Office material digital management system

Abstract

The invention relates to the technical field of office materials, and provides an office material digital management system, intelligent management is performed on a system architecture through the Internet of Things, cloud computing and big data analysis, and the system architecture comprises an inventory management module, a purchase management module, a use monitoring module and a user management module. Data interaction is carried out among the modules through an API interface, real-time updating and sharing of information are achieved, a traditional material management mode is improved through the office material digital management system, the work efficiency is greatly improved through combination of the Internet of Things, cloud computing and big data analysis with a system architecture, a plurality of processes are automated through the digital system, and the work efficiency is improved. The manual input and processing time is reduced, and the material management efficiency is remarkably improved.

Description

Technical Field

[0001] The invention belongs to the technical field of office supplies, and in particular relates to a digital management system for office supplies. Background Art

[0002] The existing office material management methods, especially the traditional methods that rely on manual records and manual management, have gradually shown their limitations, especially in the fast-growing and highly competitive modern business environment. The following is an extended discussion of the problems of the existing office material management methods:

[0003] 1. Inefficiency: Manual recording and processing of data takes a lot of time, and as the types and quantities of materials increase, management efficiency will be further reduced.

[0004] 2. Error-prone. Manual data entry is susceptible to human errors, such as incorrect entry, omissions, or misreading of data, resulting in inaccurate inventory records.

[0005] 3. Serious waste of resources. Traditional management methods may lead to overstock or shortage of materials, resulting in waste of funds and resources.

[0006] 4. Slow response. Manually updating inventory and responding to changes in demand takes time, making it difficult to quickly adapt to changes in market and internal demand. Summary of the invention

[0007] (I) Purpose of the invention

[0008] In order to overcome the above shortcomings, the purpose of the present invention is to provide a digital management system for office supplies to solve the above technical problems.

[0009] (II) Technical solution

[0010] To achieve the above objectives, the technical solutions provided by this application are as follows:

[0011] A digital management system for office supplies, which uses the Internet of Things, cloud computing and big data analysis to intelligently manage the system architecture. The system architecture includes an inventory management module, a procurement management module, a usage monitoring module and a user management module. The modules interact with each other through an API interface to achieve real-time update and sharing of information.

[0012] The inventory management module uses RFID tags and barcode scanning to quickly identify and track office supplies and update inventory information in real time. When the inventory is lower than the preset threshold, the system automatically issues an early warning notification to prompt relevant personnel to replenish the stock;

[0013] The purchasing management module automatically generates purchase orders and records and analyzes supplier quotations based on inventory information and usage requirements. After the staff confirms the purchasing information, they generate and manage the purchasing contract and synchronously update the purchased office supplies to the inventory management module.

[0014] The usage monitoring module automatically records the usage of office supplies, including usage time, user, usage quantity and whether there is loss. The system performs statistical analysis on the material usage data and generates a usage report to help managers understand the material usage and optimize material allocation;

[0015] The user management module sets different permissions according to different user roles to ensure the security of the system and records the operation log of each user for easy tracking and management.

[0016] Preferably, in the inventory management module, an RFID tag is affixed to each piece of office supplies. The RFID tag should contain a unique identification code. For materials that cannot use RFID tags, barcode tags can be affixed. The barcode tag should contain the barcode information of the material, usually a one-dimensional code or a two-dimensional code. RFID readers and barcode scanners are installed at the entrance, exit and key locations of the warehouse to read the RFID tags and scan the information of the barcode tags, and send the data to the inventory management software. After receiving the information, the inventory management software parses and extracts detailed information of the materials. The detailed information includes the name, specification model, quantity, inventory warning threshold, purchase date and validity period of the materials. When the inventory is lower than the inventory warning threshold, the system automatically generates a warning notification and sends it to relevant personnel. The relevant personnel initiate a replenishment application based on the urgency and demand of the materials, and the purchasing department purchases the materials based on the approval results.

