Kubariho Venture — Project Manager & System Administrator
Has full oversight and administrative control of this module. Contact: kubariho@africacoffeepark.com
Recent Activity
Warehouse Zones
Zone ID
Name
Type
Capacity (kg)
Current (kg)
Utilisation
Temp (°C)
Actions
Capacity Overview
Goods Received Notes
GRN#
Date
Supplier
PO Ref
Items
Total Value
Received By
Warehouse
Status
Actions
GRNs Pending Approval
GRN#
Date
Supplier
Total Value
Received By
Actions
Supplier Performance
Supplier
Total GRNs
Approved
Rejected
Approval Rate
Total Value
Goods Issued Notes
GIN#
Date
Department
Requested By
Items
Total Value
Issued By
Status
Actions
GINs Pending Approval
GIN#
Date
Department
Total Value
Requested By
Actions
Dispatch Orders
DO#
Date
Destination
Driver
Vehicle
Consignment
Status
ETA
Delivered
Actions
Active Shipment Tracker
Vehicle Fleet
Plate
Make/Model
Type
Year
Capacity
Driver
Status
Last Service
Next Service
Actions
Service Schedule
Vehicle
Plate
Service Date
Type
Odometer
Cost UGX
Workshop
Next Due
Notes
Fuel Log
Date
Vehicle
Driver
Litres
Cost/L (UGX)
Total UGX
Odometer
Station
Incident Register
Date
Vehicle
Driver
Description
Severity
Repair Cost
Status
Supplier Directory
ID
Supplier
Category
Contact
Phone
Payment Terms
Lead Time
Rating
Status
Actions
Approved Suppliers
ID
Supplier
Category
Contact
Phone
Payment Terms
Rating
Blacklisted Suppliers
Supplier
Reason
Blacklisted By
Date
Temperature Log
Date/Time
Zone
Equipment
Set Point
Actual
Recorded By
Status
Notes
Temperature Alerts
Cold Chain Compliance
Material Requests Register
Request ID
Date
Requested By
Type
Items Summary
Urgency
Status
Actions
Submit Material Request
Requested Items
Approved Requests — Ready for GIN Issuance
Request ID
Date
Requested By
Type
Items Summary
Urgency
Status
Actions
External Contractor Requests
Request ID
Date
Requested By
Type
Items Summary
Urgency
Status
Actions
How to Use — Stores
Step-by-step guidance for Stores Officers and Warehouse Supervisors. Officer: Mwesigwa Nasuru — Stores Manager
🏭Warehouses & Zones▼
The Warehouses tab manages all physical storage zones across the 150-acre estate — green bean storage, roasting staging, packaging, and finished goods areas.
Tip: Each zone has a capacity limit. Monitor utilisation at 80%+ and notify Kubariho Venture before a zone reaches 100% to avoid stock handling disruptions.
Click + Add Zone to register a new storage location with its type, capacity (bags/kg), and responsible officer.
Use the sub-tabs to view individual zone stock levels and movement history.
Update zone status (Active / Maintenance / Full) in real time as conditions change.
📥Goods Received Note (GRN)▼
Log every incoming delivery using a GRN to create a traceable record linking the supplier, purchase order, quantity, and warehouse zone.
Tip: Never accept a delivery without a purchase order reference. Unauthorised receipts must be escalated to the Finance module for approval.
Click + New GRN and select the supplier and matching purchase order.
Enter the received quantities — the system compares against the ordered quantity and flags shortfalls or overages.
Select the destination warehouse zone and confirm placement.
Save the GRN — stock levels update automatically and the Finance module is notified for invoice matching.
📤Goods Issue Note (GIN)▼
Use a GIN to record all stock transfers out of the warehouse — to production lines, packaging, or internal departments.
Tip: Always link a GIN to a production order or department requisition. Unlinked GINs cause stock discrepancies that are difficult to trace.
Click + New GIN and select the requesting department or production order.
Add line items with the material, quantity, and source zone.
Confirm the GIN — stock balances reduce and the production or finance record is updated.
Both paper and digital GINs must be signed by the requesting supervisor and the stores officer.
🚚Dispatch & Fleet▼
The Dispatch tab manages outgoing shipments to customers and export agents. Fleet tracks all vehicles used for delivery and logistics.
Tip: Every export dispatch must have a completed Export Inspection record from the Quality module before a GIN can be raised for export quantities.
In Dispatch, create a delivery order referencing the sales order or export permit.
Assign a vehicle from Fleet and a driver, confirm departure time and expected arrival.
Mark dispatch status at each stage: Prepared → Loaded → In Transit → Delivered.
In Fleet, log maintenance events, insurance renewals, and driver assignments per vehicle.
🏢Suppliers & Cold Chain▼
Maintain the Supplier register to track vendor performance, payment terms, and lead times. Cold Chain monitors temperature-sensitive storage and transport for certain product lines.
Tip: Rate supplier deliveries after each GRN for quality and timeliness. Poor-performing suppliers should be flagged to Kubariho Venture for contract review.
Add suppliers with their contact, payment terms, lead time, and commodity categories.
Rate each delivery after GRN confirmation — ratings feed into the Supplier Performance Report.
For cold chain items, log temperature readings at receipt and at dispatch. Any breach triggers an alert.