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Inventory Management

Labii's Inventory Management application provides a comprehensive solution for tracking and managing all laboratory materials, supplies, and resources throughout their entire lifecycle. From procurement and receiving to storage, consumption, and reordering, this application ensures that your laboratory maintains optimal inventory levels while minimizing waste, preventing shortages, and maintaining compliance with regulatory requirements.

The system integrates seamlessly with other Labii applications, providing real-time visibility into inventory status, automated alerts for low stock levels, batch tracking with full traceability, and detailed consumption analytics. Whether you're managing chemicals, reagents, consumables, or equipment, the Inventory Management application streamlines your laboratory operations and reduces the time spent on manual inventory tracking.

The Inventory Management application is designed to support laboratories of all sizes, from academic research labs to pharmaceutical manufacturing facilities, ensuring accurate inventory control and regulatory compliance.

Use Cases​

Chemical and Reagent Management​

  • Track chemical inventory with hazard information and safety data sheets
  • Monitor expiration dates and shelf life for time-sensitive materials
  • Manage chemical storage locations according to compatibility requirements
  • Maintain MSDS documentation and regulatory compliance
  • Track chemical usage for environmental reporting and waste management

Consumables and Supplies Tracking​

  • Monitor stock levels of laboratory consumables (pipette tips, tubes, plates)
  • Set reorder points and automate purchase requisitions
  • Track supplier information and preferred vendors
  • Manage bulk orders and distribute to multiple storage locations
  • Analyze consumption patterns to optimize purchasing decisions

Sample and Specimen Management​

  • Register and track biological samples with unique identifiers
  • Monitor sample storage conditions (temperature, humidity, location)
  • Track sample genealogy and relationships between parent and aliquot samples
  • Manage sample transfers between laboratories or institutions
  • Maintain chain of custody documentation for regulated samples

Equipment and Instrument Management​

  • Track laboratory equipment inventory and locations
  • Schedule preventive maintenance and calibration activities
  • Monitor equipment usage and availability
  • Manage equipment documentation (manuals, service records, certifications)
  • Track equipment lifecycle from procurement to disposal

Batch and Lot Management​

  • Register incoming materials with batch/lot numbers
  • Track batch-specific information (manufacturer, COA, QC results)
  • Manage batch expiration and retest dates
  • Support first-in-first-out (FIFO) inventory rotation
  • Enable complete traceability for GMP and GLP compliance

Multi-Site Inventory Management​

  • Centralize inventory visibility across multiple laboratory locations
  • Transfer materials between sites with complete documentation
  • Standardize inventory processes across the organization
  • Generate consolidated reports for enterprise-wide inventory analysis
  • Manage site-specific storage requirements and regulations

Getting Started​

Navigate to the Inventory Management application from the Labii applications menu or dashboard

Configure your inventory structure by setting up:

  • Storage locations: Define buildings, rooms, freezers, shelves, and bins
  • Vendors: Register your suppliers and vendor contacts
  • Material categories: Organize materials by type (chemicals, consumables, biologicals)
  • Units of measure: Establish standard units for quantity tracking

Set up user permissions and roles:

  • Inventory managers: Full access to create, edit, and manage inventory
  • Laboratory staff: Ability to view inventory and record consumption
  • Purchasing team: Access to vendor information and procurement workflows
  • Administrators: System configuration and reporting capabilities

Import existing inventory data (optional):

  • Prepare your inventory data in CSV format
  • Use the bulk import feature to upload existing materials
  • Verify imported data and make any necessary corrections
  • Assign storage locations to imported items

Begin recording inventory transactions:

  • Receive new materials into inventory
  • Record consumption and usage
  • Track transfers between locations
  • Generate inventory reports and analytics

Creating Material Records​

Material records form the foundation of your inventory management system, defining the products and supplies you track.

