Track Your Consumable and Part Supplies (BETA)

Know what your supply inventory is and when you will need to restock each truck and reorder each part!

HOW CAN I TRACK MY CONSUMABLE AND PART SUPPLIES?

Setting up supplies will help you know when to restock/reorder for each of your locations! It will take some time to set up but we have made the process as simple and efficient as possible!

*Supplies Dashboard

Note!

Supply is a quantity or amount of an item, you want on hand for a location, not an individual item itself.
For instance, you will have a supply of garbage bags, shoe covers, packing boxes, etc. within your warehouse and other locations. You must create a supply for each of those items in each location. In the example below, there are three separate supplies of the same item but in different locations.

Supply Type: Garbage Bags

Supply Unit: Garbage Bags, 3 Mil

Category: Garbage Bags

Current Location: Vehicle 01

Current Amount: 100 Garbage Bags

Supply ID: TL 0002

Supply Type: Garbage Bags

Supply Unit: Garbage Bags, 3 Mil

Category: Garbage Bags

Current Location: Vehicle 02

Current Amount: 86 Garbage Bags

Supply ID: TL 0003

Supply Type: Garbage Bags

Supply Unit: Garbage Bags, 3 Mil

Category: Garbage Bags

Current Location: Warehouse

Current Amount: 450 Garbage Bags

Supply ID: TL 0001

You will need to set up a supply for each type of item in each location you are storing it. Then when you consume an item in the app, it will adjust the number of items you have on hand for that location. You also have the option to transfer specified amounts to a supply in a different location. Such as moving some garbage bags from your warehouse to your vehicle.

Create a Supply Unit

The first thing you will need to do is create a supply unit. A supply unit is the item that will be tracked by the supply and should be unique to the item you want to track. This is what will let the system know which items are the same so that you can transfer items between locations. For instance, when you want to move some shoe covers from the shop to your vehicle, you will assign a Shoe Cover supply unit to a supply at each location. So now when you want to transfer the Shoe Covers it will only show you your shoe cover supplies in all of the locations they are stored. View Steps

Supply Unit: Shoe Covers

Create your Supplies for each Location

Second, you will need to create a supply for your item in each location it is stored. Going back to the example of shoe covers, you will need to create a Shoe Covers supply in your warehouse, on each vehicle it is kept, and anywhere else that it is stored. More documentation is contained further down this page with step-by-step instructions and pictures.

Location: Warehouse

Location: Vehicle 1

Location: Vehicle 2 

Note!

Best Practice: Create all of your supplies in the Warehouse first.
This will take the most time but it will make it easier to add supplies to your other locations. We have provided a Supply walk-through to help you get the hang of it.

Add Your Supply Amounts

Now add the current supply amount! We recommend that you wait to add your current quantities until you have created your supplies for all of the locations they will be stored. You will be able to enter the current amount for each supply in its respective location. And don’t worry, the app does some math for you! Step-by-step instructions are located farther down this page.

INCREASE

Adds whatever amount you enter to the current amount of the supply.

Decrease

Subtracts whatever amount you enter from the current amount of the supply.

Override

Replaces whatever amount you enter as the new current amount of the supply.

Once you have everything set up you are able to keep track of your quantities. You are able to send amounts or receive amounts from other supplies, consume your supply items at individual locations, and increase, decrease, or override your supply amount when a shipment comes in. All of which can be done from the Supply Profile.

Note!

Best Practice:  Add all of the amounts for each Supply LAST.
If your supplies are not set up in each location they will be stored in, then technicians will not be able to transfer them appropriately in the app, leading to inaccurate supply counts. Once you have a supply, such as Shoe Covers, in all of the appropriate locations, add your amounts.

You can add a limit to the supply, which can either be a range or exact limit. This can be done when you edit the supply from the Supply profile. A range means that a Supply with a count of items within the range you set will be considered fully stocked, while an exact limit means that you must have exactly that number of items in the Supply. Now when you view those supplies in the app, you’ll be able to see at a glance which supplies are stocked, under-stocked, or overstocked!

