Inventory Menu

The following items of the Inventory menu illustrate the order of dependency:

  1. Storage locations
  2. Items
  3. Inventory Management

Storage Locations

Storage locations are elements of Inventory and can be created to organise where various entities are stored for Trials and Nurseries. Most commonly these will be used for grain storage, however this is not a limitation.

Each storage location may have a single parent which creates a hierarchical structure that can be explored by viewing the children of a single parent location.

This table describes the fields for a Storage Location:

Storage Location Fields
Field Mandatory Description
Storage Barcode   A Barcode to identify the Storage location.
Storage Location M A name to identify the Storage location.
Storage Parent Id   The Id of the parent of the Storage location (e.g. “North Pole Building 1” can be the parent of “North Pole Building 1 | Room A”)
Storage Details   More information about the Storage location
Storage Note   Detailed storage description

The following illustration shows some demonstration storage locations, filtered to display parent locations (using the top filter button).

Note: Filtering is in effect by the presence of the Show all storage locations button.

Storage locations - Filtered only showing parent locations

Add Storage Location

To add a new storage location perform the following steps:

Step Action
1 Expand Inventory in the main left-hand menu, then select Storage Locations which will display a window as in the above illustration.
2 Select Add Storage Location.
3 Complete the mandatory Storage Location field. Note: All fields can be updated later if required. See the following ‘Update Storage Location’ illustration which is similar to the Add window.
4 Select the Add button to create the storage location.

Update Storage Location

The next example shows the Update Storage Location window which is very similar for Adding a new Storage Location.

The Update Storage Location window - similar to Add

Storage Tree

At the Storage Location window select the pedigree-btn button adjacent to the required parent storage location to display the child locations. The following example illustrates an expanded view showing all the children storage locations of the selected storage location.

Example of expanded tree view of Storage Locations

From the example above selecting the Info button info-btn adjacent to the location presents an update/view pop-up window as illustrated next to facilitate quicker/easier viewing and updating.

Update/View Storage Location Pop-Up Window

Items

Items are elements of Inventory and represent the various stock and samples that can be used in future experiments or for post experiment operations and analysis.

Each item is generally associated with a specimen, which may or may not be used in a trial. This reflects how different samples can be extracted or harvested from the specimens that are used in experiments.

This table describes the fields for an Item:

Item Fields
Field Mandatory Description
Unit   The unit if known for the item (refer to the Units topic)
Trial Unit Specimen Id   The trial unit specimen where the item were harvested from in the field
Item Source Id   Id of the contact (who is the external source)
Container Type   The container type for item
Specimen Id M The specimen where the item is from
Scale   The device used to take measurement
Storage   The Storage Location where the item is stored.
Item Type M Type of the item
Item State   State description of item (e.g. damaged, thrown away, active)
Item Barcode   Barcode on item container
Amount   Amount of item in container
Date added M Date time of when item was added
Added by User M The user who added the item
Last Measured Date   Date time of when item was last updated
Last Measured User   The user who last updated the item
Item Operation   If item is derived from other items by taking sample or grouping (mixing) it can be defined here.
Item Note   Comments for item

Add Item

To add an item perform the following steps:

Steps to Add an Item
Step Action
1 Expand Inventory in the main left-hand menu, then select Items to display the Add window.
Note: The Add window appears similar to the following illustration of the Update Item window.
2 Select Add Item.
3

Complete the mandatory Item field.

Note:
  • All fields can be updated later if required.
  • Whilst Trial Unit Specimen Id is not a mandatory field, if used, the Item Specimen Id must match the Specimen Id of the Trial Unit Specimen.
4 If required, add an Item log type to add an “Addition” Item log for newly created Item.
5 Select the Add button to create the item

Note: It is mostly impractical to add Items individually. A more practical method is to Import Items from CSV which is described next at Import Item.

Update Item

The next example shows the Update Item window.

Note: If required, an item log type can be specified to add an “Update” Item log for the item that is updated.

Update Item Window

Import Item

Importing Items allows a large number of items to be added in bulk and from a CSV sourced from a Harvest method.

Item CSV Preparation

An Item CSV file must be prepared correctly to ensure a seamless import. This means ensuring that the correct:

The following Types can be used:

  • item type (mandatory),
  • item state type (optional) and
  • item container type (optional).

If a Barcode Configuration (refer to the Device Registrations topic), has been created for Items and the barcode column is not given, then barcodes will be automatically generated for new items.

Use the IDs in columns of the CSV. When importing a CSV, the first row will not be added as KDManage will assume this is the Headings of each column.
You may name these columns to the correct fields, to which the Import tool will automatically assign the columns to the correct fields.

