Vertere User`s Manual
Contents
1. 3 1 gas Flash Point F Melting Point F 133 6 gas Auto Ignition Temp F Vapour Pressure gt 100 Decomp Temp Vapour Density B E Lower Exe Limit Water Solubility Upper Exe Limit Other Solubility Shelf Life In Days Density Kg L 1 08 l Odor Cl Air Sensative Fj Hygroscopic C Radio Active 0O Light Sensative O Moisture Sensitive Decay o Physical Properties Enterprise User s Guide v1 2 4 23 2 2009 TABLE NFPA values for all items in the NFPA704 list are provided with IM This list includes only RELATIONSHIPS chemicals with a valid CAS number For any record that does not already have the NFPA Chemical Data values you can add them HMIS values are not provided and cannot be stored in version 1 of the Inventory Manager Chemical Name FORMALDEHYDE Master ID NFPA and HMIS Values Enterprise User s Guide v1 2 4 24 2 2009 TABLE Place a checkmark in the box to the right of the hazard s associated with the chemical RELATIONSHIPS named in the Description field Four optional user definable values are provided and can Health Hazards be customized by using Setup Settings System Tables menu Physical Chemical Properties CAS 50 Chemical Name FORMALDEHYDE Master ID Physical Chemical Health Hazards C Check Uncheck All Health Hazards C Auto Nervous System C Bladder C Blood Cl Bones C Cardiovascu2. When you view the scanned MSDS page you will see immediately if a data sheet has already been associated with this catalog item In the example below no MSDS has been stored MSDS Link MSDS Resources Scanned MSDS x CAS Scanned MSDS Chemical Name RMALDEHYDE Scanned MSDS aes sr Currently Stored File Path Currently no MSDS stored New Edit File Path Scanned MSDS File po Bros MSDS File Date 03 01 2009 O Save for this catalog item only Save for all catalog records with CAS 50 00 0 Save for all catalog records from Vendor LANCASTER and Product No 14190 Scanned MSDS Path and Options To associate a data sheet with this catalog record complete the following steps 1 Click Select MSDS to browse and locate the MSDS The MSDS may be in pdf doc txt or xls Define the MSDS date this can be the date on the data sheet the date you create the file or your site can define the date as the expiration date for this data sheet After you locate the MSDS and insert the date determine which of the three options apply a The MSDS is for this catalog record only b The MSDS applies to all catalog records that share the item s CAS value c The MSDS applies to all catalog records that share the vendor and product number it covers all sizes of the defined product 4 Click Save 2 Enterprise User s Guide v1 2 4 29 2 2009 TABLE Link directly to ChemWatch to ChemWatch Gold
3. by clicking in the Select field A check mark displays in the Select box Click Transfer to update the location user or group If the item is being transferred to a new location click in the Location field to view the Location tree and select the new location If you have associated a user and group with the location they will display when you select the location In the example below only a group has been associated with the location you can change the user and group If the item is being transferred to a new user or group click in the user PI in the following example field to view the User Group tree and select the new user group or user and group Enterprise User s Guide v1 2 4 12 2 2009 View Update 5 If the item is being transferred to a new alternate user select the user from the continued dropdown Alternate User in the following example Chemical View Update Transfer Inventory Transfer Date 16 May 08 i Custom Date 3 Location 5A Alternate User PI Delcellier Nancy amp Quantity Department Faculty of Medicine Transfer Inventory When all fields have been defined click OK Dispose Use the Dispose option to remove one or more records from the active inventory records Note Only select a group of records for disposal if all of the containers will be marked as Empty To record the amount disposed as greater than zero select only one record for disposal proc
4. changes to View Notes if notes have been recorded either with the catalog or the container If other notes have been recorded for the item click View Previous Notes to review those entries Chemical View Update HELP LOGOFF Os Tagged ary Stock Number 71 43 2 Status Noes Chemical Infomation Gateway Consumption Refi Item Notes Notes for Benzene bottle 000002 View Previous Notes Notes for Inventory Item Enterprise User s Guide v1 2 4 17 2 2009 RESTORE Use the RESTORE option to return one or more records in a select record group from the inactive inventory record set to the active inventory Usually restore is required because items are disposed in error To restore an item 1 Goto the Chemical or Biological Inventory Restore 2 Enter the item barcode number to restore or enter search criteria to display one or more records 3 Mark one or more records displayed in the Search Results grid by clicking in the Select field or by using the Mark All or Mark Selected Items option Chemical Restore HELP LOGOFF Find Disposed Items That Match These Criteria Chemical Restore Pl amp Disposed Before Disposal Method Disposed On After Export To PDF Format v Print Select All Restore Results 1 2 of 2 Total Pages 1 Go to Page 1 Disposal Date Item Tag Description Method AmountDispose Approved By Entered By Fj 5 16 2008 9 07 58 AM BL0413 ACETIC ACID GLACIAL Cons
