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v28 Manage Inventory

v28 Manage Inventory

Owned by Corina Habito
Last updated: 15 Jan, 2025 by William Eusebio

Lots & Transactions

Inventory reservations, withdrawals, and deposits are recorded as transactions within a lot. Each lot is associated with a Lot UID suitable for barcoding. The Inventory Manager allows for the creation of lots independently of studies and permits a single germplasm ID (GID) to be associated with numerous lots to support the following types of inventory activities:

  • Deposit and withdraw inventory for germplasm created by crossing and advancement within BMS studies.

  • Deposit and withdraw inventory for germplasm created outside of the BMS (no associated BMS study).

  • Split the inventory of a single lot between physical locations. For example, create multiple lots of a single GID to distribute between regional programs.

  • Merge mulitple lots.

Inventory Manager

The inventory manager allows you to browse, view, filter, and manage lots and transactions.

This maize program includes 4829 lots with available inventory.

Lot Filters

From View Lots you have the ability to filter lots by any detail or combination of details.

  • Filter lots by any detail or combination of details. Select the detail from the "Search by" drop down and add to filter by selecting the + button.

 

Filter Example: Germplasm List

  • Select Germplasm List to reveal the filter options. Select the list(s) of interest and Ok.

 

The two list selected represent 120 germplasm entries.

The two germplasm lists, consisting of 120 germplasm entries, are represented by 125 lots because some of the germplasm entries contain multiple lots.

Filter Example: Available

  • Select Available to reveal options for filtering available inventory. Enter the min/max of interest and Apply. Entering min value alone will reveal all lots with a equal to or greater than available amount.

 

This search reveals that 72 lots contain greater than 1400g of seed.

Filter Example: Designation

  • Select Designation to search germplasm designations containing matching text.

 

This search reveals 59 lots with designations containing the text, "IB".

Lot Actions

 

Import lots

Import lots allow you to batch-create lots with the option to include an initial deposit transaction using an .xls file. This action requires that germplasm already exists in the system with GIDs. (See related topics: Import Germplasm, Crossing, Selections)

Scenarios for Use

(1) An inventory manager just starting with the BMS wants to record their current seed inventory. After importing the germplasm details and creating GIDs in the system, the manager can use the import lot template to create lots where the current seed inventory balance is recorded as the first deposit transaction.

(2) An inventory manager wants to record the harvest of crosses and/or selections. After weighing the harvested seed, the manager can use the import lot template to record the harvest amount as the first deposit transaction.

  • Select Import lots from the Action menu. Download the template (.xls)

 

On the Lots page, the following data columns are mandatory for importing lots: GID, STORAGE LOCATION ABBR, UNITS, and AMOUNT.

The Codes page of the .xls file guides how to format STORAGE LOCATION ABBR and UNITS. These options are customizable via Manage Ontology.

The Attributes page is the list of inventory attributes you can optionally add to the importing of lots.

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Basic Import Lot example

  • Edit the import lots template. Obtain the GIDs by exporting from the Germplasm Manager. Save file.


Notice that GID 395616 has two lots specified. The lots are recorded in different units and stored in different locations.

  • Browse to saved file (.xls) and import.

 

  • You will be asked to customize a prefix if you did not specify a Stock ID in the template file. Stock ID prefix cannot end in a number. Confirm.

 

If the import is successful, you will receive a confirmation message, and the list of germplasm will be updated with active lots and an initial lot transaction.

Example of importing Lot with attribute - L_StudyOfOrigin

For any reason, the user would want to use their STOCKID (prefix and sequence number); using the Create Lot function from the study (trial or nursery), the user only has the option to assign the StockID prefix but not the starting sequence number.

This example will show how to import inventory lots and associate the lots with their study of origin.

Study Name - DH2024

Germplasm list (harvest) - DH2024

  • Let’s open the Manage Inventory, use the filter “Study of origin,” and open the study.

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As you may have noticed, no inventory lot is associated with the study.

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  • Export the germplasm harvest list (DH2024 for this example) to get the GIDs to fill into the import lot template. Fill in the remaining column with the appropriate details.

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  • Add another column in the Lot table called L_StudyOfOrigin, a variable listed in the Attributes table.

