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Inventory Dashboard Documentation

Menu Location: Dashboard > Inventory Dashboard

Access Level: Administrator / Kiva Admin

Last Updated: 2026-03-01

Overview

The Inventory Dashboard is a comprehensive command center for managing multi-distribution-center fulfillment operations. It provides order counts, box counts, and state-level breakdowns organized by delivery day and shipping hub. This dashboard is essential for warehouse operations, shipping coordination, and fulfillment planning.

Primary Functions:

  • View order and box counts by day of week
  • Filter by distribution center and shipping hub
  • Track standard vs custom order breakdowns
  • Monitor state-level distribution
  • View box count details by product type
  • Access related inventory tools (Ice Packs, Bags)
  • Verify fulfillment configuration settings

Page Layout

Header Section

  • Rebuild Orders Hubs Button: Admin tool (requires confirmation)
  • Ice Packs Link: Navigate to ice pack inventory dashboard
  • Bags Link: Navigate to bag inventory dashboard
  • View By States Toggle: Switch between standard and state breakdown views
  • Page Title: Shows current week and view mode

Filter Panel (Left Side)

  • Distribution Center: Dropdown to filter by DC
  • Shipping Hub: Dropdown of shipping hubs (filtered by DC)
  • Week Selection: Dropdown of weekly cycles
  • Update Button: Apply filter changes

Settings Check Panel (Right Side - Current Week Only)

  • Shows critical system configuration verification
  • Confirms label automation settings
  • Displayed only when viewing current week

Main Dashboard Area

Multiple data tables showing:

  1. Order Counts: Standard, Custom, and Total orders by day
  2. Box Counts: Physical box counts by day and hub
  3. Box Count Breakdowns: Detailed breakdown by box type
  4. State Breakdowns (when "View By States" enabled): Orders per state by day

Data Tables Explained

Order Counts Table

Shows three rows for each day of week (Sunday-Saturday):

Columns:

  • Day of week (Sunday through Saturday)
  • Each day has 3 sub-columns:
  • STND: Standard orders (no customization)
  • CSTM: Custom orders (modified by customer)
  • TOT: Total orders (Standard + Custom)
  • Totals column: Week totals for Standard, Custom, Total

Row Types:

  1. Total Standard: Count of standard (non-customized) orders
  2. Total Custom: Count of customized orders
  3. Total All: Total order count (sum of standard + custom)

Box Counts Table

Shows physical box quantities (accounts for multi-box orders):

Structure: Same column layout as Order Counts Difference: Shows box quantities, not order counts

  • Some orders may have multiple physical boxes
  • Add-on Boxes: Extra boxes beyond main subscription
  • Total Boxes: All boxes including add-ons

Hub Breakdown: Additional rows show breakdown by shipping hub:

  • Lists each configured shipping hub
  • Shows boxes per hub per day
  • Includes "Home Hub" for non-hub orders
  • Useful for hub-specific packing and shipping

Box Count Breakdowns Table

Detailed breakdown by specific box types:

Shows each box SKU (e.g., "Medium Organic Box") with counts across days. Columns same as above tables (STND/CSTM/TOT per day).

Totals Rows:

  • Total Standard: All standard boxes
  • Total Custom: All custom boxes
  • Total Boxes: Grand total

State Breakdown View

(Only when "View By States" enabled)

Table Structure:

  • Each state gets its own row
  • Columns show order count per day
  • Total Orders row: Sum across all states

Purpose:

  • Understand geographic distribution
  • Plan regional shipping logistics
  • Identify state-specific demand patterns

Filter Options

Distribution Center

  • All Distribution Centers: See aggregated data across all DCs
  • Specific DC: Filter to single distribution center
  • Affects which shipping hubs appear in hub dropdown

Shipping Hub

  • All shipping hubs: Aggregate across all hubs
  • Specific Hub: Filter to single hub for that hub's orders
  • AAA - Default Hub: Legacy/default routing (if DC = 0 or 3)
  • Dynamically filtered based on selected distribution center

Week Selection

  • Dropdown of weekly cycles (past and future)
  • Current week is default
  • Select any week to review historical or plan future

Ice Packs Dashboard

  • Link in header: "Ice Packs"
  • Goes to: dashboard-inventory-ice-packs.php?states=1
  • Shows ice pack inventory and packing requirements

Bags Dashboard

  • Link in header: "Bags"
  • Goes to: dashboard-inventory-bags.php
  • Shows bag inventory and usage tracking

Common Use Cases

Use Case 1: Daily Fulfillment Planning

Goal: Understand today's packing and shipping needs

Steps:

  1. Navigate to Inventory Dashboard
  2. Ensure current week is selected
  3. Note today's day of week
  4. Review that day's column in Order Counts table
  5. Check Box Counts table for physical boxes needed
  6. Review Box Count Breakdowns for specific box types
  7. If needed, filter to specific distribution center

What to Look For:

  • Total orders for today
  • Standard vs custom ratio (custom needs more attention)
  • Specific box type requirements
  • Hub-specific allocations

Use Case 2: Week-at-a-Glance Planning

Goal: Plan warehouse staffing and resources for the week

Steps:

  1. View current or upcoming week
  2. Review Order Counts table Totals column
  3. Note which days have highest volume
  4. Review Box Count Breakdowns for inventory needs
  5. Cross-reference with Ice Packs and Bags dashboards
  6. Schedule staff accordingly

Analysis:

  • Identify peak days (usually mid-week)
  • Plan inventory restocking
  • Adjust staffing levels
  • Prepare shipping logistics

