Table of Contents
Getting Started
What is VMI?
Vendor Managed Inventory (VMI) is a supply chain management strategy where a supplier or vendor takes responsibility for managing and replenishing a customer's inventory. Instead of the buyer placing orders, the vendor checks stock levels and determines when and how much product to ship.
The MM VMI app
This mobile-first application enables users to maintain customer stock levels, create stock orders, send Quotes, and process orders into Unibis as EDI.
Optimized for mobile and tablet use VMI will run in any browser on any device.
System Requirements
Browser: Chrome, Firefox, Safari, or Edge (latest versions)
Internet Connection: Required for all functionality
Device: Compatible with desktops, tablets, and smartphones
Account: Valid MM Electrical staff account with VMI access enabled
Who Uses VMI?
MM Electrical Branch Staff - Users who generate Stock Orders for customers
Purpose - Create and manage Stock Orders for customers
Login and Initial Setup
First Time Login
Step 1: Access the Login Screen
Login Screen
Open your mobile’s web browser and navigate to the VMI application URL https://apps.mmem.com.au/VMI/
Enter your MM email and Sparky password if you have one. If not, click on the "Trouble logging in?" link. Enter your email and a password reset will be sent to you.
Tap Login
Install to your home page
Select "Install" when/if prompted for easy access and the best user experience
The application will function like a native app once installed
VMI - dashboard controls
Step 2: Initial Customer Setup
VMI needs to know what customer you are, or intend to, managing their stock levels.
You will be able to manage stock for multiple cutomers.
Before using the application, you'll need to set up a customer:
Search Customer Account Number
Enter the customer's UNIBIS/Account Number
The system will search customers within your branch's territory
If the account number is not found, verify with your branch manager
Confirm Customer Details
Review the customer information:
Account Number (locked/non-editable)
Company Name (mandatory field)
Contact Name (optional)
Mobile Number (optional)
Email Address (optional)
Delivery Address (optional)
Update any details as needed
Tap Confirm to proceed
Application Ready
You can now access the main VMI screen
The app theme will adapt to your branch branding
Customer Management
Switching Between Customers
Changing Active Customer
Tap on the customer name displayed at the top of the main screen
The "Select Customer" pop-up will appear
Select a different customer from the list and confirm
The system switches to that customer's information and orders
Adding New Customers
Adding Customers
Add a customer via the hamburger menu
Tap the hamburger menu (☰) icon
Select Add Customer
Enter the customer's Account Number
Review and confirm customer details
Tap Confirm to add them to your customer list
Via Customer Settings
Add a customer via the customers list
Access Settings from the hamburger menu
Select Customers
Tap the Add Customer button
Enter the customer information
Managing Customer Information
Updating Customer Details
Customer Details
Go to Settings > Customers
Select a customer from the list
Update customer information:
Contact information
Delivery addresses
Mobile numbers
Tap Save to update their profile
Important Note: When you re-add a previously removed customer, their historical Stock Orders will be restored.
Stock Order Management
Creating Stock Orders
Two Operating Modes for Every Customer Type
VMI adapts to different customer scenarios with two distinct operating modes:
Scanner Mode - Quick & Flexible
Best for: Ad-hoc stocktakes, first-time customers, quick top-up orders, and emergency replenishment visits.
How it works: Staff simply scan products using the device camera or an external barcode scanner. VMI searches our online product catalogue. Products appear instantly with live pricing and availability. Quantities can be adjusted using quick buttons (1, 10, 100, 1000) or manual entry.
Stocklist Mode - Structured & Efficient
Best for: Customers with established warehouse stock, allocated bin locations, and regular ordering patterns.
How it works: Import the customer's stocklist (Excel or CSV format) containing product codes, reorder levels, normal levels, and bin locations. Staff can then walk the warehouse checking off items from a pre-defined list, just like working from a spreadsheet but with auto-save and real-time pricing.
Creating a Stocklist
A list of items a customer carries, as stock items, can be created in VMI by tow methods:
Importing a spreadsheet containing items
Create a Stock Order using scanner mode and then select the VMI option to create a Stocklist from the Order.
