FLOSS Help
← Back to inventory
FLOSS Help
← Back to inventory
FLOSS keeps track of what's in stock and what needs ordering, using a two-bin Kanban system and scannable cards on each bin.
Where it comes from. Kanban (Japanese for “signboard” or “visual card”) was developed by Taiichi Ohno at Toyota in the late 1940s as part of the Toyota Production System. He was inspired by the way a supermarket restocks a shelf only as items are sold — so instead of guessing, a simple visual signal (a card) triggers reordering exactly when stock runs low. That “just-in-time” idea spread from Toyota's factory floor to hospitals, offices, and software teams worldwide. FLOSS puts it to work in your practice with a practical two-bin version.
Every item is kept in two bins. When you order, you order enough to fill both, then split the order in half so each bin holds the same amount. You work out of one bin at a time.
When a bin runs empty, half your order is gone, and that's your signal to reorder. Scan the card on the empty bin to put the item on the order list. The second bin covers you while the new order is on its way, so you never run out.
These bins run on a LIFO (last in, first out) basis. When a new order arrives, refill the empty bin and draw from that freshly filled bin first, while the older bin waits behind it. In other words, the most recently stocked bin is always the one in use, and the other bin sits full as your backup until it's needed.
Every item has a printed card with a QR code. Scanning it opens that item's page on your phone, where you can mark the bin empty, mark it ordered, and restock it when the new order arrives.
Watch expiry dates. Because LIFO can leave the backup bin sitting a while, glance at expiry dates when you restock. FLOSS tracks expiry and turns an item's dot black once it passes, so nothing quietly expires on the shelf.
Why no symbols? Letters and numbers are fine, but the QR code and scan link break if a SKU contains spaces or symbols like +, *, or /. FLOSS filters those out automatically as you type.
The number you type into the SKU/UPC field should be the supplier's item number for that product. Here's where to find it on each supplier's site.
Open the product's page on henryschein.ca. The item number sits just under the product title, next to the blue New tag. It's usually shown twice, like 5703483 Henry Schein- 5703483. Type that number into FLOSS.
On the product page, scroll to Product information → Item details. You can use either the ASIN (e.g. B0006OKH9Y) or the UPC (e.g. 032903013832). Both are letters and numbers, so either works.
Other suppliers label it a little differently. On a product page, look for the item number, product number, catalog number, or SKU. Letters and numbers are fine; if it contains spaces or symbols, use the product's UPC barcode number instead so the QR code works.
The colored dot to the left of each SKU tells you its state at a glance:
Use the filter chips above the item list to show only one status, and click any column header (SKU, Name, Supplier, Status) to sort.
Open Printable cards to print QR cards for many items at once. Pick a size at the top:
Click cards to include or exclude them, then Print. Do a plain-paper test first to check the sizing lines up with your label stock, and make sure your printer is not set to “fit/scale to page.”
Use the ••• menu on any row → Print label to print one label (NIIMBOT B1 thermal label, or an Akro bin label on paper).
Order history shows everything that's been ordered, who ordered it, cost, lead time (how long the order took to arrive), and how long items sit on the shelf. It also tracks spending against the monthly budget and lets you export to CSV.
This page is also where you manage the Suppliers and Employees lists used in the dropdowns.
Still stuck? The person who set up FLOSS can adjust the password, budget, suppliers, and employees.