Check-Out Transactions

The Check-Out process of the Inventory module is performed any time someone picks up consumables, available non-consumables, or assets from a storage location. The transactions are tied to a Transaction assignee to keep track of the items on loan.

This page walks you through the Check-out workflows of each item category.

Basic Check-Out process

To check out an item, click on the Check-Out button located in the upper right corner of the Transaction list.

Check-Out Transactions (but Check-In and Reconciliation likewise) can be initiated by using the Cart icon in the upper right corner of the Inventory module:
Detect your item as the first step of any Transaction workflow. Use your barcode scanner or start typing the name of your item.
Note
You can only look up items that have been registered in the Catalog before. Learn more on How to Detect Items in Your Inventory.

Step-by-step guides to the Check-out process for each item type

For each item type, you have the Add to cart option available within the Item list. With the help of this option, you can prepare the amount of items set here for check-out, with only one click.

Consumables with Expiration Check-Out

While following the basic Transaction processes, Consumables With Expirationitems can be checked out by identifying their batches.

Identify the batch you are about to check out: when your transaction assignee is there to pick up the supplies from your storage room, use your barcode scanner to scan the QR-code of your physical item or just enter the expiration date from the physical item's QR-code label to identify your batch.

Select one of the available locations you want to check out the item from.
Enter the item quantity.
Continue with Add to Cart to create a new cart or add your items to an existing cart.
The Back button returns you to the item detection step if there is no cart in progress yet. If you are adding the item to an existing cart, you will land on the Transaction Summary page.
Learn How to Finalize Your Transaction in the Cart here.

Consumables without Expiration Check-Out

Select one of the available locations you want to check out the item from.
Enter the item quantity.
Continue with Add to Cart to create a new cart or add your items to an existing cart.
The Back button returns you to the item detection step if there is no cart in progress yet. If you are adding the item to an existing cart, you will land on the Transaction Summary page.
Learn How to Finalize Your Transaction in the Cart here.

Non-Consumables Check-Out

There is only one way to check out Non-Consumable items: to loan them to the Transaction assignee in charge. All you need to do is follow the basic Check-out workflow and then continue with the following steps:

Select one of the available locations you want to check out the item from.
Enter the item quantity.

Only the ready quantity decreases upon check-out. If you open the item for editing, you can check how many items remained in stock after the transaction.
How to Decrease the Total Quantity of Non-Consumable Items
Once you have checked Non-Consumable items into your Inventory, you cannot decrease the items' total quantity by checking them out, because checked out Non-Consumables are "on loan".
When some of your supplies go missing from your storage location, are not returned, or you just want to dispose of some of them, follow the Reconciliation process.
Continue with Add to Cart to create a new cart or add your items to an existing cart.
The Back button returns you to the item detection step if there is no cart in progress yet. If you are adding the item to an existing cart, you will land on the Transaction Summary page. How to Finalize Your Transaction in the Cart
Batch Print the QR-codes of multiple items in one go while you are carrying out a Check-Out transaction:
Scanning Functionality
The Inventory module is designed to handle barcode and QR-code reading to facilitate transaction assignee registration and item detection during transactions. Recommended barcode scanning solutions

Complete the Check-in by using the Finish transaction option. How to Finalize Your Transaction in the Cart (Transaction Summary)
When using the Continue browsing option, if leaving the Inventory module, the contents of the Cart will be lost.

Asset Check-Out

Checking out an asset is essentially loaning it: you need to complete the basic check-out process.
When you check out an available asset from Inventory, its quantity changes to 0/1, indicating that the asset is currently out, and its status changes to On Loan:

The On-Loan status is indicated by a green arrow in front of the asset in the Items list on Catalog.

There are no mandatory settings when checking out an asset: the item's location and quantity are loaded automatically by the system.

The Due Date field allows you to set an expected return date for an asset before checking it out (optional):

The Transaction Assignee of the check-out transaction will be notified by email to return the asset on time. The date of the expected return will also appear in the asset's History tab.
In case an asset wasn't returned until its Due date, the asset will appear in the Overdue Asset report.

The Transaction Assignee responsible for the asset will receive a Due date notification email before the expected return date is up:

1 hour before the expected return if the Due Date is within 2 days
24 hours before the expected return if the Due Date is over 2 days

The Due date notification message sent to assignees can be set up in the Emails tab in the System manager:

Continue with Add to Cart to create a new cart or add your items to an existing cart.

The Back button returns you to the item detection step if there is no cart in progress yet. If you are adding the item to an existing cart, you will land on the Transaction Summary page.

On the Transaction Summary page you have several options to continue with:

With the Clear cart option, you can delete the complete content of the cart.
With the Continue browsing option (or by using the X in the right upper corner of the Check-out window) you can leave the Check-out and continue working within Inventory, without losing the content of your cart. You can return later and the transaction then.
With the Finish Transaction option, you can complete the Check-out process.

Learn How to Finalize Your Transaction in the Cart here.

Partial Check-Out

Partial check-out allows inventory managers to check out a Setup Sheet in several stages. The users can return later to complete check-out once the remaining items are restocked or returned from loan:

Returning required items from loan, i.e. checking them back in, is not possible in the same browser window as the partial check-out.
If trying to start a new Transaction in the same LearningSpace session, the partially checked out cart will be deleted: "If you start a new transaction, the current content of your cart is going to be lost."

It is advised to use a separate browser window for restocking/returning items and then, the Check-out of the Setup Sheet can be continued.

Since location selection is no longer a prerequisite in the improved transaction workflow, inventory managers do not have to check if every item featured on a Setup Sheet is stored in one location.
Inventory managers can check out the required items on the same Setup Sheet from multiple locations: