Experimental Material Management System

I. Introduction

Against the backdrop of increasingly frequent scientific research and various experiments, experimental material management has become a core aspect of efficient laboratory operations. From "manual inefficiency" to "intelligent automation," Shengyuan Guangtong covers the entire process of experimental materials, including procurement, storage, usage, and tracking. It comprehensively evaluates key dimensions such as functional adaptability, technical performance, cost-effectiveness, supplier services, and user experience, while also tailoring selections based on the actual needs of the laboratory and industry characteristics. This significantly enhances the accuracy and efficiency of management, reduces resource waste, and ensures the smooth progress of experiments.

II. Core Functions

Material Procurement Management

Supplier Management: Shengyuan Guangtong's experimental material management system comprehensively manages supplier information, including basic details, contact information, qualification reviews, supply capabilities, and historical cooperation records.

Procurement Process Optimization: The system manages the entire procurement process, from purchase requests, approvals, order generation, and shipment tracking to acceptance, including setting procurement workflows and approval permissions. It records procurement prices, quantities, discounts, and other information to assist laboratory managers in cost analysis and budget control.

Material Storage Management

Inventory Counting: Regularly conducts inventory counts of experimental materials, records the results in the system, compares them with inventory records, and generates inventory reports.

Storage Location Management: Quickly locates and finds materials through warehouse layout maps, shelf numbers, and bin labels. Recommends optimal storage locations based on material characteristics and storage requirements. It also allows setting upper and lower inventory limits, with the system automatically issuing alerts when inventory levels fall below or exceed these limits.

Material Usage Management

Usage Registration: When laboratory personnel request materials, they submit usage applications through the system, specifying details such as material name, specifications, quantity, and purpose. The system reviews applications based on inventory status and approval permissions, generating usage records upon approval. It records information such as usage time, personnel, equipment, and experimental projects.

Return Management: For reusable experimental materials, the system records return details, including return time, quantity, and condition. Managers can inspect and process returns based on this information to ensure material integrity and reusability.

Material Tracking and Traceability

Batch Management: Records information such as procurement batches, production batches, and storage batches, providing traceability queries. Laboratory managers and relevant personnel can query the entire process of materials, including procurement, storage, and usage, by entering details such as material name, batch, or ID.

Data Statistics and Analysis: The system can statistically analyze data related to material procurement, storage, usage, tracking, and traceability, generating various reports and charts.

Supplier Management

By establishing strict supplier evaluation and selection mechanisms, the system regularly assesses supplier performance, including product quality, delivery timeliness, service level, and price reasonability. Based on evaluation results, suppliers are categorized for management, with excellent suppliers receiving more cooperation opportunities and rewards, while underperforming suppliers are either rectified or eliminated.

Procurement Process Automation

Purchase Requests and Approvals: Laboratory personnel or relevant departments submit purchase requests through the system, specifying details such as material name, specifications, quantity, purpose, and budget. Based on predefined approval workflows and permissions, the system automatically routes requests to the appropriate approvers. Approvers can view request details, historical purchase records, and other information in the system, perform approval actions, and leave comments.

Purchase Order Generation and Management: Upon approval, the system automatically generates purchase orders. Procurement personnel can manage orders in the system, such as viewing order status, modifying order information, and tracking order execution. The system can integrate with supplier systems to obtain shipment notifications and logistics information. Procurement personnel and relevant staff can view real-time logistics status in the system and prepare for receipt in advance.

Procurement Cost Control

Shengyuan Guangtong's experimental material management system records procurement prices, quantities, discounts, and other information. During the purchase request and approval process, the system controls costs based on predefined budgets. If a purchase request exceeds the budget, the system issues an alert, and approvers can adjust or reject the request based on actual circumstances. The system analyzes procurement costs and generates various reports and charts, such as procurement cost summaries, price trend graphs, and supplier procurement amount rankings.

Inventory Counting

Uses methods such as periodic counting, full counting, or sampling counting. Leverages Shengyuan Guangtong's Laboratory Information Management System (LIMS) to enhance counting efficiency and accuracy. Adjusts inventory data based on overage or shortage results to ensure alignment between records and physical inventory.

Storage Location Management

Storage locations (room numbers) are registered and activated after review, ensuring safety conditions such as dual-person dual-lock access. Sets alert thresholds for each storage location and cabinet, restricting retrieval operations when inventory reaches these thresholds. Laboratories are equipped with compliant storage cabinets, and after submitting applications, management departments review and generate QR codes for one-cabinet-one-code management.

Scanning QR codes allows querying reagent information in storage cabinets, including real-time inventory, procurement history, usage trajectory, and MSDS. Materials are categorized and stored based on properties, purpose, and frequency for easy retrieval and management. For example, the ABC classification method can be used to categorize materials into high, medium, and low value and usage frequency, placing them in different areas accordingly.

Inventory Safety Management

Special items, such as chemical reagents and pharmaceuticals, must be stored under specified conditions, with temperature and humidity monitoring devices for real-time supervision. Hazardous materials require specific safety measures, such as explosion-proof cabinets and corrosion-resistant storage racks, with corresponding safety labels posted. Strictly restricts and registers personnel entering the warehouse, ensuring only authorized individuals have access.

Usage Registration

Usage Requests: Laboratory personnel or relevant departments submit usage requests through the system, specifying details such as material name, specifications, quantity, purpose, and expected return time (if applicable). Based on predefined approval workflows and permissions, the system automatically routes requests to the appropriate approvers. Approvers can view request details, historical usage records, and other information in the system, perform approval actions, and leave comments.

Approval and Issuance: Upon approval, the system automatically generates usage records, including issuance date, recipient, material details, and approver information. Warehouse personnel perform issuance operations based on these records, ensuring alignment between actual issued materials and recorded details. The system updates inventory data, reducing the stock of corresponding materials.

Usage Record Tracking

Laboratory personnel register real-time usage details during experiments, including usage time, location, purpose, and quantity. Managers can query and analyze material usage based on various criteria, such as material name, user, usage time, and location.

Material Return Management

Return Requests: After using materials, laboratory personnel submit return requests through the system, specifying details such as material name, specifications, quantity, and return date. The system automatically matches return requests with corresponding usage records for preliminary verification. Approvers review return requests to confirm whether the quantity and condition of returned materials meet requirements. Upon approval, the system updates inventory data, increasing the stock of corresponding materials.

Return and Storage: Warehouse personnel inspect and store returned materials based on system records, ensuring alignment between actual stored materials and return details. For non-compliant materials, such as damaged or deteriorated items, the system records relevant details and handles them accordingly, such as requiring compensation or disposal.

Batch Management

Batch Definition and Numbering: The experimental material management system requires detailed recording of batch-related information, including batch number, material name, specifications, supplier name, procurement date, arrival date, quantity, and quality inspection results.

Batch Inventory Management: The system tracks the inventory quantity and status of each batch in real time, including issued quantity, remaining quantity, and expiration status. During inventory counting and adjustments, it records usage details for each batch, such as usage date, department, personnel, quantity, and purpose.

Traceability Query

Shengyuan Guangtong's experimental material management system generates various traceability reports, such as batch traceability reports, supplier traceability reports, and usage traceability reports. These reports can be presented in chart or table formats, visually displaying the traceability information of experimental materials.