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Inventory Administration

Updated

This article covers the following topics: 

Organizations

How do I add an Organization?

To add an agency to your network you will need to have the role of Network Administrator
  • From the left navigation pane click on the Administration heading.
  • Click on Organizations.
  • You will land on the Organization & Programs page with a grid that lists the Network Organizations and the Programs that are currently active.
  • To add a new organization click on the + New Agency button.

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  • Once you've clicked the + New Agency button you will land on the New Agency Details page.
  • Complete the required fields in each section and then click Save Changes.

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Sections of the New Agency Details page:

  • Details section; all fields here are required fields, you cannot save the agency details if these fields are not completed:
    • Name: The name of the organization.
    • Short name: The abbreviated name that would show up on reports.
    • Default language: The language that the organization will see.
    • Default Time Zone: The time zone the organization is in.
  • Organization Tags section; this section is optional, you can save the new agency without filling out this field: 
    • Organization Tags: Organization tags give networks the ability to tag agencies with a custom tag created by the network that you can then report on. Tags can be added in a similar way to any list item. You can find Organization Tags under the Lists.
  • Contact Details section; some of the fields in this section are optional, those with a blue asterisk are required, you cannot save the new agency without filling out the required fields:  
    • Address: Line 1, Line 2, this is an optional field to add the address of the new organization.
    • City: This is a required field.
    • State: This is a required field.
    • Zip/Postal code: This is an optional field.
    • County: This is a required field.
    • Country: This is a required field.
    • Phone, Fax, Email, and Website: These are optional fields.
  • Contact Information section: This is an optional field to add a main contact for the organization. This would include their name, position, and the option to add an email address and phone number.
  • Notes section: This is the final section and is an optional field that allows you to enter notes regarding the new organization.

Once you have completed adding contact details click Save & Next you will land on the Organization & Programs grid for the newly created organization.

  • Scroll to the Inventory column header and click the box to enable the Inventory application, scroll to the bottom of the page, and click Save Changes.  
    • if your network is running a number of programs you may need to click Enable Scrolling in order to see the Inventory column.

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Contact Details is NOT where you would be adding a user, click here for information on how to add a user.


How do I edit or deactivate an Organization?

  • Log in to the Inventory application.
  • From the left navigation pane click Administration then Organizations.
  • You will land on the Organization & Programs page with a grid that lists the Network Organizations and the Programs that are currently active.

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Users

How do I add a User?

  1. Click on the Administration heading.
  2. Click Users.
  3. Click on the New User button.
  4. Complete the fields below: 

General Details

  • First name / Last name: the user's first and last name.
    If you need to track a job position, you can add it in parenthesis next to the name.
  • Email: The user's email address. This is the information they will use to log into the system. If a valid email is not provided, they will not be able to receive password reset notifications or any other communication from the system.
  • Password//Password Confirmation: the initial password the user will use to sign in for the first time. They will be asked to change their password after logging in.
    • At least 8 characters long
    • At least one uppercase and one lowercase letter
    • Include at least 1 number
    • Include at least 1 special character

Applications

  • Check off the Inventory application.

Core Roles

When adding roles to a user, it is important to always only assign what the user needs to do their job. If someone does not need to run reports, don't assign the Reporter role. Similarly, if someone needs to run reports but does not need direct client access, don't assign the Intake role.

Role Summary
Regional Admin Allows the user to fully manage the networks and agencies, as well as all users, programs, and settings. The Regional Admin does NOT have access to client data.
Network Manager  They can add new agencies.
Agency Manager

Allows a user to access limited agency settings. Allows a user to create/edit/deactivate users:

  • User can add/edit/deactivate users at the organization(s) they have access to
Reporter Allows the user to access the report system. The user will still need to be assigned the reports they can run.
Messenger Allows the user to send messages in the system. This role is automatically included in the Network Admin, Network Manager, and Agency Manager roles.
  • Click on Save & Next

Assigned Organizations

  • Select the Active option under the Status column for any organizations the user should have access to access to.
  • Select the checkbox under the column of any program(s) the user should have access to at that agency if applicable. (applies to Case Management only). 
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  • Click on Enable Scrolling to see further along the table.
  • Click on Save & Next.

If you're unable to select a program for a specific site (i.e the checkbox is greyed out), it’s because that site has not been assigned that program. Please click here for information on how to enable a Network program for a New Agency. 


Case Management Specific 

The next screen will show three tabs including Case Management and Reports for more information on this click here. 

 

User Preferences

User Preferences will be the third tab, while most of these options are Case Management specific some may apply.