[0017] Preferably, the procurement management module uses the information from the inventory management module and the usage monitoring module to analyze the usage frequency, historical procurement data and inventory trends of materials, and predict future demand. When the inventory is lower than the threshold, the system automatically generates a purchase order, and in combination with the replenishment application, the purchase order is modified in real time, and a directory of all qualified suppliers is maintained, and detailed information of the suppliers is recorded, including contact information and historical performance. Purchase requests are sent to selected suppliers, specifying the detailed specifications, quantity and expected delivery time of the materials, and collecting their quotations;

[0018] By comparing the quotations of different suppliers, considering the price, delivery time and service quality, the most suitable supplier is selected for procurement. According to the purchase order and the supplier's quotation, a purchase contract is generated to specify the name, specification, quantity, unit price, total price, delivery time and quality requirements of the materials. After the approval process of the superior, the compliance and rationality of the contract are ensured. After confirming the detailed terms of the purchase order with the supplier, the purchase payment is made;

[0019] After the arrival of materials, the quantity and quality will be inspected and recorded in the inventory management system, including the material name, quantity and arrival date. The quantity of arrived materials will be updated in the inventory database to ensure the accuracy of the inventory data. The inventory data will be adjusted according to the actual arrival situation. All procurement contracts will be archived for future inquiries and audits.

[0020] Preferably, the usage monitoring module records the time, user and quantity of materials when they are used. If the materials are returned for recycling, the system records the use and loss of the materials, including breakage, loss, corrosion, scratches and deformation, and transmits the data to the Internet of Things in real time to ensure data consistency. The system automatically generates a usage report based on the analysis results, including detailed statistics on the use of materials. The report should include the material name, usage time, user, usage quantity and loss. The manager analyzes the use of materials based on the usage report, identifies usage peaks and troughs, adjusts the procurement and storage strategies of materials based on the analysis results, and optimizes the material allocation.

[0021] Preferably, when the user management module is used, a system account is first created for the employee, a user name and an initial password are assigned, an activation link is sent via email or SMS, and the employee activates the account by himself. If the employee fails to log in successfully for multiple times, the account will be locked;

[0022] Define different user roles for different employees, including administrator, employee, and party. Assign different system access rights according to different roles. Access rights include data viewing, editing, deleting, reading, executing, and managing. The access rights are broken down into each functional module to ensure that users can only access functions within their responsibilities.

[0023] The system automatically records each user's operations, including login time, operation type, operation object, user identity, terminal information and operation results. It formulates audit strategies to regularly check user operation logs, find abnormal behaviors, and set up abnormal behavior detection mechanisms. Once suspicious operations are found, an alarm will be immediately issued and the administrator will be notified.

[0024] Preferably, the account lock prevents malicious users from cracking passwords through continuous attempts, comprising the following steps:

[0025] S1 initializes the account status. Each account is initially in an unlocked state.

[0026] S2 records failed attempts. Every time a login fails, the account is recorded and the number of failed attempts is accumulated;

[0027] S3 checks the lock condition and triggers account lock if the number of failures reaches the preset threshold;

[0028] S4 Lock the account, set the account status to locked, and record the locking time;

[0029] S5 Locking time management, the locking time can be fixed or dynamic and increases according to the number of failed attempts;

[0030] S6 Unlock the account, after the locking time has passed, automatically unlock the account, or wait for the user to manually unlock it through a secure method;

[0031] Specific formulas include:

[0032] Let F be the number of failed attempts, F max be the maximum allowed number of failed attempts;

[0033] Let T be the current time, T lock be the account locking time, T last be the last locking time;

[0034] Locking condition check: F ≥ F max ;

[0035] Locking time calculation: T lock = T base + K × (F - F max );

[0036] where T base is the base locking time and K is the locking time increment coefficient;

[0037] Account locking:

[0038] If T last + T lock < T then the account is unlocked, otherwise the account remains locked;

[0039] Account unlocking:

[0040] Account unlocking time = T last + T lock .

