who will be able to place orders. When working on this step you may find that your current roles do not contain the correct kinds of users for the permissions of the application. If this is the case, you will need to create new Roles. This can be done by an OnSemble Administrator by going to Portal Tools > Manage Roles > Role Manager. Sub Step 1-A: Identify Which Role(s) will be allowed to order supplies The users who are allowed to place orders are determined by role. You will want to decide which roles will have this capability. If you would like all users in your organization to have the capacity to place orders you will want the Employee role to have this access. Sub Step 1-B: Identify Which Role(s) will be the Inventory Managers The Inventory Managers are effectively Super Admins of the Supply Ordering/Inventory Management application. You will want to determine which role(s) should have this total access to the application. Sub Step 1-C: Identify Which Role(s) will be the Order Processors Order Processors will be able to see all submitted orders and ensure that they are processed. You will want to identify which role(s) should have this capability. Step 2: Set Key Module Properties Now that you have determined what roles will be administering this application and who will be able to place orders, you are now ready to set the application s properties that will enable your selections. This is all done from the Module Properties module tool. Module Tools > Supply Order Inventory Mgmt > Module Properties. Important Note: Each one of the module properties requires the Role s ID not the Role s Name. The Role ID can be found under Portal Tools > Manager Roles > Role Manager. AllowOrderingRoleID This module property is where you will enter in the role IDs that will be able to submit orders (Order Placers). Make sure to enter the role ID and separate multiple roles IDs with commas and no spaces. Page 8

9 Supply Order/Inventory Management InventoryManager This module property is where you will enter in the role IDs that will be the Super Admins for the application (Inventory Manager). Make sure to enter the role ID and separate multiple roles IDs with commas and no spaces. ProcessRoleIDs This module property is where you will enter in the role IDs that will be able to process orders (Order Processors). Make sure to enter the role ID and separate multiple roles IDs with commas and no spaces. Step 3: Determine Product Organization In this step, you will determine how your products are organized, what products you will offer, and gather information about the products. It is helpful to organize your initial lists using an outline format. Sub Step 3-A: Identify Your Product Categories & Category Managers First, you will want to think about the large and broad categories that your products fit in. Make a list of these categories. Some examples might be Attire, Office Supplies, Furniture, Etc. You will also want to list which Users and/or Roles will be able to manage this product category. Sub Step 3-B: Identify Your Product Types Next, take each broad category and think about sub categories that would fit inside them. These are your Product Types. Make a list of each of these underneath your Product Categories. As an example, if we were working on Office Supplies we might list Pens/Pencils/Markers, Copy Paper, Filing/Storage, or Desk Accessories. Sub Step 3-C: Identify Your Products Now that you have your Product Types it is now time to list the individual products that fit in each of the Product types. Here is an example outline of a product structure. Office Supplies (Product Category) o Pens/Pencils/Markers (Product Type) Gel Pen, Black (Product) Gel Pen, Blue (Product) Ballpoint Pen, Black (Product) Ballpoint Pen, Blue (Product) o Copy Paper (Product Type) Copy Paper 11 x 17 white (Product) Copy Paper 8.5 x 11 white (Product) Page 9

10 Supply Order/Inventory Management Sub Step 3-D: Gather Product Details In this step, you will want to gather information on each one of your products in preparation for population of your inventory. For each product, you will want to assemble the following information. 1. Name (The name that will appear to users browsing the Supply Inventory Cart island) 2. Available Inventory (Current available inventory at the time of population. This can be modified later.) 3. Threshold (This is the minimum number of inventory items the product should have in stock before needing restocked/resupplied) 4. Unit & Quantity (How the product is ordered [ex. Case] and what the minimum quantity is for the order) 5. SKU (A store's or catalog's product and service identification code for the product) 6. Vendor (The vendor that provides the product to your organization) 7. Approx. Cost per Unit (Take an average price based on previous orders) 8. Notes (Any special notes you would like users to be able to see about this product) 9. Product Type (Which Product Type does this product belong under?) 10. Upload Product Image (Find an image file of the product which can be uploaded later) 11. Product Manager (Which Users and/or Roles will be in charge of ordering this product) Step 4: Population Now that you have all of the product information gathered and organized, you are ready to begin population of your inventory and other components of Supply Ordering/Inventory Management. Sub Step 4-A: Populate Vendors Using the list of vendors your identified in Step 3-D, you will want now add those vendors by going to the Supply Inventory Cart Island > Manage Products Tab > Manage Vendors. Sub Step 4-B: Populate Departments You will want to add each one of your departments and that department s manager by going to the Supply Inventory Cart Island > Manage Products Tab > Manage Departments. Sub Step 4-C: Populate Product Categories In this step you will populate all the product categories you identified by going to Supply Inventory Cart Island > Manage Products Tab > Manage Product Categories. Sub Step 4-D: Set Product Category Managers Now that you have added in your Product Categories you are ready to set the Category Managers that you identified in step 3-A. This is easily done by going to Module Tools > Supply Order Inventory Mgmt > Product/Category Managers. Page 10

