HELM Details

Donor Offers

The Donor Offers module enables organizations to evaluate and respond to potential donations quickly and accurately. Offers can be reviewed by teams across regions, with workflows that allow input from donor relations, warehouse staff, and program managers. HELM makes it simple to refine quantities, lots, or product details and respond promptly to donors, strengthening relationships while avoiding the acceptance of items that cannot be used.

Gift In Kind

HELM’s Gift In Kind module is widely regarded as the gold standard for managing donated goods. It handles the full lifecycle of donated products — from valuation, restrictions, and allocation to order building and donor reporting. Every product is license plated upon receipt, beginning end-to-end traceability. Complex donor rules, such as blocks or restrictions, are enforced automatically, ensuring compliance. With integrations to databases like First Databank and UPCItemDB, valuation is streamlined, and every step is backed by detailed audit trails for both donor and financial reporting.

Requisitions

The Requisitions module centralizes internal requests for goods or services. It enables staff to submit requisitions, route them for approval, and track their status through fulfillment. By standardizing this process, HELM eliminates paper-based inefficiencies, provides visibility into demand trends, and ensures that resources are allocated according to organizational priorities.

Purchasing

HELM’s Purchasing module provides full lifecycle management of vendor orders. Users can generate purchase orders, monitor vendor performance, and track inbound shipments. Purchasing integrates seamlessly with financial workflows, applying valuation, cost allocation, and donor rules where required. Whether acquiring medical supplies, IT equipment, or field-ready goods, the module ensures purchasing decisions align with operational and financial requirements.

Delivery Management

Deliveries represent the arrival of goods into the system, whether from donors, vendors, or internal transfers. HELM captures critical details such as lot numbers, expiration dates, serial numbers, weights, and dimensions — all linked to license plates for traceability. Deliveries can be received into unlimited warehouses, zones, and locations, with products automatically configured using integrations to supplier barcodes and external databases.

ASN Inbound

The Advance Shipment Notification (ASN) Inbound module prepares warehouses for incoming shipments by receiving electronic notifications from suppliers or donors. HELM validates shipments against expected details — down to serialized products — reducing errors and speeding up the receiving process. This is especially critical for large-scale inbound logistics, such as international sea containers or pharmaceutical donations.

EPCIS Inbound

For pharmaceuticals, HELM supports inbound EPCIS XML files, ensuring serialized tracking in compliance with DSCSA and emerging international regulations. The system validates products at every level — from pallet to case to individual unit — giving organizations confidence that what was shipped is exactly what was received.

Inventory

The Inventory module is the backbone of HELM. It tracks products across unlimited warehouses, zones, and bin locations, supporting advanced features like cycle counting, opportunistic counts, and full physical inventory audits. Every material change is recorded, providing before-and-after history for compliance and reporting. HELM handles complex attributes such as lot numbers, serials, hazmat designations, cold chain requirements, expiration dates, and units of measure. With mobile barcode scanning, users can update stock in real time, ensuring accuracy across the system.

Assets

HELM’s Asset module provides complete lifecycle management of organizational assets. From laptops to vehicles and medical equipment, assets can be tracked by location, assigned to individuals or teams, and linked to maintenance schedules. The system supports asset templates, warranty management, and audit trails to ensure accountability.

Kitting

Kitting enables organizations to assemble multiple products into ready-to-ship packs. HELM supports both simple kits (e.g., hygiene packs) and complex assemblies (e.g., medical supply kits that mix purchased and donated items). The system tracks every component and ensures donor restrictions are enforced even when products are combined, providing visibility into both the kit and its underlying items.

Maintenance

HELM includes a Computerized Maintenance Management System (CMMS) to track preventive and corrective maintenance for facilities, vehicles, and equipment. Users can schedule recurring tasks, log work orders, and record maintenance history. By linking maintenance to assets, organizations can maximize equipment uptime and ensure safety and compliance.