  • Fill in the L_StudyOfOrigin column with a valid study name you would like to associate the imported lots (DH2024 in this example).

  • Upload the Import lot file.

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  • Filtering again using the Study of Origin.

 

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Create lots

Create lots allows you to create lot one at a time through the user interface (see Import Lots above for the batch functionality). This function also provides the option to specify an initial deposit amount. This action requires that germplasm already exists in the system with GIDs. (See related topics: Import Germplasm, Crossing, Selections)

  • Select Create Lots from the Action menu. Fill in the details. The Stock ID prefix cannot end in a number. Save.

 

If the import is successful, you will receive a confirmation message and the germplasm is now updated with a lot.

 

Import Lot Updates

The Import Lot Update allows you to update an existing inventory lot.

Basic Lot update example

Let us update the Storage Location and Units in the inventory record example below.

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  • Download the Import Lot Update template by clicking on the Actions, Import Lots Update. Click on the “here” download link.

 

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  • Edit .xls file based on Lot UID and/or STOCK ID (See below for more information, Export data and labels)

  • Change storage location (consult the Codes page of the template for a list of valid storage location an units)

  • Units (must not have any committed transaction)

  • Notes

image-20250107-084751.png

 

  • Save .xls import file. Select Import Lot Updates from the Actions menu and specify the file. Map the headers and import.

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Example of Import Lot Updates with attribute - L_StudyOfOrigin

For any reason, the user has generated the inventory lot of a harvest list outside the study via Import Lot (before BMSv28) or Create inventory lots from the Manage Germplasm; the generated inventory lots will not associate with its study of origin.

This example will show how to import inventory lots update and associate the lots with their study of origin.

Study Name - DH2025

Germplasm list (harvest) - DH2025 HRV

  • Let’s open the Manage Inventory, use the filter “Study of origin,” and open the study.

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  • In the Manage Inventory, use the filter Germplasm List and look for the germplasm harvest list (DH2025 HRV in this example) and export the filtered list using the Export data and label to get the STOCK ID or Lot UID to fill into the import update lot template.

  • In the Import Lot Update template file, add another column for L_StudyOfOrigin, a variable listed in the Attributes table.

  • Fill in the STOCK ID column, which came from the filtered inventory list previously downloaded.

  • Fill in the L_StudyOf_Origin column with the germplasm’s study of origin (DH2025 in this example).

  • Save the import update file and upload it to the Manage Inventory’s Import lots updates Action tool.

 

image-20250107-092918.png

  • Filter again using the L_StudyOfOrigin

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Merge Lots

When there is reason to believe the lots are genetically equivalent, inventory from multiple lots can be merged into a single lot. 

  • Select the lots to merge.

 

  • Choose a single lot to receive all of the inventory.

 

  • Confirm the closure of the other lots.

 

The selected lot now contains all the inventory of the lots selected for merger.

 

 

Split Lot (single lot)

  • Split a single selected lot into two by choosing Split lot from the Actions menu.

image-20241217-065156.png

 

 

  • Specify new lot details. Save.

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  • Notice the SID1-2 has been split. 200g of its inventory has been added to a new lot, SID47-1, and stored in a different seed location.

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  • The source of the new lot created via split lot (SID47-1) can be tracked by selecting the Stock ID and looking at the Lot Details, Source Lot tab, whereas the Source Lot UID and Source Stock ID are presented.

Note that no inventory lot source information is available for all split lots made before BMSv28.

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  • Similarly, the Source Lot UID and Source Stock ID can be displayed within the View Lots table by clicking the Columns button and selecting the items under the Source Lot section.

 

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Split Lot (multiple lots)

  • Split multiple selected lots with the same unit by choosing Split lot from the Actions menu.

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  • Specify the new lot details. Save.

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Close Lots

  • When lots are discarded or no longer being filled, they can be converted from active to closed. Select lots of interest. Select Close lots from Actions menu.

 

  • Closing lots will discard the remaining inventory. Confirm that you would like to discard the remaining inventory.

 

Confirmation results in the creation of a confirmed discard transaction.

 

Export data and labels

  • Select lot(s) of interest. Select Export data and labels from the Action menu. Select the output format.

 

  • Drag and drop the selected lot and germplasm data for export. Remember that Lot UID is appropriate for creating the bar code.

