1. Inventory Management – Inventory Processes
Core LIMS Training:
Inventory Management – Inventory Processes
Welcome to Core LIMS Training. This is the final chapter of Inventory Management.
This chapter will focus specifically on the Inventory processes that relate with containers.

2. Course Topics Inventory Processes Process Sample Request
Inventory Consumption
Printing Barcodes
The lesson will look at some common inventory processes. First, we will show the workflow for requesting a sample and some of the common ways it can be processed. The lesson will also cover how to manage inventory consumption and finally the printing of container barcodes.
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3. Inventory Processes
Now that we understand the Container and Location concepts, let’s look at some common functions an inventory manager might perform to understand how it all fits together…
Now that we have a better understanding of both containers and locations, let’s take a look at some common functions that an inventory manager may have to perform.
If you are not an inventory manager, and are not interested in learning about some additional functions of the Inventory Manager application, then please feel free to skip this section.
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4. Sample Request Workflow
Users can request samples or lots from a centralized inventory group or manager
The inventory manager can view all the combined requests as a single task list
Samples or lots can be converted to containers and locations with an Inventory Report
Containers can be physically pulled and processed
Request is marked complete
To begin, let’s take a look at a common example of a Sample Request workflow.
The main steps within the Sample Request workflow are as follows:
First, users can request samples or lots from a centralized inventory group or manager through the LIMS.
The LIMS will combine all of the requests into a single task list, or queue, that the Inventory manager can then view.
The samples or lots can then be converted to containers and locations through the Inventory Report.
The containers can then be physically pulled and processed.
When all processing is done, the request is then marked as complete to remove it from the list of active tasks.
Let’s move on to look at these steps in closer detail.
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5. User Requests Samples for Use
Active list can be pasted or transferred from a query
Requesting samples adds them to a Queue
Step 1 – Requesting the Samples to Pull
The first part of the Sample Request Workflow requires the User to request existing samples to be pulled out of the stockroom for use within the lab.
The easiest way for a user to make the request is to submit a list of samples or lots via a Samples Request page. Alternatively, the same request can also be submitted from the Sample Request option on a Samples or Lot List Functions page.
Once a user has found the Sample Request page or section, the requestor can select an existing queue, set the priority level, add any comments needed, and select the project. They can also specify the Assay the samples are intended to be used for. Select the radio button for the Sample Request Section and click on the Submit button to formally submit the request. This will add the samples or lots to the selected Queue to be reviewed by the inventory manager.
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6. Inventory Manager Looks Up Queue
Select a queue to view – your administrator can set up as many queues as your business needs
Step 2 – Inventory Manager manages the Queue of Requested Samples
Now let’s view the workflow from the inventory manager’s point of view instead of the requestor. Many different users may be submitting requests at any time. The inventory manager can check the composite list of samples or lots that have been requested from the Queue Details page.
There may be multiple types of tasks for an inventory manager to perform on any given set of samples. This can easily be handled by creating a different Queue for each type of task. For example, you might have one queue to handle new sample processes and a different queue for archiving older samples.
To check the work for a specific task, the inventory manager needs to navigate to the appropriate Queue Details page. One way to do that is to locate the desired queue from the list of all of available sample request queues in the system. This can usually be found within the Inventory Management System, under the Queue menu. Select Sample Request and then List All. The inventory manager can then select a specific Queue to check for a combined work list to view by clicking on the Name or Barcode hyperlinks. This will open the Queue Details page.
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7. Select Samples to Report
Can add your comments that requester can view
Select batch and send to List Functions page
Can change priority
Can add new requests to queue from s or verbal requests
The Queue Details Page allows the inventory manager to monitor and manage those samples to be pulled. The oldest, highest priority items will be listed at the top of the table. The inventory manager can modify the Priority level if appropriate. They can also add comments that the requester can view.
The inventory manager can also add new samples to the queue if they receive requests from external sources outside of the LIMS. For example, if an inventory manager receives an or a verbal request, they can add these requests to this centralized list by using the bottom section of the page to enter the request information.
Once the list has been reviewed and edited as needed, the inventory manager will select either ALL of the samples on the list to be pulled, or they can cherry pick some specific samples to pull. When the samples have been selected, the List button will forward those selected samples into the Sample List Functions Page.
The Sample List Functions Page is used to create an Inventory Report, which will show the exact locations of the containers that the selected samples reside it.
