How to create a supplies ordering report in 3manager

Summary

Supplies ordering reports can be created at either the vendor level or account level. If all customers follow the same configuration, we recommend creating a vendor-based report to save time. The process for creating reports is the same at both levels.

These reports help automate and streamline your ordering process by triggering orders based on supply levels, days left, or both.

How it works

• A supplies ordering report defines which supplies to order, when to order them, and who receives the order list.

• Reports can be scheduled to run daily, weekly, or at a custom frequency.
  
  

• The same setup steps apply at both vendor and account levels.
  
  

• Using vendor-level reports reduces the number of configurations you need to maintain.

 

Step-by-step: Creating a supplies ordering report

Step 1 – Navigate to the correct level

1. Log in to 3manager.

2. Go to the vendor or account where you want the report.

3. Click Reports → Supplies Ordering.

4. Click New in the upper right corner.

Step 2 – Configure the report

1. Name: Use a clear and easy-to-remember name, e.g., Company Name – Supplies Ordering.
   
   

2. Language: Select EN if you plan to use the report for importing into other systems.
   
   

3. Schedule: Choose how often the report should run (daily, weekly, or custom).
   
   

4. Format: Select CSV, Excel, XML or JSON depending on your needs.
   
   

5. Threshold: Enter a % level (e.g., 20%). If no % is available, the alert triggers when the device reports “Low”.
   
   

6. Days left (optional but recommended):

   • Less than: Include items even if above threshold when days left is below this value.

   • Ignore more than: Exclude items above this number of days left, even if below threshold.
     
     

7. Target supplies: Choose specific types (e.g., toner, fuser, staples).
   
   

8. Inclusion policy: We recommend Low or empty since the last report for only new alerts.
   
   

9. Channel / Recipients: Choose channel: Email, SFTP, WEBHOOK. Support for multiple emails.
   
   

10. Devices: Use Automapping to quickly add devices to the supplies ordering report.
    
    We recommend using the rule "Managed = Yes" which will automatically include all devices marked as managed accross all accounts if made on vendor level. For accounts it will be looking at the specific account only. 
    
    You can choose any filter of interest, but we recommend keeping it simple and on a high level. 

Step 3 – Save the report

• Click Save.

• The report will run on its schedule and send results to the chosen recipients.

Pending supplies

• Use the Pending Supplies view to see which items are scheduled for the next report.

• Click Pending Supplies to open or close the list.

 

Things to note

• Reports run at night or at the configured time.
  
  

• Only supplies readable by the Data Collector will be included.
  
  

• To see what can be monitored for a device, open the device page and click All supplies.
  
  

• Vendor-level reports can include all accounts under that vendor without creating separate reports.
  
  

• If you are using the integrations for Distribution Management or TD Synnex, the ordering will be done on their side, not 3manager. In such cases only replacements will be tracked in the supplies dashboard.

For order history, replacements tracking and other supplies analytics, please use the "Dashboard Supplies".

Other resources: 

• The 3manager Supplies Playbook offers practical tips and examples to help you get the most out of the supplies functionality in 3manager. Download here