Check Order Status
From the Orders page, you can search for a specific order or sort orders by Status using the filters on the left-hand menu.
There are five status types:
- Requested– Order Request sent to Lab Manager(s)
- Approved - Lab Manager approved request
- Cancelled - Lab Manager cancelled order
- Ordered - Lab Manager orders requested item using a 3rd party system
- Received - Item arrives on site and is marked as received
After an Order is requested and placed into the system, you can view the current status of the order in the Status column on the Order page.
In addition, you can view the details and history of a specific order request on the Order Request itself. To view the details on a specific item, click on “View” for an item. All status changes are recorded and appear in the History section at the bottom of the Order Request.
When the item arrives, either a Lab Manager or the Lab Member who requested the item, can mark the item as received. To record that an item has been received, locate the order on the Order page and find the inventory item of interest.
Click on the “Mark Received” button.
Note:A new inventory item will be created at this time.
When Lab Members submit an order request, they have the option to received emails with status updates as their order request is processed. Before clicking on the Request Item button to complete the request, check the “Send status updates” box in the lower left corner of the Order Request form.
For additional help to locate an order, please view our Knowledgebase article on Search and Request an Order.
If the status update was selected, the requester will receive an email when the status of the request is updated as follows:
When the request is Approved (including automatically approved)
When the request is Cancelled
When the request is Marked Ordered
When the order is Marked Received
In addition to receiving emails, users always receive notifications in Inventory. To access your notifications, click the bell icon at the top right hand side of the screen.
To dismiss a notification, click the ‘X’ at the top right hand side of every notification.
Note: The Lab Manager will receive a notification email when a order request is submitted.
Order History
All order requests, including cancelled and received orders, remain in the Order history. To make it easy to see current requests, use the Status filters to view Requested, Approved, and Ordered items that are progressing through the workflow. These filters will stay selected after logging out.
In addition to the history on all order requests, each Order Request has its own history. Click on View link for any item to open the Order Request details. At the bottom of the page you will see Notes that were added during the various stages of the process along with the History of when the item was requested, approved (or cancelled), ordered, and received.
This history is separate from the history of inventory item itself, which can be viewed by clicking on the name of the item received.
Export Orders
You can manually export orders from LabArchives Inventory at any time. This can used to create a shopping list of all approved orders that are ready to be input to the procurement system used by the lab or institution.
Note: Anyone with access to the inventory can export items.
Export Orders
- Locate the items of interest for Export by running a search of the orders, or use the filters: Inventory Type, Order Status, or Order Date Range. These filters can be used individually or inc combination with or without a search term.
- To export your Orders, click “Export Orders” on the orders page.
3. On the Export Orders screen, select “Export Current Search Results” or “Export all Orders”.
4. The export will be downloaded to your computer in the designated downloads folder as an Excel spreadsheet.