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Overview

The inventory restock workflow helps labs maintain optimal inventory levels through automated notifications, product requests, approvals, and order management. This process ensures that critical supplies are replenished before running out, while maintaining proper oversight and budget control.
1

Low Inventory Notifications

Each product can be configured with a low stock threshold to automatically notify users when inventory reaches critical levels.
  • Set minimum quantity thresholds for each product
  • Users receive notifications when stock falls below the threshold
  • Dashboard displays low inventory alerts in reports
  • View all products with low inventory in Dashboard > Reports > Products with low inventory
Configure low stock thresholds proactively for critical reagents to avoid experimental delays.
2

Create Product Request

When inventory is low or you need new supplies, submit a product request.Navigate to Product Requests and click Create Request:
  • Search for existing product or add a new one
  • Specify quantity needed
  • Select supplier/source
  • Define package size and pricing (if known)
  • Add justification for the request
  • Optionally link to a grant or project
  • Submit for approval
Product requests default to “Pending” status and will be visible to lab managers and PIs for review.
3

Request Approval by PI/Admin

Principal Investigators and lab admins review and approve product requests.Approval Process:
  • Navigate to Product Requests (default view shows pending requests)
  • Review request details, justification, and pricing
  • Add comments or ask questions to the requester
  • Approve or reject the request
  • Approved requests automatically move to Product Orders
PIs can review all requests by grant allocation to ensure spending stays within budget.
4

Product Order Creation

Once approved, product requests become product orders that need to be fulfilled.Managing Orders:
  • Navigate to Product Orders (default view shows outstanding orders)
  • View all approved requests ready to be ordered
  • Update order status as you progress:
    • Ordered: Marked when purchase order is placed with supplier
    • Shipped: Updated when supplier confirms shipment
    • Received: Marked when items arrive at the lab
Track expected delivery dates and order history to manage lab operations effectively.
5

Receiving and Restocking

When the order arrives, you have two options for getting items into inventory.Option 1: Quick Storage (Temporary holding)
  • Quickly receive items into a temporary storage area
  • Useful when you need to process multiple orders
  • Items are tracked but not yet in final locations
  • Organize and move to permanent locations later
Option 2: Direct to Inventory (Immediate placement)
  • Click Move to Inventory on the received order
  • Add aliquots/parts with complete details:
    • Lot number: From the supplier label
    • Expiration date: From product packaging
    • Storage location: Select final storage location (freezer, shelf, etc.)
    • Quantity: Number of units received
    • Price: Actual cost per unit (for budget tracking)
  • Items immediately appear in Lab Inventory > Products
  • Inventory levels are updated in real-time
Use Quick Storage during busy receiving periods, then organize items into final locations during dedicated time slots.

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Configuring Low Stock Thresholds

To configure low inventory notifications for a product:
  1. Navigate to Lab Inventory > Products
  2. Select the product you want to configure
  3. Edit the product settings
  4. Set the Minimum Quantity threshold
  5. Enable notifications for relevant users
  6. Save changes
When total quantity across all aliquots falls below this threshold, the system will:
  • Display the product in Dashboard reports
  • Send notifications to designated users
  • Flag the item with a low stock indicator

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Best Practices

Configure minimum quantities based on:
  • How quickly you use the item
  • Typical supplier lead time
  • Criticality to ongoing experiments
  • Storage capacity constraints
  • Check Dashboard reports weekly for low inventory items
  • Review pending requests daily
  • Process received orders promptly to update inventory
  • Audit threshold settings quarterly
When creating requests, include:
  • Which projects/experiments need the item
  • Estimated usage timeframe
  • Why this specific supplier/quantity
  • Grant or budget source
  • Dedicate time for receiving and organizing deliveries
  • Use Quick Storage for bulk receiving sessions
  • Always verify lot numbers and expiration dates
  • Update prices for accurate budget tracking