[0041] Beneficial effects:

[0042] The digital management system for office supplies improves the traditional material management method. By combining the Internet of Things, cloud computing, and big data analysis with the system architecture, it greatly improves work efficiency. The digital system automates many processes, reduces manual input and processing time, significantly improves the efficiency of material management, and at the same time, automated data input and processing reduce human errors and improve data accuracy. Real-time tracking of inventory levels and material flows enables office staff to quickly respond to inventory changes and demand fluctuations. Through accurate demand forecasting and inventory control, overstock and out-of-stock situations are avoided, reducing capital occupancy and waste. BRIEF DESCRIPTION OF THE DRAWINGS

[0043] Figure 1 It is a structural diagram of the system architecture of the present invention.

[0044] In the figure: 1. Inventory management module; 2. Purchasing management module; 3. Usage monitoring module;

[0045] 4. User management module; 5. System architecture. DETAILED DESCRIPTION

[0046] In order to make the purpose, technical solutions and advantages of the present invention more clear, the following is a detailed description of the present invention in conjunction with the specific implementation methods and with reference to the attached drawings. Figure 1 , the present invention is further described in detail. It should be understood that these descriptions are exemplary only and are not intended to limit the scope of the present invention. In addition, in the following description, descriptions of well-known structures and technologies are omitted to avoid unnecessary confusion of the concept of the present invention.

[0047] The present invention provides a digital management system for office supplies, which intelligently manages the system architecture through the Internet of Things, cloud computing and big data analysis. The system architecture 5 includes an inventory management module 1, a procurement management module 2, a usage monitoring module 3 and a user management module 4. The modules interact with each other through an API interface to achieve real-time updating and sharing of information.

[0048] The application of IoT technology makes inventory management more automated and accurate. Smart sensors and RFID tags monitor the flow and status of materials in real time, while the elastic resources and cloud storage services of the cloud computing platform provide the system with powerful data processing capabilities and data security. Big data analysis tools mine historical data, identify patterns, predict trends, and provide support to decision makers, making the response of enterprises faster and more accurate.

[0049] The system architecture adopts a modular design, with each module responsible for a specific function. The API interface is used to integrate data and services, ensuring the flexibility and scalability of the entire system. The real-time data update and sharing mechanism eliminates information silos and promotes collaborative work between departments.

[0050] The user-friendly interface provides customized dashboards and interactive reports, allowing users to easily obtain key performance indicators and in-depth analysis of data. Security and compliance are at the core of the design, and the system implements strict data protection measures and continuously monitors to ensure compliance.

[0051] The maintainability and scalability of the system are enhanced through containerized deployment and microservice architecture, which simplifies deployment and maintenance. The intelligent alarm and notification system ensures that relevant personnel can be notified quickly when anomalies are detected. In addition, the system integrates third-party services, including payment gateways and logistics tracking, to provide more comprehensive services.

[0052] The inventory management module 1 quickly identifies and tracks office supplies through RFID tags and barcode scanning, and updates inventory information in real time. When the inventory is lower than a preset threshold, the system automatically issues an early warning notification to prompt relevant personnel to replenish the stock.

[0053] In the inventory management module, an RFID tag is attached to each piece of office supplies. The RFID tag should contain a unique identification code. For materials that cannot use RFID tags, barcode tags can be attached. The barcode tags should contain the barcode information of the materials, usually one-dimensional codes or two-dimensional codes. RFID readers and barcode scanners are installed at the entrance, exit and key locations of the warehouse to read the information of the RFID tags and scan the barcode tags, and send the data to the inventory management software. After receiving the information, the inventory management software parses and extracts the detailed information of the materials. The detailed information includes the name, specification model, quantity, inventory warning threshold, purchase date and validity period of the materials. When the inventory is lower than the inventory warning threshold, the system automatically generates an early warning notice and sends it to the relevant personnel. The relevant personnel initiate a replenishment application based on the urgency and demand of the materials, and the purchasing department purchases the materials based on the approval results. In the procurement management module 2, according to the inventory information and usage requirements, the system automatically generates a purchase order and records and analyzes the supplier's quotation. After the staff determines the procurement information, a management procurement contract is generated, and the purchased office supplies are synchronously updated to the inventory management module.

[0054] The purchasing management module 2 automatically generates purchase orders and records and analyzes supplier quotations based on inventory information and usage requirements. After the staff confirms the purchase information, they generate a management purchase contract and synchronously update the purchased office supplies to the inventory management module.

