Test Drive: Reagent and Material Management
Part 2: Material Receipt and Release
This Test Drive will walk you through the following tasks:
Task A: Ingest incoming materials from a CSV/XLSX file
Task B: Manually create a new inventory item and register it through a workflow
Task C: Release materials from quarantine (Material Release workflow)
Task A: Ingest Incoming Materials via CSV File
Part 1 – Open the Materials Receipt Applet
From the Home screen, click Applets.
Click Materials Receipt to open the applet.
In the left panel, ensure the Ingest tab is selected (not "Create Aliquots").
Under the Ingest tab, click the Create sub-tab to begin a new ingest.
Part 2 – Select and Upload the CSV File
Download the sample CSV file below:
Click Browse for a file in the file upload area.
In the file picker dialog, navigate to the folder containing your ingest file (e.g., Downloads).
Select your CSV file and click Open.
Confirm the file appears in the Filename column with its file type shown as text/csv.
Part 3 – Select a Workflow and Ingest
In the Workflow dropdown, select Incoming Material Workflow.
Click the Ingest button to begin processing.
Part 4 – Review the Generated Worksheet
The system automatically generates a worksheet titled ERP Receipt [ID] using the Incoming Material Workflow.
Review the worksheet — it displays all materials from the CSV as columns,
Click Lock Sheet to lock the worksheet for editing.
Part 5 – Fill In and Update Worksheet Fields
For each item column, update the Status field as needed (e.g., change from Quarantined to Verified) by clicking the cell and selecting a value from the dropdown.
Enter Visual Inspection results (e.g., Pass) for each item.
Enter the Storage Condition for applicable items (e.g., 2-8°C).
Optionally enter a Storage Location sub-field (e.g., 2-8°C Refrigerator).
Add any Remarks text (e.g., Demo remarks).
To assign a storage location, click the Workgroups cell for an item. A Location Picker dialog will open:
In the left Item Pool panel, the item is listed.
On the right, select a container (e.g., Fridge-2001) from the dropdown.
Use Columns, Rows, or Rectangle for bulk selection.
Click the desired slot(s) within the container to assign the item.
Close the location picker when done.
Check the Complete checkbox for each item row once it has been fully reviewed.
Part 6 – Sign the Worksheet
Click the Needs Operations button (in the Shared Process Data section at the top) to trigger the signature step.
A Sign dialog will appear for the selected item.
Select the action: Approve or Reject.
Enter your credentials (email and password) in the Operations fields.
Confirm the operation type is set to Received.
Optionally add Comments in the text box.
Check the acknowledgment checkbox ("I understand that my approval will be an electronic representation of my signature…").
Click Signing… to submit the signature.
Click Save to save the worksheet. A "Worksheet Saved" confirmation banner will appear.
Part 7 – Verify Inventory Items Were Created
Navigate to Inventory (via the top navigation tab or browser tab).
Confirm that new inventory items appear in the list with the correct quantities, lot numbers, and status (e.g., Verified).
Click on any item to open its detail view and verify:
Item Details (name, lot number, vendor, status, expiration date, barcode/QR code)
History tab – shows a full audit trail of all field changes, who made them, and when.
Task B: Manually Create a New Inventory Item
Part 1 – Open the Create Form
Return to the Materials Receipt applet.
Select the Create Aliquots tab in the left panel.
Click the Create sub-tab.
Enter the Item Name (e.g., L730817 Demo).
Enter the Item Type (e.g., LY11223344 10mg Tablet).
Enter the Vendor name (e.g., Acme).
Click the Workflow dropdown and select Incoming Material Workflow.
Click Enter Lot Numbers (or the equivalent action button) to proceed.
Part 2 – Complete the Incoming Material Workflow Worksheet
The system generates a new worksheet for the item (e.g., LY11223344 10mg Tablet-[date]).
The worksheet shows the protocol Incoming Material Registration with 2 items (lots).
For each lot column, fill in:
Vendor Name (auto-populated if set earlier)
Visual Inspection (e.g., Pass)
Status (e.g., Quarantined)
Original Amount (e.g., 50)
Expiry/Retest Date (e.g., 15-Apr-2027)
Storage Condition (if applicable)
Remarks (e.g., No comment)
Check the Complete checkbox for each lot.
Click Save. The worksheet status updates and a "Worksheet Saved" notification appears.
The Signatures section at the top will show Signed once the save and signature step completes.
Part 3 – Verify the New Inventory Item
Navigate to Inventory and locate the newly created item.
Click the item to open its detail view. Confirm:
Quantity, lot number, vendor, status, expiration date, and barcode are correctly populated.
Click the Data tab, then Receipt Information sub-tab to see:
Storage Condition
Quantity Received
Date of Transaction
Click the Process Data tab to view all associated workflows/experiments linked to this item.
Click the History tab to review the complete audit trail of changes.
Task C: Material Release (Release from Quarantine)
Part 1 – Open the Material Release Worksheet
From the item's Process Data tab, click the Material Release worksheet link.
Alternatively, navigate to LIMS and locate the Material Release worksheet directly.
The worksheet opens in the LIMS module, showing both lots side by side under the Material Release protocol.
Part 2 – Fill In Release Information
For each lot, set All release criteria are met to Yes (select from the dropdown).
Enter the Date/Time of release.
Set New Status to Verified.
Confirm Original Amount (e.g., 50).
Enter Amount Used for Testing (e.g., 1 or 2).
The Quantity field will auto-calculate (e.g., 49 or 48).
The Approval field will show Needs Confirmed By & Date until signed.
Part 3 – Sign the Material Release
Click the Approval field (or the signature trigger) for a lot. A Sign dialog appears.
Confirm Approve is selected.
Enter your username and password under Confirmed By & Date.
Select a reason from the Select Reason dropdown if required.
Add optional Comments.
Click Sign to submit.
Repeat the signing step for all remaining lots.
Once all lots are signed, both Approval fields will show Signed and the Complete checkboxes will be checked.
Click Save to finalize the worksheet.
Part 4 – Confirm Final Inventory Status
Navigate back to the Inventory item detail view.
Confirm that the item's Status has changed from Quarantined to Verified.
Confirm the Quantity reflects the updated amount after testing deduction.
Review the History tab to see the full record of the release action, status change, and quantity sync — all attributed to the performing user.