5. 2 CG II or to the ChemWatch RELATIONSHIPS Collection over 1 million vendor specific data sheets ChemWatch Data Enviro Inventory diketene en 27103 2001 Max Flammability Toxicity Body Contact CAS No 674 82 8 e Reactivity Chronic NIOSH No RQ 8225000 CW No 2521 TSCA Y OSHA DOT Class 6 1 3 R11 R20 22 R36 16 23 25 36 51 S9 S29 401 S7 13 S27 S26 S46 44 Highly flammable contaminated by this material use water Harmful by inhalation and if swallowed and detergent Irritating to eyes Keep container tightly closed Keep away from sources of ignition No Keep away from food drink and animal smoking feeding stuffs Do not breathe gas fumes vapour spray Take off immediately all contaminated Avoid contact with eyes clothing Wear suitable protective clothing 3 more phrases Use only in well ventilated areas Keep container in a well ventilated place a s J Do not empty into drains i To clean the floor and all objects E Molecule i Print i Send To F D List gt Help Enterprise User s Guide v1 2 4 30 2 2009
6. 4 INVENTORY MAINTENANCE Intended This section explains use and maintenance requirements for site specific tables used in day to Audience day management of your scientific materials inventory The functions and procedures described in this section apply to the general chemical and biological modules Each module however will have fields specitic to the items being included in the inventory and will have some functions that are module specific This section focuses on the chemical module Module Module menus for chemicals equipment biological and supplies provide the means to maintain Menus the shared catalog and to add update dispose and restore your site specific inventory items You will use the Download Reconcile menu to update your inventory records if you collect data with mobile computers utilizing barcode readers You will use the Physical Inventory menu to compare expected to actual results when you audit inventory records The menu choices reflect the current module In the following example the user is logged into the Site University of Ottawa and the Module Chemical Menu options in the Biological module are similar V VERTERE SITE UNIVERSITY OF OTTAWA inventory Management System Site and Module Menu The Fixed Asset module includes options for ageing and depreciating your equipment records The General module excludes ageing and depreciation Review Section 2 for Instructions on using the Setup menu
7. ABLE The Chemical Information Gateway allows quick access to a full range of chemical data RELATIONSHIPSC including the ChemWatch Chemical Database hemical Information Users can access the Gateway from the Catalog the Add inventory or the Update menus Gateway Chemical Name Fona Alpha Sort Formaldehyde CAS 50 00 0 C mixture Add Ingredients Physical Chemical Data Synonyms Risk amp Safety Codes Regulatory Data MSDS Data sae The Chemical Information Gateway Option Biological The Biological Information Gateway allows quick access to the various Biological information Information screens Getaway Physical The following fields are available for physical properties Data as provided by the vendors Chemical and by ChemWatch will be included as available and as appropriate Data Populating the shelf life value will cause the system to calculate the expiration or re evaluation date custom_date_2 for new inventory items as they are added to your Inventory records The calculation is acquisition date shelf life Density is required for conversion of your unit and unit of measure values into kilograms a consistent value for use in reports and total calculations Chemical Name FORMALDEHYDE Master ID _ Chemical Health Hazards COLORLESS LIQUID Evap Rate 4 09 Volatile Boiling Point F
8. C S Reagent Grade ALDEHYDE FORMIQUE FRENCH ALDEIDE FORMICA ITALIAN FANNOFORM FORMALDEHYD CZECH POLISH FORMALDEHYDE ACGIH OSHA FORMALDEHYDE SOLUTION DOT FORMALDEHYDE 37 WT SOLUTION IN WATER A C 5 REAGENT FORMALDEHYDE GAS FORMALIN DOT Synonym Maintenance Window MSDS Link The link to Material Safety Data Sheets supports several options Define the path to CG II ChemWatch and MSDS Resources in Setup Vendors Both CG II and ChemWatch should be defined on the ChemWatch vendor record Any path you define for other vendors will be displayed under the MSDS Resources option MSDS Link k MSDS Resources Select MSDS MSDS Link Maintenance Window Click CG II to link to ChemWatch Gold2 on the web Click MSDS Resources to link to other MSDS resources such as the Sigma Aldrich or JT Baker CD or web sites Click Scanned MSDS to define the path to a scanned or copied MSDS or to view a previously defined MSDS resource on a local server Enterprise User s Guide v1 2 4 28 2 2009 TABLE Scanned MSDS RELATIONSHIPS To define the path to a scanned or copied MSDS complete the following steps MSDS Links E l l l Use the System Administration Scanned MSDS menu option to define the preferred storage location for your documents See Section 6 Administration Your MSDS documents may be scanned or copied and pasted into your preferred location They may be in pdf doc txt or xls format
9. Safety Phrases Used Add Delete Avoid contact with skin and eyes 824 25 In case of accident or if you feel unwell IMMEDIATELY contact Doctor or Poisons Information Centre show the label where possible S45 In case of contact with eyes rinse with plenty of water and contact Doctor or Poisons Information Centre S26 Keep out of reach of children S2 Use only in well ventilated areas S51 Risk and Safety Phrase Windows Enterprise User s Guide v1 2 4 25 2 2009 TABLE The regulatory data provided with the IM will help you comply with Federal state and RELATIONSHIPS local regulatory guidelines Regulatory Data 311 Acute Hazard 311 Chronic Hazard 311 Fire Hazard 311 Pressure Sec 304 RQ Adan Waste ID PattA U127 Waste Code Part B coe oracle Hazard ODS Regulatory Data Domestic Substances List Categorization lps CI npst Echological Categorization _ Persistent Bioaccmulative and inherently toxic to the environment PIT L Persistent and inherently toxic to the environment PIT _ Bioaccmulative and inherently toxic to the environment BIT Human Health Categorization Criteria C Priorities of Human Health Canadian Regulatory Tabs Enterprise User s Guide v1 2 4 26 2 2009 TABLE RELATIONSHIPS IBC Users who must comply with International Building Code IBC guidelines that limit the quantity of flammable and other hazardous substances withi
