WAREHOUSING & WAREHOUSE RECEIPTS IN COMMODITY FUTURES MARKETING
TOPS Commodity Tracking System MEETING - · PDF fileTOPS Commodity Tracking System MEETING...
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TOPS Commodity Tracking System MEETING March 18 - 19, 2014 USAID Washington Learning Center CARE, Save the Children and CRS
Transcript of TOPS Commodity Tracking System MEETING - · PDF fileTOPS Commodity Tracking System MEETING...
TOPS Commodity Tracking System MEETING
March 18 - 19, 2014
USAID Washington Learning Center
CARE, Save the Children and CRS
Aidmatrix Supply Chain Process Map
Strategic Planning
Strategic Sourcing
Procurement Generate RFQ
Procurement Distribute RFQ
Procurement Receive
Donor/Supplier Acknowledgement
Procurement Quote
Transportation
Warehouse Generate
Pre-Receive
Warehouse Receive Inventory
Warehouse Build Kits
Warehouse Distribute Inventory
Financial Integrations & Reporting
Track Beneficiary
Distributions
SCM4Good Components
• Fleet Management
• Asset Management
• Distribution
• Reporting
• Digital Hub
• Planning
• Procurement
• Transportation Management
• Warehouse Management
• Online Ordering
Using Today Future Use
The Aidmatrix SCM4Good Platform
Right now, SCM4Good can be used to help us track commodities from the time we receive title, until the time we dispatch them from our warehouse---and access to this data can be available to anyone who should have it.
Take a look….
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Receive into Inventory
Dispatch from Inventory
Adjustments to Inventory
Manually Entered PreReceives
Warehouse Module
Warehouse Module
PreReceives from Internal Transfer
Dispatch
PreReceives from Procurement POs
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Pre-Receive Inventory
Pre-Receiving Products
Pre-Received inventory is inventory scheduled to arrive into the warehouse….
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1 Select Start Pre-Receive Inventory
Instructions are available for review
Click to proceed Pre-Receive Inventory is used to pre-receive a batch of products through one functional procedure
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Pre-Receive Inventory
User Manager
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1. Pre-Receive Inventory
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Enter or select data for each available field Mandatory fields with *
Enter the currency in which the goods are purchased or donated
Unit cost conversion is 1 Primary Currency = X Foreign Currency e.g.: 1 USD = 17 Birr Data entered will apply to all products in Pre-Receive
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Pre-Receive Inventory
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User Manager
Step 1 Header Information
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Enter or select data for each available Receive Transaction field Mandatory fields with *
Select the Supplier and Transporter Info if available Not required at Pre-Receive - If either is missing, a new one can be added
Click
Data entered will apply to all products in Pre-Receive
Pre-Receive Inventory
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User Manager
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Step 1 Additional Information
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Select the product you are going to receive, specified by Main- and Sub-category
Enter Project # and UOM
Enter Expected Quantity and Unit Cost
Enter any other data necessary in fields by scrolling to the right
Pre-Receive Inventory
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User Manager
Step 2 Select Inventory Items
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Review header data
Review line item(s) to be pre-received
Click if there are any mistakes or missing items
Click to complete the Pre-Receive
Pre-Receive Inventory
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User Manager
Step 3 Process Inputs
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Where the product has already been registered as a pre-receive, these can be “received” without re-entering information through . . . - Pre-Receive Inventory transaction - Procurement module PO’s - Internal shipment between warehouses
Receive Products
Receive Inventory from a Pre-Receive
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Click RECEIVE on the item you are receiving
User Manager
Receive Products
Receiving Pre-Received Items
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After clicking RECEIVE on the Pre-Receive-Summary you begin the Receive Inventory interface Confirm the Receive Date and adjust if necessary
Complete or correct all information necessary. It is mandatory to identify the Supplier Name.
User Manager
Receive Products
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Receiving Pre-Received Items
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After confirming the Supplier and all other header details, the line item quantity must be confirmed There are three Quantities to confirm:
Expected Quantity was entered when the pre-receipt was created
Qty on the shipping doc
Qty actually received
User Manager
Receive Products
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Receiving Pre-Received Items
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Sometimes two or all three of the quantities do not match
Scenario 1
Enter both quantities. Click and complete the Receive process. No further quantity entries will be required.
