Manage your reagent lots (v6.0) - LabCollector

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In Module Reagent & Supplies, every reagent/chemical that you buy for the lab is received in a large amount to create a stock. This is called a lot in LabCollector.

To manage your reagent lots several parts in the LabCollector must be set up first as it requires Superadmin or admin access. Some of the settings related to lot management can be found in Preferences >Reagents & Supplies > Lot management.



After this, you need to list all your reagents in the Reagents & Supplies Module. Once you have done this, go to the particular reagent you want to create the lot for. 
For example, culture media needed for mammalian cell culture- RPMI 1640 and you want to create a lot for it.
Go to the RPMI 1640 media in Reagent & Supplies. Click on the RPMI name. Go to display lots and then add a new lot.

The page below will pop up.

  1. You can click on the “#” button to create a lot number.
  2. The expiration date for the chemical/reagents.
  3. Any comments related to the chemical/reagent.
  4. The quantity of the lot received. For example, you received/ordered a lot of 5 bottles. The unit represents the unit of measurement of the chemicals. For example, the Media is in liters and 1 bottle is 500 ml (i.e 0.5 Litres). So in total 5×0.5=2.5 L  
  5. The storage location of the chemical. For example, the media is stored in fridge at 4°C.
  6. If you want to quarantine the chemical/reagent and check if its ok before storing. You can choose the option of “Keep on Hold”.

Once you are done, you can save to create a lot.
Once saved this is how the lot will be displayed.

 

  1. If you have many lots you can merge the selected lots. For example, if you have two lots with the same expiration date you can select the checkbox before ID and select the option merged the selected lots.
    2. If you have many lots and you can only see a few of them, you can click on the “Full list” option to see all your lots. A new window will open and you will see the list of all the lots. For example like the image below.


3.     If you want to associate a file with a lot (for example the invoice or the datasheet), you can click on this option and a pop-up will appear and you will be able to upload the file you want to associate.


 

4. This green number shows the remaining quantity of the lot after you have used an item. Here its an example of 2.50L but the amount can be anything after you destock the lot item. 

5. This is an option to destock an item from the lot. The moment you destock the green number on left of it will represent the remaining number of items in the lot.

6. This option is to “open item/ derive unit to individual lot”. You can derive a new lot from the existing lot. This case can arrive when you have to create aliquots from the same lot for different purposes. For example, each mammalian culture requires a different type of complete media. Meaning we make a raw media i.e RPMI 1640 complete by adding fetal bovine serum (FBS) and other buffers like HEPES buffer or Antibiotic solutions, etc. So let’s say you have to make a new media for a particular cell line with the complete RPMI consisting of FBS + HEPES buffer. So, in this case, you can derive a lot of RPMI and store this as a new lot. You will have the same options as when you create a new lot, the only difference being that you will be asked the quantity you wish to remove from the existing lot. Suppose you take 2 bottles of RPMI 1640 media each consisting of 0.5 (500ml). The total quantity you will have is 1 L.

*If you are using a lot where the unit is defined as ‘mL’ or ‘g’ or similar, the individual unit destock feature is generally best avoided.

7. This shows you the quantity/amount of the lot you started with or received when you created the lot. Here its an example of 2.50L but the amount can be anything that you put for a lot of items and it will be in blue color. 

8. This option allows you to edit the “lot” details if required.

9. This option is to delete a “lot”.

10. This is the “First In First Out” (FIFO) option. This means the lot you received first should be used first. Meaning the oldest lot should be finished before using the newly received lot or the soon to be expiring lot should be used first. This option provides an alert message to confirm the destocking of any lot other than the oldest. You can find this option in Preferences–>Reagents & Supplies–> Lot management–>Who can destock units. When the FIFO option is ON, you have FIFO written on the right-hand top corner of the lot tab. 
So if you try to destock a lot which is not old or is expiring after the other lots, the below pop-up will appear.