You can consume items from a supply in two locations in the app–from the supply profile, or from the location where it is being consumed. When you consume an item, it marks it at the location within the supply history and will remove it from the current stock of that supply, keeping your current stock up to date and balanced.
Consume a Supply from the Location
Consume a Supply from that Supply's Profile

And of course, as a classic Inventory Shield feature, you are able to view the entire history of each supply, and of each location that has consumed supplies.

DO I NEED LABELS TO TRACK MY SUPPLIES?

Nope! But you can! We have made this a little more versatile so that you will not need to have labels for each supply. But for those who like the convenience of scanning, it’s there! When you create the supply manually, you have to enter your own ID which becomes a QR code. If you create it by scanning the QR code first it will automatically populate the ID of the QR code you scanned. Now let’s say you create it manually but you still want to have a label for it. Don’t fret! We have a solution! On the supply profile, if you scroll down, you will see a button ‘Add a QR code’. When you click that button, it will ask you to scan the label you want to add. Ta-da! All done!

How To Use Consumable and Part Supplies (BETA):

SETTING UP YOUR SUPPLY UNITS

OPEN THE 'SUPPLY' TAB

Open the side nav using the three, horizontal, white lines in the top right corner and select ‘Supply’

SELECT 'UNITS'
AND 'CREATE'

On the Supply Dashboard, select ‘Units’ at the top-right, and then the ‘Create Supply Unit’ button.

NAME IT AND SELECT
QUANTITY MEASUREMENT

Enter the name of the item, and remember to make it unique! Then select whether you will be tracking your counts using whole numbers, or a percentage using decimals.

CREATE FOR ALL OF
YOUR DIFFERENT ITEMS

Continue this process until all of the consumables/parts have been created.

CREATING A SUPPLY OF YOUR CONSUMABLE/PART

OPEN THE 'SUPPLY' TAB

On the main page, select ‘All Supplies’.

'ADD SUPPLY'

Select ‘Add Supply’ at the top of the screen screen. It will open a walkthrough which you have the option to skip.

SELECT SIMILAR SUPPLY (IF ALREADY CREATED)

If you have already created a supply for the item you are creating now, then you can select ‘Similar Supply’ to reuse the same information. If not, just skip.

SELECT THE SUPPLY UNIT

Select the supply unit for the item you are creating a supply for.

FIND SUPPLY CATEGORY

If the category you want exists, select it from the list. If you still need to create the category, you will be able to at the end, so you can just skip for now.

CHOOSE THE LOCATION

Choose the location where this item supply will be kept.

ENTER ID

Create a unique id for the supply. Suggestions on best practices are explained in the ‘Do I need Labels to track my Supplies?’ section above.

NAME IT

Enter the ‘Supply Type’ field with the name you want to call the supply.

ADD SUPPLY AMOUNTS

OPEN SUPPLY PROFILE

Once created, you can enter the amount in the supply by opening the Supply profile. Best practices for this can be viewed in the section ‘Add Supply Amounts’ above.

ADD AN AMOUNT/QUANTITY

Select ‘Adjust Amount/Quantity’.

INCREASE, DECREASE, OVERRIDE

You have the option to increase or decrease from the current amount. In addition, you can also override the value entirely.

SEND SUPPLY AMOUNTS

OPEN SUPPLY PROFILE

SELECT 'SEND AMOUNT TO ANOTHER SUPPLY'

SEND AMOUNT OF SUPPLY

SELECT RECEIVING LOCATION

RECEIVE SUPPLY AMOUNTS

OPEN SUPPLY PROFILE

SELECT 'RECEIVE AMOUNT FROM ANOTHER SUPPLY'

RECEIVE AMOUNT FROM A SIMILAR SUPPLY

SELECT LOCATION YOU WILL RECEIVE FROM