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Data Management - Item Setup and Configuration

 Purpose

The Data Management section provides a central hub for creating and maintaining all master data related to inventory items. This ensures that when new items are added to the system, users can quickly select from predefined records (e.g., vendors, manufacturers, departments) rather than entering data manually. This process improves accuracy, consistency, and efficiency across the laboratory.

Procedure

1. Accessing Data Management

  • From the left navigation bar, click Data Management.
  • The following subsections are available for setup and maintenance:
    • Item Information – Core details of each inventory item (name, description, catalog number, etc.).
    • Manufacturers – Companies that produce the items.
    • Vendors – Suppliers from whom items are purchased.
    • Supplier Qualification – Records of approved suppliers who meet quality standards.
    • GL Catalog – Reference list of General Ledger codes for accounting.
    • Departments – Laboratory divisions or teams where items are assigned.
    • Analyzers, Item Categories, PT Survey Catalog, Storage Locations, Assays, Instruments – Additional supporting data required for item configuration.

Important: Before adding a new item in Item Information, first ensure that all relevant records (manufacturers, vendors, departments, GL catalog, categories, and storage locations) have been created. This allows for easy selection from dropdown menus during item creation.

2. Adding a New Item

  1. Navigate to Item Information under Data Management.
  2. Click the + Add Item button at the bottom-right corner.
  3. Enter required details:
    • Catalog Number
    • Vendor
    • Product Code (or use Generate Code if unavailable)
    • Item Name
    • Manufacturer
    • GL Number (if applicable)
    • (Optional) Check the box for Secondary Item if applicable.
  4. Click Save.
    • A checkmark and confirmation message (“Item added”) will appear.

A secondary item is an alternative source for a product that serves as a backup when the primary vendor’s item is unavailable or on backorder. Marking an item as a secondary ensures there’s always a fallback option to keep supplies moving without interruption.

3. Configuring Item Details

a. Inventory Units of Measurement (UOMs)

  • After saving the item, go to Inventory UOMs.
  • Select or enter the appropriate unit of measurement (e.g., box, pack, case, kit, bottle, piece).
  • Select or Enter a Unit
    • From the drop-down menu, either select an existing unit of measurement or type in a new one.
    • Click Add to include it.
  • Add Multiple Units (Optional)
    • If the item uses more than one unit of measurement (for example, if the inventory unit and purchase unit are different), then you need to configure multiple units.
    • In this case, proceed to add an additional unit so that both units can be maintained in the system.
    • If only one unit is needed, click Save and finish.
  • Set Conversion Factors (For Multiple Units)
    • When multiple units are added, enter the conversion factor to define how one unit relates to another.
    • Select the unit you want to convert from and the unit you want to convert to.
    • Enter the numerical conversion factor (e.g., 1 box = 12 pieces).
  • Use Conversion Direction (Optional)
    • If it’s easier to convert from a larger unit to a smaller unit (or vice versa), use the bidirectional arrow button to switch the conversion direction.
  • Finalize
    • After adding all required units and conversion factors, click Save.

b. Sub-Items

  • Select Yes or No depending on whether the item has sub-items to be tracked.
  • Click Save.
  • Note: If you selected Yes to this question, you must follow the Add Sub-Item steps outlined below.
    • Add Sub-Items
      • After the parent item has been created, return to Data Management.
      • Locate the newly added parent item.
      • Open the three-dots menu on the right-hand side.
      • Select Add Sub-Item.
    • Configure Sub-Item Details
      • Enter the name and details of each sub-item.
      • Configure any additional options as needed:
        • Item details – such as description, unit, or other identifying information.
        • Aliquots – indicate if aliquots are made from this sub-item and whether the aliquot feature should be enabled.
        • Notifications – set up expiration triggers and alerts for the sub-item.
    • Save Configuration
      • Once all sub-items have been added and configured, save the changes.
      • The parent item is now fully set up with sub-item tracking enabled.

c. Aliquots

  • Select Yes if aliquots are prepared from this item, or No if not.
  • Click Save.

d. Notifications

  • Configure the number of days before expiration to trigger notifications.
  • Click Save.

