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NGO inventory
Program supplies with the same discipline as commercial stock
Relief items, medical supplies, training materials — received against purchase orders, issued against programs, counted on schedule, and explained when adjusted.
Sound familiar?
If any of these ring true, you are exactly who this was built for.
Stock cards that lie
The store card says 400 tarpaulins; the store has 260 and no explanation auditors accept.
Distributions without records
Supplies went to beneficiaries — but proving who, where, and how many takes weeks.
Expired supplies discovered late
Medical stock and food items expire in storage because nobody sees dates until the count.
Multi-store blindness
Head office cannot see field warehouse levels, so items are re-bought while others expire.
What you get with AWRA OpsHub
Each capability links to a deeper feature tour.
Stock queries that do not go missing
Warehouse and programme staff raise tickets against a department queue, with escalation when a timer runs out and a resolution signature when the job is signed off.
Stock risk ranked on real movement
The Control Tower ranks stock risk against fourteen days of issued quantity rather than a reorder point alone, and puts suspicious adjustments in a lane of their own for a second look before an audit finds them.
Receipts against POs
Deliveries checked against purchase orders — short deliveries and substitutions surface immediately.
Program issues & distributions
Stock issued against programs and activities, with distribution records that stand up in audits.
Scheduled stock counts
Cycle counts and full counts with variance explanations recorded per adjustment.
Expiry & quality holds
Date-tracked stock with first-expiry-first-out issue and holds for goods pending inspection.
Multi-location visibility
Every field store and warehouse visible from head office, with governed transfers between them.
Traceability
Follow any item from supplier receipt to beneficiary distribution — the full chain, timestamped.
Signed receipts and issues
A donated or purchased consignment received at the store, and every issue out of it, can carry the signature of the person on the other side of the counter, with their printed name and the time. Signing works offline, and the mark prints on the receipt an auditor asks to see.
How teams get started
1
Load your stores
Warehouses, field stores, and current stock — imported and reconciled.
2
Receive and issue in-system
One month of receipts against POs and issues against programs.
3
Run a count
Variances explained at adjustment time — your next audit starts from clean numbers.
Guides from our blog
NGOs & Nonprofits
Best ERP Software for NGOs in Kenya (2026)
What NGO teams should look for in an ERP — donor fund segregation, procurement governance, asset registers, and Kenya-specific compliance — with a practical evaluation checklist.
Read
NGOs & Nonprofits
Procurement Challenges in NGOs (And Solutions)
The seven procurement problems behind most NGO audit findings — emergency purchases, quotation theatre, undocumented approvals — and the fixes that hold up in the field.
Read
NGOs & Nonprofits
How NGOs Can Track Donor Funds Properly
A practical system for tracking restricted funds from grant agreement to donor report — fund segregation, budget lines, burn rates, and audit-ready advances.
Read
NGOs & Nonprofits
Who Else Is on That System? Answering the Donor’s Data Clause
How to read the data protection annex in a grant agreement, which questions hosting answers and which stay yours, and how to answer the who-else question in one sentence for every funder.
Read
Inventory Insights
A Service Is an Item That Never Touches the Shelf
Every item now has a type, Stock or Service. A service sits in the same catalogue, carries its own price and income account, is sold and bought like any other item, and never touches stock.
Read
Inventory Insights
Zero on Hand Is Not Low Stock
A service has nothing on hand, so by any arithmetic it is always low. Services are now left out of every low-stock alert, reminder, workflow, suggestion and nightly reorder recalculation.
Read
Questions we are asked here
Frequently asked questions
Can field stores work offline?
Partly, and the boundary is worth knowing before you plan a distribution. Issuing stock and taking it back in both work offline on mobile, as do transfers between stores and asset movements — so day-to-day movement at a remote store stays in the system rather than on paper. A stock count and a purchase-order receipt are not offline, because both have to agree with a shared current state rather than simply recording what is in somebody's hands. Schedule counts for a day when the team has signal.
Does it track expiry dates?
Yes — batches carry expiry dates, issue logic can enforce first-expiry-first-out, and expiring stock is flagged before it becomes a write-off.
Can we record beneficiary distributions?
Partly, and the distinction matters for a donor report. There is no beneficiary record in the product — no person, no household, no registration list — so you cannot report distributions per beneficiary or deduplicate a recipient across two distributions. What exists is the stock side: an issue out of a store carries a quantity, a date, a reason and the person who made it, and it can be coded to a project standing in for the programme and to the location it went out from. That gives you what left, from where, when and on whose authority, which is the evidence chain for the goods. Who received them is a beneficiary management system's job and we would rather you ran one than expected this to be one.
How are stock adjustments controlled?
Adjustments require a reason from your configured list and an authorized user; large variances can require approval. Every adjustment is attributable and reportable.
Make your stores tell the truth
See receipts, issues, counts, and traceability on your own item list.