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8. Inventory Report Shows Locations
Select Inventory Report on the List Functions page
Find the containers and pull the samples
Step 3 – Running the Inventory Report to find Containers of Samples and physically pull these samples
If all samples reside in the same type of container, and that container type is known, then the user can select the Inventory Report (Sample Based), select the Container Type and click on submit. This will pull up a report displaying the exact location or locations of the samples, along with the amounts within each container. From this report, the inventory manager can physically go into the stockroom and find the samples to give to the requestor.
Additionally, this report also allows the inventory manager to select samples to forward on to the Container List Page for further tasks, such as container transfers. This is done again by clicking on the List Button, which will pass the selected samples onto the Container List Page. We will move on to look at the Container List Functions shortly, but for now, lets look at other options within the Inventory Report.
It’s worth mentioning at this point, that this specific Inventory report is a canned report, meaning it is a hard coded report and the report format cannot be modified. If there is additional data that needs to display on this report, it can be customized by an administrator. A customized report can then be selected as an option from the Report Format Options available.
Back on the Sample List Functions Page, if the container type is NOT known, the user can run the Sample Inventory Summary Report (either to the screen or in an EXCEL format if needed) before running the main Inventory Report. This report will indicate the different types of Containers the samples reside in. With the Container type now known, the Inventory Report (Sample Based) report can then be run against those samples within the same container type.
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9. List Functions to Process Samples
Step 4 – Check samples into new locations or array them into child plates or vials.
By forwarding selected samples from the Inventory Report, the user is now on the Container List Functions Page, where they can specify what is to be done with the samples in the containers that were pulled. The sample can be processed in many different ways, depending on your business needs. We will just discuss the two most common options here.
As we learned earlier this lesson, you can change the locations of the containers you are working with by using the Move option on the Container List Functions page. If you are providing the requester with the original container directly, then you would need to indicate that handoff to the LIIMS to keep the location information accurate.
If you are dispensing an aliquot of sample into a daughter container from the parent inventory container, then you might want to use the Perform Transfers option on the Container List Functions page. This will allow the user to make a transfer (such as a liquid to liquid transfer). Review the previous lesson for details on container transfers.
Again, these are just the two most common operations an inventory manager might perform. If you are performing other tasks, such as arraying samples into plate, cherry-picking wells, pooling, or consolidating plates, see the documentation for more details.
Can check samples out to scientist, location, or array samples into child plates or vials
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10. Mark Queue Tasks as Complete
Select completed samples and Update Queue Members
View History to see completed requests x x
Step 5 – Update the Queue and View the History
At the end of the cycle, the Inventory manager can go back and re-run the Inventory report to confirm the movement or transfer of samples.
Once all tasks for the set of samples have been completed, the inventory manager needs to mark the original sample request as completed for that sample set.
Navigate back to the Queue Details page as you did earlier. Check all the completed samples in the Remove column on the right and select the Update Queue Members button. The page will refresh to remove those samples since they are no longer actively need your attention.
To view completed samples, click on the View History button. Here you will see samples you removed with the Fulfill date and Fulfill user fields populated. Since this page will grow large over time, you can filter the completed list of samples to a specific date range.
Click on the View Members button to return to the list of uncompleted open tasks.

11. Tracking Inventory Consumption
Core automatically corrects changing amounts in transfer operations
Parent container reduced
Transfer amount added to child container
No physical loss due to transfers calculated
Need to record containers that are removed from inventory
Expired solutions
Experiment plates that can’t be reused
Physical spills
Lost bottles
Now let’s take a look at some other inventory processes. Inventory managers also need to keep track of consumption of materials. How do we keep track of amounts in the LIMS?
When performing any transfer operations in the LIMS (such as a liquid to liquid transfer for example), Core LIMS will automatically track and correct changing container amounts during the transfer. If material is taken from the master container and added to a child container, the parent container will automatically be reduced to the appropriate amount, and the transfer amount will automatically be added to the child container. Since this is automatically managed, the inventory manager does not need to modify any records manually. However, keep in mind that the LIMS will assume that there is NO physical loss due to the transfer itself.
However, if any containers have to be removed from inventory or have unforeseen events, it is the responsibility of the Inventory Manager or scientist to manually update that information. For example, containers of expired solutions, experiment plates that cannot be reused, or any lost containers that cannot be located need to be marked in the LIMS. You will also need to modify container amount manually when there is
a physical spill that may occur in the lab.
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12. Editing Amounts in Containers
Edit Icon will allow you to edit any container attributes NOT amounts or contents
Deplete moves the container record to “Trash” location; it does not empty the contents automatically
Click on Empty to remove the contents (amount and which sample lot); you can add new contents to the vial
Let’s take a closer look at some of the ways that you can update amounts in containers.
