Supply Tracker — Staff Manual

Getting started

The supply tracker shows what is on the shelf in each office, what is running low, and what has been ordered. Open it at tracker.ivyendo.com on any computer, tablet or phone.

1. Open the invitation link you received, confirm your name and choose a password (10 or more characters).
2. Next time, go to tracker.ivyendo.com and sign in with your email and password.
3. Pick the office at the top: Irvine or Garden Grove. Each office has its own stock, orders and vendors.
4. On a shared office computer, sign out at the end of the day: click your name (top right) → Sign out.

NoteForgot your password? Ask Neb for a new invitation link — opening it lets you set a new one.

NoteAfter 8 wrong attempts sign-in is blocked for 15 minutes.

Reading the dashboard

The six tiles at the top are the summary. Click a tile to see only those items.

• Gauge: the bar is stock, the small triangle is the minimum. Green = OK, amber = below minimum, red = out. Numbers read “on hand / minimum” in boxes (or units for single-unit items).
• On order line under an item: how many, from which vendor, when, and how many days waiting. It turns red after 7 days.
• Count trend: the last few monthly counts at a glance.
• Search box, sheet and vendor dropdowns and the filter chips combine. Clear filters resets everything.
• History tab: counts per month per item, and what was bought from each vendor per month.
• Vendors tab: rep names, emails and account numbers used on purchase orders.

Placing an order

Orders are made from the Needs ordering list. Stock does not change until the delivery is received.

1. Click the Needs ordering tile. A checkbox appears only on items that are out or below minimum with nothing on order.
2. Tick the items you want. The suggested quantity brings the item back above minimum, in whole boxes.
3. Open Order list (bottom right). Adjust quantities if needed and choose the vendor — the dropdown shows vendors that sell those items; Show all vendors… reveals the rest.
4. Click Create order. One order is created per vendor and appears under “New orders · not sent yet” on the Orders tab.
5. Open the order → PDF to download the purchase order (it goes to your Downloads folder), or Copy email to paste the order into an email to the rep.
6. After you have actually sent it to the vendor, click Mark sent. The items now show an On order line and leave the Needs ordering list.

NoteMade a draft by mistake? Open it and click ✕ Delete. A sent order the vendor can’t fill: Cancel.

NoteItems stay red/amber until the delivery is received — that is on purpose, the tracker shows what is on the shelf.

Receiving a delivery

When boxes arrive, record them against the order so stock goes up and the On order line clears.

1. Orders tab → open the order (use the vendor or status filters if the list is long).
2. Click Receive. Enter what arrived on each line (partial deliveries are fine), the invoice number and the date → Save.
3. Stock updates immediately. The order shows Partial or Received.
4. Optional: Stamp invoice — drop the vendor’s PDF invoice on the order. It is stamped RECEIVED with the date and office, saved to Downloads and attached to the order.

NoteSomething late? Chase copies a ready-made follow-up email for the rep and notes the date on the order.

Monthly count upload

Once a month the office count sheet is uploaded as-is. Nothing is retyped.

1. Do the physical count in the Excel master (Box-# / Unit-# layout).
2. Save it with the office and date in the file name, for example Master_Garden_Grove_Inventory_11_11_2026.xlsx.
3. Click Upload monthly count (top right), drop the file in, check the preview (office, date, item count) and Save.

• The upload replaces that office’s stock and minimums and adds a column to the count history.
• QTY Ordered / Date Ordered / RECEIVED columns in the sheet become orders automatically.
• Rows deleted from the Excel are dropped from the tracker.
• Uploading one office never changes the other.

If something looks wrong

NoteAnything else: send Neb a screenshot with the office and item name.