Tracking Open Items

To track opened items and their usage at a granular level, users must enable Granular Tracking Mode for those items in the Data Management.

When an Item is Checked Out

• When the item is checked out, it is automatically moved to the Open Qty. column.
• The unit used will default to the inventory unit configured for the item.
• The checked-out quantity is treated as an opened container ready for use.
• A View/Update Usage Details icon will appear next to the open quantity.

View Opened Item Details

• Click the usage details icon in the Open Qty. column.
• The system opens the Opened Item Usage Details (Granular Tracking) window.
• Each opened container will have:
  • A unique ID (Serial No.)
  • Open date
  • Open expiry date (if applicable)
  • Freeze/Thaw cycles (if configured)
  • Remaining quantity
  • Status

This allows tracking at the individual opened container level.

Update Usage from an Opened Item

• In the Opened Item Usage Details window, locate the opened container.
• Click the three-dot menu in the Actions column.
• Select Update Usage.
• Enter the quantity used.
• Select the unit of measurement.
• Click Update.

Add Freeze/Thaw Cycle

• In the Opened Item Usage Details window, locate the opened container.
• Click the three-dot menu in the Actions column.
• Select Add Freeze/Thaw Cycle.
• The system increments the freeze/thaw count for the opened item.
• If the configured freeze/thaw limit is reached, the item will be flagged as maximum cycles reached.
• Once the limit is reached, the item can no longer be used.

Retire Item

• In the Opened Item Usage Details window, locate the opened container.
• Click the three-dot menu in the Actions column.
• Select Retire to permanently retire the opened item.
• Retired items are no longer available for use.

Mark as Expired

• In the Opened Item Usage Details window, locate the opened container.
• Click the three-dot menu in the Actions column.
• Select Mark as Expired to manually mark the opened item as expired.

Dispose Item

• In the Opened Item Usage Details window, locate the opened container.
• Click the three-dot menu in the Actions column.
• Select Dispose to mark the opened item as disposed.
• Disposed items are removed from usable inventory.

Hold / Quarantine and Release From Quarantine

• In the Opened Item Usage Details window, locate the opened container.
• Click the three-dot menu in the Actions column.
• To quarantine the item,
  • Select Hold / Quarantine.
  • Choose a reason from the available list.
  • If the reason is not listed, select Other and enter the reason in the comments.
  • Click Update to quarantine the item.
• To release from quarantine,
  • Select Release from Quarantine.
  • Choose a release reason.
  • If the reason is not listed, select Other and enter comments.
  • Click Release from Quarantine to release the item.

View Activity History

• In the Opened Item Usage Details window, locate the opened container.
• Click the three-dot menu in the Actions column.
• Select View Activity to open the activity history dialog.
• The activity log includes:
  • Activity date
  • Action performed
  • User
  • Quantity
  • Unit
  • Comments