From the Container Details Page, the container can be edited using the Edit Icon in the main tool bar to modify the container attributes, just like you can modify the attributes of any record in the LIMS. Editing here will NOT allow the user to modify amounts within the container, nor the contents of the container, it will only allow for modification of Container attributes.
If you have a spill or a data entry error and just want to modify the amounts or concentration of a container, click on the Change button and you will be allowed to edit those values there.
If you need to mark a container as used up, you have a couple of different options depending on your business process. The user can decide whether to Empty, Deplete or Deactivate the container, thus determining its availability within the lab going forward.
Clicking on the Empty button will remove all of the links from the container to the sample, lot, and amount, thus completely removing the container contents. This allows the empty container to be used again for another sample. If the container is still linked to an experiment or if a child container still exists, the container will not empty. If successfully emptied, the container will still be linked to the location, therefore the container will still be visible on the location contents and the container can still be found within container searches.
Please note that when using the empty option, you will be unable to Undo the action. Be sure this is what you want to do before clicking on the link.
Clicking on the Deplete function will automatically change the container location to Trash. The amounts within the container will remain the same, however, this will remove the container from all searches going forward. The only way to find the record after depleting it, is to know the original barcode and use the Quick Find Search to locate it. You are able to Undo a Deplete action. The container location can be edited and moved FROM Trash back to its original location.
One last option for determining the end of the life cycle for a container is to deactivate the container record. Deactivation is done simply by editing the container and deselecting the active checkbox. This will remove the container from most searches (however the user can still locate the container by searching on Inactive containers). Deactivating a container will store the contents and location as they were prior to the deactivation. The user can always undo the deactivation by simply editing the active checkbox.
Click on Change to edit the amount in a container (to an amount >0)
Core will automatically correct for amounts that are transferred from containers through normal processes – editing is for manual processes or to correct errors
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13. Empty, Trash, Deplete, and Deactivate
Empty will empty Container contents
Removes links to sample and lot; Cannot Empty if linked to experiment or child container
Container could be refilled with new contents later
Location is still valid; container still seen on location contents
Container can be found in container searches
Cannot “Undo” to retrieve contents prior to Empty
Deplete link or moving item to Trash location folder
Container record location changed to Trash
Container removed from all searches
If you know the barcode, you can view contents just prior to depletion
You can “Undo” a deplete by editing location
Deactivating a container record
Edit the record and deselect the active check box
Will remove container from most searches (can search for inactives)
Will store the contents and location just prior to deactivation
You can “Undo” by editing active checkbox
This slide summarizes the differences between Empty, Deplete, and Deactivating a container record. Your administrator should be able to tell you which is the appropriate process to use for your business workflow.
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14. Removing Containers in Bulk
Container List Functions allow you to modify and remove multiple containers
Deplete containers by moving them to Trash location
Clear contents = Empty
If there is a large number of containers that need to be removed all at the same time, the prior individual processes may quickly become tedious. Let’s see what options exist for removing containers in large quantities.
Navigate to the Containers List Functions Page, and select the containers to be removed. As done prior, these can be manually typed in, pasted or queried.
To Deplete all of the containers at the same time, locate the Move Function and set the Location Barcode to Trash. This will move all of the selected Samples to the Trash location.
To Empty the samples, locate the Clear Contents function, and select the radio button for this option to execute the Clear.
Finally, if you are looking to Deactivate the samples, locate the function for Activate/In-Activate and select the radio button for this option to execute the Deactivation.
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15. Printing Barcode Labels
Usually, there are options to print barcodes during sample registration or transfer operations
To print a single barcode later, click on the machine readable barcode of the CONTAINER record (not sample or lot records)
To print many barcodes use the relevant Containers List Functions page and find Print Barcodes
Another common inventory process is to print barcode labels that can be put on containers. Many common times that you would need to print barcode labels (such as during sample registration or when you are performing a container transfer to a new container), the LIMS usually includes an option to print barcodes as part of the user interface. However, if you ever need to print a barcode outside of those common operations (such as if a container label becomes physically unreadable and requires a new one), there are ways to do that.
Single barcodes can always be printed out from the Container Details page by simply clicking on the machine readable Barcode on the page. (This obviously assumes you are currently hooked up to a previously configured barcode printer).
To print many barcodes, navigate to the Containers List Functions Page and locate the function Print Barcodes. Select the radio button to execute this option.
This concludes the Locations and Processes chapter on Inventory Management. If there are any topics that you would like to review, please take a few minutes to go back through the materials.
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