 


In this example all of the available fields have been selected for export to a .csv file.

  • Optional Save Preset. The preset name will be available to automatically format for export options in future.

The export file (.csv or .xls)  contains all of the selected fields, including Lot UID, which can be used for barcodes in label-making software.

The export file (.csv or .xls) is suitable as a harvest list for recording deposits transactions in existing lots. LOT UID and Amount are mandatory. The import processes will not tolerate missing data in the worksheet file.


Mandatory LOT UID and Deposit Amount Columns. Optional Units Column - units are defined by the lot. Deposit amounts must be recorded in the appropriate lot unit, in this case kg.

Withdraw inventory

Withdraw inventory allows you to make a Withdrawal transaction. If "confirm transaction on saving" is selected, the transaction status will be Confirmed. If "confirm transaction on saving" is not selected, the transaction status will be Pending.

  • Select lot(s) of interest. Select Withdraw inventory from Action menu. Specify the amount to withdraw. Save. If the selected lots have more than one unit type, you will be asked the withdrawal amounts for each unit type. If "confirm transaction on saving" is selected, the subtraction from inventory will be immediate. If not selected, a reservation transaction will be created. Successful save of the transaction(s) will trigger a confirmation message.

 

Deposit inventory

Deposit inventory allows you add a single deposit transaction to existing lots through the user interface. If "confirm transaction on saving" is selected, the transaction status will be Confirmed. If "confirm transaction on saving" is not selected, the transaction status will be Pending.

  • Select lot(s) of interest. Select Deposit inventory from Action menu. Specify the amount to deposit. If "confirm transaction on saving" is selected, the addition to the lot will be immediate. If not selected, a pending deposit transaction will be created. Save. Successful save of the transaction(s) will trigger a confirmation message.

 

Import Deposits

Import a batch file (.csv or .xls) of transactions into existing lots. See more above, Export Data and Labels.

  • Select import deposits.

 

  • Select the file (.csv or .xls) containing the mandatory Lot UIDs and Deposit Amounts. Import.

 

  • Map the column headings. Proceed. A success message indicates the creation of a confirmed deposit transaction.

 

Update balance

  • Edit lot balance. Select lot(s) and click Actions > Update balance.

 

  • Record new balance with optional note. Save.

 

A confirmed adjustment transaction has been made.

 

Transactions

Transaction Filters

From View Transactions tab, you have the ability to filter transactions by any detail or combination of details.

  • Filter lots by any detail or combination of details. Select the detail from the "Search by" drop down and add to filter by selecting the + button.

 

Filter Example: GID

  • Select GID to filter by GID. Paste in GID(s) of interest. If searching for multiple GIDs, enter comma separated values. Apply.

 

GID 359635 has one lot, Lot ID 4008, and four transactions: 2 confirmed deposit,  1 pending withdrawal, and 1 pending deposit.

Filter Example: Transaction Status

  • Choose transaction status options to filter by pending, confirmed, and/or canceled transactions. Apply filter.

 

The chosen filter presents only pending transactions.

Transaction Actions

 

Confirm Transactions

  • Select a pending transaction. Select Confirm transactions from the Actions menu. Confirm.

 

Successful confirmation will be reported with a success message and the transaction status will be updated to Confirmed in the table.

 

The previously pending withdrawal transaction #4580 is now confirmed.

Export transactions

  • Select transactions to export (.xls). Select Export transactions from the Actions menu.

 

An .xls file containing the selected transactions will be downloaded to a file on your computer specified by your browser settings, for example your Downloads folder.

Import transaction updates

When/if the amount of inventory withdrawn differs from pending withdrawal amount, the transaction file (downloaded from the previous step above, Export Transactions) can be edited to reflect the true withdrawal amount. This also applies for pending deposits. The true pending deposit amount can be adjusted following the same steps.

  • Import will fail unless every transaction in the .xls file has an updated amount, balance, or note. Delete all transaction without updates from the file for successful import.

  • Export transactions (.xls) file containing only pending transactions (filtering and export instructions above). Edit the "New Amount" or "New Balance" columns with values greater than zero. "New Notes" are optional. Save the file.