User Manager
Receive Products
When Expected Quantity is different than Waybill QTY and Total Rcvd QTY
Waybill QTY is equal Total Rcvd QTY
Receiving Pre-Received Items
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Scenario 2
Click and enter more info in next step (adjustment step) as shown underneath
Note: 1. Enter here the explanation for the ‘Loss’. This can be a mix of Bad/Damage or Adjustments. All fields are mandatory. 2. The total loss has to match up to the Expected QTY! 3. LAR = Loss Adjustment Report
User Manager
Receive Products
When Waybill QTY is greater than Total Rcvd QTY
Receiving Pre-Received Items
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Scenario 3 Click and enter more info in next step (adjustment step) as shown underneath Note: 1. As we received more than the Waybill QTY, the system considers this qty as ‘Excess’. Fill in the other mandatory information. 2. This case does not have to match up to the Expected QTY! 3. The Adjustment page shows three columns to enable more than one adjustment reason.
User Manager
Receive Products
When Waybill QTY is less than Total Rcvd QTY
Receiving Pre-Received Items
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After clicking to complete the Adjustment reason page
Then you reached the final step
You can still click if anything - quantities - require final correction When complete, Click
User Manager
Receive Products
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Receiving Pre-Received Items
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Dispatch Inventory
Dispatch Inventory is a multi-step process that captures the transaction details and selects the items to be sent out of the warehouse through a shipment or delivery
Dispatch Inventory
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Online Ordering
What is it and how it works?
The function “Dispatch Order” is a o request to get inventory (defined items and quantities) dispatched o to one recipient or to multiple recipients.
Anyone with the appropriate role can select inventory to be ordered. The order is submitted for approval. Upon approval, the dispatch order becomes available to the warehouse staff, to process as a dispatch.
Dispatch Order
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1 Select Start Dispatch Inventory
Select the Recipient from the dropdown
Click to proceed
> To see details for a recipient, select one and click
> To view dispatch wizard instructions, click
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Dispatch Inventory
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User Manager
Step 1
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Enter or select details to search for inventory items – defaults to all inventory
Click once the search criteria is complete
If you would like to remove the search criteria, click
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Dispatch Inventory
User Manager
Step 2
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Enter a Quantity number less than or equal the Current Inventory for the chosen item(s) Click column header to sort
Click to save the item(s) Items must be added to the cart before searching again
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Dispatch Inventory
User Manager
Step 2
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The Cart is displayed above the inventory grid as items are added If you need to remove an item click If you need to remove ALL items in the Cart, click Once the Cart is complete, click on the bottom right of the screen Note – the Next Step will automatically add any items with a quantity to the Cart
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Dispatch Inventory
User Manager
Step 2
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Enter and select details about the Dispatch
> Details apply to the entire Dispatch transaction
> “Contact” is the contact name for the Recipient
Click once the form is complete
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Dispatch Inventory
User Manager
Step 3
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Review the dispatch header details
> The Dispatch Number is auto-generated and uses a pre-configured prefix
Review the line items
> The Quantity can be edited
> To remove an item, go back and remove from the Cart or enter 0 as the quantity
Once the Dispatch is complete, click
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Dispatch Inventory
User Manager
Step 4
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This grid appears after Dispatch Inventory
> It displays the most recent dispatch line items – sorted by Transaction Date
Actions can be taken on each line item
- to edit the details for the line item
- To print the Dispatch document for the entire transaction
- To attach a document or image to the Dispatch line item
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Dispatch Inventory
User Manager
Grid after Dispatch
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Dispatch Update
Overview • SCM4Good extension to support updating a
Dispatch with delivery and distribution details
Key Features • Ability to capture information about when a
dispatch was received • Ability to trigger returns • Ability to capture information about
beneficiaries • Ability to view calculated inventory at the
recipient based on Quantity Received and Quantity Distributed by the recipient – see Review>Current Inventory - Recipient
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Navigate to Dispatch Summary
1 Select Review Dispatch Summary
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Select Update for a Dispatch
\ Use Search and Filter Options to locate a Dispatch Click when using search options Click for your selected Dispatch to use Dispatch Update feature
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Step 2 Quantity received by the Recipient Quantity distributed by the Recipient Quantity returned to the dispatching warehouse to go back in inventory Date the dispatch was received by recipient Date the Dispatch Waybill returned by Driver
Click
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Was the Returned Waybill signed by the Consignee? - If yes, select “Yes” from the drop-down.