Navigate to the Materials (im_material) table and click + Add to create a new material record

Enter the basic material information:

  • Material name: Clear, descriptive name for easy identification
  • Material type: Category (chemical, reagent, consumable, biological, equipment)
  • Catalog number: Manufacturer or supplier catalog/part number
  • CAS number: Chemical Abstracts Service number (for chemicals)
  • Description: Detailed description including specifications

Add supplier and procurement details:

  • Primary vendor: Select from registered vendors
  • Alternate vendors: List alternative suppliers for redundancy
  • Unit cost: Standard pricing information
  • Unit of measure: Specify the unit (g, mL, ea, pack)
  • Reorder quantity: Standard order quantity

Configure inventory control settings:

  • Minimum stock level: Alert threshold for low inventory
  • Maximum stock level: Target maximum quantity
  • Reorder point: Trigger level for purchase requisitions
  • Storage requirements: Temperature, light sensitivity, special conditions

Add safety and regulatory information:

  • Hazard classifications: GHS pictograms and hazard statements
  • Safety data sheet: Upload or link to MSDS/SDS documents
  • Regulatory status: Controlled substance, DEA schedule, special permits
  • Disposal requirements: Waste handling and disposal instructions

Save the material record and proceed to receive initial inventory

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Material records are reusable templates. Once created, you can receive multiple batches of the same material over time, each with its own batch number, expiration date, and storage location.

Managing Vendors​

Vendor records maintain information about your suppliers and facilitate procurement workflows.

Navigate to the Vendors (fn_vendor) table and click + Add to create a new vendor record

Enter vendor identification information:

  • Vendor name: Official company name
  • Vendor code: Internal identifier for your organization
  • Vendor type: Category (manufacturer, distributor, service provider)
  • Website: Company website URL

Add contact information:

  • Primary contact: Sales representative name
  • Phone number: Main contact number
  • Email address: Primary email for orders and inquiries
  • Address: Complete mailing and shipping address

Configure vendor settings:

  • Payment terms: Net 30, credit card, purchase order requirements
  • Account number: Your account number with the vendor
  • Preferred status: Mark preferred vendors for prioritization
  • Notes: Special instructions, ordering procedures, discounts

Save the vendor record for use in material records and purchase orders

Receiving Inventory​

The receiving process records incoming materials and creates batch records for tracking.

Navigate to the Receiving (core_receiving) table and click + Add to create a new receiving record

Select or create the material record:

  • Choose an existing material from the dropdown
  • Or create a new material record if this is a new product

Enter batch-specific information:

  • Batch/Lot number: Manufacturer's batch or lot number
  • Received date: Date material was received
  • Expiration date: Manufacturer's expiration or retest date
  • Quantity received: Amount received in standard units
  • Purchase order: Reference to PO number (if applicable)

Upload supporting documentation:

  • Certificate of Analysis (COA): Upload manufacturer's COA
  • Packing slip: Attach shipping documentation
  • Invoice: Link to purchase invoice
  • Quality control results: Internal QC test results (if required)

Perform receiving inspection:

  • Verify quantity matches purchase order
  • Check for shipping damage
  • Confirm proper packaging and labeling
  • Review documentation completeness
  • Record any discrepancies or issues

Assign storage location:

  • Select building/room/storage unit
  • Specify shelf, rack, or bin location
  • Print location labels if needed
  • Update storage map or inventory list

Complete the receiving process:

  • Approve the receiving record to add to available inventory
  • System automatically updates inventory quantities
  • Generate notifications for stakeholders (requestor, lab manager)
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Batch records created during receiving provide complete traceability throughout the material's lifecycle, from receipt through consumption to disposal.

Tracking Batches​

Batch records (im_batch) track specific lots of materials with unique characteristics and expiration dates.

Access batch records from the Batches table or from within a material record's batch listing

View batch details including:

  • Current quantity: Available amount in inventory
  • Original quantity: Amount received
  • Consumed quantity: Total amount used
  • Location: Current storage location
  • Status: Available, quarantined, expired, depleted

Monitor batch lifecycle events:

  • Receipt date: When batch was received
  • First use date: When batch was first opened
  • Expiration date: Manufacturer or calculated expiration
  • Retest date: Date requiring QC retest (if applicable)
  • Disposal date: When batch was disposed of

Review batch documentation and history:

  • View attached COA and quality documents
  • Check consumption history and audit trail
  • Review associated experiments and projects
  • Verify compliance with storage requirements

Take batch actions as needed:

  • Update storage location for batch transfers
  • Quarantine batch if quality issues arise
  • Dispose of expired or depleted batches
  • Adjust quantity for inventory corrections

Recording Consumption​

Consumption records track the usage of inventory materials in experiments and procedures.