    • New Amount is used for correcting the value in the AMOUNT column (N).  The value in the New Amount is added or deducted from the AVAILABLE column (G) for deposits or withdrawal transactions accordingly.

    • New Balance can be used to directly modify the value in the AVAILABLE column (G).

  • Select Import transactions update from the Actions menu.

 

  • Browse to the saved transaction file (.xls) and Import.

 

  • Confirm recently updated transactions.

 

The withdrawals now reflect the amounts edited in the transactions file.

Cancel pending transactions

  • Select pending transaction(s) to cancel. Choose "Cancel pending transactions" from the actions menu.

 

  • Confirm.

 

The transaction(s) status is now "Cancelled".

 

Manage Germplasm Inventory Functions

Create Lots

Creation of inventory lots from Manage Germplasm is suitable for seed tracking independent of study, plot location, and harvest details. For example, adding seed to the BMS that has been gifted or purchased from outside the breeding program.

  • Select the germplasm that need new lots. Select Create Inventory Lots from the Actions menu.

 

  • Select Create inventory lots from Actions menu. Fill the details*. Save.
    *Stock ID prefix cannot end in a number.
    *If "confirm transaction on saving" is selected, the transaction status will be Confirmed. If "confirm transaction on saving" is not selected, the transaction status will be Pending.
    *Option to enter a single deposit amount. Multiple deposit amounts can be entered in a batch from the Manage Inventory> Import Deposits feature.

 

Now that lots are created, the LOT UIDs can be exported from Manage Inventory > Export Data and Labels, for batch collection of harvest amounts.

 

Manage Studies Inventory Functions

Prepare Planting Inventory

  • Select plots to reserve inventory for planting.

     

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

 

  • Specify the amount of seed to plant and review the transaction status. Confirm. If "confirm transaction on saving" is selected, the transaction status will be Confirmed. If "confirm transaction on saving" is not selected, the transaction status will be Pending.

 

In this scenario, 100g of seed is reserved for each plot. The green checks indicate that the reserved amount is less than the available amount. Notice that entry one is associated with multiple stock ids; the other lots are available for selection via the drop down menu.

 

Confirmation of planting inventory creates: (1) a reservation in Manage Inventory for each of the selected lots, and (2) populates the observations table with the Stock IDs corresponding to plot in which they will be planted.

 

Manage Inventory: Sorted by study of use, 4.5Kg of seed is reserved for planting in Trial 2020.3

 

 

Manage Studies Observation Table:  Plots matched with corresponding Stock IDs for planting.

Create Lots for Harvest (Beta)

Creating lots from the Crosses and Selections Action menu creates new lots with an initial deposit transaction that is linked to the plot of origin.

Beta Warning: Improvements to this workflow for batch actions are expected in upcoming versions. If you have concerns about this functionality, we recommend that you Create Lots via Manage Germplasm and Import Deposit amounts via Manage Inventory.

  • From the Crosses and Selections tab, select the germplasm for which inventory lots are needed. Click on Actions, then Create lots.

 

  • Five selections are batch selected for lot and initial transaction creation. Stock ID prefix cannot end in a number. Fill the rest of the details where Storage Location, Units and Deposit Amount are required. If "confirm transaction on saving" is selected, the transaction status will be Confirmed. If "confirm transaction on saving" is not selected, the transaction status will be Pending. Save. (See v28 Manage Inventory | Import lots for important details on batch creation of lots and deposits.)

  • Here is another example of a different unit in kilograms. Notice that deposit amount is mandatory for this function. However, a batch selection of 5 would not generally be expected to have a single amount. In order to proceed, a placeholder value must be entered and "Confirm transaction on saving" left unselected. Upon saving, the transactions will have pending status and the .csv file created via Manage Inventory>Transactions>Export Transactions can be edited to contain the true measured amounts (See above, Pending Transaction Updates).  The impact of accidental confirmation of "placeholder" values can be minimized by making the placeholder value very small.

Printing of Lot Information via Manage Inventory

  • Go to Manage Inventory and apply the filter Study of origin to select the lots that have been created in Manage Studies.

  • From the Actions menu, click Export data and labels to print the lot information. Drag the fields from Lot and Germplasm boxes into the Selected Fields box.

 

  • Save the settings for future export via Save Preset button. Click Export.