10. Shared The Catalog Categories Vendors and State Country tables are shared among all sites All Tables users who are authorized to modify these tables should use extra caution to ensure data integrity For detailed directions on use of the shared tables see Section 3 of this Guide Enterprise User s Guide v1 2 4 1 2 2009 Add Site Specific Tables Inventory Inventory Use the Add option to enter new inventory item records This function is used only to add use the Update option to modify or delete inventory items To add a new item complete the following steps Select the Add menu option Search for the correct product using the Inventory Catalog Search Chemical Add or the Query Tool a Enter either a product stock or CAS number for the most direct results A product number will generally return the best results although it may return several records representing one or more sizes from one or more suppliers Chemical Add HELP Query Tool Inventory Catalog Search Chemical Add Search By Catalog C synonym chemiiame is a Manscturer rt cass i Export To Chemical Add with Search for a Specific Product Number A stock number will normally return only one record unless by chance two vendors use the same catalog and size designator A CAS number will return all the records that share that value The Chem Name may return multiple items er Vendor CAS Aldrich v ff TOLUENE 5500 1 000 L4550041L Chem
11. ble this feature select the ChIM Access tab on the Settings page click the checkbox next to Links Split Containers and click Save This operation enables the Parent Tag button in the Add screen System Tables Tag ID Mask Setup ChIM Access lt i s 3 t Grama s W Kilograms ChIM Access Tab 2 On the Item Add screen click Parent Tag to view all active inventory records and select one as the Parent record or preferred enter the tag number of the parent container and press Tab to display details of the parent record Chemical Add HELP LOGOFF d a d 8d Receive Date po number o1 Tag custom Text2 a Open date v Expiration Date Custom Date Unit Cost E Custom Lookup 1 Amount Remaining Custom Lookup 2 500 00 Account No Container Type Glass Bottle M Density noe Linking Parent Tag Field on the Add Form Enterprise User s Guide v1 2 4 5 2 2009 Add continued Add Calculating Tare Weight Values Step Yowan oS Complete information for the child record e g Barcode Location Amount etc and Save The amount remaining in the parent record will be decremented by the amount have defined in the new child record The Tare Calculation supported in the Vertere Inventory Manager allows users to report the following values in grams or kilograms e Tare Weight the weight of the lid container or container lid e N
12. ce form will display Depending on your starting choice you can Update an existing catalog record for example update with the correct unit and unit of measure and click Save and click Return to return to the Add Inventory form Copy the displayed catalog record to add a new record to the table place a check mark in the Use Last Entered box click New and modify the displayed information Click Save and click Return to return to the Add Inventory form Add a new catalog record click New and enter the information about your item Click Save and click Return to return to the Add Inventory form Add Many If multiple items with exactly the same data are being added click Add Many and enter the number of additional items when prompted If you are using pre printed tags click Show and enter the tag values into the Item Tag column and click in the Item Tag field of the next row or use your Tab key to navigate to the next row until all barcode numbers have been entered Click OK apply tags to items If you are auto generating barcode numbers Click Print Tags for New Items Click OK apply tags to items Click Chemical Add in the history line to return without adding additional records Copy Last Data If multiple like items with different locations or user details are being added click Copy Last Data Update the fields that are being modified including the barcode number and click Save Print and apply the tags Carry Ov
13. en no CAS is available the vendor identification and the vendor s product number identify a specific product The item can be only one state and purity Take care with mixtures that may be delivered to you with a CAS associated with a pure substance If you are creating a mixture record for a chemical with a CAS number be sure to create a separate master ID by defining the purity of the substance If for example it is only 25 of the substance with a CAS number be sure to specify the state and purity of the mixture record Mixtures are linked to the master ID so all substances of the same type should be linked to the same master ID Why do we use this method To simplify data management The Inventory Manager has tables for many characteristics of your chemicals Fire Codes Physical Properties Regulatory Data Canadian Regulatory Data Synonyms Health Hazards NFPA and HMIS values Risk and Safety Phrases and Material Safety Data Sheets Enterprise User s Guide v1 2 4 20 2 2009 TABLE A strategy is required to limit repetitious data entry The C_Master table allows us to RELATIONSHIPS maintain one or perhaps two or three records for each of the standard reagents Benefits You maintain one set of records for CAS 50 00 0 but two for substances such as continued nickel which may be in solid or powder form and may in addition to their different physical data have different safety and regulatory