Spreadsheet import
From the hamburger menu select "Stocklist"
Click on the Options menu
Select Import file
Browse to find the spreadsheet file
Click on Import
Wait while import loads or select Continue with app while loading happens in the background
Once the file has loaded you will see a results screen displayed
Barcode creation
VMI can create one or more barcodes
From the Options menu select Generate Barcodes
VMI will display the list of items in your Stocklist
Select the "All" button or individually select the items you want barcode(s) for
Click on the Generate button
You have Options to:
Create a PDF
Create a PDF and email to someone to print them
Print them to anavailable printer
If you select the email option you will see this screen
Simply fill in the details and click "Send"
Starting a New Order - using scanner mode
From the main screen, tap Create New Stock Order
A new Stock Order is created with today's date
Multiple orders per day are numbered (e.g., "02/04/2025 (2)")
Adding Products to Orders
Scanning Products
Use the barcode scanner (camera or external scanner, depending on your settings)
Point the scanner at product barcodes
Valid products will be automatically added to your order
Manual Product Entry
Tap in the barcode/product number field (Available only when External Scanner is enabled)
Type the barcode or part number
Press Enter or tap the search icon
Product Behavior
Products appear at the top of the list when added
The cursor automatically focuses on the Quantity field
Existing products move to the top when rescanned
Managing Quantities
Quick Quantity Buttons: Use the 1, 10, 100, 1000 quick buttons for adjusting quantities
Manual Entry: Tap the quantity field and enter the desired amount
Real-time Updates: The total price updates automatically as you change quantities
Finishing Your Order
Tap the back arrow (“<“) to exit the scanning mode
Your Stock Order is automatically saved using VMI's autosave feature
You can view your Stock Order in the Stock Order Lists
Starting a New Order - using stocklist mode
From the Quick Actions menu select Create from Stockist
A view of the items in the customers Stocklist will be displayed.
Select each item whose physical qty is at or less than the reorder level
Enter the qty you wish to order and click on "Add to Stock Order"
Repeat until you have finished
Scanning to Existing Stock Orders
Scan to Existing Stock Order
Working with Existing Orders
From the main screen, tap Scan to Existing Order
Select from the Stock Orders you have created for the current customer
Continue adding products to the existing order
Products are added to the selected order
Existing products move to the top when rescanned
Reviewing Stock Orders
View Stock Orders
Tap the Stock Order Lists tab on the main screen
View all active and archived orders you have created for the current customer
Select any order to view its details
Modifying Orders
From the Stock Order details, you can:
Add more products using the scanning function
Adjust quantities using quick buttons or manual entry
Remove products using the delete function
Change view modes for different display options
Order Submission
Reviewing Orders
Use the Stock Order Lists screen to review orders
Select the Order you wish to view
Available Options
Click on the elipses menu on the top right
Sending Quotes to customers
Click on the elipses menu on the top right
From the "Actions" list, choose Send Quote
Enter any notes you need to add to this Quote and click "Send"
The customer will receive an email similar to:
And it will contain link to download the complete quote, and to accept the quote.
When the customer clicks on the Accept Quote link, a notification is w=send back to VMI.
Submitting Orders
Tap the “Order Now” button
Tap the Order Now > button when ready to submit
Complete checkout information:
Dispatch Method: Click & Collect (default) or Delivery
Mobile Number: Required for Click & Collect orders
Delivery Address: Confirm delivery location
Order Details: Purchase order numbers, job references
Review order totals
Tap Submit Order to process
You can see the order in Unibis screen OE224
The Stock Order is automatically archived and tracking is handled by Unibis.
Product Views and Interface
Access the View Mode Options via the ellipses icon (…)
Select the ellipses to access the modal overlay
Card View (Detailed Display)
Shows complete product information including:
Product images
Detailed descriptions
Current pricing
Stock availability
Quick quantity buttons visible for easy adjustments of quantity
Compact View (Space Efficient)
More products visible on screen simultaneously
Quick buttons are hidden to save space
Tap quantity field or product card to expand specific products
Animated expansion highlights selected items
Grid View (Overview Format)
Products displayed in grid layout
Efficient use of screen space
Quick visual confirmation of order contents
Tap products to show expanded detail
Your view preference is remembered between sessions.
