New software module announced

iLab Solutions, a leading provider of core facility management software, continues to grow its product list by adding a Storeroom Management module. Storeroom Management brings a host of benefits, particularly for those facilities specialising in inventory resale. This module is designed to help facilities such as stock rooms, scientific stores, cores that produce products, and facilities with procurement groups manage and sell the products that they have either produced internally or procured from outside vendors.

With iLab’s Storeroom Management module, any facility selling products can now see serious automation of everyday procedures. Its functionality flexibly supports the myriad workflows that occur during the lifecycle of an order, including order placement, product listing, stock level and reorder management, and distribution tracking. The module also helps manage inventory levels in real-time through sales, receiving, transfers, and even adjustments. Additionally, users can receive items directly into on-hand inventory. For facilities that produce their own products, the module provides features that support the tracking of critical information such as dates and titer that can be seamlessly passed on to the customer. This allows the facility to tie significant batch details to each individual product all the way from production through resale. In addition, the module offers detailed tracking of hazardous chemicals, due to the importance of knowing exactly where each product is within the institution, even once it has been sold to the customer. 

Much of the module’s workflow is configurable to greatly facilitate a smooth process for all involved. Facility staff can see ideal stock levels and request additional stock with ease given the ability to set low and critically low stock level notifications. In addition, the module allows staff to perform full or partial physical inventory counts. Facility managers can review all requested stock across multiple facilities and bundle them for procurement from vendors. At the same time, customers also see benefits, having easy access to products either through “in store” or online purchasing, pickup, or delivery. The online catalogue gives customers a shopping cart-like experience as they browse and order, which makes finding and obtaining what they need a simple and intuitive process. In that same regard, the Storeroom Management module allows for the use of internal fund cards to be used as “debit” cards for customers, further easing the customer’s part of the transaction. 

"We're really excited to see this module go live," stated Andreas Hagen, Chief Software Architect. "We've achieved a robust and flexible product by collaborating with a variety of facilities over the past year, including large warehouses that purchase for several distribution sites, down to smaller, specialised facilities that produce all of their own products. We support advanced inventory management from stock request through purchasing, receiving and delivery to the customer, all of which are tightly integrated. Facility staff as well as individuals responsible for procurement can quickly identify products that need to be restocked or special ordered for their customers. On the resale side of things, we support walk-in customers, online orders as well as transfers of products between facilities. All of these options can be configured at the facility level. We're very proud to be able to offer this new product to current and future customers."

Many benefits of the new module take place behind the scenes. iLab’s robust billing features allow for automated billing, easing transactions for facilities and customers alike. Existing customers can take advantage of financial integrations options, such as credit card integration, allowing for more convenient payment options. Additionally, optional ID integration allows internal users to use their existing institutional login to access iLab. Furthermore, iLab provides the option for auto-generated vendor purchase orders. Expenditures and past orders are tracked within the system, providing full visibility in purchase history, while the module also helps to create revenue and usage reports. 

“We love having the ability to locate service centre operations for both service related and product related core facilities under a single online system,” stated Brian Tomlinson, Director of Office of Research Services, University of Georgia. “This single location allows the upper administration to access core facility use and sales data from a centralised location and not from a series of departments around campus. We reduced the number of staff required to handle a single product order in half because of the combination of online ordering, fulfillment, tracking, and invoicing into a single user friendly ordering system. For us, fewer touches means fewer errors and faster processing of each order.”

In industries such as research, funding dollars are perpetually in high demand and short supply. This challenge magnifies both the positive and negative impact of investments, further increasing the need for cost effective, time-saving technologies. To make the best use of available funds, research facilities must operate as efficiently as possible. Along with its base suite, iLab designed Storeroom Management with efficiency in mind, streamlining vital components such as reporting, while making administrative access easier than ever.

“The report features allows us to view commonly used items so that we can adjust our stock more frequently based on PI demand,” continued Tomlinson. “University departments enjoy having access to invoices within iLab Solutions without having to make a request to our department. Departmental admins also love having access to all the product orders from PIs in their department real time so they can track spending. Easy access helps the departmental admins to limit overspending grant accounts and the subsequent paperwork that follows.”

Especially for the many core facilities who produce &/or distribute products and supplies, this module comes as a major time-saving asset. It is quite common for institutions and hospitals to have their own versions of these facilities, selling a variety of products necessary for everyday research. However, manually managing both the inventory and payments involved in the countless transactions is no easy task. Facilities such as stock rooms, supply closets, stores, pharmacies, vector cores, and facilities with procurement groups all benefit from such technology. All together, these features significantly reduce the amount of effort required from facility staff while providing a smoother experience for customers.

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