Navigate to the Consumption (core_consumption) table or add consumption directly from an experiment record

Select the material and batch to consume:

  • Choose the material from inventory
  • Select specific batch (system can suggest FIFO)
  • System displays available quantity for verification

Enter consumption details:

  • Quantity consumed: Amount used in standard units
  • Consumption date: Date of use
  • Project/Experiment: Link to associated work
  • Personnel: Who used the material
  • Purpose: Brief description of use

Add consumption notes (optional):

  • Specific procedures or protocols used
  • Observations or issues encountered
  • Waste disposal method
  • Remaining conditions or observations

Save the consumption record:

  • System automatically deducts quantity from batch
  • Updates material inventory totals
  • Triggers reorder alerts if below minimum threshold
  • Creates audit trail for traceability
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Consumption records linked to experiments provide complete material traceability, essential for GLP/GMP compliance and scientific reproducibility.

Managing Storage Locations​

Organize your physical storage spaces for efficient inventory management and retrieval.

Navigate to the Storage (core_storage) table to view and manage storage locations

Create a hierarchical storage structure:

  • Buildings: Top-level organizational units
  • Rooms: Specific laboratory or storage rooms
  • Storage units: Freezers, refrigerators, cabinets, shelves
  • Positions: Individual shelves, drawers, or bins

Define storage location properties:

  • Location code: Unique identifier (e.g., "BLDG1-RM205-FRZ3-SHELF2")
  • Storage type: Ambient, refrigerated, frozen, controlled temperature
  • Temperature range: Required or monitored temperature
  • Capacity: Maximum storage capacity or number of positions
  • Status: Active, full, under maintenance, decommissioned

Add storage equipment details:

  • Equipment ID: Link to equipment management record
  • Temperature monitoring: Link to monitoring system or logs
  • Alarm systems: Emergency contact and procedures
  • Access restrictions: Security or safety requirements

Organize materials by storage requirements:

  • Group compatible chemicals together
  • Separate incompatible materials
  • Follow regulatory storage guidelines
  • Implement clear labeling and signage

Generate storage maps and labels:

  • Print location labels with barcodes
  • Create visual maps of storage layouts
  • Post capacity and restriction information
  • Maintain emergency contact information

Container Tracking​

Track individual containers for detailed inventory management and location tracking.

Navigate to the Containers (core_container) table to manage container records

Create a container record for each physical container:

  • Link to parent batch record
  • Assign unique container identifier (barcode/RFID)
  • Specify container type (bottle, vial, tube, plate)
  • Record initial quantity in container

Assign container storage location:

  • Select specific storage position
  • Record storage conditions
  • Print container label with barcode
  • Update location tracking system

Track container lifecycle events:

  • Opened date: When container was first opened
  • Transfers: Movements between storage locations
  • Partial consumption: Multiple uses from same container
  • Remaining quantity: Current amount in container

Manage container status:

  • In use: Currently allocated to experiment
  • Available: Ready for use
  • Reserved: Allocated for specific project
  • Empty: Depleted and ready for disposal

Use barcode scanning for efficient tracking:

  • Scan container during consumption
  • Scan during location transfers
  • Scan during inventory counts
  • Integrate with mobile devices for laboratory floor use
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Container-level tracking enables precise inventory management, reduces waste from forgotten containers, and improves laboratory efficiency by quickly locating specific materials.

Inventory Reports and Analytics​

Generate insights from your inventory data to optimize laboratory operations.

Access inventory reports from the Reports menu or dashboard

Run standard inventory reports:

  • Current inventory: Real-time stock levels by material
  • Inventory valuation: Total inventory value and cost analysis
  • Consumption reports: Usage patterns by material, project, or user
  • Low stock alerts: Materials below reorder points
  • Expiration reports: Materials expiring within specified timeframe

Analyze consumption trends:

  • Identify high-usage materials for better forecasting
  • Detect seasonal or project-based consumption patterns
  • Compare consumption across teams or projects
  • Calculate cost per experiment or project

Monitor inventory performance metrics:

  • Inventory turnover: How quickly materials are consumed
  • Stock-out events: Frequency and causes of shortages
  • Waste and expiration: Materials disposed before use
  • Storage utilization: Capacity usage by location

Export data for additional analysis:

  • Generate CSV or Excel exports
  • Create custom visualizations
  • Integrate with business intelligence tools
  • Share reports with stakeholders

Set up automated report distribution:

  • Schedule regular inventory reports
  • Configure alert notifications for critical thresholds
  • Distribute reports to relevant personnel
  • Archive reports for compliance documentation

Advanced Features​

Automated Reordering​

Set up intelligent reorder alerts and automated purchase requisition generation.

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Automated reordering prevents stock-outs and ensures continuous laboratory operations without manual monitoring.

