Everything ShelvesJA does
Three modules that work alone or together: Inventory for stock and departments, Procurement for purchasing along the approval flows you draw, and Records for your registry of files and documents. Pick the modules you need, at the size you need, from J$30,000 a month. Rooms and shelves in 3D come from the Standard size up. The 30-day trial has all of it turned on.
Inventory
The count on every shelf, at every location, kept true by the documents your staff already fill in.
Comes with the Inventory module, from J$30,000 a month. The department portal and approval flows come with the Standard, Large and Unlimited sizes.
Stock
- 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.
- Batches and expiry dates
- Warnings before a batch expires, and the batch that expires first is the one that goes out first.
- Distributions
- Stock given out with a purpose, such as emergency relief or department use, so reports say where it went.
- Transfers
- Move stock between locations. It leaves one count when it is sent and joins the other when it arrives.
- Stock counts and adjustments
- Counted, damaged, expired or lost stock corrected with a reason, never a silent edit.
- No stock from thin air
- ShelvesJA stops anyone giving out more than is on the shelf, unless you choose to allow it.
Department requests
- Department portal
- Each department signs in with its own short code at your workspace’s address, without needing a staff account.
- 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.
- Where to pick from
- Each line shows the item’s home place in the storeroom, so whoever picks goes straight to the right shelf.
Labels, approvals and reports
- Barcode labels
- Print labels for shelves and cartons from the app, and scan them when stock moves.
- Approval flows you design
- Receipts, distributions and department requests can each need approval: by a role, named people or the location’s staff, above or below an amount.
- Reports
- Stock on hand and its value, movements, distributions by purpose and expiry. Print them or export to a spreadsheet.
- Audit trail
- Every receipt, issue, transfer and correction: who did it, when, and the values before and after.
| 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 |
Procurement
Approval flows you draw for your own purchasing policy: who approves what, in what order and by value. Every request follows its flow from the department’s ask to the final payment, with the file to prove it.
Comes with the Procurement module, from J$30,000 a month.
For public bodies: works and goods-and-services flows set up with the Jamaican public procurement thresholds (quotations up to J$3M for goods and services and J$5M for works, tender above), the PPC and Cabinet tiers, and the quarterly contract award report.
Approval flows
- Flowcharts you draw
- One flowchart for each kind of request. Add approvals, tasks, quotations, tender, evaluation, committee votes, the contract or purchase order, inspections and payment.
- Decisions by value
- Diamonds such as “above J$250,000?” split the flow by value, category or department, and each request goes down the right branch by itself.
- Positions, not people
- Give steps to the department head, the finance manager, the managing director, the board or a committee. When someone changes job, change the holder once and every flow follows.
- Your spending limits
- A business template gets you started: department head, finance above a limit, the managing director, then the board. Change any amount.
- Rules that do not move under you
- Each request keeps the flow and rules it was submitted with, so a later change never rewrites a request already on its way.
- Approve, send back or reject
- A request sent back returns to the person who raised it, and goes back to the same step when they resubmit.
- Asking for supporting information
- An approver can ask colleagues for specifications, drawings or prices. The request waits until they answer, and the answers go in the file.
- Reminders and safeguards
- Approvers are reminded when something waits for them. Nobody approves their own request.
From quotation to payment
- Quotations or tender, by value
- Quotations below your limit and a tender above it. Record each quotation or bid, and the opening.
- Evaluation
- Responsiveness, scores and the recommended supplier. Evaluators sign a declaration of interest.
- Committee votes
- Members vote on the recommendation with their reasons; a quorum and a majority decide. Evaluators may not vote on their own evaluation.
- Approvals from outside
- When the value needs a decision from the board, a donor or, for public bodies, the PPC and Cabinet, the step records the date, reference and letter. When it does not, the step is passed.
- Purchase orders
- Printable orders with GCT worked out, sent to the supplier you chose.
- Receiving
- With Inventory, goods are received straight into stock against the order. On its own, record what arrived on the order itself.
- Inspections and payment
- Inspection reports for works, completion sign-off, and each payment recorded against the request.
- Suppliers
- Contacts, TRN, terms and the history of what you ordered from each one.
The record
- The complete file
- Download any request as one zip: the path it took through its flowchart, every approval, quotation, bid, vote, decision and document, for your auditor, board or donor.
- Plan and reports
- The annual purchasing plan by division and quarter, the procurement register and award reports.
Branch manager raises the request (complete)
Montego Bay branch · estimate J$6.8M
Finance manager approves (complete)
Asked the fleet supervisor for the specification first
Above the J$1M quotations limit? (decision) (complete)
Yes: three quotations
Quotations compared (complete)
Purchasing · lowest compliant quotation recommended
Managing director approves (current step)
Within the J$10M limit set by the board
Above J$10M: the board decides (decision) (to come)
Passed by itself at this value
Order, delivery and payment (to come)
Purchase order created from the chosen quotation
Records
What else goes on shelves? Files and documents. A registry and records library that knows every file you hold, where it is, who has it and when it must leave.
Comes with the Records module, from J$30,000 a month.
For public bodies: a JARD-style retention schedule under the Archives Act, the JARD disposition authority as part of every disposal, transfer to the Jamaica Archives with the Act’s 30-year limit shown on each file, and Access to Information Act requests.
The registry
- File plan
- Classes and subclasses your files are registered under (FIN/01, HR/01…), with the next reference given for you or the file’s old number kept.
- Registering files
- Paper, electronic or both, with keywords, the person or place a file is about, volumes, and security from public to secret. Search finds them by any of these.