[0055] The purchasing management module uses the information from the inventory management module and the usage monitoring module to analyze the usage frequency, historical purchasing data and inventory trends of materials, and predict future demand. When the inventory is lower than the threshold, the system automatically generates a purchase order, and in combination with the replenishment application, the purchase order is modified in real time. A directory of all qualified suppliers is maintained, and detailed information of the suppliers is recorded, including contact information and historical performance. Purchase requests are sent to selected suppliers, specifying the detailed specifications, quantity and expected delivery time of the materials, and collecting their quotations;

[0056] By comparing the quotations of different suppliers, considering the price, delivery time and service quality, the most suitable supplier is selected for procurement. According to the purchase order and the supplier's quotation, a purchase contract is generated to specify the name, specification, quantity, unit price, total price, delivery time and quality requirements of the materials. After the approval process of the superior, the compliance and rationality of the contract are ensured. After confirming the detailed terms of the purchase order with the supplier, the purchase payment is made;

[0057] After the arrival of materials, the quantity and quality will be inspected and recorded in the inventory management system, including the material name, quantity and arrival date. The quantity of arrived materials will be updated in the inventory database to ensure the accuracy of the inventory data. The inventory data will be adjusted according to the actual arrival situation. All procurement contracts will be archived for future inquiries and audits.

[0058] The usage monitoring module 3 automatically records the usage of office supplies, including usage time, user, usage quantity and whether there is loss. The system performs statistical analysis on the material usage data and generates a usage report to help managers understand the material usage and optimize material allocation;

[0059] The usage monitoring module records the time, user and quantity of materials when they are used. If the materials are returned for recycling, the system records the loss of materials during use, including breakage, loss, corrosion, scratches and deformation, and transmits the data to the Internet of Things in real time to ensure data consistency. The system automatically generates a usage report based on the analysis results, including detailed statistics on the use of materials. The report should include the material name, usage time, user, usage quantity and loss. The manager analyzes the use of materials based on the usage report, identifies usage peaks and troughs, adjusts the procurement and storage strategies of materials based on the analysis results, and optimizes the material allocation.

[0060] The user management module 4 sets different permissions according to different user roles to ensure the security of the system and records the operation log of each user for easy tracking and management. The user management module 4 includes:

[0061] 7. When the user management module is used, a system account is first created for the employee, a user name and an initial password are assigned, an activation link is sent via email or SMS, and the employee activates the account by himself. If the employee fails to log in successfully for multiple times, the account will be locked;

[0062] Define different user roles for different employees, including administrator, employee, and party. Assign different system access rights according to different roles. Access rights include data viewing, editing, deleting, reading, executing, and managing. The access rights are broken down into each functional module to ensure that users can only access functions within their responsibilities.

[0063] The system automatically records the operations of each user, including the login time, operation type, operation object, user identity, terminal information, and operation result, formulates an audit policy to regularly check the user operation logs, searches for abnormal behaviors, and sets up an abnormal behavior detection mechanism. Once a suspicious operation is detected, it immediately alarms and notifies the administrator.

[0064] The account lock prevents malicious users from cracking the password by continuous attempts, including the following steps:

[0065] S1 Initialize the account status. Each account starts in an unlocked state;

[0066] S2 Record failed attempts. Each time a login fails, the account is recorded and the number of failed attempts is accumulated;

[0067] S3 Check the lock condition. If the number of failed attempts reaches the preset threshold, trigger the account lock;

[0068] S4 Lock the account. Set the account status to locked and record the lock time;

[0069] S5 Lock time management. The lock time can be fixed or dynamic and increases according to the number of failed attempts;

[0070] S6 Unlock the account. After the lock time has passed, the account is automatically unlocked, or wait for the user to manually unlock it through a secure method;

[0071] Specific formulas include:

[0072] Let F be the number of failed attempts, F max be the maximum allowed number of failed attempts;

[0073] Let T be the current time, T lock be the account lock time, T last be the last lock time;

[0074] Lock condition check: F ≥ F max ;

[0075] Lock time calculation: T lock =T base +K × (F - F max );

[0076] where T base is the base lock time and K is the lock time increment coefficient;

[0077] Account lock:

[0078] If T last +T lock <T then the account is unlocked, otherwise the account remains locked;

[0079] Account unlock:

[0080] Account unlock time = T last +T lock .

