Stock lifecycle

Book-in → open → use → finish → adjust → labels → search. Actor is always the logged-in user.

Book in ──► Open ──► Use ──► Finish
   │
   ├── Adjust (volume / expiry / storage)
   └── Label / QR

Lists

The application name opens the dashboard. Inventory → List of Reagents shows unopened and open counts against the minimum. Use the rest of Inventory for lots:

All — every lot in scope (including finished if the list includes them)
In Stock — current stock, 200 per page
Expiring Soon / Solutions / Validated / Not validated

Inventory Items In Stock table with barcode, dates, storage — Inventory → In Stock. Columns include reagent, supplier, barcode, received, expiry, project, storage, date opened, and days till expired (negative = already expired). Red text flags problem rows.

Book in

Add → Inventory Item (admins) or New Inventory Item (lab users). First select the reagent, then complete lot, quantity/volume, lab scope, condition, dates, PO, expiry, project, and storage. Note the barcode(s) assigned.

Booking into a different lab than the reagent home lab may widen the reagent to shared across labs (warning shown); lot ownership stays as chosen.

Step 1: Select Reagent to Book-in, then book-in.

Searchable reagent dropdown — The reagent list is searchable. Type part of the name or catalogue number.

Item page: usage table

Each lot keeps a Usage & attribution table under Date Received / Received By. Opening is the first row; later Use item rows sit under it; Finish / Discard is last. Every usage is kept (dates plus project, process, experiment, consumers, notes, last updated, recorded by).

Open Item — date, project/process/experiment/consumers, FEFO justification if prompted. Confirm storage and attribution; they seed the usage trail.
Use Item — a new usage (volume-tracked: volume, date, notes, return location; otherwise date and attribution). The table is not overwritten.
Finish / Discard Item — last usage row, same attribution fields, plus reason.
Record usage under the table is the same form as Use item.

Open, use, finish, validate, adjust, transfer, and label download/reprint from the item page are written to that lot’s audit trail.

Item page with usage table and audit trail — Lot summary, received/opened/validated row, Usage & attribution, validation status, and this-lot audit trail. Download label.xlsx reprints this barcode without going through the bulk label file.

Actions on the item are only offered when the lot belongs to your active laboratory. Otherwise the page stays readable and shows a banner to switch lab or request a transfer.

Finish / adjust / expiry

Finish Item — reason + date (consumed, disposed, failed validation, stability…).
Adjust — volume and/or expiry and/or storage; one change type at a time; reason required.
Expiry cannot be before the received date.

Labels

Item page → Download label.xlsx or label preview / reprint (witness if required).
Inventory → Download label file — Excel of items booked in since the last download (not yet printed). Each download marks those items as printed. Reprint a single item from its page if you need the barcode again.

Download barcode label file with explanation and Download xlsx button — Bulk label export is incremental: only items booked in since the last download.

Search

Search (magnifying glass) finds a barcode, reagent name, catalogue number, supplier, lot, or PO. Finished lots are included by default (Include Finished Items? = YES). Open lots stay included unless you turn that off.

Lots migrated from NGS or IOB keep codes such as NGS-J1G2 and IOB-J1G2. Search matches the full code and the short code (J1G2). New lots are given a random 4-character code that does not start with a required J and does not use 0/O or 1/I/L. Autocomplete can fill a labelled value and still find the lot.

As you type, matching values appear; if there is no exact hit, closest matches are ranked (prefix, contains, fuzzy), limited to your laboratory scope.

Search inventory form — Search inventory. Date ranges have Today −1 Month / −6 Months / −1 Year shortcuts.

Barcode field showing NGS autocomplete suggestions — Typing in Barcode (here NGS) opens labelled matches such as NGS-J001. The same autocomplete exists on reagent, catalogue #, supplier, lot, and PO.

For many barcodes at once use Reports → Barcode lookup.

Undo

Admin undo is for genuine data-entry mistakes only. Prefer Adjust so the audit trail stays complete. Stocktake exists at /stock/stocktake/ but is not on the main menu.