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AI agent for laboratory managers

Seed Lot and Sample Inventory Reconciliation Agent

Inventory records that match physical stock and cover every planned experiment before it starts.

Data cleanupRisk managementScience and researchOperations
See how it worksGet access
Seed Lot and Sample Inventory Reconciliation Agent: what goes in, what the agent does and what you get

What it does

The experiment is planned for Monday and the lot listed in the inventory is empty or expired. This agent compares inventory records to the plan of coming experiments and plantings. It flags shortages, lots past their expiry or viability date, and records that look wrong such as negative quantities or duplicates. It asks for physical counts by drafting a short list per storage location, then updates the records with the numbers returned and checks again against the plan. If a shortage remains, it drafts an order request or a substitution suggestion. You approve orders and disposal. Edge case: lots held for retention cannot be used even when stock looks sufficient.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueApprovedNoNo 1 STARTS WHEN Weekly run or experiment approaching 2 USES A TOOL Read inventory records and the experiment plan 3 DOES Calculate usable stock per lot after excludingexpired and retained lots 4 DOES Compare usable stock to planned needs 5 CHECKS THE RESULT Do records look reliable and cover the plan? If not: draft a physical count request by location andwait for the counts. Back to step 3. 6 YOU APPROVE Scientist approves the count request 7 USES A TOOL Update records with returned counts 8 CHECKS THE RESULT Is every planned experiment covered by usable stock? If not: propose a substitution lot or draft an orderrequest. Back to step 3. 9 DOES List expired lots and disposal candidates 10 YOU APPROVE Scientist approves orders and disposal 11 RESULT Reconciliation report
Read the steps as a list
  1. Weekly run or experiment approaching
  2. Read inventory records and the experiment plan
  3. Calculate usable stock per lot after excluding expired and retained lots
  4. Compare usable stock to planned needs
  5. Do records look reliable and cover the plan?If not: draft a physical count request by location and wait for the counts. Back to step 3.
  6. Scientist approves the count requestThe agent waits here for your OK.
  7. Update records with returned counts
  8. Is every planned experiment covered by usable stock?If not: propose a substitution lot or draft an order request. Back to step 3.
  9. List expired lots and disposal candidates
  10. Scientist approves orders and disposalThe agent waits here for your OK.
  11. Reconciliation report

How it decides

Required quantity is compared to usable stock, where expired or retained lots are excluded. Shortfalls and doubtful records trigger a count request.

  • Count differs from record by more than 5 percent: investigate and update the record
  • Lot past expiry or viability date: exclude from usable stock
  • Lot is retained for audit: never count as usable
  • Shortage of 20 percent or more: draft an order and a substitution option

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Viability or expiry rules
  • Count discrepancy threshold (default 5 percent)
  • Review schedule
  • Storage locations to include
  • Order contact

What keeps you in control

It always asks you first

  • Count requests to staff
  • Orders and disposal

Hard limits

  • Never dispose of or order anything without approval
  • Never count retained lots as usable

It stops when

  • Done: stock covers plan and records match
  • Stop: shortage cannot be covered before start date

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA wheat trial needed 12 kg of lot S-218 by 3 April. Records showed 14 kg, but germination was past its viability date. Usable stock was 0, so the check failed. A count found a second shelf with lot S-221 at 15 kg and acceptable viability. The agent proposed S-221 as a substitute, and the scientist approved the swap and an order for a backup.

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