14. er To retain key values in the inventory record and select a different chemical from the catalog click Clear in the Search area at the top of the screen Type in new search criteria and click Search in the area at the top of the screen The system will display the catalog results window Select the chemical of your choice If no record matches your new search criteria click Catalog Add In the Catalog Add screen complete the site required values for a new catalog record and click Save When the record has been saved click Return at the bottom left corner of the catalog window IMPORTANT Only the Location User and Group and PO number are carried over in the current version Enterprise User s Guide v1 2 4 4 2 2009 Add Delete Inventory If you add a new record that is a mistake you can delete it from the system without its being continued ecorded in the inventory tables You can use this delete function only from the Add window and only while the record is still in focus in the Add window If you discover the error at a later time use the Update Dispose option and identify the disposal method as an Entry error Hint you will want to include Entry error as one of your Disposal system codes Chemical Linking Linking is used to create a parent child relationship between records when a chemical container is split into smaller containers You may link multiple items to a parent record Step Yowan S O 1 To ena
15. essing 1 Mark one or more records displayed in the Search Results grid by clicking in the Select field A check mark appears in the Select box 2 Click Dispose to display the Dispose Inventory form Dispose Inventory Disposal Date 16 May 08 pi Doo Disposal Method R Amount to Dispose Amount Remaining Dispose Inventory 3 Complete the fields required at your site disposal date user who approved or processed the disposal the disposal method from the drop down list the disposal approval date if any You cannot enter a future disposal date 4 If you are disposing of more than one container the Empty Container field will be checked automatically If you are disposing of a single container that is empty be sure to mark the item an Empty Container 5 The Approved On date cannot be greater than the Dispose Date 6 Click OK Enterprise User s Guide v1 2 4 13 2 2009 View Update Change Tag continued Use the Change Tag option to replace a barcode tag number with a new number This procedure will be helpful if you are using pre printed barcodes and a tag is damaged If you are printing barcodes for your inventory reprinting the tag is the preferred option Mark one record displayed in the Search Results grid by clicking in the Select field A check mark displays in the Select box i 2 Click Change Tag to view the Change Tag detail form Enter the New Tag value and cl
16. et Weight the weight of the contents of the container e Gross Weight the sum of the tare and net weight values The Tare Calc buttons in Add Update Dispose and Restore will be enabled only if your site administrator has enabled Tare Weight in Setup Settings ChIM Access Options In this system tare values can be specific e Lid Weight e Container Weight If lid weight is not significant in your records you can combine the lid and container weight into one value and enter it into the Container field VIM will calculate the following values Gross Net Tare that are dependent upon the 3 parts of the equation you enter Tare Net Gross Gross Tare Net Gross Net Tare IMPORTANT To use the Tare Calc option you must have density and physical state values for all records with volume units of measure You can add those values to the system by completing the fields at the bottom of the ADD form For Net weight calculations from volume to mass VIM calculates as Native unit conversion factor density to arrive at the net amount in grams or kilograms Enterprise User s Guide v1 2 4 6 2 2009 Add Calculating Tare Weight Values continued For example if the item is 500 mL with density of 0 87 the conversion to kilograms would be 500 0 001 0 87 435 Kg Normally you will calculate tare when you add the inventory item so the tare weight would be based on the original amount If you have used
17. function Each tab page contains information about the item Details on using these options are provided in the section VIEW UPDATE Details sections that follow Enterprise User s Guide v1 2 4 11 2 2009 View Update Multi Edit continued Use the Multi edit option to change several values within one or more inventory records Use Transfer to change location or user information 1 Mark one or more records displayed in the Search Results grid by clicking in the Select field A check mark displays in the Select box Click the Multi Edit button to update information such as lot number expiration date or status for the entire set You can edit more than one value at a time Select the field to be edited from the drop down box enter the new value and click Add When all fields have been defined click Process to update all selected records with the new values Expiration Date Value 1 4 May 03 Custom Text 2 12345666 Expiration Date 14 May 09 Multiple Edit Note If you change values that have been used in your search or query process all of the records you modify may be removed from the search results grid because they no longer meet the search query criteria Transfer Use the transfer option to change the location the user group or the alternate user associated with one or more records in a select record group 1 Mark one or more records displayed in the Search Results grid
