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Webinars The supplies material type encompasses all materials sourced externally, including starting materials, raw materials, development materials, and equipment parts. These materials are processed and carefully managed to meet the organization’s standards.
Supplies Management Process
1
Material Record Setup
2
Material Order
3
Shipments
4
Material Units
Material Record Setup Steps
Material records provide essential details about materials, ensuring they are accurately categorized, stored, and managed.
These records also offer the option to link library tests, helping maintain material quality control.
Step 1 - Create a New Material Record
Fill in the necessary material details
- Name: The name of the material.
- Category: Products.
- Subcategory: The subcategory of the material.
- GMP or non-GMP: Indicates if the material complies with Good Manufacturing Practices.
Packages Information:
- Container: The larger unit that holds multiple individual packages.
- Package: The individual unit that directly contains the material. Each package will have its own barcode.
- Packages in Container: The number of packages grouped within a single container.
- Amount in Package: The quantity of material contained within each package.
Storage Requirements:
- Storage Temperature: The required temperature for storing the material.
- Handling Instructions: Specific instructions for handling the material.
Step 2 - Material Quality Review
New Material
Description: This is the initial stage where a new material record is created. Essential details about the material are entered, including the material name, storage requirements, amount, category, subcategory, supplier information, and GMP status.
Purpose: To capture and document the fundamental details of the material for future tracking and management.
Quality Review
Description: In this step, the material record is sent for quality review. This involves checking and validating the details provided to ensure the material meets quality standards.
Action Required: To move the material to this stage, the user must add quality reviewers and click the “Send to Quality Review” button.
Purpose: To ensure the material complies with the necessary quality standards before it is approved for use.
GMP Material
Description: This step indicates that the material has passed the quality review, is now considered GMP-compliant, and is ready for use.
Purpose: To mark the material as compliant with Good Manufacturing Practices, ensuring it is suitable for use in regulated environments.
Inactive
Description: The material can be marked inactive when it is no longer required or used.
Purpose: To manage and organize the inventory by marking materials that are not currently in use, preventing them from being mistakenly used.
Cancelled
Description: The material record can be canceled if the material is deemed unnecessary or if there was an error during its initial creation.
Purpose: To remove or deactivate incorrect or unnecessary material records, keeping the inventory database accurate and up-to-date.
Step 3 - Link Tests
Linking tests enable the association of specific tests from the template library to ensure material quality.
Examples of tests include:
- 1-month interval
- Stability testing
- Microbial testing
- Density testing
Test creation involves using a template object, with each test producing a calculated result based on predefined conditions.
Click on the 'Link Tests' button located in the Lab Information tab.
Search for the relevant test and click on the plus button to add it.
Step 4 - Specify Tests Results
Users can determine the specified results for each test.
The expected results specified in this screen are derived from the predefined template test.
In case of changing the result, click on the 'Save Specification' button.
Material Order
A material order record manages and documents the ordering process for both internal and external orders.
This record is crucial for tracking the entire lifecycle of a material order, from creation to delivery.
It ensures that all necessary steps are followed and that materials are received in the correct quantity and quality and within the specified timeframe.
External Order
New Order
Description: This is the initial stage of the material order workflow.
At this point, the order has been created but has not yet been processed.
All relevant order details, such as the title, order number, PO number, requested date, and any associated comments or project details, are entered into the system.
Purpose: To set up and define all necessary details of the material order.
Pending Shipment
Description: Once the order has been processed and confirmed, it moves to the “Pending Shipment” stage.
At this stage, the order has been placed with the supplier.
The material is being prepared for shipment but has yet to be dispatched.
Purpose: To indicate that the order is in progress and is waiting to be shipped to the designated location.
This stage is crucial for ensuring all logistics and preparations are in place to deliver the material.
Partial Delivery
Description: If the material order is received in multiple shipments or only part of the order is delivered, it moves to the “Partial Delivery” stage. This indicates that some of the ordered materials have been received, but the order is incomplete.
Purpose: To track the progress of deliveries, especially in cases where materials are delivered in stages. It ensures that the remaining parts of the order are still expected and allows for partial utilization of the received materials.
Closed
Description: Once all the ordered materials have been delivered and verified, the order moves to the “Closed” stage. This indicates that the material order is complete, and no further action is required.
Purpose: To signify the completion of the material order process. All materials have been received, and the order is officially closed in the system. This stage allows for final documentation and archiving of the order.
Cancelled
Description: If the material order is no longer needed or there is an issue preventing its completion, it can be moved to the “Cancelled” stage.
Purpose: To formally cancel an order that is no longer required or cannot be completed.
This stage ensures no further resources are allocated to the order and is marked as closed for future reference.
1. Click on the 'External Order' button.
2. Search and select the supplier of the material.
3. Insert all the necessary order details.
4. Click on the plus button to add order items.
5. Select and add the materials form the list.
Material List
Displays a list of available materials that can be added to the order. Each material entry includes key information such as the material name, type (e.g., Raw Materials, Chemicals), and unique identifier.