- Electronic documents
- Scanned letters, minutes and plans on the file, with each new version kept and the old ones in its history.
- Confidential and secret files
- Restricted files are seen only by the people allowed to see them, and every look at a secret file is written in the audit trail.
- Archive boxes
- Numbered boxes with a place on the shelf, and barcode labels for folders and boxes. A file in a box is found by the box’s place.
Lending
- Registry desk
- Scan a file or box to lend it or take it back. Files out, overdue files and the requests waiting, on one screen.
- File requests
- Staff ask for a paper file from their own desk, say why and by when, and see when it is lent to them.
Retention and disposal
- Retention schedule
- How long each kind of record stays in the office and in storage, and what happens at the end. The business template covers the Companies Act, tax, payroll, employment, contracts and the Data Protection Act 2020; change any period.
- Legal holds
- Files needed for a court case, an audit or an investigation are held, and cannot be disposed of until the hold is released.
- Disposal with sign-off
- The files due are listed for you. A batch is approved through your flow, the sign-off is recorded, and a certificate is made when it is carried out.
- Transfer to an archive
- Records of lasting value are marked for your company or historical archive instead of destruction.
Information requests
- Personal-data requests
- Requests from people for their own personal data under the Data Protection Act 2020, with the date each answer is due.
- Access to Information, for public bodies
- Requests under the Access to Information Act, with the one extension, the exemptions relied on, the decision letter and statistics for the period.
- Opened
- 1 Apr 2018
- Closed
- 31 Mar 2019
- To the records centre
- 31 Mar 2021
- Due for disposal
- 31 Mar 2026
In box BOX-00005, records centre, unit B2, shelf 3. In disposal batch DSP-2026-0001, waiting for approval.
Rooms and shelves
A 3D picture of each storeroom, registry and records centre, so anyone can see where an item or a file is kept and go straight to the right shelf.
Comes with the Standard, Large and Unlimited sizes.
Draw and see
- Rooms drawn to scale
- Draw each room in metres with its doors on a plan with a half-metre grid, and see it in 3D as you go.
- Every kind of storage
- Open shelving, cabinets, filing cabinets, mobile shelving on rails, pallet racks, plan chests and marked floor areas.
- Turn and zoom
- Turn the room a quarter at a time to see it from each corner, and zoom in on a unit.
- Close-up of each unit
- Choose a unit to see it from the front, shelf by shelf and bay by bay, with what each slot holds.
A place for everything
- Places in code and words
- A place is a unit, a shelf and a bay, written like RC / B2-3-2 and said as “Records centre, unit B2, shelf 3, bay 2”.
- Home places for items
- Say where each item should be kept at each location. The place shows when stock is picked for a department request.
- Shelves for files and boxes
- Every paper file and archive box has its shelf; returning a file can put it in a new place.
- Where is it?
- Search for an item, a file or a box, and the room opens in 3D with the shelf lit up.
Drag to turn the room, scroll or pinch to zoom, right-drag or Shift-drag to move it. Keys: arrows turn and tilt, plus and minus zoom, 0 shows the whole room, Escape goes back from a unit.
Rice, white 2 kg (ITM-0012)Main storeroom, unit D, level 1, bay 1, spot 2. 172 bags on hand.
The 3D room from the app, with sample shelves. Search, then drag to turn and tilt it, and pinch or scroll to zoom (two fingers on a phone).
Unit B2, archive boxes
The close-up of one unit in the sample records centre. Choose a shelf tag to see what it holds.
RC / B2-3-2 · spot 1 holds BOX-00005, Payment vouchers 2018/19: 24 files.
Scanning and phones
Scan with the equipment you have, and use ShelvesJA on the phone in your pocket.
Comes with Inventory and Records, at every size.
Scanning
- Always ready
- On receipts, distributions, transfers, department requests and the registry desk, a scan works without clicking into a field first.
- USB or Bluetooth scanners
- Any scanner that types like a keyboard. ShelvesJA tells its fast keystrokes apart from a person typing.
- Phone camera
- Scan with the phone’s camera in browsers that support it, such as Chrome on Android.
- Heard, not just seen
- A short beep for a good scan and a low buzz for a bad one, so staff need not look up.
Phones
- Works in the browser
- The screens fit a phone or tablet: check stock on the shop floor, approve a request, find a file.
- Android and iPhone app
- Coming soon.
- ITM-0012Rice, white 2 kgAdded: 24 bags, batch L-2702-C
- ITM-0031Bottled water 24-packAdded: 40 cases
- FIN/02/0015Supplier contracts 2025Returned to RC / M1-4-2
Oversight
What managers, boards and auditors ask for, without anyone building a spreadsheet the night before.
Comes with every module, at every size.
- Dashboard
- What waits for you on the first screen: low stock and batches about to expire, and the procurement steps and approvals waiting for you.
- Reports
- Stock, purchasing, procurement, the records register, files out and files due. Print them or export to a spreadsheet.
- Audit trail
- Every change is recorded: who, when, before and after.
- Roles and permissions
- Owner, administrator, storekeeper, registry officer, records manager, 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.
Security and your workspace
Your records belong to you, are kept apart from every other organisation’s, and stay readable even if you stop paying.
Comes with every module, at every size.
- 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, logo and colour
- The app carries your organisation’s name, logo and colour, so staff know whose system they are in.
- API keys
- Connect your other systems with keys you can limit to reading. Included at the Large and Unlimited sizes.
- 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 and files
Free for 30 days. No card needed. Build your price.