18. ical 108883 Company Inc Aldrich Chemical Company Inc Aldrich 4 000 L155004 4L Chemical Company Inc Aldrich L155004 4 5L Chemical Company Inc Search Results from Catalog with Active All If the correct product does not display and you cannot locate it using either the Search or Query Tool go to step 4 below c If the product is displayed complete the following steps Enterprise User s Guide v1 2 4 2 2 2009 Ada Stee xou arin TET Inventory i Choose the correct vendor and size from the results grid by continued clicking the checkmark You can click the pencil icon to edit the catalog record if desired before proceeding to step ii below ii The item Add screen will display lil Enter all data elements required marked with an asterisk for your site records Use your mouse or tab through the fields to complete data entry At a minimum If tag numbers are auto generated the number will display when you click on Barcode To search the Location tree click n the location field to add a new location click the Location icon If the icon is not displayed you do not have the necessary rights to modify the location tree To search the User Group tree click n the user field to add a new user or group click the User icon If the icon is not displayed you do not have the necessary rights to modify the user group tree The Quantity field number of containers associated with this tag will default
19. ick OK You cannot reuse a tag number Change Tag Replace Taq New Item Tag Change Item Tag Update Tare Weight To update Tare Weight values use View Update In View Update locate and select the record of choice using Search or Query tools You must click in the Select column to enable the Tare Calc button Click Tare Calc to display and update the stored values The cursor defaults to the Gross Weight field to enable you to use a balance The system will update the amount remaining based on the new gross weight Tare Calculation Item Tag QO0002 Chemical Name BENZENE Weight vom Weight gm Lid 4 00000 4 00000 Container 10 00000 10 00000 Amount 0 55000 550 00000 Tare Wt gm 14 00000 Gross Wti gm 564 00000 Update Tare Weight Or you can double click on the row to display the detail screen and then select the Consumption Refill tab Any change in either consume or refill will cause the system to update the tare values Enterprise User s Guide v1 2 4 14 2 2009 View Update continued View Linked Records To view linked records select the Parent or Child record in the Results Grid and click View Link You can have multiple children under a single parent Chemical View tindate amp View Link Linked Items The above image shows the parent child relationship tree It also displays the linked amount UPDATING DETAILS To view or update details of a single record double clic
20. k on the row to display the Inventory Item tab pages Purchasing Tab The Purchasing tab page includes information about the product the original amount and unit of measure as well as information about the purchase itself BJ0018 Untagged FORMALDEHYDE Stock Number E Johorca maton Gaon Cnsumsion el tt of Purchee E o o PO Number ma aaa L L Age 0 Account Number Purchasing Detail for Inventory Item Chemical Information Gateway Tab Use the Chemical Information Gateway tab page to view or update information about the substance The information in the Gateway pertains to all substances that share the CAS or if no CAS is available all substances that share the product number and vendor Location User Saus Custom Data Chemical Information Gateway Consumption Refill FORMALDEHYDE 50 00 0 Physical Chemical Data Personal Protection Risk amp Safety Codes Regulatory Data MSDS Data Chemical Information Gateway in Inventory Item Detail Enterprise User s Guide v1 2 4 15 2 2009 View Update Consumption Refill Tab continued Use the Consumption Refill tab page to view or update information about the amount remaining in the container To use the Consumption or Refill options these functions must be enabled by the System Administrator in Setup Settings ChIM Access Chemical View Update HELP LOGOFF 000002 Clis Tagged BENZENE Stock Number 71 43 2 Location User Status oe Custom Da
21. lar System Cl Central Nervous System 0O Eye O G l System C Heart O Kidney F Liver O Lungs O Mucus Membrane oO Pancreas Fl Prostate Pi Respiratory System CI skin CJ Thyroid CJ Lachrymator Fi Mutagen Fj Health Hazard_custi oO Health Hazard_cust2 Fi Health Hazard_cust3 F Health Hazard_cust4 F Reproductive Toxin d Teratogen Health Hazards Risk and Safety The European Risk and Safety Phrases help you identify the hazards associated with Codes your chemicals You can modify the delivered values by clicking on the Add or Delete button and adding or removing new phrases for your chemical master Risk amp Safety Phrases CAS 50 01 Chemical Name Risk Phrases Available Can become highly flammable in use R30 Causes severe burns R35 Contact with acids liberates toxic gas R31 Contact with acids liberates very toxic gas R32 Risk Phrases Used Delete Causes burns_ R34 Extreme risk of explosion by shock friction fire or other sources of ignition R3 Limited evidence of a carcinogenic effect R40 May cause SENSITISATION by skin contact R43 Toxic by inhalation in contact with skin and if swallowed R23 24 25 E is Safety Phrases Available After contact with skin wash immediately with plenty of S28 Avoid contact with eyes S25 Avoid contact with skin S24 Avoid exposure obtain special instructions before use S53 i gt
22. n an area can define the hazard class for each of the hazard types identified in the IBC guidelines Locations can be divided into Control Areas to allow the IM to monitor the quantity of hazardous materials stored within each area comparing on site quantities with the exempt amounts Exempt amounts for each named hazard type are defined for each Control Area using the Exempt Amount button in the Location Tree The following fields and their respective options are drawn from the BOCA 2004 guide All values can be edited or deleted by using the Setup Settings System Tables menu and other values can be added Three optional user definable fields are provided 3 00 Chemical Name fs n Regulatory Data IBC Canadian Regulations Combustible Dust Organic Peroxide Combustible Fiber Oxidizer Combustible Liquid Other Health Haz Compressed Gas Peroxide Former Corrosive Pyrophoric Cryogen Explosive Flammable Gas Toxic Flammable Liquid Unstable Reactive Flammable Solid Water Reactive Highly Toxic Irritant l IFC_cust LPG IFC_cust3 IBC Hazard Types for Control Area Management Enterprise User s Guide v1 2 4 27 2 2009 TABLE The IM includes a set of more than 60 000 synonyms You can delete modify or add RELATIONSHIP new synonyms These values are used in defining mixtures so that you can pick a Synonyms generic name like acetone rather than a product specific name like acetone A
23. not share a common value that can be used in the Search or Query tools For example if you have a list of tags that have been pulled from containers before their disposal Scan Tag provides a quick way to enter all the tag numbers and process the entire batch of records in one transaction 1 Click the Scan Tag button to enter a tag number 2 Enter the tag number and press lt Enter gt or click Add The cursor will return to the entry field ready for the next item 3 If you scan enter a barcode in error highlight the record by clicking Select and then click Delete to remove it from the list The Delete button does NOT remove records from active inventory See Dispose below for the procedure to move items out of active inventory 4 Click Process to display the records on the Results Grid Search Query To Add Sca Tags and Find ff th tho ems se scan tags TERT AMYL ALCOHOL ACETONE CERTIFIED ACS ACETONE CERTIFIED ACS _s sesS Flee Scan Tags with 3 Items Added The Results Grid Whether you use the Search Query Tool or Scan Tag option to select records for updating or reporting the selected records will display in the Results Grid as shown below These records are immediately available for editing or for printing e mailing or storing as spreadsheets or other data formats For more detailed reports or to include calculations use the Inventory Manager s built in Crystal Reports by Seagate 1 Click Print to pri
24. nt ber Account Storage C BUFFERED NEUTRAL FORMALIN 20 CP0020 DRO009 20 00 L Fletcher Blll Biology pees ie C BUFFERED NEUTRAL FORMALIN 20 CP0021 DRO009 i 20 00 L Fletcher Bill Biology pon C BUFFERED NEUTRAL FORMALIN 20 CP0022 DROOOS 20 00 L Fletcher Bill Biology ean C BUFFERED NEUTRAL FORMALIN 10 BR0950 CRG212 i 4 00L Capen Chemistry Red C BUFFERED NEUTRAL FORMALIN 10 BS0333 CRG422 4 00L renee Chemistry Red C FORMALDEHYDE 999005 BSC 2 370 i 0 53 L OENE chemistry Red C FORMALDEHYDE 999006 BSC 2 370 0 47 L 00 na Chemistry Red O 8 FORMALDEHYDE 999007 BSC 2 370 O47L Chemistry Red Fj 8 FORMALDEHYDE 999044 BSC 2 370 0 77 L Chemistry Red Fi 8 FORMALDEHYDE AB3535 MRN202 f 0 20 kg Richeson Dr Chemistry Red Fj f FORMALDEHYDE AB6676 DRO124 0 47 L 00 Mayer Dr Chemistry Red Query Results with Update Options for Selected Records Use the following buttons to select records for editing Select Alf Click Select All to place a checkmark in all rows displayed in the results grid Check the Select All box again to remove the check mark Clear Alf To remove the checkmark when the Select All option has been used click in the Select All box to remove the checkmark from all rows previously selected To select a single record click the edit icon in to view details for that record to print the barcode tag or to update a record Locations and users can be updated only through the Transfer
25. nt the results to a PDF file or to save them to a spreadsheet Enterprise User s Guide v1 2 4 10 2 2009 View Update 2 Click in the Select column to check one or more items from the same page for continued editing 3 Click the Select All box to check all items on a page for further processing 4 Click the Show All button and then Select All to check all items if the results are shown on multiple pages 5 Select one record and click ChemWatch MSDS to view the CG II version of the data sheet 6 If tare weight is enabled select one record and click Calculate Tare to update the amount remaining in a container by placing the container on a balance for automatic recalculation or for manual data entry of the new gross weight The system will calculate the amount used or refilled and create the appropriate consumption or refill record 7 If linking is enabled select one record and click View Link to view the parent or child record s as appropriate Chemical View Update HELP LOGOFF Seach Quer Tool Scan Tao Find Items That Match These Criteria Chemical View Update Barcode Pl Search Location Department Clear Chem Name Contains Y formai Export To PDF Format v Print CAS View Link Chemvetch MSDS Calculate Tare Select All Multi Edit Transfer Dispose Change Taq Results 1 139 of 139 Total Pages 1 Barcode x Lot Amount PO Chem Name Location aber QTY Remainin U O M Pl Departme
26. r and software installed to Values capture data from input devices continued e If yes the value from the balance will populate the highlighted field Step through the fields as appropriate entering the lid container or container with lid weights If no key in the values and press Tab The system prompts you ifVIM The Prompt Displays Action Calculates Tare weight recorded Click OK the tare as pounds or weight kilograms Does not ChIM is unable to e Click OK calculate the calculate tare because e Measure the container only tare weight the density is zero e Type the tare weight and e g NO Enter the tare weight if press Tab density known At the prompt Tare weight recorded as pounds or kilograms click OK PLEASE NOTE You cannot view or edit the tare weight values in the Add screen You need to use the View Update function in order to get into already existing tare values for a particular inventory item Enterprise User s Guide v1 2 4 8 2 2009 View Update Use the View Update menu option to view inventory records update a single record transfer dispose or update one or more values in a select record group Search and Query Inventory Records in View Update Search Query and ScanTag options are displayed at the top of the View Update window in all modules 1 To search enter one or more selection parameters e g item barcode CAS user or location chemical name or click Search