Packaging Details
Lists the packaging specifications for each material, such as container type and size (e.g., vial, box). This is crucial for understanding how the material will be delivered and stored.
Inventory Status
This shows the current inventory levels for each material, indicating how much is currently in stock. Materials that are out of stock are highlighted in red.
Minimum Amount in Order
This shows the current inventory levels for each material, indicating how much is currently in stock. Materials that are out of stock are highlighted in red.
Cost
Indicates the cost associated with the minimum order quantity for each material. This allows users to assess the financial impact of adding the material to the order.
Internal Order
New Order
Description: This is the initial stage of the internal material order workflow. At this stage, the order has been created within all relevant order details, such as the material requested, quantity, and any associated internal references or project details, are entered.
Purpose: To set up and define all necessary details of the material order before moving forward in the workflow.
Collecting Order
Description: Once the order has been created, it moves to the “Collecting Order” stage. This stage involves gathering and preparing the requested materials from internal inventory or production. The focus is on ensuring that all materials required by the order are available and ready for distribution or use within the organization.
Purpose: To coordinate and manage the internal collection of materials, ensuring that the correct items and quantities are prepared for the next steps in the workflow.
Closed
Description: After the materials have been collected, distributed, or used as needed, the order is moved to the “Closed” stage. This indicates that the material order has been fully completed, and no further action is required.
Purpose: To officially close the material order, marking it as complete within the system. This stage ensures that the order is documented as fulfilled and no longer requires monitoring or further action.
Cancelled
Description: If the material order is no longer needed or there is an issue preventing its completion, it can be moved to the “Cancelled” stage.
Purpose: To formally cancel an order that is no longer required or cannot be completed.
This stage ensures no further resources are allocated to the order and is marked as closed for future reference.
1. Click on the 'Internal Order' button.
2. Search and select the supplier of the material.
3. Add order items from units stock.
4. Or used bills of materials.
Shipments
Shipments play a crucial role in managing the logistics of materials.
They serve as the central point for tracking, ensuring that materials are received efficiently and providing complete visibility and control over the process.
This stage involves tracking the receipt, inspection, and materials logging into the inventory.
Each material is recorded with essential details such as quantity, packaging, storage requirements, and any special handling instructions.
New Shipment Setup
1. Click on the 'Incoming Material' button.
2. Search or select the supplier order.
3. Insert all the necessary shipment details and click on the plus button to add shipment items.
4. Insert the delivered quantity.
5. For adding additional material to the shipment, click the plus button.
Print Labels
The print label option lets users generate and print custom labels for materials.
This feature enables label customization by selecting specific fields and designing them as desired.
Once configured, the labels can be printed directly.
1. Click on print label button.
2. Set all the relevant settings and fields, and click the save "Template Button".
3. Print the label by clicking on the "Print Labels" button.
Material Unit
Material units are the essential components for tracking and managing individual portions of material within the system.
Each unit is recorded with a unique ID, lot number, manufacture and expiry dates, storage requirements, and handling instructions.
They are stored under specific conditions, such as temperature control and designated locations, to maintain their quality until they are used, shipped, or disposed of.
Each material unit can be tested with the tests determined at the material record stage, ensuring that all units meet the necessary quality standards before further processing or distribution.
Workflow Stages
In Stock
Description: This is the initial stage where the material unit is logged into the inventory and available for use. At this stage, it is stored according to its specified storage requirements (e.g., temperature, location) and is fully tracked within the system.
Purpose: To ensure the material unit is appropriately stored, monitored, and ready for use, shipment, or other actions.
Used
Description: When a material unit is marked as “Used,” it indicates that the unit has been utilized in a process, such as production, research, or testing. The material is no longer available in inventory for future use.
Purpose: To track the material unit’s consumption and update inventory records, ensuring accurate stock levels and preventing the reuse of consumed materials.
Dispose
Description: The “Dispose” stage is used when a material unit is no longer needed or is expired, damaged, or unsuitable.
Purpose: To manage the safe and compliant disposal of materials, ensuring they are not accidentally reused.
Shipped
Description: When a material unit is marked as “Shipped,” it indicates that the unit has been sent out from the facility as part of a shipment, either to another location, a customer, or another department within the organization.
Purpose: To track the movement of materials out of the facility, ensuring that all shipments are recorded, monitored, and traced until they reach their destination.
Material Unit Setup
1. Click on the 'New Material Unit' button.
2. Fill in the mandatory information and click "Save".
Title
Material
Shipment Item
Expiry Date
Storage
- Storage Location: The physical location of the material unit. This ensures the material is placed in the correct environment, such as a refrigerated area.
- Position in Storage: The specific position or slot within the storage location.
Setting Up Material Units From Shipment Record
To create material units, click the following button.