11 Supply Order/Inventory Management Sub Step 4-E: Populate Product Types Next, create the Product Types that you identified in step 3-B. You create product types by going to Supply Inventory Cart Island > Manage Products Tab > Manage Product Types. Sub Step 4-F: Populate Products You are now ready to begin populating the individual products you identified in step 3-C and using the information you gathered in step 3-D. You create products by going to the Supply Inventory Cart Island > Manage Products Tab > Manage Products. Sub Step 4-G: Set Product Managers Now that you have added in your products, your last step is to set the managers for each of the products that you identified in step 3-D. This is easily done by going to Module Tools > Supply Order Inventory Mgmt > Product/Category Managers. Page 11

12 Supply Order/Inventory Management Ordering Supplies and Managing Your Orders If you have permission to order supplies you can do so from the Supply Inventory Cart island. This section of the guide will walk you through how to find products, place orders, and review your orders. Selecting Products and Placing an Order In order to order supplies you will first want to select the Order Supplies tab. This will show you all of the Product Categories that you can choose from. Select the Category that best fits what you would like to order to continue. If you already know what you are looking for you can use the Search Products button. 1. Click Order Supplies Optional Search 2. Select a Category Page 12

13 Supply Order/Inventory Management Next, you will want to select the Product Type that best fits what you would like to order and then, select the specific Product you would like to order. 3. Select a Type 4. Select a Product Page 13

14 Supply Order/Inventory Management Once you have selected the product you want to order you will be able to see the product s details and will need to fill in the Quantity field with the number of products you would like to order. Also, you can optionally add notes about your order. Once complete, make sure to hit the Add to Cart button to confirm. 5. Enter Quantity Enter Optional Notes 6. Add to Cart Page 14

15 Supply Order/Inventory Management Reviewing Your Cart and Checking Out You can continue to add more supplies to your cart until you are ready to checkout. When you are ready to check out, start by going to the My Cart tab. This will display each item in your cart allowing you to review your order before checking out. If everything looks good, click Proceed to Checkout. This will take you to the last step before you checkout where you will need to select your department from the dropdown and optionally name your order and add notes. Once complete, make sure to click the Checkout button to submit your order. 1. Click My Cart 2. Proceed to Checkout 3. Select Your Department 4. Name your Basket (optional) 5. Add Notes (optional) Page 15 6. Checkout!

16 Supply Order/Inventory Management Reviewing Your Orders You can review any of your current orders from the My Orders tab. This enables you to view the details of the order, including the status, and also allows you to repeat the order if you would like. There is also a search option for older orders. My Orders Order Search c Order Status Order Details Repeat Order Page 16

17 Supply Order/Inventory Management Approving Orders If you are a Department Manager or an Inventory Manager of Supply Order/Inventory Management you can approve orders before they move on to processing. In order to approve an order, you will first need to review the order by going to the Approve Orders tab on the Supply Order Cart Island. From there you will see all orders that need approval. In order to see a detailed view of an order simply click on the order number. Once you have reviewed the order, click the Approve or Reject options to either send the order forward for processing or send it back to the order submitter. 1. Approve Orders 2. Review Order 3. Approve or Reject Order Page 17

18 Supply Order/Inventory Management Processing Orders Order Processers or Inventory Mangers process orders once they are approved. This processing is done from the Process Orders tab on the Supply Inventory Cart Island. In order to process orders, you must be in a role that has been set as an Order Processer or Inventory Manager (See the People section of this guide for more details). To process an order, start by going to the Process Orders tab on the Supply Inventory Cart island. From here, you will see several filters that allow you to find orders by Category, Vendor, Department, or User. Use the Dropdown to find the order you would like to process. Each order will have options allowing you to review the details and notes of the order. Additionally, you can edit or delete the order as needed. Once you have reviewed the order, use the checkboxes provided either to process the order (if in inventory) or to mark it on the waitlist (if out of inventory). After you have marked all the needed orders, you can then click the Mark As Processed button to complete the order processing. 1. Process Orders 2. Filter Orders 3. Review Details & Notes 4. Select Checkboxes Page 18 5. Confirm Process

