Equipment Sitting in Stores for Weeks Before It Reaches the Register
Order details come across rather than being re-keyed
The label is printed when goods clear inspection
A second order for equipment already held is surfaced
The clock starts at receipt, not at discovery
1. The Problem
A department orders equipment through GeM. It arrives at central stores, is checked against the order, and then sits waiting to be issued. It enters the asset register when somebody gets round to entering it, which might be weeks later, and the entry is typed from the invoice by hand. Some items are issued to an office before they are ever recorded, so they enter the register from the far end or not at all.
Two problems follow. Warranty periods start running while equipment is in a store and nobody is tracking them, so a fault six months later turns out to be nine months into a twelve-month warranty that nobody claimed against. And because the register lags procurement, a department can raise a fresh order for equipment identical to something already sitting in stores unissued.
2. How ASTITVAAMS Handles It
This closes the gap between procurement and the register, so it usually follows the register being in place. Four things do the work:
Order details brought across
GeM purchase order information is imported rather than re-typed, so the asset record starts from the order it arrived on.
Tagged at goods receipt
The label prints when the consignment clears inspection, so nothing sits in a corner as an untagged item waiting to be recorded.
Duplicate orders surfaced
Raising an order for equipment already held and unissued is flagged before it is placed, not discovered afterwards.
Warranty tracked from receipt
The warranty clock starts when goods arrive, and expiry is flagged in time to act on a fault while it is still covered.
Equipment joins the ASTITVAAMS register when it arrives rather than when somebody gets round to it. Warranty runs from receipt, and a duplicate order is caught before it is placed instead of after it is delivered.
3. What Changes for You
- ✓The register stops lagging procurement: Items are on the books from goods receipt, so what the department owns and what it has ordered are the same conversation.
- ✓Warranty claims become possible: Because the clock starts at receipt and expiry is flagged, a fault inside the period is claimed rather than paid for.
- ✓Duplicate purchases get stopped earlier: A check against unissued stock before the order goes out is cheaper than discovering the duplicate on delivery.
Take This Away
A PDF covering how GeM order details are imported, tagging at goods receipt, and how duplicate orders and warranty expiry are flagged. Useful for stores and procurement.