Dashboard

Introduction

The dashboard is the homepage for a location in OpenBoxes. From the dashboard, you can access the main menu, which has links to all of the major functions in OpenBoxes. You can also see a series of indicators to help you track the work in your depot. There are preset dashboards for warehouse management, inventory management, transaction management, and fill rate, as well as a customizable “My Dashboard” page where you can choose which indicators you want to see.

Navigating the Dashboard

The dashboard has a collection of different views that can be accessed by the left hand navigation panel. When you first open the dashboard page, you will automatically be directed to the my dashboard section (see “My dashboard” highlighted in the screenshot below).

Open

My Dashboard View

By default, the my dashboard view has the same indicators as the warehouse management view. However, it is fully customizable to your preferences! To customize your dashboard, follow the instructions below:

1. Click on the three dots icon on the indicator you want to change to pick it up

2. Drag and drop the indicator into the spot you want it. If you want to remove the indicator, drag it to the bottom of the screen, and drop into the red archive indicator bar

   Open

   

3. To add an indicator, scroll to the bottom of the screen and click on the archived indicators. Choose the one you want from the list and select “unarchive.” Your indicator will appears on the page and you can move it as described above.

4. Make sure to save your configuration if you want to preserve the changes. If you don’t save, the dashboard will revert back to the initial configuration on refresh. To save, press “save configuration at the bottom of the left navigation bar.

Warehouse Management View

The warehouse management dashboard show a range of indicators related to warehouse management, including current stock status, incoming shipments, outgoing shipments, and other in progress transactions. Use this dashboard for an overview of everything in progress in your warehouse. See detailed descriptions of indicators below for more information about what each indicator means.

Inventory Management View

The inventory management dashboard shows indicators specifically related to inventory status and inventory accuracy. On this dashboard, you will see key inventory quality indicators like expired products in stock, products with negative inventory, and products in the receiving bin. Use this dashboard to keep your inventory accurate. See detailed descriptions of indicators below for more information about what each indicator means.

Transaction Management View

The transaction management dashboard shows indicators related to your transaction history. Indicators include stock movements send and received last month, stock outs last month, and ad hoc vs. stock requests last month. Go here to get an overview of your recent transactions, and some more detailed historical data about shipments. See detailed descriptions of indicators below for more information about what each indicator means.

Fill Rate View

The fill rate dashboard shows a detailed overview of your fill rate. Fill rate is a supply chain performance indicator commonly used in for-profit companies to show how well the organization is meeting customer needs. It shows the percentage of request lines filled vs requested. So for example, if a warehouse received a request for 100 items, but was only able to send 98, the fill rate for that request would be 98%. See detailed descriptions of indicators below for more information about what each indicator means.

Detailed Description of Indicators

Inventory Details by Lot and Bin

This indicator shows the number of inventory lines in stock - click through to see a full detailed inventory report with stock broken out by lot and bin.

Inventory Summary

This graph shows the number of items at a given stock level. The report will always show the number of items in stock and no longer in stock. It will show the number of items above maximum, below reorder, and below minimum if your administrator has set desired stock levels for your depot. Click on one of the bars to see an inventory report by product.

Expiration summary

This graph shows the number of lots in stock expiring in the next 180 days. Click on the dot for "today" to see a report of expired items; or click on within 30, 60, 90 or 180 days to see a list of items expiring within that time frame.

Incoming stock movements by status

This indicator shows the number on incoming shipments that have not yet been fully received. Click on the number to show a list of the incoming stock movements in that particular status.

Your in progress shipments

This indicator shows the number of outgoing shipments created by you that are currently in progress. Click to see a list of all of your in progress shipments.

Your in progress putaways

This indicator shows all of the put aways created by you that are currently in progress. Click through to see a list of your in progress putaways

Outgoing stock movements in progress

This indicator shows the number of stock movements currently being picked and packed by this depot, and how long ago they were created. Use this to monitor shipments that have been taking too long or potentially have been shipped and need to be updated in the system.

Products in Receiving Bin

For depots using the bin location feature, this indicator shows how many lots are in receiving bins and need to be put away. Ignore if you are not tracking bin locations in your depot.