Configure reorder parameters for each material:

  • Set minimum stock level threshold
  • Define reorder point (when to trigger reorder)
  • Specify economic order quantity
  • Set maximum stock level to prevent overstock

Enable automated alerts:

  • System monitors inventory levels continuously
  • Generates notifications when materials reach reorder point
  • Alerts appropriate personnel (lab manager, purchasing)
  • Prioritizes critical materials

Create purchase requisitions automatically:

  • System generates draft purchase requisitions
  • Includes preferred vendor and pricing information
  • Calculates order quantity based on usage patterns
  • Routes for approval according to purchasing policies

Review and optimize reorder rules:

  • Analyze stock-out and overstock events
  • Adjust reorder points based on actual consumption
  • Update lead times as vendor performance changes
  • Refine forecasting models with historical data

Barcode and RFID Integration​

Implement automated identification for faster inventory transactions and improved accuracy.

Set up barcode or RFID infrastructure:

  • Select barcode format (Code 128, QR codes, etc.)
  • Configure barcode scanners or RFID readers
  • Integrate with mobile devices for laboratory use
  • Print labels for existing inventory

Generate labels for materials and containers:

  • Automatic barcode generation for new inventory
  • Include essential information (material name, batch, expiration)
  • Print durable labels for various storage conditions
  • Maintain consistent labeling standards

Use scanning for inventory transactions:

  • Scan during receiving to auto-populate material information
  • Scan during consumption to record usage
  • Scan during transfers to update locations
  • Scan during inventory counts for accuracy

Enable mobile inventory management:

  • Access Labii on tablets or smartphones
  • Scan and record transactions at point of use
  • View real-time inventory information in the laboratory
  • Reduce data entry errors and save time

Multi-Site Inventory Synchronization​

Manage inventory across multiple laboratory locations with centralized visibility.

Configure multi-site settings:

  • Define sites and locations in system
  • Set up user access by site
  • Configure site-specific storage structures
  • Establish inter-site transfer policies

Enable cross-site inventory visibility:

  • View consolidated inventory across all sites
  • Search for materials available at any location
  • Check inventory before requesting transfers
  • Balance inventory across sites

Process inter-site transfers:

  • Create transfer request with source and destination sites
  • Generate shipping documentation automatically
  • Track shipment status in transit
  • Record receipt at destination site
  • Maintain complete transfer audit trail

Generate enterprise-wide reports:

  • Consolidated inventory valuation
  • Cross-site consumption analysis
  • Standardized materials catalog
  • Corporate-level procurement analytics

Integration with Electronic Lab Notebook​

Link inventory consumption directly to experimental records for complete traceability.

Enable ELN-inventory integration in application settings

Add inventory consumption widgets to ELN templates:

  • Insert material consumption widget in experiment records
  • Configure widget to show available inventory
  • Enable batch selection with FIFO suggestions
  • Auto-link consumption to experiment

Record materials used in experiments:

  • Search and select materials from inventory
  • System displays available batches and quantities
  • Enter quantity consumed and save
  • Consumption automatically creates traceability link

View experiment-level material costs:

  • Calculate total material cost for experiments
  • Allocate costs to projects or grants
  • Generate cost reports by experiment type
  • Support project budgeting and forecasting

Trace materials in experimental results:

  • View all experiments using specific batch
  • Investigate batch-related issues across experiments
  • Support root cause analysis for quality deviations
  • Enable scientific reproducibility

Regulatory Compliance Features​

Maintain compliance with GLP, GMP, FDA 21 CFR Part 11, and other regulatory requirements.

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Regulatory compliance features should be configured according to your specific regulatory requirements. Consult with your quality assurance team to ensure proper configuration.

Configure audit trail settings:

  • Enable comprehensive change tracking
  • Record all inventory transactions with timestamps
  • Capture user identity for all actions
  • Maintain tamper-proof audit logs

Implement electronic signatures:

  • Require e-signatures for critical actions
  • Configure approval workflows for receiving
  • Implement dual verification for controlled substances
  • Maintain signature documentation

Set up controlled substance tracking:

  • Flag controlled materials (DEA schedules)
  • Implement additional security controls
  • Track perpetual inventory with reconciliation
  • Generate regulatory reports
  • Maintain required documentation

Enable data integrity controls:

  • Prevent unauthorized modifications
  • Implement version control for critical records
  • Regular data backup and recovery procedures
  • Validate data accuracy through periodic audits

