How To Log In a Sample Manually
Sample records are automatically sent from JDE or SAP to LIMS via preconfigured interfaces which are running periodically. However there are times when user needs to enter a sample manually, this tutorial covers the steps to follow.
Verify Correct Site
Verify both site ID and connection string is correct. If Site is set to (all) or connection string is incorrect refer to "Initial Set-Up for Users" tutorial on how to change this setting in "My Profile"
1. Manual Sample Login
- Navigate to Sample Life Cycle > Samples > new
2. Sample Login View
In the login view the cells which have a yellow back ground are required to be filled in prior to saving the record for the first time.
Sample ID field contains text [auto], after the record is saved it will automatically update with an auto incremental unique id number which is unique to this sample. This field is auto generated and updated
Sample Status field is auto generated by the system based on the condition of the sample. Use the table below for reference of different Sample Status and what they mean.
| Sample Status | Short Description | Detailed Description | Approval Allowance | Status Defined By |
|---|---|---|---|---|
| N | New | New sample logged by JDE | Cannot Approve | System |
| P | Pending | New sample logged manually. Does not contain any results. The only status at which you can delete a sample | Cannot Approve | System |
| B | Partial | Sample which contains partial results | Cannot Approve | System |
| C | Complete | Sample which contains all results | Can Approve | System |
| V | Validated | Sample which contains all results and the results have been validated against specification limits | Can Approve | System |
| F | Approved - Failed | Sample which has been approved with a Failing Status. Does not generate a CoA | Approved | User |
| A | Approved - Passed | Sample has been approved with passing Spec and SPC status and can generate a CoA | Approved | User |
| Rj | Approved - Rejected | Sample has been rejected | Approved | User |
| Rw | Approved - Rework | Sample has been reworked by manufacturing | Approved | User |
| X | Approved - Cancelled | Sample has been cancelled | Approved | User |
| Rg | Regraded | Sample has been regraded because a new sample template is available | Approved | System |
3. Define Key Sample Criteria
3.1. Key Criteria - Bulk Code
3.2. Key Criteria - Lot Number
Type in the Lot number into the Lot # field
3.3. Select Test Class
If no Test Class is set up for this bulk code, leave blank or empty.
3.4. Key Criteria - Manufacturing Date
- Click on the calendar button next to Manufacturing Date.
- Select the manufacturing date in the date time picket pop-up
- Screen will refresh back to Sample Login View with the "Mfg Date" text box populated with the manufacturing date selected in prior steps
4. Saving Sample Record
After Bulk Code, Lot # and Mfg Date fields are all defined click on the save button to save record
- When the record is saved the "Sample ID" field is updated with the auto-generated unique sample ID number.
- Field "Shelf Life" is populated with shelf life period which is set-up for this particular bulk code.
- "Expiration Date" field is calculated based on the "Mfg Date" defined by user and the shelf life set-up for this bulk code template.
5. Additional Sections in Sample View
Additional sections can be opened by clicking on the double arrow button next to section name.
5.1. Descriptive Section
- Audit Trail Section communicates who created the same and when. Once the sample is approved this section will also show who approved the sample and where
5.2. Tests Section
Section contains a list of test which are applicable for this bulk code.
5.3. Results Section
Section contains fields for all the analytical parameters for this bulk code.
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