27. requirements Another example is oxygen You may have one record for gaseous oxygen and another for liquid oxygen The storage shipping and BOCA requirements will differ significantly with these two items The Inventory Manager is delivered with over 240 000 catalog records representing over 85 000 unique products Each comes with an associated Master record As you add new items to the catalog the program will check the Master table determine if a record exists and if it exists prompt you to define if you are modifying an existing record or creating a new record If no record exists it will create a new Master record Only after a Master record is identified will you be able to view or update the associated records in the linked tables The following pages identify the screens for physical safety and regulatory data Enterprise User s Guide v1 2 4 21 2 2009 Records based on nanos M CAS_no ROS Vendor id CAS State Purity Hilal aioe Master id Vendor Product State Purity One master recordd may apply to many catalog records Inv Cat_id Master_id CAS _no Inv_Item_id State Inv_Cat_id Purity Tag Ctlg_ desc Product num Vendor_id Details about your Stock num inventory Unit aty Unit_of_ measure Vertere Inventory Manager Table Relationship Enterprise User s Guide v1 2 4 22 C_Firecodes C_Physchemprop C Synonyms C Regs Health haz NFPA HMIS Risk Safety MSDS 2 2009 T
28. some amount of the inventory item before you measure the tare weight you can calculate the values in UPDATE and base it on the amount remaining Follow the table below to measure tare weight Ensure that the system operator has defined the correct measure for tare weight using the Setup Settings ChIM Access Options WARNING If you already have inventory items with defined tare weights and you change the measure e g from grams to kilograms the new measure e g kilograms displays for these chemical items Because all values are stored in kilograms and displayed in your measure of choice this change will affect only records that require microgram calculations When you add a container to your inventory using the Add function you may define tare values by clicking Amt Rem Tare as shown below alName METHANOL Weight Weight gm 5 00000 gig 5 00000 10 00000 g a v 10 00000 200 00000 15 00000 Gross Wt gm 15 00000 Custom Lookup 2 v Container Type Tare Weight Calculations The button will enable only if you have the correct values for the selected catalog item Amount Unit of Measure U O M and for liquid and gas records the physical State and Density If these values are missing you can enter them in the Add window Enterprise User s Guide v1 2 4 7 2 2009 Add Calculating To record the tare values complete the fields as follows Tare Weight Do you have a balance connected to your compute
29. ta Notes Purchasing Chemical Information Gateway Consumption Refill Amount Original Amount L L Remaining Consumption Refill Amount Consumed Amount Added Container Type Refill Cost Date Consumed Date Refilled Comments Comments Consumption Refill for Inventory Item Consumption To record consumption complete the following steps Required field Amount Consumed Step Your Action gt gt Click Consumption Refill tab 2 In the Amount Consumed field enter the amount you have used The amount must be recorded in the original unit of measure The system will warn you but allow you to report consumption of an amount that exceeds the original amount recorded This is so because the exact amount in a container may vary slightly Edit Date Consumed field as required BY your site procedures It will default to the current date 4 Enter any comments about the use of the substances for example the purpose of the use the project lab prep etc 5 Click Save The amount remaining will decrement Refill To refill a container the container must be identified as refillable when the record is created To record a refill operation complete the following steps Required field Amount Added Click Consumption Refill tab In the Amount Added field enter the amount you have added to the container The amount must be recorded in the original unit of measure The system will warn you but allow you
30. to 1 The Unit and Amount Remaining values will be displayed as stored in the catalog record You can modify the amount remaining by updating the field labeled unit Modify the Receive Date field if the default current date is incorrect If shelf life is defined in days for the catalog record the Expiration Date will be populated with the Receive Date plus the number of days iv Click Save the Copy Last Data Add Many Delete and Print Tag buttons will enable Chemical Add tem Aas Notes Parent Tag Barcode Cl untagged Receive Date 26 Jun 08 Location A2 PO Number PI Asa Old Tag Department Custom Text 2 Alternate User v Lot Number Use v Open date Status v Expiration Date Acquisition Type Purchase 1 Be Custom Date 3 QTY 4 Unit Cost Custom Lookup 1 ha Unit 1 00 Amount Remaining Custom Lookup 2 v Account No v Container Type v State v Density C Refillable Se facor ast pata ee ee ee Chemical Module Add Form Print Tag to print the barcode apply it to the item Enterprise User s Guide v1 2 4 3 2 2009 Add E O a a a a Inventory If your exact product does not display when you search or query the catalog continued you can select a similar record from the grid and click on the edit icon the pencil or click the Catalog Add button at the top right of the query form to add an entirely new record The catalog maintenan