19 Supply Order/Inventory Management Once you have processed the orders you also have the option to download a CSV file with the details of the processed orders. This file is often used as a historical record or sent to other individuals to complete processing and delivery of the orders. Download CSV File Processed Order Details Page 19

20 Supply Order/Inventory Management Pulling Reports & Audit Trails The Supply Order/Inventory Management application allows Inventory Managers to pull reports for inventory management and auditing purposes. All of these reports are accessed from the Supply Inventory Cart Island. Order Reports In order to access reports on current or past orders, start by selecting the Reports tab from the Supply Inventory Cart Island. This will display some filter options for your report. Start by selecting the date range you would like to search and then use the Status and Department filters. Once you have made your selections then select the Search button to pull your report. 1. Report Tab 2. Select Filters 3. Search 4. View Details Page 20

21 Supply Order/Inventory Management Inventory Report The Inventory Report is a quick and easy way to check your inventory levels on products. This report is useful for individuals who will be ordering and managing the stock of inventory items. To pull an inventory report, start by clicking the Inventory Report tab on the Supply Inventory Cart island. From there, you will want to use the filter options provided as well as the Only include products below the threshold level. checkbox to configure your report. Once complete, simply click the Search button to pull your report. The report results will display the current inventory, threshold, and the waitlist for the products. 1. Inventory Report Tab 2. Select Filters & Options 3. Search Report Results Page 21

22 Supply Order/Inventory Management Inventory Audit Trail The Inventory Audit Trail is useful for tracking changes to inventory. The report will display any orders that reduce inventory and any modifications to inventory through editing products. To pull an inventory report, start by clicking the Inventory Audit Trail tab on the Supply Inventory Cart island. From there, you will want to use the filter options provided to configure your report. Once complete, simply click the Search button to pull your report. The report results will display the date, order number, product, type, user, Old and New values, as well as any comments on the inventory change. 1. Inventory Audit Trail Tab 2. Select Filters & Options 3. Search Report Results Page 22

23 Supply Order/Inventory Management Managing Products The Inventory Manager has the capability to manage all components of the Supply Ordering/Inventory Management application. This section of the guide will show you how to set up and manage Product categories, types, individual products, units, vendors and departments. All of these items are controlled from the Manage Products Tab on the Supply Inventory Cart Island. Manage Products Managing Product Categories Adding, editing, or deleting Product Categories is done from the Manage Product Categories option on the Manage Products tab. Adding New Product Categories To add a new Product Category, start by clicking the Manage Product Categories option and then selecting the Add New Product Category Button. This will then allow you to enter the name of your new category and any special notes you would like to add about the category. Once complete click the Add Product Category button to confirm. 1. Manage Product Categories 2. Add New Product Category Category Notes (optional) 3. Category Name Page 23 4. Add Category

24 Supply Order/Inventory Management Editing or Deleting Product Categories If you would like to change the name of a Product Category or delete a Category, you can easily do so by using the options next to each category. Please keep in mind that deleting a Category will delete all associated product types and products. Delete Category Edit Category Name Page 24

25 Supply Order/Inventory Management Managing Product Types Adding, editing, or deleting Product Types is done from the Manage Product Types option on the Manage Products tab. Adding New Product Types To add a new Product Category, start by clicking the Manage Product Types option and then selecting the Add New Product Type Button. This will then allow you to enter the name of your new type, select which category the type is linked to and any special notes you would like to add about the type. Once complete, click the Add Product Type button to confirm. 1. Manage Product Types 2. Add New Product Type 3. Type Name 4. Select Category 5. Add Type Editing or Deleting Product Types If you would like to change the name of a Product Type or delete a Type you can easily do so by using the options next to each Type. Please keep in mind that deleting a Type will delete all associated products. Delete Type Edit Type Name Page 25

