Everything ShelvesJA does
Two products that work alone or together. Inventory covers stock and departments; Procurement covers procurements and purchasing. Oversight and security come with every plan, the Organisation plan has both products, and the 30-day trial has all of it turned on.
Part of Inventory
Stock
The count on every shelf, at every location, kept true by the documents your staff already fill in.
- Items and categories
- Codes, sizes, units, reorder levels and maximums. Bring your list in from a spreadsheet instead of typing it.
- Several locations
- Storerooms, warehouses or branches, each with its own count. Staff see only the locations they work at.
- Receipts
- Goods from suppliers, donors or purchase orders, with batch numbers, expiry dates, costs and the delivery note attached.
- Distributions
- Stock given out with a purpose, such as emergency relief or department use, so reports say where it went.
- Batches and expiry dates
- Warnings before a batch expires, and the batch that expires first goes out first.
- Transfers
- Move stock between locations. It leaves one count when it is sent and joins the other when it arrives.
- Adjustments
- Damaged, expired or miscounted stock written off with a reason, never a silent edit.
- Barcode labels and scanning
- Print labels for shelves and cartons, and scan with a phone camera or a USB scanner.
- No stock from thin air
- ShelvesJA stops anyone giving out more than is on the shelf, unless you choose to allow it.
| Batch | Expires | On shelf |
|---|---|---|
| L-2611-AGoes out next | 14 Dec 2026 | 18 |
| L-2702-C | 12 Mar 2027 | 96 |
| L-2709-B | 30 Sep 2027 | 58 |
Part of Inventory
Departments
Departments ask for what they need without needing a staff account, and can see where their request has got to.
- Department portal
- Each department signs in with its own short code at your workspace’s address.
- Requests with status
- Waiting, approved, partly issued or issued: the department always knows where its request stands.
- Approve, turn down or issue
- Staff work through one list of requests, and say why when they turn one down.
- Part issues
- Give what is on the shelf today and keep the rest of the request open until more arrives.
Accounts department
Request DR-2026-0112
| Item | Asked | Issued |
|---|---|---|
| Printer paper, A4 ream | 10 | 10 |
| Toner, black | 2 | 1 |
| Hand sanitiser, 500 mL | 6 | 6 |
Toner: 1 issued today, the other when the order arrives.
Part of Procurement
Procurement
For ministries, agencies, municipal corporations and companies: each procurement from the annual plan to the signed contract, by the rules you set, with the file to prove it.
- Methods and thresholds you can change
- Value bands for goods, services, works and consultancy decide which methods are allowed. The Jamaica 2025 rules come ready to use; change a threshold when a circular changes it.
- Rules that do not move under you
- Each procurement keeps the rules, method and stages it started with, so a later change never rewrites a case already under way.
- Start with the value
- Choose the category and estimated value and see the methods allowed. Choosing a less competitive method asks for the grounds and a justification.
- Stages with their checklists
- Each stage lists the documents and checks it needs. A stage is completed only when they are done, or skipped with a reason when it is optional.
- Bids and bid opening
- Invite suppliers, record each bid as it arrives (late bids are marked), then open them with the attendees and the bids read out.
- Evaluation and declarations
- Responsiveness, scores, ranking and reasons for rejection, with a recommended bidder. Committee members sign a declaration of interest.
- Approvals by tier
- The head of entity, the procurement committee, the PPC and Cabinet, depending on the value. Outside decisions are recorded with the date, reference and letter.
- Standstill
- Record when the bidders were told, and ShelvesJA works out when the standstill ends and shows it until it has.
- Award and contract
- Record the award and the contract, then create the purchase order from the award in one step.
- The complete procurement file
- Download every stage, approval, bid, declaration and document as one file for the auditor. Replaced documents are kept, never deleted.
- Annual procurement plan
- Plan the year’s procurements by division and quarter, have the plan approved, and start each procurement from its line.
- Contract award reports
- The procurement register, the quarterly contract award report and the annual list of awards, ready to print or export.
Requirement and budget (complete)
In the annual procurement plan
Bidding documents and notice (complete)
Advertised for the days the rules require
Bid opening (complete)
Bids read out, attendees recorded
Evaluation (complete)
Committee declarations signed
Approval (current stage)
Procurement committee, then the PPC: decision letter attached
Standstill (to come)
Bidders told before the contract is signed
Award and contract (to come)
Purchase order created from the award
Part of Procurement
Purchasing
Everyday buying: from “we are running low” to goods delivered, with the sign-offs your policy asks for.
- Requisitions
- Anyone you allow can ask to buy, with the items, quantities and estimated cost.
- Quotations
- Attach suppliers’ quotations and compare them. Require three from $250,000, or set your own rule.
- Purchase orders
- Printable orders with GCT worked out, sent to the supplier you chose.
- Receiving
- With Inventory, goods are received into stock against the order. With Procurement on its own, record what arrived on the order itself. Either way the order shows what is still to come.
- Suppliers
- Contacts, TRN, terms and the history of what you ordered from each one.
- Approval flows you design
- A flow for each kind of document, such as requisitions and purchase orders, and with Inventory, receipts, distributions and department requests.
- Conditions on each step
- Bring a step in above or below an amount, or only for certain locations. Approvers can be a role, named people or the location’s staff.
- Reminders and safeguards
- Approvers are reminded when something waits. Nobody approves their own request.
Storekeeper raises the requisition
Manager approves
Every requisition
Finance approves
Only when the total is over $250,000
Purchase order goes to the supplier
Every plan
Oversight
What managers, boards and auditors ask for, without anyone building a spreadsheet the night before.
- Dashboard
- What waits for you, on the first screen: low stock and batches about to expire, procurements in progress, bid deadlines and standstill periods ending.
- Reports
- Stock on hand and its value, movements, distributions by purpose, expiry, purchasing and procurement. Print them or export to a spreadsheet.
- Audit trail
- Who did what and when, with the values before and after each change.
- Roles and permissions
- Owner, administrator, storekeeper, auditor and more. Make your own roles with exactly the access they need.
- Notifications
- People hear about the approvals and documents that concern them, inside the app and by email.
Every plan
Security and hosting
Your records belong to you, are kept apart from every other organisation’s, and stay readable even if you stop paying.
- A workspace of your own
- Every record is tied to your organisation’s workspace. Other organisations cannot see it, and you cannot see theirs.
- Careful sign-in
- Passwords are stored as one-way hashes. Accounts pause after repeated wrong passwords, and idle sessions end on their own.
- Your name, your logo
- The app carries your organisation’s name and logo, so staff know whose system they are in.
- API keys
- Connect your other systems on the Organisation plan, with keys you can limit to reading.
- Never held to ransom
- If a trial or subscription ends, the workspace becomes read-only. Nothing is deleted, and you can still export.
Try all of it with your own items
Free for 30 days. No card needed.