Ordering
How we manage our lab inventory
Ordering
Placing orders
Orders are placed by Gemma Hamilton using the Orders Sheet in the Blood Cancer Group Teams files. This link should take you to the folder, make sure you use the latest order sheet.
Orders must be placed by Monday evening. So Simon can enter cost codes by orders, and then orders be placed on Tuesday and Wednesday. If Simon doesn't understand an order he probably wont put a cost code by it, so it's good to run your ordering plans past him in your weekly 1-on-1s or on Slack so he understands what he is approving.
Late orders can't be processed, so plan your ordering appropriately.
Where possible, always get a quote before ordering as often you get a discount, and all it takes is an e-mail.
Receiving orders
Orders will be brought to your office by the tech team. Please take it in turns to put things away so that the person closest to the door doesn't end up doing all the work!
When you receive an order please sign the despatch note included with the shipment, date it, photograph it, and send it to the team Whatsapp so that Gemma can mark the order as received.
Put the item away, and record where you put it on LabSpend (see below).
Bulk Orders
There are a few items it's cheaper to order in bulk. We place our bulk orders on the first monday of each month. This coincides with neighbouring labs also place bulk orders through Gemma Hamilton, which maximises our savings.
We have a bulk order rota, if you don't have access to this please ask in Slack.
When it is your turn to manage the bulk order, you need to check the stocks, complete the bulk order sheet, and then ask everyone whether they have additional needs for this month. This should happen by the Wednesday before bulk order day.
Download the bulk order spreadsheet
Check the stocks of all items on the bulk list by searching for each item on LabSpend (see below). You may want to manually check accuracy of LabSpend and how full some containers are if you're not sure.
Fill in the sheet, and it will indicate how many items you need to order to return to minimum stock quantity.
Once completed share the sheet in the WetLab slack by Wednesday before order day, and ask everyone whether they are happy with the orders that will be placed, or whether they think they will need additional items for additional experiments that month.
On Monday place the bulk order in the order spreadsheet as described above.
Cleaning Rota
There is a lab cleaning rota pinned by the entrance of Lab 4.
The cleaning rota does not replace personal responsibility. Even if it is not your turn on the rota you must:
still follow the flow waste/sheath fluid protocol
still need to top up some IMS
still return pipettes where they belong etc.
When on the rota it should take less that 30 minutes each day to do a few checks, and 1 hour towards the end of the week.
Book time with Simon on Friday when you're on the rota so he can sign you off.
Last updated