1. Getting Started
Easy Track is your AI-powered procurement and inventory management system designed for Western Canadian industrial operations.
First Steps
- Upload your vendor catalogs via the Universal Onboarding page
- Set your inventory thresholds and par levels
- Configure vendor rules in the Vendor Broker
- Start scanning incoming/outgoing inventory at Gate Control
Navigation
- Home: Dashboard overview with system health
- Live Audit: AI-powered inventory scanning
- Master Inventory: Complete stock levels and management
- Procurement: Purchase orders and vendor management
- Founder Settings: System configuration
2. Uploading Catalogs
Easy Track accepts CSV and JSON files from any vendor. The AI column mapper automatically detects common fields.
Your baseline price is locked on the first upload. This becomes the reference point for detecting future price creep.
AI Column Mapping
When uploading, our AI analyzes headers and sample data to suggest field matches. Review suggestions, adjust if needed, and confirm.
UOM Conversion
The system automatically calculates conversion factors for different vendor units (Box of 10, Case of 24, etc.).
3. Setting Thresholds
Par Levels
Minimum stock quantity before automatic reorder. Calculate based on lead times and daily usage.
Example: 5-day lead time × 10 units/day = 50 unit par level
Price Creep Sensitivity
Default: 3%. Any price increase above this triggers an alert. Big 30 vendors may warrant 1-2%.
Rebuy Authority
- Manual Approval: Manager approves each PO
- Full Auto: System generates and sends POs automatically
Cooling-Off Period
Auto-generated POs are held for 10 minutes. Managers can cancel within this window.
4. Managing Price Creep
Price creep occurs when vendors gradually increase prices. Easy Track compares every invoice against historical baselines.
The Bodyguard Popup
When price creep is detected, options include:
- Accept: Update baseline to new price
- Flag: Mark for manager review
- View Chart: See 24-month price trend
Vendor Trust Scores decrease when price creep is detected. Monitor scores on the Manager Dashboard.
5. Glossary of Terms
UOM - Unit of Measure. How inventory quantities are counted (Each, Box, Case, Pallet).
Par Level - Minimum stock quantity before automatic reorder triggers.
GPN - Global Part Number. Universal identifier mapping multiple vendor SKUs to one master item.
Price Creep - Gradual, unnoticed price increases by vendors over time.
Green Lane - Automatic approval path for pre-verified transactions.
Big 30 - Major Western Canadian industrial suppliers with specialized handling.
Core Charge - Refundable deposit on remanufacturable parts.
Confidence Threshold - AI detection score. Below 90% requires manager review.
6. System Rules Summary
- AI scans below 90% confidence are held for manager approval
- Auto-POs have a 10-minute cooling-off period
- Debt recovery auto-disables when vendor balance reaches $0
- Visual audit trail is immutable (no delete/edit for legal compliance)
- Price creep alerts trigger at configured threshold (default 3%)
- Vendor trust scores impact auto-approval eligibility