Customer RMA

This module manages product returns from customers or partners. HELM captures reasons for return, inspects items, and determines whether they can be restocked, quarantined, or destroyed. Returns are tracked with full audit trails, ensuring compliance with donor and regulatory requirements.

Vendor RMA

The Vendor Returns module manages items sent back to suppliers, streamlining authorization requests, shipment tracking, and financial reconciliation. By integrating with purchasing and financial modules, HELM ensures that returned items are properly credited and accounted for.

Partner Offers

This module allows partner organizations to view, request, or accept offers of goods. HELM ensures donor restrictions, allocations, and compliance rules are honored, while enabling partners to participate directly in planning shipments.

Standard Orders

HELM supports traditional order processing with workflows for order creation, approval, picking, packing, and shipping. Orders can represent domestic transfers, international shipments, or any combination of purchased, donated, or kitted products.

Retail Orders

For smaller, high-volume orders — such as those from clinics, field offices, or local partners — the Retail Orders module enables fast, efficient processing. Orders can be built and shipped with minimal steps, supporting last-mile distribution.

Picking

HELM supports multiple picking methods, including wave, batch, zone, and single-order picking. Integrated barcoding ensures accuracy, while mobile devices provide real-time updates to the system.

Shipping

The Shipping module manages logistics details, from generating labels, packing lists, and container manifests to tracking freight forwarders, consignees, and shipping charges. The system can also capture shipment events, such as customs holds, and track products through final delivery.

ASN Outbound

Outbound ASNs give partners advance visibility into shipments, improving their ability to plan resources and confirm receipt details.

EPCIS Outbound

For pharmaceutical products, HELM generates outbound EPCIS XML files that comply with DSCSA and international regulations, ensuring serialized traceability throughout the supply chain.

Invoicing

The Invoicing module generates detailed invoices for purchased or donated goods, supporting donor valuation, cost recovery, and compliance. Invoices can be customized to client-specific formats and integrated directly into ERP systems.

Finance

Finance tracks all financial activity, applying business rules to create General Ledger–ready exports. HELM supports real-time integration with ERP platforms, ensuring financial data is always synchronized and audit-ready.

Data Warehouse

The Data Warehouse captures every transaction in detail, creating a secure, queryable history. It supports complex reporting and analytics while preserving full audit trails, ensuring transparency and compliance.

Reports

HELM includes a robust suite of standard reports covering operations, compliance, donor activity, and more. Reports can be scheduled, exported, and customized for stakeholders.

Adhoc Queries

Adhoc Queries provide users with powerful self-service analytics tools. Users can filter, sort, and drill into data, generate graphs and dashboards, and export custom datasets for further analysis.

External Integration

This module supports real-time and batch integration with ERP, financial, donor, and legacy systems. Through event-driven messaging queues and APIs, HELM ensures data flows securely and reliably across platforms.

REST API

HELM’s REST API goes far beyond CRUD operations. With configurable templates, it can link multiple data sources and return custom JSON outputs. The API supports secure authentication, real-time updates, and integration with both modern and legacy systems.

First Databank (FDB)

Integration with First Databank provides real-time access to comprehensive pharmaceutical data, including NDC codes, drug classifications, packaging, and cost history. This allows HELM to automatically configure and value pharmaceutical products as they are received.

Labeling

HELM generates compliant labels for products, cases, and pallets. It supports GS1 standards, serialization, and integration with Zebra printers, ensuring that labeling is consistent, accurate, and traceable.

Barcoding

HELM integrates with handheld scanners, mobile computers, and rugged tablets to ensure real-time data capture throughout the warehouse. From receiving to picking to shipping, barcoding drives accuracy and efficiency.

Client Portal

Through the Portessa accessory, HELM enables partners, clinics, and field offices to interact with supply chain data directly. Portals allow users to place orders, track shipments, complete onboarding, and view compliance data — all in real time and within the look and feel of the client’s corporate website.