Inventory Management
Strategic process for overseeing and controlling the flow of laboratory goods, from procurement to storage to utilization, ensuring optimal inventory levels
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
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)
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
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
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.
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.
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
Issue: Materials Not Appearing in Inventory Search
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
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
Related Documentation
Sample Management - Track biological samples and specimens
Storage Management - Organize physical storage locations
Equipment Management System - Track laboratory equipment and instruments
Cell Line Management - Manage cell line inventory and culture tracking
Microbial Strain Management - Track microbial culture collections
Project Management - Link inventory to projects and experiments
Electronic Lab Notebook - Integrate inventory with experimental records
API - Material Endpoints - Programmatic access to inventory data
Admin Guide - Teams - Configure user permissions for inventory management
Admin Guide - Workflows - Automate inventory workflows
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