4. Lab-Specific Configuration

From Lab-Specific Configuration section, assign lab-specific settings for each inventory item. These settings control how the item is ordered, tracked, and governed by quality workflows.

Inventory & Ordering Configuration

  • Select Inventory UOM and Purchase UOM.
  • Enter Cost per Purchase Unit as applicable.
  • Assign the item to a:
    • Department
    • Item Category
  • Define Par Levels:
    • Minimum Par Level
    • Maximum Par Level
  • Define ordering parameters:
    • Order Number (any internal order number or reference used by the laboratory for purchasing or accounting purposes)
    • Order Quantity (the standard reorder quantity users are expected to order when replenishing this item)
  • Define storage requirements:
    • Storage conditions
    • Storage location
    • Sub-location

Note:
Departments, categories, storage locations, and sub-locations must be configured in Data Management before they can be assigned here.

QMS Configuration

The QMS Configuration section allows laboratories to enforce quality controls and documentation requirements at the item and lot level. Enable the applicable options based on regulatory, operational, or internal quality requirements.

Enable Lot Tracking is selected by default for all newly added items. If lot-level tracking is not required, you can uncheck Enable lot tracking. When lot tracking is enabled, additional quality management options become available.

Enable QC

  • Enable this option for items that require Quality Control testing prior to use.
  • When enabled, the system enforces QC documentation and review before the item or lot is considered ready for use.
  • QC status indicators provide visual confirmation of QC state (e.g., pending, submitted, reviewed).

Require QC before checkout/use

  • Enable this option to prevent the checkout of any items from the system until QC has been marked as completed in the system.

For detailed information on QC requirements, workflows, indicators, and how to perform QC tasks, refer to:
Quality Management System (QMS) SOP
QMS (Quality Management System)

Enable Lot Correlation

  • Enable this option for items that require lot-to-lot correlation before a new lot can be used.
  • When enabled, the system enforces correlation documentation and review prior to use.
  • Lot readiness status is visually indicated based on correlation completion and approval. For details on lot correlation requirements, documentation methods, and review workflows, refer to:
    Quality Management System (QMS) SOP
    QMS (Quality Management System)

Enable COA (Certificate of Analysis) Attachment

  • Enable this option for items that require a Certificate of Analysis to be uploaded for each lot.
  • When enabled, the system requires COA documentation to be attached when new lots are introduced.

For guidance on COA requirements, uploads, and review expectations, refer to:
Quality Management System (QMS) SOP
QMS (Quality Management System)

Granular Tracking Configuration

Granular Tracking is used for items that must be tracked at the individual unit or container level, rather than only by total quantity.

Enable this option for items where:

  • Individual containers must be uniquely identified
  • Opened items must be tracked separately
  • Usage from each opened container must be documented

When Granular Tracking is enabled:

  • Each checkout action creates a unique ID for the opened item or container.
  • Users can track:
    • Which specific item is opened
    • How much has been used from the opened item
    • Remaining quantity per opened item
  • Additional granular tracking options become available:

Maximum Use Cycle

  • Define the maximum number of allowed use cycles for an opened item.
  • Helps enforce internal usage limits or stability requirements.

Open Expiry Tracking

  • Enable this option if the expiration date changes once an item is opened.
  • Configure the number of allowable days after opening.
  • The system will automatically expire the item once the defined post-opening period is reached.

Note:
Detailed procedures for working with granular tracking after checkout are documented in the Tracking Open Items user guide.

Note: Departments, Categories, Storage Locations, and Sub-locations must be added first in Data Management before they can be assigned here.

5. Editing an Item

  • To make changes to an item, click the three-dot menu in the upper-right corner of the item row.
  • Select View/Edit to open and update item details.