v20 Prepare planting inventory

Owned by Corina Habito
Last updated: 25 Mar, 2022 by Claudia Bedoya

 

 

After the experimental design is generated and the observation units are created, the users then proceed to the planting stage, preparing the seed, printing the labels for the plots, printing the labels for the seed packets, and bringing those packets to the field for a planting machine and/or the field staff to physically plant the entries according to the experimental design and check disposition.

Germplasm and study of reference

Study of reference for the example displayed: Trial, experimental design type: Randomized Complete Block Design. Two locations, 10 entries, number of replications: 2, it means 20 plots by location. Each germplasm has two lots with different units: grams and packets.

Inventory information for GID: 358096> Germplasm details > Inventory tab> View Lots

NOTE: The germplasm used was imported via Manage Germplasm> Import Germplasm https://ibplatform.atlassian.net/wiki/spaces/BMS/pages/2516713898/v20+Manage+Germplasm#Import-germplasm , and the lots created via https://ibplatform.atlassian.net/wiki/spaces/BMS/pages/2516713898/v20+Manage+Germplasm#Part-3.-%E2%80%93-Inventory-and-unique-identifiers , https://ibplatform.atlassian.net/wiki/spaces/BMS/pages/2516713898/v20+Manage+Germplasm#Create-inventory-lots .

 

  • Go to the Observations table. You can select plot observation units for one, n, all page, all pages results.

  • Select all entries for the first environment

  • Actions > Design and planning options > Prepare planting inventory

Group transactions

You will see a popup with the information about the potential inventory extraction:

A legend is displayed indicating the # of plots selected and the  # of instances affected. In our case: 20 plots selected for 1 instance.

Section A Table

In this section, you will be able to determine the amounts to withdraw per lot unit. Similar to what is being done in the inventory module reserve and withdrawal, the system will show a grouped view of all the selected lot units.

You can choose to group transactions (selected by default) and "withdraw all available inventory?" (unselected by default).

  • Let the group transactions option

NOTES: i) The user is only able to check "withdraw all available inventory?" for a given unit if and only if  "group transactions" is also checked for the same unit

ii) The user is only able to define a particular "Amount per packet" for a given unit if and only if "withdraw all available inventory?" is unchecked for such units

  • Add Amount per packet for SEED_AMOUNT_g: 50 (valid value, available: 5000)

  • Add Amount per packet for SEED_AMOUNT_Packets:15 (valid value, available: 100)

Notice that # Lots with “Valid” status column for SEED_AMOUNT_Packets is “0”, it will be changed dynamically in the next table section once you change the StockID desired for the withdrawal transaction.

 

Section B Table

Based on the plot observation units selected by the user as input to this process, the system will show a table with the associated entries and the lots associated with those entries and then display them in a table where: 

i) If the entry does not have an associated lot, then the lot information is not populated.

ii) If the entry has more than one lot associated, the user will get a combo box to select. The lot with the maximum Available Balance will be the one selected by default.

iii) If the entry has only one lot associated, well, that's the one selected

  • For the Entry_NO 1, GID 358090 in the example, change the Stock id displayed by default

Upon selection of the lot information, Section A table was refreshed to consider the new lot/s selected.

#of packets: Number of plot observation units in the selected subset where the entry is present

Withdrawal: Autocalculated. If withdraw all available inventory?" is unchecked then (withdrawal = unit.amount per packet * # of packets), if not the withdrawal will be the Available Balance of the lot.

Transaction status: If selected lot available balance < withdrawal OR no lot selected → NOK, else OK

  • Add Notes

And a "Confirm transaction on saving" checkbox, unselected by default.

  • Tick the box for committing the withdrawal. Transaction/s will be created with Type= WITHDRAWAL , Status= PENDING

  • Confirm

A success message is displayed and the Inventory tab is generated with the inventory transactions information. You can filter transactions using any column in the inventory table.

As we used the Group transactions option: the amount of such transactions is equal to Amount per packet * the number of plots (review under Amount column in the table)

Notice the Status of the withdrawal transaction is confirmed.

