As mentioned previously, the batch and stock management feature is only available when it is enabled by the iPassport support team ([email protected]).
When enabled, the tabs, ‘Search Reagent Stock’ / ‘Search Material Stock’ and ‘Add Stock’ are added to the Reagents/Materials sections.
In addition, each record will have an extra tab for Inventory and the General tab will include the following fields (please refer to the article, Creating Reagents and Materials Records, for descriptions):
Reagent and material records need to be created before stock can be added to them. A ‘stock unit’ should be chosen as the basis for the calculations.
Stock units can be created as described in the record creation article section, Managing Storage Conditions, Types, Categories, Stock Units and Lot Statuses. A default list of stock units is supplied with the system; it includes the items, grams, kilograms, litres, microlitres and millilitres. These cannot be modified or deleted. Examples of custom stock units can be, “1 gallon bottle”, “Box of 500”, etc.
To check in stock:
The Unit measurement relates to the ‘stock unit’ and the field lists all the ‘stock units’ created
A Purchase Order number can be entered for added traceability
The Storage Condition field offers a dropdown menu of the user created items for this field; ‘storage conditions’ can be created as described in the record creation article section, Managing Storage Conditions, Types, Categories, Stock Units and Lot Statuses
The Check-in date field admits dates in the past; a pop-up calendar allows selecting the appropriate date
A Supplier Batch Number number can be entered for added traceability
If a barcode reader is used to pick information from the product label, it can be pasted in the field, Lot barcode
The user who admitted the stock can be entered in the smart field, Received by staff member; this is a search-as-you-type field which will only allow entering staff who have an iPassport user account
The Lot status field lists user created items; if none have been created, they can only be added after stock has been checked in by expanding a lot in the Inventory tab, locating the field, clicking the pencil icon and following the instructions provided in the record creation article section, Managing Storage Conditions, Types, Categories, Stock Units and Lot Statuses
Once the required fields have been filled in, the Check in stock button can be clicked; the other fields can be adjusted after the new stock lot has been created
The Add Stock tab allows checking in stock without having to open the reagent/material record first. Upon opening the tab, a very similar form to the one above will display. There are two additional fields, one to select the Organisational Unit of the reagent/material to add and one to find and select the reagent/material itself. Only reagents or materials which belong in the selected OU will be available for selection.
The user guide, Locations - Sections provides detailed information on creating and managing locations.
For reagents and materials, locations require the tag “Storage” both for checking stock in (storage location) and out (location of use).
If the location has been assigned an OU scope, the reagent/material must reside in one of the OUs associated with the location for the location to be available when checking stock in or out.
A location can be general like, Biochemistry Lab and doesn’t need to be a specific place like, Biochem Freezer 2.
Stock can be checked out one batch at a time. Common practice is to update stock movements at the end of the day or at the end of the week to make the process more expedient. The system allows entering ‘check out’ dates in the past for this matter.
To check out stock:
Enter the Quantity to check out; this field is related to the field, Check out by (Quantity in stock or Volume in stock) so it can be a number of ‘stock units’ or a quantity based on the ‘unit measurement’ declared when the stock was checked in
If there is a preparation procedure or other relevant document which should be associated with this transaction, it can be selected from the search filter, Reagent used in document
The location of use is not a required field and as stated above, a general location can be selected if desired
The user who removed the stock can be entered in the smart field, Checked out by staff member; this is a search-as-you-type field which will only allow entering staff who have an iPassport user account
The Date checked out field admits dates in the past; a pop-up calendar allows selecting the appropriate date
Once the required fields have been filled in, the Check out stock button can be clicked; the other fields can be adjusted after the new stock lot has been created
The Inventory tab is available in all reagent and material records (when the batch and stock management feature is enabled) and it offers two filters, one for Current stock and one for Stock checked out.
The information in each tab can be extracted in CSV format by clicking the Export Results button.
Every stock lot will be displayed in the Current stock tab, clearly stating when it will expire or if it already has.
When a lot is expanded, its fields can be edited but any changes must be noted in the required Reason for edit field at the bottom.
If a portion of a ‘stock unit’ is checked out (e.g., 500 ml out of a 2.5 litre bottle), the lot will be broken into two entries, one showing the portion left over from the partially consumed unit and one showing the remainder of complete stock units.
These tabs allow searching for reagents or materials across the account. A search area is provided with a set of filters to help locate a particular record.
Each record can be expanded and edited in the same way as in the Inventory tab within reagents and materials records. It is also necessary to add details of the changes in the field, Reason for edit here.
The following filters are available in both tabs:
The results can be exported in PDF format (Print Results) or in CSV format (Export Results).
A team of people (which can be of one person) can be assigned to be informed when a given lot of a reagent is approaching its expiry date. The number of days before the expiry date, when the team should be informed, can be entered in the field, Expiration warning (days left).
The team of people to be notified has to be added to a ‘Distribution List’ (under Laboratory Management > Distribution Lists). Once the distribution list is created, it will become available for selection in the field, Distribution list for warnings. This is a search-as-you-type field which will produce matching results in a dropdown menu as text is entered. The distribution list must be selected from the dropdown menu for it to be added to the field.
Stock that has expired can be destroyed or checked out and back in as ’re-certified’ stock. The permissions, “Reagents:Destroy Stock” and “Material:Destroy Stock” are required in the OU of the reagent/material to mark as destroyed.
To destroy stock:
The same as with expiration warnings, a distribution list can be selected in the field, Distribution list for stock warnings, to notify the people in the list when stock levels reach a minimum threshold. This threshold is entered in whole numbers in the field, Minimum stock level and it relates to the Stock Unit declared as the unit of measurement for the given reagent or material.
This is the last article in this user guide.
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