The full column names that can be used are:

  • UNITID,
  • TRIALUNITSPECIMENID,
  • ITEMSOURCE,
  • CONTAINERTYPEID,
  • SPECIMENID,
  • SCALEID,
  • STORAGEID,
  • ITEMTYPEID,
  • ITEMSTATEID,
  • ITEMBARCODE,
  • AMOUNT,
  • DATEADDED,
  • ADDEDBYUSERID,
  • ITEMNOTE.

A single erroneous row will stop the process.

The following example shows a small Item input CSV file (select to zoom).

Note: Ids of entities are used in the columns of the CSV.

Example Item CSV import file (select to zoom)

Import Item CSV Steps

The following illustration shows the Import Items window.

Example Item CSV import file

To import a prepared Item CSV file perform the following:

Import CSV
Step Action
1 Select Items from the main left-hand menu then the Import Items button.
2 If the uploaded CSV has the headings specified in step 1, the column numbers will be automatically placed. If not, users must specify the column numbers for each field. Leave a field empty if the field is not required to be uploaded. Note: mandatory fields must be included.
3 If required, add an Item log type to add an “Import” Item log for all newly created Items. Please note: only items with unique barcodes will have a n Item log created.
4 Select the Import button to import the Items.

Inventory Management

Inventory can be managed with the management interface to allow for bulk stocktake, split, merge and other normal operations.

Inventory Management interface

Storage Locations and Items can be added by clicking “Add Storage” and “Add Item”. Items can be imported by clicking “Import Items”. More detail can be found above.

Items from a specific storage or a set of barcodes can be displayed.

After choosing a set of Items, users may click on KDMan-stocktake-Btn (Stocktake) to begin a bulk stocktake. This allows users to update amounts and item states in bulk.

Tip

Item states are defined in Type definitions (class “State”).

After making updates, users may choose the Item Log Type to track changes in each Item’s log.

Stocktake items

Single Items can be split to be made into multiple items. To split an Item, press on KDMan-bulk-Btn (Bulk Split).

For each new Item split, a new row will be displayed. New splits can be added by pressing KDMan-addsplit-Btn (Add Another Split).

This table describes the fields for each split row.

Split Item Row
Field Mandatory Description
Item Barcode   A Barcode to identify the Item
Storage Location   A name to identify the Storage location.
Storage Location (use IDs)   The Id of the Storage Location that new item will be stored in
Note   Note attached to Item
Amount M New amount. Total split amount cannot excede original Item amount.
Unit   Unit of new item. By default, this will the original Item Unit.

This table describes the fields for the bulk split fields.

Bulk spilt
Field Mandatory Description
Item Barcode   A Barcode to identify the Item
Item Amount   Amount of original item
Remaining Amount   The remaining amount of original item calculated from the rows above. Cannot be below 0.
Barcode checkbox   If A Barcode Configuration has been specified, new items will have their barcode generated. If a row has a barcode filled in manually, the manual barcode will overwrite the automatically generated barcode
Item Log   The item log type that will be added to log of new items and original item.

Note

Item spliting is a two step process. Firstly, the new items will be created. Secondly, the original item will be updated if the new items are succesfully added. This means if there is an connection interruption to DAL, the original item amount update may fail and the user will need to manually update the original item.

Bulk split - dialog box

Items of the same Specimen and Item Type can be merged to create a new item with a specified amount.

To begin a merge, click on (Merge) for each item that is to be included in a merge. Alternatively, add Item Id/s (seperated by commas) in the Item Id field.

After items have been chosen, click on KDMan-merge-Btn (Merge Items) to bring up the merge dialog window.

This table describes the fields for each item that is included in the merge.

Merge Items Row
Field Mandatory Description
Take   The numerical amount that is to be taken from item and put into new merged item
Storage Location   A name to identify the Storage location.
Leftover   The numerical amount that is leftover after merge

This table describes the fields for the merge items fields.

Merge items
Field Mandatory Description
Specimen Id M Specimen Id of new Item. Normally taken from the merged items. This can be changed but is not recommended.
New Item Amount   The given amount for new item. Normally calculated by the taken amounts above but can be overwritten manually.
New Barcode   New barcode of new item
Storage Location Id   Storage location Id of new item. Normally in the same storage of the first item in the merge list but can be overwritten manually.
Unit   Unit of new Item.
Item Type M Item Type of the new item. Normally will be same item type as the merged items but can be overwritten manually.
Item Log Type   The Item Log Type that will be added to log of exisiting items and new item.