Purchasing (Expendables/Shop Items)

We have a standardized method of buying expendables at Bolt to ensure that we order the same quantity and the correct product everytime.

Item Lifecycle

Here is the lifecycle of items we use in the shop.

• Out of Stock

An item is used up and a Kanban card is reached. This could be the end of a bin or the item that has a kanban card stuck to it.

• Order Item

Scan the QR code on the Kanban card and order the amount listed on the card. If you cannot find a card, search for the item in the Kanban app and reprint a card if there is one input. If not, ask in slack if this is an item we want to re-order.

• Input Data

You will then write down the date ordered and the quantity ordered on the card. Take this time to analyze when the last time we bought this item was. Should we carry less of this product? Should we remove it completely from our inventory? These are the questions we should ask.

• Put Kanban Card in Order Section

Keep the kanban card with the empty bin.

• Receive Items

Once the new items are received, look at the kanban card and perform any actions specified in the notes. (For example, 211 boxes must be discarded and write 75w 211 on top using sharpie.)

• Replenish item

Move the old stock to the front bin or compartment so the oldest stock gets used first. The new stock should be used last. LIFO helps to remember this order, Last-in, First-out.

• Replace Kanban Put the Kanban card in the rear compartment or bin in such a way that it will cover or impede your usage of the remaining stock. You want to make it very difficult for someone to use the second bin or kanbaned item without seeing the card.

Kanban Card blocking usage of backstock

If the item is no longer available for purchase, we need to find a new item for purchase, update the kanban card and re-print it.

The goal is that all of our inventory comes Just in Time.

Kanban Inventory App

The Kanban Inventory App is a central repository for all of our expendables and shop items information. We input all of the data into this app then use it to create kanban cards. This can be used either on the computer, or on the iTouch depending on what you're doing. Access the app by going here.

Kanban Inventory App

Adding Items

• Go to the Items Tab
• Click the Plus Sign in the Top Right
• Follow the instructions and fill out all fields.
• Be sure to Fill in all Fields.

Shop Items

There are many things that we only use in the shop, but do not sell. We still need to keep track of these products using the kanban cards as again we want the inventory of these items to remain small, and we want to order the same exact item every time. Follow the instructions on the Kanban Inventory App to differentiate if this is a sales item (something we sell) vs. a shop item (something only used in the shop).

Email URL Creator

If you need your kanban card to send an email to someone when you scan it, use the Create Email URL tab. It's best to do this part on a computer.

• Open up LinklyHQ using the button in the app
• Click Create New Link
• Enter in the To, Subject, and Body field in the app.
• Press the button at the bottom to copy the MailTo Link.
• Paste it into the Destination URL
• Fill in the other fields to your liking to label it.
• Then take that URL from LinklyHQ to create a new item.

Missing Data

If any items are missing data, they will show up in this tab. You can go back in the items tab and fill in the missing portions to remove them from this list. Ideally this list will be empty at all times.

Kanban Card

Now you have all your info entered, you can create the Kanban card.

• Select your item
• Click the Link and Print Page using Cardstock Paper

Expendables Price List

This sheet looks at the item name and then returns the price from the Master inventory list. The name must match EXACTLY or it will not return the correct information. By doing it like this we can update all of our prices and it will auto update our expendables price list. If items are added you will have to manually add them and the pricing formula to that new cell. You will be able to just drag the formula down from the cell above it.

Expendables Data Sheet

Updating Rentalworks Data

• Go to REPORTS > SALES INVENTORY REPORTS > SALES INVENTORY MASTER
• Click the small folder to pull up the saved reports
• Click Master Reports for Sheets
• Do not Change any of the Excel Settings
• Save this file to your computer
• Open File in Excel, not in the remote desktop, but on your side of the computer.
• Copy paste the contents being careful not to overwrite any of the shop items data. If it does overwrite it, you can add more rows if necessary.

Notes for Data Entry

• If the Inventory Mfg. URL entered is too long, rentalworks will give you an error, use LinklyHQ
• Reorder quantities are always total amount inside the package with the exception of screws and fender washers.

Creating Mailto Links

If there is no way to order the item online and must order it via email, you can create a hyperlink called a mailto link. This mailto link will be a fully written email that is a scannable QR code. You can do this by:

• Go to the Email URL Creator and type in the Email, Subject, and Body.
• Go to LinklyHQ
• Login using Lastpass and press Create New Link on the sidebar
• Copy Paste the mailto link into the destination.
• Use the Item Name as the Nickname
• Press Save LInk
• Copy Paste the shortened linklyhq mailto link into RentalWorks and into the Expendables Data Sheet. If a shop item, just paste into the Shop Items Data Sheet only.

Data Entry Indicators

This sheet is filled with indicators that an item needs data entered for it. Here is the column and what the indicator means. When you are doing very small amounts of data entry, just one or two numbers, it is okay to change it directly in the spreadsheet, it's just important that you also enter those numbers into rentalworks or they will be lost when a major update is made.

• Part Number - Cell turns red if there is no part number entered. Enter part number.
• Sell Price - Cell turns red if price is 0. Enter price to fix.
• Inventory Manufacturer - Cell turns red if empty. Enter Manufacturer to fix. Be sure not to confuse vendor with manufacturer, for example just because it is sold by amazon does not mean they are the manufacturers.
• Inventory Aisle - Cell turns red if empty. Update aisle number to fix.
• Inventory Shelf - Cell turns red if empty. Update shelf number to fix.
• Reorder Quantity - Cell turns red if 0. Add reorder quantity to fix. Some items that are special order items only, 9' green seamless for example, you can just put 1 as a default.
• Default Cost - Cell turns red if 0. Add the cost of the item to fix. If the item is sold in a pack of 6, divide so that you can enter the cost per item.
• QR Code - Cell will say "NEEDS ATTENTION" if there is no URL and there is nothing in the Inventory Additional Information Sheet in the QR Code Column. If the item is not in our standard inventory, you may write "Not in Standard Inventory" in the Inventory Additional Information Sheet.
• Notes (From Add'l Info) - If this cell cannot find an I-Code that matches the I-Code on that row it will return INPUT DATA FOR THIS ITEM IN INVENTORY ADDL INFO. You must copy paste the description of the item and the I-code over to the Inventory Additional Information sheet and then you can type any notes you like. This will fix the issue.
• Profit Margin - Cell turns Red if below 45% profit margin, Light Green for 45%-90%, and bright green for over 90%. If the price is not entered for the item, it will not be able to compute a profit margin and it will return ENTER PRICE IN RW. If a default cost is not entered, it will not be able to compute a profit margin and will return ENTER DEFAULT COST IN RW.