Products in Default Bin

For depots using the bin location feature, this indicator shows the number of lots that are not in a bin. This can occur when a location enables bin tracking after previously disabling it. Ignore if you are not tracking bin locations in your depot.

Delayed Incoming Stock Movements

This indicator shows a list of stock movements incoming to your depot where the receipts appears to be delayed. Click on the shipment name to view the details. OpenBoxes defines delayed differently by the shipment method:

• Sea shipments - not received 60 days after shipment

• Air shipments - not received 30 days after shipment

• Land shipments - not received 7 days after shipment

Items Received with a Discrepancy

This indicator lists all shipments received where there was a discrepancy between quantity shipped and quantity received. By default, it shows shipments received in the last 6 months. Change the filter in the top right to view a different time period. The number in the discrepancy column is the number of items in the shipment that were discrepant. Click on the shipment name to see details.

Products with Negative Inventory

This indicator shows the number of items in your warehouse with negative inventory. Negative inventory can occur through incorrect entry of back-dated transactions or cycle counts. Hovering over the indictor will show the details of the inventory.

Expired Products in Stock

This indicator shows the total number of lots in stock with expiry date before today. Clicking the indicator will open the expired products report where you can view the detailed information and mark products as expired.

Open Stock Requests

This indicator shows the number of electronic requests submitted to your depot that have not yet been fulfilled. Click on the indictor to see a list of open requests.

Inventory Value

This indicator shows the value of the inventory in your depot, based n the inventory quantity and unit price per product.

Stock Movements Received by Month

This graph shows the number of stock movements received into your depot by month. It defaults to the last 6 months, but the time period can be changed in the upper right hand corner. The different colors in the bar chart represent different origin locations. If you hover over the colored bar, a tooltip will show you which origin location that color represents.

Stock Movements Sent by Month

This graph shows the number of stock movements sent out of your depot by month. It defaults to the last 6 months, but the time period can be changed in the upper right hand corner. The different colors in the bar chart represent different destination locations. If you hover over the colored bar, a tooltip will show you which destination location that color represents.

Stock v Ad Hoc Requests Last Month

This indicator shows the proportion of stock requests (requests based on a set list and schedule), vs ad hoc requests (request outside of the set schedule). This can help indicate whether clients needs are being met through the regular replenishment process, or whether there are many emergency requests outside of the regular process.

Stock outs last month

This indicators shows the proportion of items stocked out in the last month, buy length of stock out. Items not stocked out at all in the previous month appear in green. Items stocked out less than 1 week appear in yellow. Items stocked out 1-2 weeks appear in orange, and items stocked out for 3 weeks or more appear in red. The goal for this indicator is to see as much green as possible in the pie chart.

Fill Rate Last Month

Fill rate is a supply chain performance indicator commonly used in for-profit companies to show how well the organization is meeting customer needs. It shows the percentage of request lines filled vs requested. So for example, if a warehouse received a request for 100 items, but was only able to send 98, the fill rate for that request would be 98%. The fill rate in OpenBoxes also takes into account whether an item is not filled because of stock out, or because of a clinical or programmatic decision. Items not filled because it was not deemed appropriate to fill them do not lower the fill rate; only items not filled because of stock out or low stock. The calculation is

Fill Rate Last 12 Months

See “fill rate last month” section above for a detailed explanation of fill rate. This graph shows the same fill rate data, but over time. The green bars represent the total number of request lines submitted (the denominator), while the blue bars represent the number of request lines cancelled due to stockout or low stock. These bars are intended to give you a sense of the number of requests each month. The lines show the fill rate itself, and correspond to the percentages on the right of the graph. The target fill rate is set at 90%. In the example below, you can see that the fill rate was below 80% in October, then shot up to 93%. It dipped again in December, which may be related ot the large volume of requests that month. It went up to 100% in January, probably related to the very small number of requests in that month. You can filter this graph to see a different series of months, or to see only the fill rate for requests from a particular destination.

Items Inventoried this Month

This indicator shows the number of inventory items (lot numbers) where a physical inventory has been done in the last month. If your warehouse has a target for items counted per month, you can compare that target against this number to see how you are doing. If you are concerned about tracking inventory adjustments to avoid shrinkage, you can look at this number to see if inventory adjustments are being done more often than expected, and look at the audit data to see who in the warehouse to follow up with.