- If not, select “No”
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Amount Distributed Instructions - Enter the total amount distributed to date - Example: If you distribute 25, then enter 25, if you later distribute 50 more, then enter 75 (since that is the total to date)
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Dispatch Update
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Step 3 If an adjustment (loss or gain) is made on the dispatch, enter Amount, Reason, and Location Option for secondary adjustment If the item was transferred to another recipient, enter the transfer details Click
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Dispatch Update
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Step 4 Number of Beneficiaries served by distributed materials Distribution Date Range Waybill Number for materials returned to dispatching location Upload files to be saved for the dispatch update Click to complete the Dispatch Update
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Was the Waybill for the returned materials signed? - If yes, select “Yes” from the drop-down. - If not, select “No”
Dispatch Update
In a Nutshell:
Data about a commodity shipment can be entered into the system as a Pre-receive.
The receiving program will be able to see that information.
Upon physical receipt of the commodities, the pre-receive can be converted to a receive---it is not necessary to manually enter any data other than the confirmed amounts received, the losses, and the reasons for the losses---this should already reduce errors related to manual data re-entry.
Following physical inventories, the quantities can be updated in the system, accounting for any losses, excess or damages.
Inventory can be checked, and a Dispatch Order can be created, and submitted for approval through the system.
Upon approval, a dispatch can be processed (a Dispatch Note, pre-numbered and un-editable, is system-generated).
The inventory quantities are automatically reduced by the dispatched amounts.
A dispatch can be updated to include beneficiary numbers, actual distributed quantities, etc.
Key features we developed with AM to make it work for food commodities:
Enhanced receive: allows for better capturing of loss, improved ability to Reconstitute and Dispose
System-generated, un-editable numbers for Receive and Dispatch Notes
Dispatch Update: allows basic info about a distribution to be captured with the corresponding dispatch
Pending Gaps/Pain Points: Limited tracking of food beyond the dispatching warehouse (highest
priority, relates to Distribution functionality) Reports: without better tracking of food beyond dispatching
warehouse, CSR, RSR and LSR can’t be produced with all required info. Visibility of data relationships: limited ability to view grouped data
outside of specific reports (e.g. how much food did partner X receive last month at all distribution points?)
How are we planning to address them? Distribution Module Improvements to key reports Continue bi-lateral and User Group discussions with AM on key priorities
CHALLENGES: Significant effort (and investment) is required to further
develop the system so that it is appropriate for our context and fully meets our needs.
Despite extensive work done to identify intra-agency and inter-agency requirements in a collaborative way, reaching consensus on the details of the system to ensure it works for all is complex and time-consuming.
Change (of system, processes, procedures and even policies) takes time, and needs to be managed very carefully!
ON THE POSTIVE SIDE…
While some staff are resistant, others are really excited to implement the system.
Despite difficulties, there remains widespread agreement that a standardized system is needed and we must make it work!
The User Group with CARE, SAVE and CRS and the strong collaboration with the Aidmatrix team provide opportunities to achieve much more than we ever could on our own.
Benefits of Collaboration By identifying shared priorities, we can combine resources to
improve the system in ways that help us all.
We can leverage directly, or help Aidmatrix leverage, additional resources to further develop the system.
We’re not alone! (And that
really helps as we work to drive
our agencies towards embracing
the risks and rewards of applying
technology to commodity
Management.)
Be…
Patient… Setbacks are inevitable!
Flexible… if you hit a road block in one area, attack another.
An advocate & a cheerleader in your organization
Remember… • The health of your Master Data is a sign of the health of the system… don’t kill the canary in the coal mine!
Have Fun… Knowing you are positively impacting the lives of beneficiaries, shaping the
future, & making history!
It’s less about perfection and more about progress…
we are further along today than we have ever been!
Experiences / Learnings / Observations
Today’s investments reap tomorrow’s gains!
