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Check Out

Purpose

The Checkout function is used to record when inventory items are taken either for use or for quality control purposes. It reduces the available quantity and tracks who checked out the item, when it was taken, and optionally the purpose of checkout. This helps maintain accurate inventory levels, supports QC workflows, and ensures full traceability of item usage.

Procedure

Checkout Using Barcode Scanner

  • Navigate to the Checkout Menu.
  • Scan the item’s barcode using the designated scanner.
    • If the product code is correctly configured, the system will automatically identify the item.
    • If the barcode includes lot number and expiration details, these will be captured automatically.
    • Select the appropriate unit of measurement (UOM) if required.
      • (This step may be optional depending on your lab’s configuration.)
    • The quantity will be automatically deducted from inventory with each scan.
  • Undo a Checkout
    • Go to the Checkout screen.
    • Find the item you recently checked out.
    • In the Action column, click the three-dot menu.
    • Select Undo Checkout.
    • The checked-out quantity will be reverted automatically.
  • Edit Checked-Out Quantity
    • Go to the Checkout screen.
    • Find the recently checked-out item.
    • Click the three-dot menu in the Action column.
    • Select Edit.
    • Adjust the quantity as needed.
    • Click Update to save the changes.
  • Manual Checkout from Checkout Screen
    • Navigate to the Checkout Screen.
    • Select the Search by Name option.
    • Enter and locate the item to be checked out.
    • Select the item and confirm the checkout.
    • Update the quantity if needed
  • Manual Checkout from Inventory Table
    • Open the Inventory Table.
    • Select the item to be checked out and the Check Out Button in the top right corner OR
    • Locate the item to be checked out and click the three dots at the right side and select check-out action menu
    • Update the Quantity if needed
    • Select the correct Lot Number (if applicable).
    • Confirm and complete the checkout.
  • The Undo and Edit options on the checkout screen are only available for 7 minutes after checkout.
  • After 7 minutes, the item will no longer appear on the Checkout screen, and these actions will not be available there.

After the 7-minute window:

  • Go to the Inventory table.
  • Find the item that was checked out.
  • Click the three-dot menu on the far right of the item.
  • Select Edit.
  • Make the necessary adjustment and save.

Check out for QC

If QC is required before checkout/use is enabled for an item, regular checkout is restricted until QC is acknowledged as completed. Users must use the “Checkout for QC” function to check out the item specifically to perform QC.

  • Locate the item that requires QC.
  • Click the three-dot menu on the far right of the item.
  • Select Checkout for QC.
  • Enter the quantity to be checked out for QC.
  • Complete the checkout.

This action allows users to remove the item from storage for QC purposes. Once QC is completed and acknowledged in the system, the item will then be available for regular checkout and use.

Safeguards & System Prompts

  • Lot Expiry Control:
    If multiple lots exist, the system will prompt users when checking out a newer lot before older lots. Users must confirm that no older lots remain in use.
  • QMS Task Alerts:
    If an item has a pending QMS task (e.g., QC, lot correlation), the system will display an alert before allowing checkout.
  • In-Use Item Alert:
    If an item already has an open in-use quantity or container, the system displays an alert when a user attempts to check out additional quantity. Users must acknowledge the alert before proceeding with the checkout.