Inventory Management

Running out of a critical reagent mid-experiment is a preventable problem. AcaTrove's inventory management system helps labs track supplies, monitor stock levels, and stay ahead of expiring items so you can focus on research instead of last-minute orders.

Adding Inventory Items

1. Open your lab and navigate to the Inventory tab.
2. Click Add Item.
3. Fill in the item details:
   • Name -- The item's name or catalog description.
   • Category -- Select an existing category (e.g., Reagents, Consumables, Glassware) or create a new one.
   • Quantity -- The current stock count.
   • Unit -- The unit of measurement (e.g., mL, units, boxes).
   • Low-Stock Threshold -- The quantity at which AcaTrove should trigger an alert.
   • Expiration Date -- Optional. Set this for items with a shelf life.
   • Storage Location -- Where the item is stored (e.g., Freezer A, Shelf 3, Room 204).
   • Supplier -- The vendor or manufacturer, for reordering reference.
4. Click Save.

The item appears in your inventory list, organized by category.

Organizing with Categories

Categories help you group related items for easier browsing and reporting. Default categories include Reagents, Consumables, Chemicals, Glassware, and PPE. You can create custom categories to match your lab's specific needs.

To manage categories:

1. In the Inventory tab, click Manage Categories.
2. Add, rename, or delete categories as needed.
3. Reassign items between categories by editing the item's details.

Categories also serve as filters. When viewing the inventory list, select a category from the filter bar to see only items in that group.

Tracking Stock Levels

As items are consumed, update their quantities in AcaTrove:

• Manual update -- Open an item and adjust the quantity field.
• Quick adjust -- Use the increment/decrement buttons on the inventory list to make small adjustments without opening the full item detail.

Keeping quantities accurate is essential for low-stock alerts to function correctly.

Low-Stock Alerts

When an item's quantity drops to or below its low-stock threshold, AcaTrove generates an alert. Alerts appear in:

• The Inventory tab, where low-stock items are highlighted with a visual indicator.
• The lab's Activity feed.
• Notification channels for the PI and lab managers.

Low-stock alert highlighting items below threshold

Alerts persist until the item's quantity is updated above the threshold, ensuring they are not missed.

Expiring Items

Items with expiration dates are monitored automatically. AcaTrove flags items that are:

• Expiring soon -- Within 30 days of their expiration date.
• Expired -- Past their expiration date.

Expired and soon-to-expire items are highlighted in the inventory list and included in alert notifications. This is particularly important for reagents, biological samples, and chemicals that become unreliable or hazardous after expiration.

Tips

• Set low-stock thresholds based on lead time. If a reagent takes two weeks to arrive, set the threshold high enough to cover that period.
• Review expiring items monthly. Removing or reordering expired stock keeps your inventory accurate and your experiments reliable.
• Assign inventory management responsibilities to a lab manager or designated student to ensure quantities stay up to date.
• Include supplier information for every item. When it is time to reorder, having the vendor on hand saves time.