Inventory Management

Roles: This section is intended for Sample Coordinators

Effective inventory management is crucial for maintaining optimal stock levels and ensuring timely fulfillment of sample
requests. Sampleful provides real-time inventory tracking with powerful inline editing capabilities.

Inventory Dashboard Features

The main inventory dashboard provides comprehensive visibility into your stock levels:

• Multi-Site View: See inventory across all fill sites in a single interface
• Real-Time Updates: Inventory levels automatically account for pending requests and shipped requests

Quick Inventory Editing

Pro Tip: Click directly on any sample size cell in the inventory table to quickly edit quantities without
navigating to a separate page.

1. Access Quick Edit

   • Navigate to the main inventory page
   • Locate the product and sample size you want to update
   • Click directly on the quantity cell

2. Update Quantities

   • Enter the new quantity amount
   • Press Enter or click outside the cell to save
   • Changes are immediately reflected across the system

Inventory Structure and Organization

Inventory Records

Each inventory record contains detailed information:

• Product: The specific product stored
• Fill Site: Location where inventory is stored
• Lot Number: Unique identifier for production batch
• Manufacturing Date: When the product was produced
• Retest Date: Expiration date for the product
• Manufacturing Location: Where the product was made
• Recertification Site: Facility responsible for quality retesting

Reserved Inventory

Reserved inventory is stock that has been allocated for specific sample requests but not yet shipped.

For instance, if you have 100 units of a product and 20 are reserved for pending requests, the available inventory
will show as 80 units. For a product to be considered reserved it must move passed the Pending state and into
Processing.

Shipped Inventory

Shipped inventory refers to stock that has been pulled and shipped, however, the inventory has not been manually
updated to reflect this. We recommend that your company have a process in place to review and updated the inventory.
Until such time, Sampleful will make calculations to accommodate.

For example. If you have 100 units of a product and 20 are reserved for pending requests, and 10 have been shipped, the
available inventory will show as 70 units. 100 - 20 (reserved) - 10 (shipped) = 70 available.

When the Sample Coordinator is approving future requests, the inventory widget will let you know there is 70 units
available for the chosen product, size, and fill site. You are welcome to continue to approve the request and you will
see additional warnings that you have over-reserved inventory.

Once you have re-inventoried your stock, the system will reset how many units have been shipped.