  • Preferred Site Theme: set to Default. We also have a High Contrast option for users with visibility difficulties.
  • Preferred Time zone: inherited by your organization's time zone.
  • Preferred Time Format: you can set the entire site to show in 12h mode or 24h (military) mode.
  • Preferred Intake Tab: determines what page of the client's profile would you like to see first after clicking on their name to access their profile. (Only applicable for Case Management) 
  • Preferred Quick Search: determines what search tab would you like to see first on the dashboard when searching for a client. (Only applicable for Case Management) 
  • Show Report Dashboard: this allows you to see the reports on the dashboard page. Click here for more information. (Only applicable for Case Management) 
  • Show Dashboard Service Stats: This allows you to see the live count of households and individuals served on the Services page. Click here for more information. (Only applicable for Case Management) 


Inventory-Specific Permissions

Roles Summary
Donation Recorder Allows a user to access the Product In section and manage inventory coming in by product category or in bulk to be sorted later
Disposer Allows the user to access the Disposals section and manage inventory being disposed of by product category or in bulk
Deliverer
Allows the user to access the Distribution section and manage distributions from their location
Reconciler Allows the user to access the Reconciliations section and do a physical reconciliation of the inventory
View Only
If you want the user to only "view" the inventory, but not be able to make any changes to it, add them as a user, but don't check off any additional roles. This will allow them to log in, but not manage any of the tasks above.


How do I Edit or Remove a User?

Editing a User

  1. Click on the Administration heading.
  2. Click on Users.
  3. Scroll through the users in the table or type their name into the search box.
  4. When you have located the user that needs to be edited, click on the orange edit icon in the far right column of the table. 
  5. Edit the required fields and click on the Save & Next button to save changes or Cancel to discard the changes.

Removing a User 

  1. Click on the Administration heading.
  2. Click on Users.
  3. When you have located the user that needs to be edited, click on the red trash icon in the far right column of the table.      
  4. This will deactivate the user’s account.                 
A user cannot be completely removed from the system. If the organization is not active, users from that organization will not be able to access the system.


How do I manually reset a User's Password?

  1. Click on the Administration heading.
  2. Click on Users.
  3. When you have located the user, click on the Password Reset icon in the column to the right of the user's status.
  4. A notification will appear on the top right of the page confirming a password reset email has been sent to the user.

The user should click on the link. They will be re-directed to the Link2Feed website to re-enter their password.

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Network Administrators ONLY

Network Administrators also have the option to manually reset a user's password. When you have located the user on the Users page, click on the Magic Wand icon in the column to the right of the user's status.

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If you click on the eye icon on the right of the password field, you can catch a glimpse of the characters you’ve typed.

The system will allow you to manually re-enter that user's status. Tell them what that temporary password is so that they can log in. Click on Save to save your changes or Cancel to discard them.


How do I Unlock a User?

  1. Click on the Administration heading. Click on Users.
  2. Scroll through the users in the table or type their names into the search box.
  3. When you have located the user that needs to be edited, click on the lock icon in the far right column of the table.
  4. After doing so, it's possible the user remembered their password and can log in. However, if not, you can manually reset their password.
Any user with the Agency Manager role and above can unlock a user's account. 

How do I download a Users List?

  1. Navigate to Administration, then select Users.
  2. Click the Export button at the top right-hand side of the Users table.userexport.gif

The table will generate a CSV file that can be downloaded to Excel with the following columns: 

  • First Name
  • Last Name
  • Email Address
  • Owning Organization
  • Assigned Organization(s)
  • Roles
  • Status
  • Last Login Date


Lists

Below you will find detailed information on how to manage List administration for your Inventory program.

Only Network Administrators can add, edit and remove list items.


How do I add an item to a List?

  • Log in to the Inventory application.
  • From the left navigation pane click Administration then Lists.
  • This will take you to the Inventory Lists tab where you will find the Lists table

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  • Scroll through the list types in the table or type the name of the list type you wish to add an item to into the Search field.
  • When you have located the list type that you would like to add an item to, click the orange edit (pencil) icon in the far right Actions column.
  • Click the +New Option button and a page will open up for you to add the item, complete all required fields and click Save. Click Cancel to discard the changes.
  • Once you click Save a green banner will appear across the top of the page indicating that the list item was successfully added.

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How do I edit or remove an item from a List?

Editing the weight associated with a product list item could result in issues with inventory weights moving forward, if an item has changed in weight we recommend adding a new item or conducting a product reconciliation for that item immediately following the change.

Editing and removing a list item is much the same as adding a new item to a list.

To edit a list item:

  • Log in to the Inventory application.
  • From the left navigation pane click Administration then Lists.
  • This will take you to the Inventory Lists tab where you will find the Lists table
  • Scroll through the list types in the table or type the name of the list type you wish to edit into the search box.
  • When you have located the list type that you would like to edit, click the orange edit (pencil) icon in the far right Actions column.
  • Next scroll through the items in the list type until you locate the item you wish to edit, and click the orange edit (pencil) button.
  • Make your edits and then click the Save button to save the edited item, or the Cancel button to discard the changes.
  • Once you click Save a green banner will appear across the top of the page indicating that the list item was successfully updated.