[0081] The inventory management module 1, procurement management module 2, usage monitoring module 3 and user management module 4 in the office material management system work closely together to ensure efficient and orderly management of the entire process of material procurement, storage, use and monitoring. Through this close collaboration, the office material digital management system can achieve refined management of materials, improve material use efficiency, reduce costs, and increase satisfaction.

[0082] The digital management system for office supplies has improved the traditional way of managing supplies. By combining the Internet of Things, cloud computing and big data analysis with the system architecture, it has greatly improved work efficiency. The digital system automates many processes, reduces manual input and processing time, and significantly improves the efficiency of material management. At the same time, automated data input and processing reduce human errors, improve data accuracy, and track inventory levels and material flows in real time, enabling office staff to quickly respond to inventory changes and demand fluctuations. Through accurate demand forecasting and inventory control, excess inventory and out-of-stock situations can be avoided, reducing capital occupation and waste.

[0083] It should be noted that, in this article, relational terms such as first and second, etc. are only used to distinguish one entity or operation from another entity or operation, and do not necessarily require or imply any such actual relationship or order between these entities or operations. Moreover, the terms "include", "comprise" or any other variants thereof are intended to cover non-exclusive inclusion, so that a process, method, article or device including a series of elements includes not only those elements, but also other elements not explicitly listed, or also includes elements inherent to such process, method, article or device. In the absence of further restrictions, the elements defined by the sentence "comprise a ..." do not exclude the existence of other identical elements in the process, method, article or device including the elements.

[0084] The above embodiments are only used to illustrate the technical solutions of the present invention, rather than to limit the same. Although the present invention has been described in detail with reference to the aforementioned embodiments, those skilled in the art should understand that the technical solutions described in the aforementioned embodiments may still be modified, or some of the technical features may be replaced by equivalents. However, these modifications or replacements do not deviate the essence of the corresponding technical solutions from the spirit and scope of the technical solutions of the embodiments of the present invention.

Claims

1. A digital management system for office supplies. It is characterized in that The system architecture is managed intelligently through the Internet of Things, cloud computing and big data analysis. The system architecture includes inventory management module, procurement management module, usage monitoring module and user management module. The modules interact with each other through API interfaces to achieve real-time update and sharing of information. The inventory management module uses RFID tags and barcode scanning to quickly identify and track office supplies and update inventory information in real time. When the inventory is lower than the preset threshold, the system automatically issues an early warning notification to prompt relevant personnel to replenish the stock; The purchasing management module automatically generates purchase orders and records and analyzes supplier quotations based on inventory information and usage requirements. After the staff confirms the purchasing information, they generate and manage the purchasing contract and synchronously update the purchased office supplies to the inventory management module. The usage monitoring module automatically records the usage of office supplies, including usage time, user, usage quantity and whether there is loss. The system performs statistical analysis on the material usage data and generates a usage report to help managers understand the material usage and optimize material allocation; The user management module sets different permissions according to different user roles to ensure the security of the system and records the operation log of each user for easy tracking and management.

2. According to claim 1, a digital management system for office supplies, It is characterized in that In the inventory management module, an RFID tag is attached to each piece of office supplies. The RFID tag should contain a unique identification code. For materials that cannot use RFID tags, barcode tags can be attached. The barcode tag should contain the barcode information of the material, usually a one-dimensional code or a two-dimensional code. RFID readers and barcode scanners are installed at the entrance, exit and key locations of the warehouse to read the RFID tags and scan the information of the barcode tags, and send the data to the inventory management software. After receiving the information, the inventory management software parses and extracts detailed information of the materials. The detailed information includes the name, specification model, quantity, inventory warning threshold, purchase date and validity period of the materials. When the inventory is lower than the inventory warning threshold, the system automatically generates a warning notification and sends it to the relevant personnel. The relevant personnel initiate a replenishment application based on the urgency and demand of the materials, and the purchasing department purchases the materials based on the approval results.