And creation date is sysdate and the username is the logged user

And transaction contains the Note specified by you

Once the inventory transactions are done, the STOCK_ID column is added and populated in the Observations table

Ungrouped transactions and pending status

 

  • Observations table

  • Select the second environment

  • Select one or more entries

  • Actions > Design and planning options > Prepare planting inventory

  • Uncheck the group transactions option for the SEED_AMOUNT_g

  • Add Amount per packet for SEED_AMOUNT_g: 15 (valid value, available: 4900 now due to the previous withdrawal done)

  • Confirm

The Inventory tab is refreshed and updated with the new transactions

  • Filter transactions for the second location using the Environment selection

Notice the status for the withdrawal done is Pending. Also, you can observe that only one plot is associated with the transaction compared to the grouped transactions where one more than one plot is associated.

And creation date is sysdate and the username is the logged user.

The transactions contain the Note specified by you.

And the amount of such transactions is equal to Amount per packet

All available inventory

  • Observations table

  • Select the second environment

  • Select one or more entries

  • Actions > Design and planning options > Prepare planting inventory

  • Tick the option Withdraw all available inventory? for the SEED_AMOUNT_g

Notice a value for Amount per packet is not needed, section B is dynamically populated after the withdrawal selection

  • Confirm

The Inventory tab is refreshed and updated with the new transactions

  • Filter transactions for the second location using the Environment selection

Notice the status for the withdrawal done is Pending (we did not tick the option: “Commit withdrawal on saving”) Also, you can observe that only one plot is associated with the transaction.

And creation date is sysdate and the username is the logged user.

The transactions contain the Note specified by you.

And the amount of such transactions is equal to all the available balance of the concerning lot.

Inventory tab > Cancel Pending transactions

 

The transactions with pending status generated in the study can be canceled from the Inventory tab:

  • Select the transactions

  • Inventory Action button

  • Cancel pending transactions

A confirmation message is displayed

  • Confirm

A success message is displayed.

The transaction status is moved to status CANCELLED. The transaction is no more displayed in the inventory tab, but it can be tracked in the Manage Inventory module or via Germplasm Details for the GID involved> Inventory tab> View Transactions:

 

Create Planting Labels

 

Study planting labels are accessible from the Actions menu from studies. See .

Create planting inventory

  • Actions>Design and planning options>Create Planting labels

Create planting labels popup is displayed

  • Select Observations dataset

  • Continue

  • Label Format: Choose the appropriate output file format for your label printer (PDF, Excel, CSV)

Notice you have all information about inventory in Lot details and Transaction details fields

  • Choose fields

Drag fields from the Study Details and Dataset Details and Lot Details and Transaction Details into the Left Side Fields and Right Side Fields to add them to your export file. For PDF you can only add 5 fields per side

You can choose to have barcodes. We recommend that you use the automatically generated barcode, which is based on the unique plot ID. Give the label settings a preset name to facilitate reuse. Export Label.

 

  • Export

  • Review the labels. The barcode is translated into fine print below the code.

 

Planting Inventory System Validations

  • NOK withdrawals

If you have selected lots with not enough seed for the withdrawal for a subset of the entries, or some of the entries have no lot associated with them, and there is at least one transaction that can be performed (status = OK)

When you confirm the preparation, you will get a confirmation message indicating that some of the withdrawals won't be performed because not enough inventory is available.

You can Cancel or Continue with the process. If you prompted with a confirmation message indicating that some of the preparation withdrawals won't be performed because not enough inventory is available

When you choose to Continue

Then the system only perform the potential transactions with status=OK

  • Pending transactions have been associated with the plot observation unit already

If you have a set of 1 or n plot observation units with an associated pending withdrawal (inventory withdrawal has been executed already for such plot observation unit)

And you include such observation in an inventory preparation process and confirms the preparation

Then the system warns you that one or more of the selected plot observation units already have a PENDING withdrawal transaction and only one transaction is allowed per plot observation unit so the previous ones will be cancelled.

And the system provides mechanisms to let you to 1) Cancel, 2) Accept 

When you select Accept

Then the previous transactions are moved to status CANCELLED only if the status is PENDING

And the previous transactions are disassociated from the plot

And the system creates the corresponding new transactions and associates them with the corresponding plot observation units

  • Confirmed transactions have been associated with the plot observation unit already

If you have a set of 1 or n plot observation units with an associated confirmed withdrawal (inventory withdrawal has been executed and confirmed already for such plot observation unit)

When you include such observation in an inventory preparation process and confirms the preparation

Then the system warns the user that one or more of the selected plot observation cannot be performed as the plot already has confirmed withdrawal for it.

And such transaction is not performed.