Logistics Management for Public Administration is a solution that automates a public entity’s business processes, such as logistics and invoicing, among others. This results in the optimization and streamlining of the organizational structure, as well as significant improvements in the public entity’s performance and productivity, leading to a higher return on investment.
With the Logistics Management template, the public entity will enjoy a comprehensive 360° view of its processes. Its flexibility and ease of adaptation to specific needs, combined with advanced analytical tools, will lead to significant improvements in work performance and communication flows among professionals.
LynxiT’s Logistics Management system was developed to be a user-friendly tool; and while it is not overly specialized, it meets the core needs of most public entities right from the start and already covers various complex processes across different areas of public administration, prioritizing full integration among all these processes and always ensuring interoperability with other existing systems used by public entities.
Requirements Management
Requirements Management allows you to identify purchasing needs, triggering a new procurement process based on previously defined calculations and months.
Seasonal Variations
Seasonality is a process that allows you to manage seasonality percentages between dates for a specific range of items. This seasonality data directly affects purchase recommendations, demand calculations, and the demand dashboard.
Configuring and Executing the Validation Workflow
The Validation Workflow allows you to configure which users will have access to validate change/cancellation requests and which document series are assigned to each user. The workflow receives all requests to modify or cancel a document, notifying the person responsible for validating the request via email and subsequently notifying the requester whether the request was approved or denied. If the request is approved, the user will have 24 hours to make the change or cancellation; otherwise, they will need to submit a new request.
Equipment Form Registration
The Equipment Form Registry allows all Health Units to register equipment, which will be processed by Central Services and subsequently included in the annual or special needs assessment. This module is part of the process for preparing the annual procurement plan for basic and administrative equipment.
Aggregation of Requirements
The Needs Aggregation feature provides a set of functionalities that enable users to quickly create a single document that aggregates all equipment forms. The needs aggregation process includes separate budget controls for basic equipment and administrative equipment, allowing for greater control over the budget allocated to each Health Unit. You can view the respective percentage and per unit/line item weight on the ACES budget through the needs aggregation report.
Orders
Orders consist of two types, referred to as Automatic Orders and Special Orders, and are supported by the creation of a document that initiates the logistics process. An automatic order is generated by a routine that receives the forward warehouse(s) as a parameter and is based on the following calculation:
Pickings
Picks are intended to create a document and are designed to prepare merchandise for delivery to forward warehouses. The picking document is generated based on the ordered quantity versus the available stock in the central warehouse. The management of stock available for picking is carried out in a calculated manner, through the simultaneous analysis of other picking orders (quantities awaiting preparation, quantities ready for shipment), with the picking quantities automatically suggested by the system. However, the user has full control over all procedures. This module operates in conjunction with the Orders module.
Shipping
The purpose of the shipment is to transfer goods between the central warehouse and the forward warehouse. The transfer is carried out automatically, based solely on the user’s instructions and the completed picking process.
Shipping and Delivery
The Loading and Delivery module allows you to record the loading of picked items on handheld terminals and subsequently record delivery at the destination. With this module, handheld terminals can also operate in offline mode, enabling them to cover any distribution route.
The different phases of this module are:
Loading
Delivery
Inventory Levels
Stock Levels are designed to manage the minimum stock, reorder point, and maximum stock for an item or warehouse. The assignment of stock levels applies to all items configured for automatic suggestions and may be suggested by the software based on the average monthly consumption for each item or warehouse.
Inventory Management
The goal of Inventory Management is to cross-reference actual inventory data with the inventory levels assigned to each item/warehouse. The primary objective of inventory management in the logistics chain is the effective replenishment of inventory at forward warehouses by maintaining high service levels at the central warehouse.
Physical Inventories
The purpose of physical inventories is to count actual stock levels and determine their value as of a specific date. The stock count generates a report on surpluses and shortages, based on a comparison of the actual stock with the stock recorded in the software.
Receiving Goods
The Goods Receiving Department handles the receipt and inspection of goods received from a supplier order or from an internal transfer to the central warehouse.
Proposed Transfer Between Central Warehouses
This feature allows you to generate suggestions for transferring goods between central warehouses based on the following variables:
Inventory Levels and Reordering of Items
This feature allows you to prorate inventory levels for items subject to supply restrictions. The original inventory levels are saved to a file, which can be loaded at any time to restore the supply levels to their pre-prorating values.
Transfers Between Forwarding Depots
This feature allows you to create goods transfers between forward warehouses, with the goal of formalizing the goods loans that currently take place between the different units but are not reflected in their respective inventory levels.
Accounting Integration
Accounting Integration establishes a link between the Logistics Department and the Finance Department and includes routines for generating and exporting files to a specific, predefined location.
Pre-Billing
Pre-Billing allows you to initiate a billing process using an uncertified internal document. The purpose of this module is to compile all information related to the billing process into a template that closely resembles the final billing document. With this template, healthcare facilities can create an internal document that will serve as the basis for billing by the Finance Department.
Validation Workflow
All pre-billing documents created by the Health Units go through a validation workflow. This module defines the validation steps leading up to the registration of the documents in the Billing module. The entire workflow is supported by automatic notifications sent to the parties involved.
Billing at Central Services
Billing in Central Services allows you to record all the variables involved in a billing process for any type of entity. Recording detailed information, as well as the history, of the entity’s entire process is of the utmost importance and, for this reason, is fully safeguarded. The available catalog of Services and User Fees is dynamic and can be configured at any time to comply with legal requirements.
Price Lists
Price Lists allow you to set the unit price of a service in the following ways:
Official Letters
The "Ofícios" feature allows you to group billing documents by entity and is intended to generate a report to track the submission of the documents.
Receipts
Receipts allow you to generate a receipt for the entity and update the checking account accordingly.
Checking Account
The purpose of the Current Account is to provide a detailed reconciliation of all billing documents and their respective outstanding balances.
Transportation Guides
The Transport Forms feature allows you to create transport forms for entities and suppliers and submit them to the Tax Authority.
Billing in Public Health
Public Health Billing allows you to record all variables involved in the billing process for user fees for any type of entity. The detailed recording of information, as well as the history of the entity’s entire process, is of the utmost importance and, for this reason, is fully safeguarded. The catalog of services and user fees is dynamic and can be configured at any time to comply with legal requirements.
National User Registry (RNU)
The National User Registry provides access to the data in the RNU directory, thereby ensuring greater reliability and speed when filling out the client/user form.
Accounting Integration
Accounting Integration establishes a link between the Billing Department and the Finance Department and includes routines for generating and exporting files to a specific, predefined location.
SAFT-PT
Generation of an XML file to enable the easy export, at any time, of a predefined set of billing documents, shipping documents, and receipts issued by central services, as well as by the Pulmonary Diagnostic and Public Health Centers.
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