Chemical Safety

EMS Tutorial

Lesson 7 - The Inventory Management Module
Introduction	Adding Records	Transferring Inventory	Data Collection in the Field	Hazard Labels	Tier II Report	Management Reports

Introduction

The inventory database tracks location and quantity data for materials. Each inventory record must refer to a location record. The diagram below shows the links that will exist between the inventory, MSDS, and chemical reference database. In addition there are also links to the employee, and location database.

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Take a look at the inventory record below. To view the matching MSDS, and chemical reference simply open these databases.

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Adding Records

	Select Materials on the menu bar and click Inventory.
	Click the Add icon from the Icon Bar.
	Select the location where this inventory item will be stored and the responsible person by clicking in the pop-buttons adjacent to the fields.
	Select the MSDS and vendor name using pop-up lists.
	EMS will assign a barcode number to each record.
	Continue to enter other relevant data.
	Click the Save icon to save the record.

NOTE: If no MSDS is available you can add one on the fly by entering the correct name in the material name field, and selecting a vendor. EMS will ask you if you want to add a new MSDS. Before creating a new MSDS be careful to check that indeed no MSDS is available. A new vendor can be added the same way.

Transferring Inventory

Sometime inventory is transferred to a new location, or a different user becomes responsible for it.

	Open the inventory database.
	Find the WD-40 inventory.
	Select File from the menu bar, and click Transfer.
	In the pop-up window select Location or User, and click OK.
	Select a new location or user from the pop-up window, and click OK.
	Confirm the transfer.

NOTE: Inventory can be transferred to Waste using a similar procedure and selecting Disposal Requisition. Learn more about this in the waste module.

Data Collection in the Field

EMS allows for data collection by barcode scanner. Inventory or waste records can be downloaded from EMS to a barcode scanner. Barcode labels attached to each item can be scanned. Quantities can be adjusted, items can be moved to different locations, and new barcode labels can be printed. Upon completion of the field inventory this data can be uploaded to EMS and will update all related records. For additional information on this contact Chemical Safety.

NOTE: Chemical Safety's WICS software provides another tool for data collection in the field using laptop computers. For more information on this contact Chemical Safety.

Hazard Labels

When an employee is added to a class roster, the class will automatically be added to the employee's training record.

	Find the Chevron Avgas 100 Inventory record.
	From the menu bar select File, Action, Display Labels.
	You will see a screen with the required labels.
	Click the OK to cancel out of the screen or click Print

NOTE: Hazard labels can be viewed in the MSDS, Inventory, and Chemical Reference databases.

Tier II Report

Reporting is based on inventories maintained throughout a facility that meet a reporting threshold for the physical state of that material. EMS software can be adjusted to reflect other state's reporting requirements. THE CA TITLE 19 REPORTING FEATURE IN EMS IS NOT ACTIVE. The steps outlined below would allow you to create this report in a fully active EMS version.

	Select Facility from the menu bar, select Reports, and click CA Title 19 Report.
	Click the Yes button on the "Add New Report?" (in this case California).
	Select the facility for which you would like to create a report.
	Enter the name for the report, and click OK.
	The new report is saved automatically. Double-click the report you just created.
	Place your cursor above the blue chemical description bar, highlight one of the chemicals, and right-click your mouse, and select Edit. You can make changes to any of the highlighted fields and save them for reporting purposes.
	When you are done making the changes you can print your report.

NOTE: Any changes made to this report will reflect only on this report but will not adjust your inventory records in any way.

Management Reports

In addition to the standard reports such as the Tier II Report, Biennial Report, Quarterly Tax Report, OSHA 200 Log, and Form R EMS enables you to create innumerable reports for in-house purposes. Management Reports is an invaluable tool allowing you to set up complex queries drawing on the information in any of the databases, and arranging the appearance to fit your organization's need.

	Select File from the menu bar, and click on Management Reports.
	Select the Flammable Materials report and click Preview.
	Double-click the looking glass to zoom in.
	Use the navigation arrow to view additional pages.
	Click the printer icon to print it.
	Click the red door icon to exit the report.

NOTE: The ad hoc reporting capabilities of Management Reports are extensive and at times complex. The information in this tutorial is limited to using existing reports. For more information contact Chemical Safety.

You finished the Inventory module.

Return to the index page and select another database module you would like to learn more about. It is recommended that you continue with the waste database module.