Inventory items can be added one at a time or in bulk using the Inventory Import template. Bulk import is useful when you need to upload many items at once, while adding items individually allows you to add the Item details while being able to view all the fields that are supported by that Inventory Type, including fields unique to that type and also those customized and added by your lab.
Lab Managers and Lab Members with permission to create and add items can access the Add Item to Inventory menu from the main Inventory page.
Create a New Inventory Item
The Add Inventory Item form displays both standard and custom fields based on the Inventory Type selected from the dropdown menu. Any required fields will be marked in red.
These core fields help identify and organize each item. Additional fields will be available that are specific to the Inventory type (such as special fields to identify Chemicals). Custom fields may also be part of the list if added through the Lab Management Inventory Types menu.
| Field | Description |
|---|---|
| Inventory Type | Select a category such as Antibody, Chemical, Cell Line, Plasmid, or a custom type. Only one type can be selected, and this field is required before adding the item. |
| Name | Enter a recognizable name for the inventory item (up to 255 characters). Use the most commonly known name. Alternate names can be added in Notes or as a custom field. |
| Quantity | Enter a numeric value representing the amount of the item. Decimals are allowed for partial quantities. |
| Units | Select a unit of measurement from the dropdown. Options include metric and container-based units. If none apply, select Units as a general option. |
| Location | Assign a storage location using a predefined hierarchy, such as Freezer → Shelf → Rack. You must select the lowest-level location available. Locations cannot be created while adding an item. |
| Relationships | Link items together by assigning parent or child relationships. Useful for tracking sample origins, lineage, or related groups. |
| Description | Add a detailed description of the item (up to 255 characters). You can use paragraphs to organize information. |
| Vendor | Select an existing vendor or type a new one to add it to the system. Adding vendors can be done directly while creating the item. |
| Catalog # | Enter the catalog number to make reordering easier. |
| Lot # | Record the exact lot number to distinguish between batches—important for reproducibility and comparison of results. |
| Price | Enter the price per unit (no currency symbol). |
| Date Received | Record when the item was received or added. This helps with tracking and filtering inventory by date. |
| Grant # | Enter the associated grant number, if applicable. |
| PO # | Add the purchase order number used to acquire the item. |
| Expiration | Enter the expiration date, if applicable, using the date selector. |
| Safety Sheet | Provide a URL to the safety data sheet (SDS). For long-term access, it’s recommended to upload a PDF copy as an attachment. |
| Notes | Add any additional details, such as alternate names or internal references. |
| Attachments | Upload supporting files (e.g., PDFs, images, text files). Files must be under 25 MB each. You can also upload chemical and DNA sequence files. Supported formats include: .pdf, .txt, images, .cdx, .cdxml, .mol, .sdf, .skc, .dna, .seq, .fasta, .xdna, .clc, .gb, .geneious, and others. For security, the following file types are not allowed: .exe, .bat, .com, .sh, .js, .html, .msi, .ps1. |
After saving, each Inventory Item is automatically assigned a unique ID, which can be found in the Item’s About tab.
Edit an Inventory Item
Once an item has been created, certain fields—such as quantity, units, and location—can be updated directly from the About tab within the Item Details page. These updates can be made by both Lab Members and Lab Managers, and all changes are automatically recorded in the item’s history.
Lab Members can fully edit items they have created, while Lab Managers can edit all inventory items. Both roles will see the Edit option in the top-right corner of the Item Details page. Visit Understanding Inventory Roles and Permissions to learn more.
Click Update Item to save your changes.
Duplicate an Inventory Item
If you frequently create similar Inventory Items, use the Duplicate Item feature to quickly copy an existing item and reuse its details. This feature is available to users with either the Lab Member or Lab Manager role. If you need more detailed guidance on duplicating items for aliquots, refer to How to Handle Aliquots.
Once you select the Item you would like to duplicate, from the Item's View and About page, select Duplicate Item.
The Duplicate Inventory Item form will open, pre-filled with the original item’s information. Update any fields as needed and click Add Item to save. A new Inventory Item will be created, while the original Item remains unchanged.
Tips for Working with the Chemical Inventory Type
The Chemical Inventory Type is one of the nine default types included in all Inventory Labs. Like the other types, it includes standard fields that are included in all Inventory Types and then Custom Fields that are unique to the Chemical Inventory Types. The Chemical Inventory type cannot be deleted, nor can it's name be edited (this also applies to the General Inventory Type). You can, however, duplicate this type (see the section above for additional information on duplicating an Inventory Type).
This Inventory Type also contains locked fields. These fields cannot be edited or deleted from the list of fields. These fields include:
- CAS #
- Name
- Chemical Safety
- Formula
- Molecular Weight
- SMILES Structure
All these fields are linked together by way of the CAS # Field. If the CAS Number for the Chemical is added to the CAS # field and if the Lookup locates the CAS #, all of the fields are auto-populated and pulled from the PubChem database. PubChem is maintained by the National Institutes of Health (NIH) and National Library of Medicine (NLM).
The name field is one exception; this field is only filled automatically if a name was not yet entered. If you already have a preferred name for the particular chemical you are trying to add, LabArchives Inventory will not overwrite the fields when looking up information for a CAS Number.
After the Chemical Inventory Item is saved, the Hazard symbols are displayed on the Inventory Item page and are also searchable.