One Register for Reference & Retention Samples
Track golden and boundary reference samples alongside retention and shelf-life samples in a single Odoo app — with validity tracking, scheduled verification, loan checkout with condition evidence, and a color-coded health dashboard that surfaces expiring, overdue, and on-loan samples before an audit does.
The problem
Quality teams must produce the physical sample, its storage history, and its verification record on demand — often months after a customer complaint or during an unannounced audit. Spreadsheets have no enforced validity period, no automatic verification reminders, no loan tracking, and no audit trail, so overdue samples are usually discovered during the audit itself, not before it.
The solution
A unified register for master/boundary and retention/shelf-life samples with automatic validity enforcement, scheduled verification and assessment points, loan checkout/return with photo condition evidence, and a color-coded dashboard that surfaces expiring, overdue, and on-loan samples at a glance — all inside Odoo, with no external services.
Everything a quality register needs
Every capability below is implemented in the module.
Unified Sample Register
Master/golden, boundary/limit, and retention/shelf-life samples live in one register with shared storage-location and lot data — no more reconciling two disconnected systems.
Approval & Release Workflow
Samples move through a Draft, Confirmed, and Done lifecycle; only a Quality Manager can approve and release a sample for use, with the approver and date recorded automatically.
Validity & Expiration Enforcement
Each sample carries a configurable validity period (12 months by default) with a computed expiry date, so lending or using an expired sample is blocked instead of relying on manual checks.
Scheduled Verification & Assessments
Periodic verification points (3-month default) and retention assessment points are tracked with due dates, pass/fail/degradation results, and automatic rescheduling when a check is completed.
Loan Management with Condition Evidence
Lend a sample to a borrower and location with due dates, then capture a photo and notes at both checkout and return — proof the sample came back in the condition it left in.
Color-Coded Health Dashboard
Every sample shows a verified, expiring-soon, expired, or damaged health badge on its kanban card and list row, so at-risk samples are visible without reading a single date field.
Damage & Replacement Chaining
Mark a sample damaged with a reason code, then create a linked replacement in one click — the original is archived and the new sample keeps the chain of custody intact.
Barcode Tag & Storage Tracking
Print a PDF tag with a scannable barcode for every sample, and assign each one to a storage location recording its required storage condition.
Defect Catalogue & Lot Linking
Link boundary samples to a visual defect catalogue, and connect retention samples to the exact production lot and complaint case that triggered their retention.
How it works
Register the Sample
Create a master, boundary, or retention sample with its product, storage location, and validity period; a reference number and barcode are assigned automatically.
Approve & Release
A Quality Manager reviews and approves the sample, recording the approval date and releasing it for reference or retention use.
Lend, Verify & Assess
Check samples out with condition photos, run scheduled verification and assessment points, and capture pass/fail/degradation results as they come due.
Monitor the Dashboard
Track expiring, on-loan, and awaiting-verification samples from the color-coded kanban and dedicated drill-down menus — before an auditor has to ask.
Frequently asked
No sales fog. If your question isn't here, email us and we'll answer it the same way.
Yes. Master/golden, boundary/limit, and retention/shelf-life samples are managed in one unified register with shared storage-location and lot data, so there is no need to run two separate apps.
Buy it on the Odoo App Store
Purchase, download and install directly from the official Odoo Apps Store — you'll always get the latest supported build.
Quality Reference & Retention Samples
Master, boundary and retention samples with validity enforcement, scheduled verification and loan condition evidence — with barcode storage tracking and a color-coded health dashboard.
Buy on Odoo App Store