Bulk Inventory Lot Actions and Reconciliation

Albert's Bulk Inventory Lot Actions and Reconciliation feature helps you perform large-scale inventory updates efficiently and accurately. Whether you're reconciling stock after a physical count, zeroing out depleted lots, or transferring items between locations, bulk capabilities save time, reduce manual errors, and keep inventory records aligned across all locations.

You can access this functionality directly from the Albert Apps section:

1. Navigate to the ⚙️ Settings menu (top right corner).

2. Under Albert Apps, select Bulk Update Lots.

3. You will see three available tabs:

   • Zero Out: Mark multiple lots as depleted.

   • Transfer: Move multiple lots between storage locations.

   • Location Cleanup: Review and reconcile inventory at specific storage sites.

The Zero Out option is used to mark multiple lots as depleted or discarded, ideal for managing expired materials or completed batches.

To perform a zero-out:

1. Select the Zero Out tab under Bulk Update Lots.

2. Scan or enter the lot numbers you wish to zero out.

   • The header message will prompt: "Scan a set of lots to start zeroing out."

3. Once scanned, the system will list each lot with its On Hand Quantity and Current Location.

4. Click Zero Out Lots to confirm and finalize the depletion.

After completion, a success message will appear confirming the zero-out operation.

The Bulk Transfer action allows you to move several inventory lots at once from one location to another.

To perform a transfer:

1. Select the Transfer tab in the Bulk Update Lots window.

   

2. Use the Scan Barcode option to begin scanning lots using your laptop camera.

   • If you're using a handheld barcode scanner, you can start scanning directly; there's no need to click the Scan Barcode button.

   • Alternatively, enter the barcode manually by clicking Enter Barcode and typing the lot number.

   • Each scanned lot will appear in a list with details like Lot Number, Inventory Item, On Hand Quantity, and Current Storage Location.

3. From the dropdown menus at the top, select the new:

   • Location

   • Storage Location

4. Once all lots are scanned and assigned a destination, click Transfer Lots.

You will see a confirmation message: "Lots have been transferred!"

The Storage Location Cleanup allows you to verify and reconcile inventory within a single storage location by scanning physical lots and comparing them against Albert's records. Use this tool during periodic audits or inventory verification exercises to identify missing items and keep your digital records aligned with physical stock.

The workflow consists of three steps: Setup, Scan, and Review.

Step 1: Setup

1. Select the Storage Location Cleanup tab.

2. From the location dropdown at the top, choose the location(s) you want to clean up.

3. The system displays all lots currently recorded in that location under "All Storage Locations."

4. Review the list—this shows every item Albert expects to find there.

5. Click Start Cleanup to proceed to scanning.

Step 2: Scan

1. The Scan step shows:

   • Scanned lots: Items you've physically verified (appear at the top)

   • Remaining items: Lots recorded in Albert for this location that you haven't scanned yet (listed below with count of items still to scan)

2. Begin scanning each physical lot using your barcode scanner or the Scan Barcode button (laptop camera).

   • Scanned lots move to the top section.

   • As you scan, the "remaining" count decreases.

3. You can also manually record an item by clicking Enter Barcode and typing the lot number.

When you scan an item that Albert expects to find in this location but is actually stored elsewhere, the system flags it as Misplaced (shown with a red indicator).

Handling items during scan:

• Scanned correctly (green): Item is in the expected location

• Misplaced (red): Item found in a different location than Albert's records show

• Unscanned (blue): Item expected in this location but not yet scanned

Quick actions while scanning:
Click the three-dot menu next to any scanned item to:

• Redownload label

• Quarantine

• Zero out

Edit on-hand quantities:
Click directly on the quantity field to correct amounts. If Albert shows 1000 kg but you physically have 5 kg, edit to "5" to record the accurate count.

As you scan, items move to the top and the "remaining" count decreases. Once all physically present items are scanned, click Review to proceed.

Step 3: Review & Perform Bulk Actions

The Review summary shows three exception categories:

Misplaced items (red): Lots scanned but found in wrong locations

• Transfer here: Move them to the correct location

• Ignore: Skip and investigate later

• Transfer all: Handle multiple misplaced items at once

Adjusted items: On-hand quantities you corrected during the Scan step

• Apply: Confirm the quantity changes

• Apply all: Apply all adjusted quantities at once

Missing items: Lots recorded in Albert for this location that you didn't scan (physically missing or misplaced)

• Zero out: Mark the lot as depleted

• Ignore: Skip the item and leave it as-is in Albert (useful if you plan to investigate later)

• Zero out all: Zero out all missing items

For each exception category, select your action from the dropdown, then click Confirm to finalize all updates.

A success message will appear confirming the reconciliation is complete.

Note: You will need the appropriate permissions to perform these edits in Albert.

• Use barcode scanning during physical audits for faster, more reliable results.

• Periodically perform Storage Location Cleanup to ensure digital records match actual lab stock.

• Before finalizing, always review the summary screen—it clearly shows which lots are being zeroed out or ignored.

• Use Zero Out instead of deleting lots; this preserves historical tracking for audits and compliance.

• If a lot is found in the wrong location, use the standalone Transfer tab to move it to the correct location.

• Zero out all expired reagents after monthly lab review.
  During monthly inventory checks, perform Location Cleanup to scan present items and verify what's physically there. Any expired reagents you don't scan will appear as missing, then bulk zero them out before sending for disposal, keeping records clean and compliant.

• Reconcile a storage area after relocation or reorganization.
  After moving equipment or reorganizing your lab, perform a storage location cleanup to verify all materials are in their assigned locations. Scan each item to confirm presence, then zero out any that are missing or no longer available.

• Transfer mislabeled or misplaced items to correct locations.
  If during cleanup you find a lot stored in the wrong location, use the standalone Transfer tab to move it to the correct location in bulk with other items.