Generate compliance reports:

  • Complete audit trails for inspections
  • Usage reports for controlled substances
  • Disposal documentation
  • Training records for inventory personnel
  • System validation documentation

Troubleshooting​

Symptoms: Users cannot find materials when searching or selecting from dropdowns

Solution:

Verify the material record exists in the Materials (im_material) table by navigating to the table and searching by name or catalog number

Check material status - inactive or archived materials may not appear in searches. Open the material record and verify the status field is set to "Active"

Confirm user permissions - ensure the user has read access to the Materials table. Check team and project permissions in Admin > Personnel

Check available inventory - if the material has zero quantity in all batches, it may be filtered out in some views. Navigate to the Batches table to verify quantities

Refresh browser cache or log out and log back in if permissions were recently updated

Issue: Inaccurate Inventory Quantities​

Symptoms: Reported inventory quantities don't match physical counts

Solution:

Review recent consumption records in the Consumption table - filter by material and date range to identify discrepancies

Check for unreported consumption - survey laboratory staff about recent usage that may not have been recorded

Verify batch quantities in the Batches table - ensure all batches are accounted for and quantities are correct

Conduct physical inventory count:

  • Locate all containers of the material
  • Count actual quantities
  • Compare to system records
  • Document discrepancies

Create inventory adjustment records:

  • Add consumption record for unreported usage
  • Or create adjustment transaction with reason code
  • Update batch quantities to match physical count
  • Document reason for discrepancy in notes

Implement preventive measures:

  • Train staff on consumption recording procedures
  • Enable barcode scanning to reduce manual errors
  • Set up regular cycle counting schedule
  • Review and improve procedures

Issue: Expiration Date Alerts Not Triggering​

Symptoms: Materials expiring without advance notification to laboratory staff

Solution:

Verify expiration dates are entered correctly in batch records - navigate to Batches table and check expiration date field format

Check alert configuration settings:

  • Navigate to Settings > Notifications
  • Verify expiration alert is enabled
  • Confirm alert threshold (e.g., "30 days before expiration")
  • Check alert recipients

Verify email notification settings:

  • Check user email addresses are current
  • Confirm email notifications are not blocked by spam filters
  • Test email system functionality

Run expiration report manually:

  • Navigate to Reports > Expiration Report
  • Set date range to identify expiring materials
  • Generate report to confirm data accuracy

If alerts are still not working, contact Labii support with:

  • Screenshot of alert configuration
  • Example of material that should trigger alert
  • Expected vs. actual notification timing

Issue: Unable to Receive Materials - Missing Vendor​

Symptoms: Cannot complete receiving process because vendor is not in system

Solution:

Navigate to the Vendors (fn_vendor) table from the Inventory Management application

Click + Add to create a new vendor record

Enter minimum required vendor information:

  • Vendor name (required)
  • Vendor contact information (optional but recommended)
  • Save the vendor record

Return to the receiving workflow and refresh the vendor dropdown to see the newly created vendor

For frequently used vendors, consider bulk importing vendor data:

  • Prepare vendor list in CSV format
  • Use Import feature in Vendors table
  • Verify imported vendors
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Encourage purchasing team to maintain vendor records proactively to streamline the receiving process.

Issue: Storage Location Dropdown is Empty​

Symptoms: When assigning storage locations, no options appear in the dropdown

Solution:

Navigate to the Storage (core_storage) table to verify storage locations exist

If no storage locations exist, create your storage structure:

  • Start with top-level locations (buildings/rooms)
  • Add storage units (freezers, cabinets)
  • Define specific positions (shelves, bins)

Verify storage location status - locations marked "Inactive" or "Decommissioned" won't appear in dropdowns

Check filtering settings in the storage location widget - some views may filter by storage type or availability

Return to the receiving or transfer workflow and refresh to see available storage locations

Issue: Batch Selection Shows No Available Batches​

Symptoms: When recording consumption, no batches are available to select despite material being in stock

Solution:

Verify batches exist for the material:

  • Navigate to Batches table
  • Filter by the specific material
  • Check that batches have quantity > 0

Check batch status - only batches with "Available" status will appear for consumption

Verify batch has not expired - expired batches are automatically excluded from selection

Check project or location filtering - some consumption widgets filter batches by project assignment or storage location

If batches should be available but aren't showing:

  • Clear any filters in the widget
  • Refresh the page
  • Check user permissions for batch records