What this category's data looks like
This category's data looks like this: Laboratory hazardous chemicals procurement and ledgers involve three types of materials: procurement applications, usage registrations, and inventory ledgers. Sources are procurement system exports, entry of paper usage documents, and inventory count sheets. The update cadence is by batch arrival, by usage instance, and by monthly count. Procurement applications contain product name, specification, quantity, supplier, application date, and approval signature; usage registrations contain the person using the item, purpose, quantity used, usage date, and custodian signature; inventory ledgers contain balance quantity, storage location, count date, and review signature. When these three types of materials enter the scheduled tasks and automation feature, procurement applications serve as the trigger source determining replenishment reminders, usage registrations serve as the change source driving ledger deductions, and inventory ledgers serve as the baseline source verifying balances, each respectively taking on the roles of trigger, change, and comparison.
Configuration and implementation checks
Configuration and implementation checks: This step is executed by trigger configuration and tool nodes (scheduling capability is not in the tool introduction), outputting trigger records and execution results. The "version ledger and change records" are completed by business processing according to records or by rerunning. Tool invocation is decided by the model based on the tool introduction whether to execute; when the model does not need to summarize again, a tool invocation termination node can be attached at the end of the tool to end this invocation.
| Object | Check | Verification action |
|---|---|---|
| Procurement application | Product name, specification, quantity, supplier, application date, and approval signature are complete | Retrieve the application form and export records, compare name, quantity, and date field by field, and check the approval signature |
| Usage registration | The person using the item, purpose, quantity used, usage date, and custodian signature are consistent | Spot-check usage slips and ledger deduction records, check quantity and date, and confirm the receipt is retained |
| Inventory ledger | Balance quantity, storage location, count date, and review signature correspond | Compare the ledger with the count sheet, check the balance quantity and date, and confirm the review signature |
| Version ledger and change records | The current version is unique, old versions are traceable, and references are synchronized | After changing one piece of content, check whether the version number changes and whether referenced locations are updated synchronously |
Three common errors
- Symptom: The name and quantity of the same batch of hazardous chemicals do not match between the procurement application and the inventory ledger. Cause: The two places were entered separately, without field comparison and synchronization based on the same record.
- Symptom: The usage registration has been updated, but the inventory ledger still shows the old balance. Cause: The version was not synchronized, and the change record did not trigger ledger deduction and reference updates.
- Symptom: The procurement application lacks an approval signature, and the usage registration lacks a custodian receipt. Cause: Signatures and receipts were not included as check items, and were not supplemented after the materials were transferred.
How to verify the setup
This feature's acceptance: check the trigger records and execution time, and confirm it executes on time and only once.
Business test: change one piece of content, and see whether the version number and references are updated synchronously.
- Check the process connections and trigger records, and confirm the trigger has been connected to the corresponding tool node and executes once on time.
- Check where the termination node is connected, and confirm that when no summary is needed it is connected at the end of the tool, avoiding being summarized again by the model after execution.