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Automatic change of quantity

The automatic updating of the remaining quantity on hand is part of distribution of germplasm. It happens when specific criteria are met, of which the auto-deduct flag is the most important.

When is the inventory quantity automatically updated?​

The quantity on hand is updated automatically only when the status of the request item is set to SHIPPED and:

  1. The source inventory has the auto-deduct flag enabled
  2. and the form of distributed germplasm matches the form of source germplasm (i.e. seeds stored, seeds distributed)
  3. and the units of distributed germplasm match the units of source germplasm (i.e. quantity in grams, distributed in grams)
  4. and there is sufficient quantity on hand to be deducted
Update!

GGCE versions after 2025.2 support the automatic conversion between grams gm, seed sd and count ct units. The source inventory must have its Hundred seed weight set to be able to convert from gm to sd (or ct) and vice-versa.

Auto-deduct flag​

Is auto-deducted is a flag of each inventory in GGCE. It is initially determined by the selected maintenance policy and can be manually adjusted on a case-by-case basis.

Distribution critical amount​

The threshold set in Distribution critical amount is not considered! Genebank staff must be able to distribute the last remaining amount, which is usually for internal use (e.g. multiplication).

This threshold is respected in the automated selection of the inventory to be distributed.

Other deductions of quantity on hand​

The WITHDRAW inventory action will deduct the amount specified in action details when the action completes and the inventory is set as auto-deducted. This inventory action should be avoided in the distribution process.

Quantity of the withdrawn inventory​

The withdrawn inventories assume the germplasm form and unit of quantity from the distributed item, not from the source inventory.

GGCE versions after 2025.2 do not set the Quantity on hand when creating withdrawn inventories, except if the distributed item is already in status SHIPPED. This allows you to adjust the actual distributed quantity and unit, without affecting the source inventory or the withdrawn inventory.

Only when the item status is set to SHIPPED will the quantity of withdrawn inventories be set to the value configured in their corresponding order item.