v21 Prepare planting inventory

 

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 to be used as an example is as follows: Trial as the study type and Randomized Complete Block Design as the experimental design type. It has 2 locations, 10 entries, and 2 replications which means 20 plots by location. Each germplasm has two lots with different units: grams and packets.

Example 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/2572419524/v21+Manage+Germplasm#Import-germplasm , and the lots created via https://ibplatform.atlassian.net/wiki/spaces/BMS/pages/2572419524/v21+Manage+Germplasm#Part-3.-%E2%80%93-Inventory-and-unique-identifiers , https://ibplatform.atlassian.net/wiki/spaces/BMS/pages/2572419524/v21+Manage+Germplasm#Create-inventory-lots .

 

  • Go to the Observations table. You can select plot observation units for one or a few entries. Select Environment is used to display the entries per location. Select all pages can be checked to pick all entries for the selected environment.

  • Select all entries for the first environment.

  • Go to Actions > Design and planning options > Prepare planting inventory

Group transactions

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

A legend is displayed indicating the # of plots selected and the  # of instances affected. In our case, 20 plots have been 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).

  • Group transactions option

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 desired Stock ID 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, that's the one selected

  • For Entry_NO 1 with GID 358090 in the example, you can change a different Stock id in order to have a valid lot for SEED_AMOUNT_Packets.

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: Auto-calculated. If withdraw all available inventory? is checked, the withdrawal amount will be the Available Balance of the lot. If unchecked, the withdrawal amount equals unit amount per packet multiplied by the # of packets.

Transaction Status: If the withdrawal amount is less than the available balance OR no lot selected, then, it has the blocker icon and Confirm button is deactivated. Otherwise, it has the check icon and the transaction can proceed.

  • Add Notes

  • Check "Commit withdrawal on saving" checkbox (unselected by default).

  • Click Confirm

 

A success message is displayed and the Inventory tab is generated with the inventory transactions having columns TYPE=Withdrawal and STATUS=Confirmed. 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 the Amount per packet multiplied by the number of plots or # of packets. Review under Withdrawal column in the table.

Notice the Status of the withdrawal transaction as confirmed, current date as the creation date, the logged user as the Username and contains the remark that you have specified in the Notes.

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

Ungrouped transactions and pending status

 

  • In the Observations table, select the second environment

  • Select one or more plot entries

  • Click 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: 20 (valid value, available: 4900 now due to the previous withdrawal)

  • Commit withdrawal on saving is not checked.

  • Click Confirm

The Inventory tab is refreshed and updated with the new transactions.

  • Display transactions for the second location using the Select Environment filter.

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

The creation date is the current date and the username is the logged user.

The Note contains the remark you have specified.

The amount of ungroup transaction is equal to the Amount per packet.

All available inventory

  • In the Observations table, select the second environment.

  • Select one or more entries.

  • Click Actions > Design and planning options > Prepare planting inventory

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

  • Commit withdrawal on saving is not checked

  • Click Confirm

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

The Inventory tab is refreshed and updated with the new transactions.

  • Display transactions for the second location using the Select Environment filter

Notice the status as Pending for the withdrawal. Also, you can observe that only one plot is associated with the transaction.

Creation date is the current date and the username is the logged user.

The Note contains the remarks you have specified.

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 cancelled from the Inventory tab.

  • Go to Inventory tab

  • Click Inventory Actions button

  • Cancel pending transactions

A confirmation message is displayed.

  • Click Confirm

A success message is displayed.

The transaction status is changed to CANCELLED. It is no longer 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

 

Create planting labels is accessible from the Actions menu of the studies. See .

Create planting inventory

  • Click Actions>Design and planning options>Create Planting labels

Create planting labels popup is displayed.

  • Select Observations dataset

  • Click Continue

  • For the label format, choose the appropriate output file for your printer (Ex. PDF, Excel, or CSV)

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

  • Choose fields

Drag fields or information from the Study Details, Dataset Details, 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.

 

  • Click Export

  • Review the labels. The barcode is translated into a 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 is NOT OK (i.e. a blocker icon).

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.

When you choose to Continue, the system only performs the potential transactions with status=OK (i.e. a checked icon).

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

If you have a set of 1 or more 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.

The system provides mechanisms to let you Cancel or Accept.

When you select Accept, then the previous transactions are moved to status CANCELLED if the status is PENDING.

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 more plot observation units with an associated confirmed withdrawal (inventory withdrawal has been executed and confirmed already for such plot observation unit), 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.