IMS Documentation

Clayworks IMS is a tool to manage your company's inventory and procurement processes without any hassle!

Getting started

This tool is mainly targeted for office admins who take care of procuremnt and inventory management. But it isn't limited to just office admins, because inventory management does not end there. As such, admins can create new users as a part of the organisation who can view the inventory, and use items that are a part of the inventory.

Thus, that brings us to a crucial feature of the IMS.

User Roles

There are 3 main types of users available in the IMS:

• Master Admin
• Client Admin
• Client User

Master Admin

This is the Master User of the IMS. This user has the following privileges:

• Create, view, and update organisations that use the IMS
• Accept/decline new organisations that want to be a part of the IMS (more on this later)
• Can manage orders placed by office admins from their portal
• Manage a master inventory. These products will appear on the Marketplace for the office admins
• User management for their own organisation (create, read, update, and delete users)

Client Admin

aka, the Office Admins for different organisations. This type of user has the following privileges:

• View the marketplace (i.e., the inventory of the Master User)
• Order items from the marketplace
• Manage the orders they have placed
• Manage users of their organisation (create, read, update, and delete users)
• Inventory management: Manage the products used by the organisation (create, read, update, and delete products)
• Dispatch products to users of their organisation
• Can view orders placed by other Admins of the organisation (but cannot change the information)
• Manage organisation information, such as address and GSTIN

Each organisation also has a representative. This is usually one of the Admins of the organisation. If anyone wishes to contact the organisation regarding any information required, the representative of the organisation will be used as the point of contact.

Like any other information about the organisation, this can also be changed by any of the Admin of the organisation.

Client User

These are users of an organisation who are usually added to the IMS by the admin of an organisation. These are their privileges:

• View marketplace (i.e., the inventory of the organisation)
• Create an order when they use an item from the inventory
• Manage their own orders

Now let's see how we can create organisations to add these users

About Organisations

Like the 3 different users, there are 3 different organisations as well:

• Master Organisation
• Client Organisation
• Vendor Organisation

Master Organisation

There is only one Master Organisation that is in charge of the Marketplace and the Order Management for client organisations. They will also be responsible for managing vendor organisations and products offered by vendors. Also, only Master Admins can be a part of the Master Organisation.

Client Organisation

These are organisations that are a part of the IMS for inventory and procurement management. Users of these organisations can buy items from the marketplace, manage their own orders, and keep record of items already present in their inventory. Only Client Users and Client Admins can be a part of a Client Organisation.

Vendor Organisation

These are vendors who sell their products to Client organisations via the Master organisation. They are responsible for last mile delivery of the products to clients, and management of their own products in the marketplace.

Now to the main part of organisations: Organisation Creation.

Organisation Creation

Hopefully, you're used to the list system by now, because there are again two ways of creating an organisation:

• Organisation signup page (which will then be reviewed by the Master Admin, and accepted or declined)
• Master Admin creates an organisation from their dashboard

As you can see from the two ways above, only the Master Admin (and hence, the Master Organisation) can create a new organisation. This holds true for Client, as well as Vendor Organisations.

Users For New Organisation

Regardless of whether a Master Admin created the organisation manually or just accepted a signup request, a user will be created by the system automatically.

Credientials For The Created User

Depending on the type of organisation created, there are two possible things that can happen:

• For Client Organisations, the E-mail ID that was used to signup or create the organsiation receives the credentials for their account. Upon first login, they will be asked to change their password.
• For Vendor Organisations, a user is created, but they cannot access their account because the Vendor Portal is still a work in progress

What can these organisations do?

Inventory Management

For the most part, inventory management is the same for Client and Master Organisations (for vendor organisations as well, once the vendor portal is up and running).

Admins can View, Create, Update, and Delete products from their inventory.

• Products in the Master Inventory (i.e., Inventory of the Master Organisation) can be viewed by Client Admins in the Marketplace. From the marketplace, Admins can order these products
• Products in the Client Inventory (i.e., Inventory of the Client Organisation) can be viewed by the Client Users in their marketplace. The users can then use these products for their use. Orders placed by the Client Admin (when fulfilled) will be automatically added to the Client Inventory

Order Management

This section will be split into two parts: Order Management for the Client, and Order Management for the Master

Client

This section will be further split into two parts: Client User and Client Admin

Client User

Order management for a client user is like using a vending machine, but without having to authorize what the user is ordering. They can order anything from the inventory of their organisation. When they order the item, the number of items in the inventory for that item is automatically subtracted.

Client Admin

Order management is straightforward for the Admin. They can place an order from the marketplace like any other eCommerce service, and also check for the status of the individual orders. There are two situations where the admin has to manually change the status of the orders:

• When the user has to mark an items as Delivered. The vendor/master admin can mark the items as delivered as well, but the user has to mark the item as delivered as well
• When the user has to mark an item as Paid. If the vendor/master marks the item as paid, then the user does not have to do the same. But if the user marks it first, then the order still has to marked by the vendor/master as paid

Order cancellation

Orders can only be cancelled by users when the order items are still not confirmed by the vendor/master. After an order item has been confirmed, the user cannot cancel the order.

Master

It is the master's responsibility to manage orders placed by client admins of other organsations. Hence, there are different order statuses for each order, and also each order status is accompanied by a number that is used to identify the state of the order.

These are order statuses for individual items in an order. Since an order usually has more than one item, the overall status of the order is not represented by these numbers (unless there is only one item in the order);

The overall status of an order is represented by a two digit number that is a combination of the above order statuses. For example, if the status of an order is 25, it means that there is at least one item in the order that is in status 22, and at lease one item in status 55. There are no items that have a status less than 22, and there is no items that are more than status 55

In short, this number represents the lowest state of the order, and highest state of the order

It is recommended for the vendors/masters who take care of order management to memorize the Status Numbers rather than the Order State. This helps in easier identification of the order state.

Order rejection

Order items can only be cancelled by the master/vendor when the order item is in status 33. The order cannot be rejected if the order has already been confirmed by the master/vendor. Once rejected, the order item automatically goes to status 11.