Use Case 3: Multi-DC Coordination

Goal: Coordinate fulfillment across multiple distribution centers

Steps:

  1. Run report with "All Distribution Centers"
  2. Note total orders and boxes
  3. Re-run filtering to each DC individually
  4. Compare volumes across DCs
  5. Adjust resource allocation as needed

Use For:

  • Balancing workload across facilities
  • Planning inventory distribution
  • Coordinating shipping schedules

Use Case 4: State-Level Shipping Analysis

Goal: Understand geographic shipping patterns

Steps:

  1. Click "View By States" link
  2. Review state breakdown table
  3. Identify states with highest volumes
  4. Note concentration by day
  5. Plan regional shipping strategies

Insights:

  • Which states have most orders
  • Day-of-week patterns by region
  • Geographic concentration
  • Regional shipping optimization opportunities

Use Case 5: Hub-Specific Fulfillment

Goal: Generate packing list for specific shipping hub

Steps:

  1. Select distribution center
  2. Select specific shipping hub
  3. Review filtered Order and Box Counts
  4. Note Box Count Breakdowns for hub
  5. Print or export for hub team

Use For:

  • Hub-specific packing instructions
  • Third-party fulfillment coordination
  • Hub capacity planning

Understanding Standard vs Custom

Standard Orders (STND)

  • Customer accepted default menu/box
  • No modifications or customizations
  • Fastest to pack and ship
  • Predictable inventory needs

Custom Orders (CSTM)

  • Customer modified box contents
  • Added or removed items
  • Requires individual attention
  • More complex packing

Why It Matters:

  • Custom orders take 2-3x longer to pack
  • Standard orders can be batched/streamlined
  • Staffing and timing calculations need to account for mix

Settings Check Panel

Current Week Only - right side of dashboard

Shows critical configuration status:

  • Label automation settings
  • System configuration verification
  • Ensures fulfillment process is correctly configured

What to Check:

  • All settings should show green/confirmed
  • Red flags indicate configuration issues
  • Contact Kiva admin if issues appear

Troubleshooting

Issue: No Data Showing

Check:

  1. Verify week selection has orders
  2. Confirm filters aren't too restrictive (try "All DCs")
  3. Ensure orders have been generated for the week
  4. Check if viewing future week with no orders yet

Issue: Hub Breakdown Shows Unexpected Numbers

Check:

  1. Verify distribution center filter matches hub selection
  2. Confirm shipping hub assignments are correct on orders
  3. Remember "Home Hub" shows non-hub orders
  4. Some hubs may have zero orders (blank cells normal)

Issue: Totals Don't Match Between Tables

Remember:

  • Order Counts = number of orders
  • Box Counts = number of physical boxes
  • One order can have multiple boxes (multi-box subscriptions, add-on boxes)
  • Box Counts will often be higher than Order Counts

Best Practices

Daily Workflow

  1. Monday Morning: Review full week ahead
  2. Daily: Check specific day's requirements before packing shift
  3. Friday: Preview next week for planning

Weekly Planning

  1. Run report for upcoming week on Friday
  2. Export/print for warehouse team
  3. Cross-reference with Ice Packs and Bags dashboards
  4. Coordinate with distribution centers and hubs
  5. Adjust inventory and staffing

Multi-DC Operations

  1. Start with "All Distribution Centers" view for overview
  2. Filter to each DC individually for detailed planning
  3. Use hub filters for third-party fulfillment coordination
  4. Communicate allocation changes to all facilities

Things to Avoid

  • ❌ Using old printouts (re-run daily for accuracy)
  • ❌ Forgetting to check custom order counts (impacts timing)
  • ❌ Ignoring hub breakdowns in multi-hub operations
  • ❌ Planning too far ahead (orders change, especially custom)
  • ❌ Using "Rebuild Orders Hubs" button without understanding impact

Quick Reference Card

Task Action
Today's fulfillment needs Current week, find today's column
Weekly overview Check Totals column in each table
Specific DC orders Select DC from dropdown, Update
Hub allocation Select hub, review hub breakdown rows
State distribution Click "View By States" link
Ice pack needs Click "Ice Packs" link
Bag inventory Click "Bags" link
Next week planning Select next week from dropdown
  • Ice Packs Dashboard (dashboard-inventory-ice-packs.php) - Ice pack inventory
  • Bags Dashboard (dashboard-inventory-bags.php) - Bag inventory tracking
  • Orders (cust_order.php) - Detailed order management
  • Weekly Cycles - Week management tools

Permissions & Access

Required Access Level: Administrator

Restricted Features:

  • Rebuild Orders Hubs Button: Kiva Admin only (extremely dangerous if misused)
  • Full dashboard viewing: Administrator+
  • Read-only views: May be visible to Manager level depending on configuration

FAQs

What does "Rebuild Orders Hubs" do?

Re-assigns shipping hub allocations for all orders in the week. DANGER: Only use if instructed by Kiva Logic. Can disrupt fulfillment if used incorrectly.

Why do box counts exceed order counts?

Some orders include multiple physical boxes (e.g., family size subscriptions, add-on boxes). Box count = actual boxes to pack/ship.

What's the difference between Distribution Center and Shipping Hub?

DC = physical warehouse facility. Hub = logical grouping for shipping coordination (multiple hubs can exist within or across DCs).

How often should I check this dashboard?

Daily for current week, weekly for upcoming weeks, monthly for historical review.

Can I export this data?

Use browser print-to-PDF or screenshot. No direct CSV export available.

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.