Aidmatrix SCM: Online Warehouse

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SCM - Online Warehouse

Online Warehouse

The Aidmatrix Network® Online Warehouse Plus+ Module is an online application used to manage the inventory of humanitarian relief warehouses. It works well with other modules to provide simple end-to-end inventory management of donated and purchased goods. It uses best practices from the for-profit world for on-demand inventory control, while being tailored to fit the specific needs and nomenclature of humanitarian relief in the nonprofit world.

View the Plus+ Features

Receive Goods, Log Into Inventory, & Issue Receipts
This web-based tool enables warehouse personnel to simplify the processing tasks associated with warehousing in-kind donations. Items are logged into the system when they are received and receipts can be issued electronically saving time and money. Once the items are logged into inventory, they are immediately visible to users inside and outside the warehouse.

Ship Goods to Another Location / Relief Agency
Use this system when you need to ship goods to another location, or if goods need to be removed from inventory because of spoilage, damage or internal consumption. With the click of a button, you can also easily generate shipping documents to accompany the shipments.

Create “Kits” from Existing Inventory
Use the Inventory Conversion feature to convert received units, such as 1 pallet of 100 blankets, into distribution units, such as 100 blankets. Take individual items and combine with other items to create a single kit (e.g. food kit, disaster kit, medical kit, etc.).

Support Manufacturers’ Workflows
Track ingredients from the warehouse that are converted to create other products. Automatically “check out” individual items from inventory used in the manufacturing process and then “check in” the resulting new products into inventory.

Maintain a Catalog for Partners to “Shop”
As items are received they are classified into categories. Those categories are used to create a Catalog of Goods which can be easily published to partner organizations. Partners can then “shop” from the catalog of available goods with confidence that the items are in stock.

Make High-Quality Items More Visible
You can search to find a specific item in inventory and add, delete and maintain the master list of all items in inventory at the warehouse. This greatly improves communication with the partner community and helps ensure that quality donations are highly visible.

View Real-Time Inventory Levels
Maintain real-time inventory tracking and instantly share with others. Not only can you track the in-flows and out-flows of inventory at your main warehouse, but you can also view inventories across multiple warehouses. This single global view compiles the data for you, saving you precious time and energy.

Monitor Daily Shipment and Receipt Activities
Help better coordinate your transportation services and staffing by monitoring daily shipments and receipt activities. Optimize your plans based on data trends to make the best use of all your resources.

Run Reporting, Integration and Administration
Several key reports are included in the tool including: Current Inventory, Daily Activity and Transaction Summary. All reports can be exported to Microsoft Excel® for integration with other systems or for data sharing purposes. Administrators control access to reporting and menu visibility through user profiles to maintain the highest security standards.

Work Offline when Bandwidth Is an Issue
The offline mode offers greater flexibility when working in remote or disaster-stricken areas where consistent Internet connectivity can be an issue. We offer the same application and database to be run locally on a Windows XP or Windows 7 PC. This enables you to synchronize periodically with an online copy of the database and application using the Microsoft SQL Merge Replication feature. It even comes with a easy-to-use installer feature that automatically installs what you need on the PC so you are up and running in no time.

Enhance Reporting with Flex Fields
These custom, user-defined fields enable you to capture information that is critical and unique to your organization. Capture your non-standard details on each ship and/or receive. Specify the quantity and type of flex fields you need. Determine the way you want to structure responses by designating the field type: text area, date field, numeric field, dropdown list, and more. Then, apply those fields as attributes of the product, recipient or inventory information or add attributes to the receipts and shipments for more robust reporting options.

Localize Pages with International Options
Customize the labeling and structure of the data fields to ensure the proper attributes are captured in the local standard, for example: monetary unit and system of weights and measures. A global base currency is chosen for enterprise purposes. From there, each location can pick a default currency for activity and can override the currency (and provide a conversion rate) per transaction, as needed. This functionality can be adjusted per your direction.

The local (any currency) and headquarters’ default unit value of all items are tracked on receipt into the warehouse. As the item is managed by the warehouse, this value is continuously tracked. All reports (current inventory, transaction summary, etc.) show the unit value of the items involved. This enables you to quickly track the value of the items in the warehouse: received, shipped, etc. This reporting can be done in either currency.

Support Spanish-Speaking Facilities
In addition, the product is available in a completely translated format in Spanish. View screens, error messages, etc. in Spanish. Other language capabilities are available and local browser data formatting is supported.

Make it Easy with Shipping and Receiving Wizards
These two wizards help walk you through the easy steps. The Shipping Wizard helps you ship multiple items to a single recipient. The Receiving Wizard enables you to receive multiple line items into inventory from a single supplier or donor.

In addition, you can choose the option to customize the look and feel of the document that accompanies your products when you ship them.

Leverage Lot / Batch Codes to Track Valuation
Track lot and batch codes to monitor the overall financial valuation of your inventory. Enables you to know what is received and shipped by lot / batch and the value of those goods. This helps you know the value of your current inventory as well as the value of the goods shipped to each recipient. In addition, you can configure the system to support recalls by lot / batch for quality control.

Know Your Impact with Custom Reporting
We can build custom reports for your organization and make them “canned” reports in your system. This gives you the custom data views you need and provide you with the metrics to clearly see the impact you are making on your key performance indicators.

Keep Inventory Quality High

Expiration Date Support: This enables a warehouse to track the expiration date of an item when shipped, stored and received. This ensures that only non-expired or "good" items will be processed.

Expiration Threshold Support: This enables a warehouse to set a minimal number of days before expiry in which a good can still be shipped. Warehouse operators can customize the setting for their environment to ensure that no item will expire while in shipping.

Expiration Warning: Your warehouse operator can set an expiration warning value so when an item gets within that many days of expiring, the operator is notified. This enables the operator to take every action possible to ship that item prior to expiry and maximize efficiency and minimize shrinkage.

Modified FIFO (First In First Out) Support: Supports FIFO and other inventory management policies. Users can be automatically prompted to process all transactions in a FIFO manner to maximize efficiency and accountability. The warehouse manager can override this if an item is more appropriate to ship sooner (expires sooner, allocated to a different program, etc).

Enterprise Reporting: For users with multiple warehouses: you can easily run reports to see the inventory in all or some of your warehouses and subset this by category and keyword. This enables warehouse managers to optimize the movement of items betweens multiple warehouses.