31. to report a refill of an amount that exceeds the original recorded capacity of the container This is so because the exact container may hold an amount that exceeds the amount delivered in the container Enter the refill cost as appropriate Edit the Date Refilled field as required by your site procedures It will default to the current date 5 Enter any comments about the refill process for example the source of the substance Click Save The amount remaining will increment Enterprise User s Guide v1 2 4 16 2 2009 Module Menus Status Tab View Update Use the Status tab page to view or update information about the status or use of the continued substance Chemical View Update HELP LOGOFF 840018 Untagged FORMALDEHYDE Stock Number Location User staus _CustomData_ First Missing Date In Use 3 ha Use v 1 v Refillable Status for Inventory Item Custom Data Tab Use the Custom Data tab page to view or update the custom text custom date and custom lookup values associated with the container record Chemical View Update HELP LOGOFF oo0o002 S O lis Tagged aty T Stock Number 71 43 2 Stats Open date Old Tag Custom Text 2 Custom Date 3 Custom Lookup 1 Lot Number Custom Lookup 2 Custom Data for Inventory Item Notes Tab Use the Notes tab to view or update notes associated with the container record and to view catalog notes if any about the substance The tab label
32. to view all records You can use more than one of the displayed fields in your search Chemical View Update Find Items That Match These Criteria Chemical View Update Search By Catalog O Synonym E pxportTo Chemwatch MSDS PI Department gt _ Account Storage 134 155 F1635 C FORMALDEHYDE rst 900 000 ml 00 00m 00 0 15090 Fi63s 50 134 155 C FORMALDEHYDE HT 500 000 mi ao nerd 000 prs F1635 50 134155 C FORMALDEHYDE aker 410 000 m 9 00mi 00 0 15090 Fie3s 50 134 155 C FORMALDEHYDE 500 000 mi a0 nes O00 ee Fi6 3s 50 134 153 500 00ml 00 0 15090 F1635 50 134155 C FORMALDEHYDE i Sa i 500 000 m 0 cred 00 0 PiS C FORMALDEHYDE 500 000 mi Fi63s 0 134155 C FORMALDEHYDE 200 000 ml 0 00mi 00 0 15090 101D F1635 50 134155 C FORMALDEHYDE 000223 Ao L00 500 000 mi LARS ete F1635 50 134 155 C FORMALDEHYDE i 500 000 mi 00 oom 00 0 15090 F1635 50 134 155 500 000 m e mi 00 0 15090 Search Results in View Update Enterprise User s Guide v1 2 4 9 2 2009 View Update 2 To query click on the Query Tool tab for more options such as lot number or continued expiration date Define your criterion and click Add enter one or more criteria then click Search Chemical View Update Click Add Button to append criteria Query Tools Common to All Modules Scan Tag Use Scan Tag to view a group of records that may
33. ty SSS veme August oz00g O O O OO Click Add Button to append a criteria Update Query Tool in Audit Log Enterprise User s Guide v1 2 4 19 2 2009 Table Relationships INV_CATALOG and C_MASTER Benefits MASTER ID The IM tables are linked to ensure data integrity and to minimize the data entry required to maintain complete inventory physical safety and regulatory information As shown in the following diagram the INV_CATALOG table is the main repository for the chemical data provided by vendors It is a listing of vendor product size specific records From the Catalog you retrieve a record that defines the nature of an inventory item its description vendor product number amount and unit of measure The catalog record in turn is used to define your INV_ITEMS records The Catalog is also used to create the C_MASTER table This table is a link to all of the physical safety and regulatory details about your chemicals Master records are created based on one of the following criteria and all catalog records that meet these criteria share a single master record CAS CAS State and Purity Vendor Product Number no CAS This means that all catalog records that share CAS 50 00 0 with or without state of liquid but that do not have state and purity values share one master ID number All catalog records that share CAS 50 00 0 and are defined as Liquid with Purity of 37 share another master ID number Wh
34. umed 0 00 User Super C v 5 16 2008 9 07 58 AM BLO414 ACETIC ACID GLACIAL Consumed 0 00 User Super Select All Restore Results 1 2 of 2 Total Pages 1 Go to Page 1 Chemical Restore with Selected Items Highlighted 4 Click Restore in the bottom right corner to return the item s to the active inventory Note The records you restore will be removed from the search results grid because they no longer meet the search criteria If items were disposed as empty containers they will be restored with the amount remaining equal to zero To update the amount remaining use the View Update option select the individual item double click and user the Refill option to correct the amount remaining in the container Audit Log Use the Audit Log to review Add Edit and Dispose transactions Access to the Audit Log is a right that can be associated with Roles you define in the system All changes to inventory records are stored in the audit log Each record includes the date and time of the transactions the identity of the user who completed the transaction the type of transaction and the change from and change to values Tag Chemical Module NOTE Date ranges are inclusive Audit Log Search Options Search the database by user name tag number or date range options Enterprise User s Guide v1 2 4 18 2 2009 Use the Query Tool to search for specific transactions such as Audit Date shown below IsEmc
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