26 Supply Order/Inventory Management Managing Products Adding, editing, or deleting Products is done from the Manage Products option on the Manage Products tab. Adding New Products To add a new Product, start by clicking the Manage Products option and then selecting the Add New Product Button. This will then allow you to enter the name and details of your new product. Once complete click the Add Product button to confirm. 1. Manage Products 2. Add New Product 3. Enter Product Details 4. Add Product Page 26

27 Supply Order/Inventory Management Editing or Deleting Products If you need to make changes to a product or completely remove a product, you can do so by using the Product Type dropdown to go to the products you need to change. Once you have selected the product type then you can click the Edit button to change the product s details. If you would like to change a product s image, you can do so by simply clicking the Edit button for the product s image. Deleting a product is done in the same manner. First, use the product type dropdown to find your product. Then, simply click the delete button to remove the product. 1. Find Product Type Delete Product 2. Edit Product Details Edit Product Image Page 27

28 Supply Order/Inventory Management Managing Product Units Adding, editing, or deleting Product Units is done from the Manage Product Units option on the Manage Products tab. Adding New Products Units To add a new Product Unit Type, start by clicking the Manage Product Units option and then selecting the Add New Unit Type Button. This will then allow you to enter the name of your new product unit. Once complete, click the Add Unit Type button to confirm. 1. Manage Products Units 2. Add New Unit Type 3. Enter Unit Name 4. Add Unit Type Page 28

29 Supply Order/Inventory Management Editing or Deleting Products Units If you need to change the name of a Product Unit or delete a Unit type entirely, you can do so from the Manage Product Units option and then either clicking the Change Name option or clicking the Delete button. Change Unit Name Delete Unit Type Page 29

30 Supply Order/Inventory Management Managing Vendors Adding, editing, or deleting Vendors is done from the Manage Vendors option on the Manage Products tab. Adding New Vendors To add a new Vendor, start by clicking the Manage Vendors option on the Manage Products tab. Then click on the Add New Vendor button. This will allow you to enter the name of the Vendor, an email address, and any notes you would like to add about the vendor. Once you have entered the Vendor s information, click the Add Vendor button to confirm. 1. Manage Vendors 2. Add New Vendor 3. Enter Name, Email, & Notes 4. Add Vendor Page 30

31 Supply Order/Inventory Management Editing or Deleting Vendors If you need to make changes to a vendor s name, email or notes you can do so from the Manage Vendors option and then either clicking the Change Name option or clicking the Delete button. Change Vendor Name & Details Delete Vendor Page 31

32 Supply Order/Inventory Management Managing Departments Adding, editing, or deleting Departments is done from the Manage Departments option on the Manage Products tab. Adding New Departments To add a new Department, start by clicking the Manage Departments option on the Manage Products tab. Then click on the Add New Department/Branch button. This will allow you to enter the name of the Department and select the Manager/Approver for that Department. Once you have entered the information, click the Add button to confirm. 1. Manage Departments 2. Add New Department 3. Enter Department Name 4. Select Manager/Approver 5. Add New Department Editing or Deleting Departments If you need to make changes to a department s name or Manager/Approver, you can do so from the Manage Departments option and then either clicking the Change option or clicking the Delete button. Change Department Name & Approver Delete Department Page 32

33 Supply Order/Inventory Management Configuring Category and Product Managers Configuring the individuals or roles that will be in charge of managing Product Categories or individual Products is completed from Module Tools > Supply Order Inventory Mgmt > Product/Category Managers. Configure Managers Configuring Category Managers To configure the manager for an entire product category, first use the dropdown to select the category you would like to configure. Then, select which users and/or roles you want to be the category managers and once complete, click the OK button to confirm and save. 1. Select Category 2. Select Managers Page 33 3. Confirm and Save

34 Supply Order/Inventory Management Configuring Product Managers To configure the manager for specific product, first click the Product Mangers tab in the Product/Category Managers Module Tool. Next, use the dropdown to select the product you would like to configure. Then, select which users and/or roles you want to be the managers of the product and once complete, click the OK button to confirm and save. 1. Product Managers tab 2. Select Product 3. Select Managers 4. Confirm and Save Page 34

35 Supply Order/Inventory Management Take Note! Information in this document, including URL and other Internet Web Site references, is subject to change without notice. Unless otherwise noted, the example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious, and no association with any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be inferred. Complying with all applicable copyright laws is the responsibility of the user. 2016 Passageways, LLC. All rights reserved. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. Last Updated June 13, 2016 Page 35