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To remove a list item:

  • Log in to the Inventory application.
  • From the left navigation pane click Administration then Lists.
  • This will take you to the Inventory Lists tab where you will find the Lists table
  • Scroll through the list types in the table or type the name of the list type you wish to edit into the search box.
  • When you have located the list type that contains the item that needs to be removed, click on the orange edit (pencil) icon in the far right Actions column.
  • Next scroll through the items in the list type until you locate the item you wish to remove and click the red trash can icon.
  • The Status of the item will now show a greyed-out Inactive button, and the Actions column will contain an orange Activate button that when clicked will reactivate the list item removed.

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List items are not removed permanently from the system, they remain on the list in an inactive state and can be reactivated with just the click of a button.


List Definitions

  • Distribution Organizations: This is a list of organizations that product is distributed to.
  • Receipting Organizations: This is a list of organizations that have product is received from.
  • Bulk Donation Categories: This is a list of unsorted product donations.
  • Products: This is a list of sorted product items.
  • Product Categories: This is a list of products that have been sorted into categories.
  • Product Locations: This is a list of where products are physically located within the organization.
  • Product Sources: This is a list that indicates where the product was sourced, such as TEFAP, Purchased, and Commodity.
  • Product Groups: This is a list of groups containing multiple products that are used when distributing through the Point of Sale application.
  • Product Delineations: This is a list of products that breaks the products out into types, such as Tomato Soup and Tomato Soup low sodium.
    • Product: Category: Dairy.
    • Product: Milk.
    • Delineation: Low fat, lactose-free, almond, etc.
  • Disposal Reasons: This is a customizable list of reasons for the disposal of products such as Damaged, Opened, and Expired.
  • Units of Measurement: This is a customizable list of measurements used when adding sorted products, they will start with the smallest unit, such as a single can or package, increasing to larger units such as box and pallet.
    • for example 1 can is the smallest unit of measurement, the next increment could be 1 box containing 12 cans, with a larger increment again of 1 pallet containing 20 boxes of 12 cans.
  • POS Categories: This is a list of food groups used to check items out when recording a visit using the Point of Sales (POS) application.
Product Delineations are shown when using the POS system and completing POS transactions. The user has the ability to check off a delineation of a specific product. There isn’t current reporting functionality for it at this time, so right now you would only be able to see delineations when reviewing POS transactions made.


Settings

To access settings:

  • Log in to the Inventory application.
  • From the left navigation pane click Administration then Settings.

Measurement

  • Unit of Measurement: A dropdown list of the preferred unit of measurement (US Customary or Metric)

Receipt Options

  • Custom Receipt Logo: Upload a file of your logo to appear on your receipts.
  • Donation Receipt Message: This message will appear on your donation receipts.
  • Delivery Receipt Message: This message will appear on your distribution receipts.

Product

(Yes/No checkboxes)

When it comes to the product, do you want the following information to be tracked:

  • Track Weight: Tracks the weight of the product.
  • Track Desired Quantity: The quantity you would like to have on hand.
  • Track Desired Weight: The weight you would like to have on hand.
  • Track Location: Track the location of where the product came from.
  • Track Source: Track the source of where the product came from.
  • Track Value: Track the dollar value of the product.
  • Auto Increment Product Numbers: Automatically increase the weight if the quantity increases.

Product Receipts

(Yes/No checkboxes)

When it comes to creating product receipts, do you want the following information to be on them:

  • Record PO Number: Record the purchase order number.
  • Record Invoice Number: Have an invoice number on the receipt.
  • Record Invoice Date: Date the receipt was created.

Miscellaneous 

(Yes/No checkboxes)

  • Show Bulk Donations and Disposals: Ability to track bulk donations and bulk donation disposals.
  • Signature Line on Receipts: Show signature lines for the receipting and distribution organization to sign as well as your organization.
  • Show Quantities by Second Measurement: If a product is tracked by more than one unit of measurement, your Product Inventory page will include a column for the second unit of measurement listed on the product page.
  • Allow inventory to enter into negative balance: allow disposal or distribution of more food that is listed in inventory for that product.
  • Custom POS categories: A customized POS category can be set for each product, different from the category it's assigned to in the inventory system.
  • Inherit Lists From Parent Organizations: Allows the site to use the Products, Units of Measurement, Product Categories, Point of Sales Categories, and Disposal Reasons from a parent organization:
    • Agencies can inherit lists from networks.
    • Networks can inherit lists from regions.
  • Retrieve POS Products from Another Organization (Agency only): Replace your product list with the product list from another organization.

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