Quick Reference
Common tasks and where to find them.
| I want to... | Do this |
|---|---|
| Add a new product to the catalog | Warehouse → Items → Add item |
| Receive stock that just arrived | Warehouse → Inventory → Add inventory |
| Use an item for a project | Consume → Scan or Manually → Select project → Review allocation → Consume |
| Print a sticker for inventory | Warehouse → Inventory → Orders view → Get stickers |
| Move inventory to a new location | Open inventory entry → Edit → Update location |
| See what is running low | Dashboard → Low stock widget |
| Check project spending | Projects → Select project → Expenses tab |
| Import items in bulk | Warehouse → Items → Import → Upload Excel template |
| Define package sizes or units | Warehouse → Packages → Add package |
| Review consumption history | Warehouse → Consumed Items |
Team Setup
Start by aligning the team on names, currency, and access.
- Open Team Settings from the main navigation.
- Confirm the team name and default currency.
- Invite teammates and assign roles.
- Enable the activity log if you need audit history.
Create Catalog Items
Catalog items standardize naming, pricing, and unit conversions.
- Add a clear item name and catalog number.
- Set the default unit and conversion factor.
- Choose a preferred distributor and add a link if needed.
- Define warning thresholds and pricing.
- Add tags and notes for handling or storage tips.
Receive Inventory
Capture new stock with clear ownership, storage, and expiration tracking.
- Item name and unit
- Quantity and location
- Lot number and expiration date
- Project assignment (if dedicated)
- Preferred distributor
- Tags for handling or storage
- Notes for special instructions
- Create or select the catalog item.
- Assign a location and project if the stock is dedicated.
- Enter quantity, unit of measure, and cost details.
- Add expiration dates, tags, and notes if needed.
- Save and print a sticker for scanning.
Print Stickers
Stickers make scanning fast and reduce stock-selection mistakes.
- Receive inventory (stickers are only available after receiving)
- Open Warehouse → Inventory → Orders view
- Use "Small" or "Large" in the Get Stickers column for that entry
- Download the PDF — you'll get one sticker per expiration date (if tracking is on) or one per unit (if off)
- Print at 100% scale
- Attach stickers to containers, using expiration-specific stickers on their matching batches
- Create or open the location
- Click "Stickers" and choose a format
- Download and print the PDF
- Attach to the shelf, freezer, or bin
- Scan on mobile to open that location's inventory, or use the location filter in Warehouse → Inventory
Consume Inventory
Scan labeled inventory or select stock manually to log usage and keep project budgets accurate.
- Open Consume from the main navigation.
- Choose Scan for labeled inventory, or choose Manually and select a catalog product.
- Select the project and, when prompted, the location. Enter the quantity in the product's base unit.
- Review the proposed allocation. LAIMA BIO selects eligible stock in first-expiring-first-out order and can split the quantity across batches.
- Choose different stock only when needed. Later-expiring or expired stock requires confirmation and a reason.
- Select Consume to log usage and update stock instantly.
Move or Adjust Stock
Keep inventory accurate when items move or quantities change.
- Open the inventory record you need to update.
- Edit location, quantities, expiration dates, or notes.
- Save changes to update reports and audit trail.
Monitor Projects
Project views combine stock, consumption, and upcoming expirations.
- Review project stock to catch low inventory early.
- Use consumption and expense charts to track spending.
- Check expiring items to reduce waste.
- Add stock directly to the project when needed.
Reporting and Audit
Track every change to inventory, projects, and catalog items, then export the filtered audit trail when you need a handoff file.
Review spend by project, distributor, or consumed inventory.
Identify items expiring soon and prioritize their use.
Export or review usage history for compliance and reporting.
Catalog Import
Speed up onboarding by importing items in bulk.
- Download the Excel catalog template from the Items import page.
- Fill in item names, catalog numbers, units, distributor details, pricing, notes, and tags.
- Upload the completed .xlsx or .xls file to preview and confirm changes.
- Finish the import to create items in one pass.