3. According to claim 1, a digital management system for office supplies, It is characterized in that The purchasing management module uses the information from the inventory management module and the usage monitoring module to analyze the usage frequency, historical purchasing data and inventory trends of materials, and predict future demand. When the inventory is lower than the threshold, the system automatically generates a purchase order, and in combination with the replenishment application, the purchase order is modified in real time. A directory of all qualified suppliers is maintained, and detailed information of the suppliers is recorded, including contact information and historical performance. Purchase requests are sent to selected suppliers, specifying the detailed specifications, quantity and expected delivery time of the materials, and collecting their quotations; By comparing the quotations of different suppliers, considering the price, delivery time and service quality, the most suitable supplier is selected for procurement. According to the purchase order and the supplier's quotation, a purchase contract is generated to specify the name, specification, quantity, unit price, total price, delivery time and quality requirements of the materials. After the approval process of the superior, the compliance and rationality of the contract are ensured. After confirming the detailed terms of the purchase order with the supplier, the purchase payment is made; After the arrival of materials, the quantity and quality will be inspected and recorded in the inventory management system, including the material name, quantity and arrival date. The quantity of arrived materials will be updated in the inventory database to ensure the accuracy of the inventory data. The inventory data will be adjusted according to the actual arrival situation. All procurement contracts will be archived for future inquiries and audits.

4. According to claim 1, a digital management system for office supplies, It is characterized in that The usage monitoring module records the time, user and quantity of materials when they are used. If the materials are returned for recycling, the system records the loss of materials during use, including breakage, loss, corrosion, scratches and deformation, and transmits the data to the Internet of Things in real time to ensure data consistency. The system automatically generates a usage report based on the analysis results, including detailed statistics on the use of materials. The report should include the material name, usage time, user, usage quantity and loss. The manager analyzes the use of materials based on the usage report, identifies usage peaks and troughs, adjusts the procurement and storage strategies of materials based on the analysis results, and optimizes the material allocation.

5. According to claim 1, a digital management system for office supplies, It is characterized in that When the user management module is used, a system account is first created for the employee, a user name and an initial password are assigned, an activation link is sent via email or SMS, and the employee activates the account by himself. If the employee fails to log in successfully for multiple times, the account will be locked; Define different user roles for different employees, including administrator, employee, and party. Assign different system access rights according to different roles. Access rights include data viewing, editing, deleting, reading, executing, and managing. The access rights are broken down into each functional module to ensure that users can only access functions within their responsibilities. The system automatically records each user's operations, including login time, operation type, operation object, user identity, terminal information and operation results. It formulates audit strategies to regularly check user operation logs, find abnormal behaviors, and set up abnormal behavior detection mechanisms. Once suspicious operations are found, an alarm will be immediately issued and the administrator will be notified.

6. A digital management system for office supplies according to claim 1, It is characterized in that The account lockout prevents malicious users from cracking passwords through continuous attempts, and includes the following steps: S1 initializes the account status. Each account is initially in an unlocked state. S2 records failed attempts. Every time a login fails, the account is recorded and the number of failed attempts is accumulated; S3 checks the lock condition and triggers account lock if the number of failures reaches the preset threshold; S4 locks the account, sets the account status to locked, and records the locking time; S5 lock time management, the lock time can be fixed or dynamic, increasing according to the number of failed attempts; S6 unlocks the account. After the lock time has passed, the account is automatically unlocked, or it waits for the user to manually unlock it in a safe way. The specific formula includes: Let F be the number of failed attempts, F max is the maximum number of failed attempts allowed; Let T be the current time, T lock is the account lock time, T last The last lock time; Lock condition check: F ≥ F max ; Lock time calculation: T lock =T base +K×(FF max ); Where T base is the basic lock time, K is the lock time increment coefficient; Account Lockout: If T last + T lock <If T, the account is unlocked; otherwise, the account remains locked. Account unlock: Account unlock time = T last +T lock .

Images