Stock setup

App Administrator maintains the organization and storage locations that own the stock. Inventory Coordinator uses those records when preparing requests. A location carries an address, contact and eligibility note, so the team can agree which location is suitable for each item before a request is reviewed. An active location is still a location choice; the eligibility note supplies the operating context for that choice.

Each item belongs to an organization and has a stock keeping unit, a name and a base unit. Lot tracking is a recorded choice on the item. A lot then carries its code, expiry, owner reference and release state. Inventory Coordinator can distinguish a released lot from one pending review, quarantined or blocked. Expiry and release state belong to the lot and remain visible alongside downstream stock records.

• Organization. App Administrator sets the owning organization and its time zone before the team starts assigning requests.
• Item and lot. The item identifies the stocked product and base unit; the lot identifies expiry and release state for that product.
• Location. The storage location identifies the physical or counterpart location and carries an eligibility note for review.

Decide who maintains item and lot identities and how a lot code is assigned. Agree on the meaning of a released lot for the business and on the evidence needed before a pending or quarantined lot is used. Review the location eligibility notes with the people who manage those sites. Set organization membership so the request owner and reviewer can see the records they need.

Use a single base unit per item for a pilot. If packaging conversion is needed, define that connection and the governing rule during implementation. Keep the first operating cycle narrow enough that the team can inspect each lot and location pairing by hand.

Take a refrigerated item with a lot that expires soon. App Administrator verifies the owning organization and active location. Inventory Coordinator checks the lot code, expiry and release state against the intended request. If the lot is quarantined, keep that state visible as the request proceeds to review; a name or location change should not be treated as a release decision. The reviewer needs the request context and any lot identified by a linked reservation or movement when deciding whether work can proceed.

Repeat the check with another item at the same location. The location may be suitable for one item and need discussion for the other. The team should be able to explain the choice from the item, lot and location records without relying on an informal label.

• Quarantined lots — Held lots with item, expiry and release state for the first eligibility check.
• Quarantined lots — Lots needing attention before they can be considered for use.
• Pending lots — Lots whose release state still needs a decision.

Continue with request review and cold chain disposition. Use the data model to inspect the exact references.