Search and Organization
Search products by part number, description, or barcode
Sort orders by:
Product Number
Name
Price
Quantity
Total
Last Scanned
Settings and Configuration
Settings
Account Settings
Configure your profile via Settings > Account
Display Name: Mandatory
Email: Update your email address (verification required)
Mobile Number: Update your mobile number (verification required)
Account Number: View your account number (locked/non-editable)
Enable PIN: Enable your PIN for added security
Enable Biometric Login: Use your device’s biometric features for login
Change Password: Change your account’s password
Device Settings
Configure scanner preferences via Settings > Device Settings
Scanner Configuration
Device Camera (Default):
Uses device camera
Visual scanning interface
Camera-based barcode reading
External Scanner:
Accepts input from physical barcode scanners
Direct scanner input to barcode fields
No popup interface
Profit Centre Settings
View your branch information via Settings > Profit Centre
View company details
Check branch information
Verify branding settings
All fields are auto-generated and non-editable
Staff Management
All VMI users have full access to staff management functions:
Managing Staff
Add new VMI users to the system
Update information of staff added to VMI
Archive inactive users when needed
Delete users to remove them from the staff list and prevent them from logging in to VMI
Revoke/Restore access to prevent or allow users from logging in to VMI
Resend Login to staff who have not set their password yet
Staff Access
All VMI users have identical access to all functionality
No permission configuration is required or available
Customer Management
Customers List
Managing Customer Information
Customer List: All customers you have added to your VMI account
Add Customers: Add new customers to your personal customer list
Customer Details: Maintain accurate contact and delivery information for your customers
Customer Organization
Active Customers: Currently active customers in your list
Archived Customers: Inactive customers you've archived
Delete Customers: Remove customer from your list (Adding back the customer will retain their previous Stock Orders)
Customer Search: Find customers by name or account number within your customer list
Sort Customers by:
Account Number
Name
Contact name
Email
Troubleshooting
Login Issues
Problem: Cannot log in to VMI
Solutions:
Verify your credentials are correct
Ensure your account has VMI access enabled
Check your internet connection
Clear browser cache and cookies
Try a different browser
Problem: Account number not found during customer setup
Solutions:
Verify the account number is correct
Ensure the customer is within your accessible customer list
Contact your administrator to verify customer access
Scanning Issues
Problem: Barcode scanner not working
Solutions:
Check Device Settings - ensure correct scanner type is selected
For Device Scanner: Grant camera permissions to the browser
For External Scanner: Verify scanner is properly connected
Ensure adequate lighting for camera scanning
Clean the barcode and camera lens
Problem: Product not found after scanning
Solutions:
Verify the barcode is clear and undamaged
Try manual entry of the product number
Check if the product is available in your inventory system
Contact support if the product should be available
Performance Issues
Problem: Application is running slowly
Solutions:
Check your internet connection
Close other browser tabs and applications
Clear browser cache and data
Restart your browser
Try using a different browser
Problem: Stock Orders not saving
Solutions:
Ensure stable internet connection
VMI uses autosave, so manual saving is not required
Check browser storage permissions if issues persist
Clear browser cache if problems continue
Order Issues
Problem: Cannot submit order
Solutions:
Verify all required fields are completed
Ensure mobile number is entered for Click & Collect
Check that you have products with quantities > 0
Verify your internet connection
Try refreshing the page and resubmitting
Problem: Order submission confirmation not received
Solutions:
Check that the order appears in archived orders
Verify the order was successfully submitted
Contact your branch if confirmation is needed
Check with Unibis system for order status
FAQs
General Questions
Q: Can I use VMI on multiple devices?
A: Yes, VMI works on mobile devices and can be accessed from multiple devices using the same login credentials.
Q: Are my Stock Orders automatically saved?
A: Yes, VMI has autosave functionality that automatically saves Stock Orders as you work.
Q: Can I work on multiple Stock Orders simultaneously?
A: Yes, you can create and manage multiple Stock Orders. Each order is saved independently.
Q: What happens to my Stock Orders when I switch customers?
A: Stock Orders are customer-specific and user-specific. When you switch customers, you'll see only the Stock Orders you have created for that specific customer.
Customer Management
Q: How many customers can I manage in VMI?
A: You can add and manage as many customers as needed. You will only see customers that you have personally added to your VMI account.
Q: Can I see other users' customers?
A: No, you can only see customers that you have personally added to your VMI account. Other users' customers are not visible to you.
Q: How do I handle new customer prospects?
A: Add new customers to your personal customer list after verifying they're approved customers with valid account numbers. Once added, only you will see these customers in your VMI account.
Q: Can I edit customer account numbers?
A: No, account numbers cannot be edited once a customer is added. This ensures data integrity.
Q: What happens when I delete a customer?
A: Deleting a customer removes them from your active customer list, but their Stock Orders remain saved in the system. If you re-add the same customer later, all their previous Stock Orders will automatically appear again.
Order Management
Q: How are Stock Orders named?
A: New Stock Orders are automatically named with the current date. If multiple orders are created on the same day, they're numbered sequentially (e.g., "02/04/2025 (2)").
Q: Can I modify an order after submission?
A: No, once an order is submitted to Unibis, it cannot be modified through VMI. Contact your branch for order modifications.
Q: Why do Stock Orders get archived?
A: Stock Orders are automatically archived when successfully submitted to prevent accidental resubmission and maintain order history.
Q: Can I recover accidentally deleted products?
A: Yes, use the "Undo" prompt that appears for 5 seconds after deletion.
Q: What's the maximum size order I can create?
A: There's no system limit on order size.
Q: Can I create orders for future delivery?
A: Orders are processed for current delivery. Contact your branch for special delivery scheduling.
Q: Can I see Stock Orders created by other VMI users?
A: No, you can only see Stock Orders that you have personally created. Each VMI user sees only their own Stock Orders for their own customers.
Technical Questions
Q: Do I need to install any software?
A: No, VMI is an application that runs in your browser. You can optionally install it as an application for the best user experience.
Q: Can I use VMI without internet connection?
A: No, VMI requires an active internet connection for all functionality as it connects to live inventory and customer databases.
Q: Which browsers are supported?
A: VMI works on all modern browsers including Chrome, Firefox, Safari, and Edge. For the best experience, use the latest browser versions.
Q: Can I use an external barcode scanner?
A: Yes, configure this in Device Settings. VMI supports both camera-based scanning and external barcode scanners.
Support and Training
Q: Where can I get additional training?
A: Contact your administrator for training resources and support materials.
Q: Who do I contact for technical support?
A: Contact your local MM Electrical support team or system administrator for technical assistance.
Q: How do I report bugs or suggest improvements?
A: Report issues through your normal MM Electrical support channels or contact your system administrator.
Application Usage Tips
Best Practices
Scanner Selection: Choose the scanner type that works best for your typical usage
View Optimization: Select the view mode that works best for your typical order sizes
Customer Organization: Keep your customer list organized by archiving inactive customers
Order Management: Use the system's auto-naming for orders, or create meaningful names when needed
Workflow Optimization
Customer Selection: Always verify you have the correct customer selected before creating orders
Quick Quantities: Use the quick quantity buttons for common order amounts
Review Before Submission: Always review the checkout screen carefully before submitting orders
Required Fields: Ensure mobile numbers are entered for Click & Collect operations
Information Preparation
Customer Information: Have customer account numbers and contact details ready when adding new customers to your personal list
Product Information: Keep product numbers or barcodes accessible for order creation
Order Details: Prepare purchase order numbers and job references before checkout
Security Reminders
Log Out: Always log out when using shared devices
Account Security: Don't share your login credentials
Regular Updates: Keep your browser updated for security and performance
Secure Networks: Use secure internet connections when accessing VMI
This user guide covers VMI version 0.1. For the most current information and updates, contact your system administrator.
Target Users: MM Electrical Staff
Last Updated: June 4, 2025
Version: 1.0
Support Contact: Your System Administrator