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Distributing germplasm

Germplasm samples are requested from a genebank's stock for many different reasons: fulfilling requests for germplasm from external users, germination (viability) testing, tetrazolium (TZ) testing, experiments, regeneration, and so on. In all cases, since the germplasm must be accounted for, the original inventory quantities must be reduced by the quantity of germplasm being used for the purpose. The Distribution features help ensure the quantities are correctly recorded in real time and the processes for doing so can be planned.

Internal and external requests

Distribution requests can be internal or external.

  • Internal requests are used for genebank operations such as viability testing and multiplication.
  • External requests are sent to users outside the genebank, such as breeders or researchers.

In both cases, a sample of material is issued from stock. Both types are created and processed the same way in the Distribution area.

You can manage the processing of distribution requests by associating actions with each distribution. For example, when an incoming germplasm request arrives, enter it immediately and record a New order action. The request's action is then visible in the Schedule feature, and staff can plan for the distribution requests that need to be processed.

Germplasm (usually seeds) distributed for regeneration ultimately returns to the genebank and is stored as a new, separate inventory lot – a new generation – for future purposes. Be ready to receive the fresh material’s data (quantity on hand and other details) when it arrives. New inventory records can be generated automatically with the Create withdrawn inventories functionality. Each new inventory record is also automatically linked with its source (parent) inventory, and the relevant fields are populated.

The Distribution area allows the access and management of requests through the following sections.

In this section​

  • Distribution requests — view and search requests, create a new distribution request, add items, and manage processing with the Distribution Schedule.
  • Sites and auto-split — how distribution requests are linked to sites and how to auto-split a request by inventory site.
  • Schedule verify and pack actions — schedule Verify item and Pack actions in bulk for filtered request items.
  • Verify items — confirm by scanning that the correct materials were picked for a request before they are shipped.
  • Packaging — when request items are ready to be shipped, use the Packaging workflow to scan inventory barcodes, record shipped quantities, update source inventories, and print item labels.
  • Inventory deduction — when and how distributed quantities are deducted from the source inventory.
  • Reporting SMTA distributions — for distributions made under the Standard Material Transfer Agreement (SMTA).