Ricebase

Intro
File format
Upload inventory
Fix missing seedlots problem
Try submitting inventory again

What is a seedlot inventory?
- Seedlots represent physical seed in packets.
- This seed can be from crosses or for named accessions.
- Seedlots can have a specific location, box, weight(g), and count.
- Seedlots can belong to breeding programs and organizations.
- Seedlots can be used in trials (e.g. they were planted in a plot) and they can be harvested from a plot or plant (e.g. a cross was performed and seeds were collected.)
- A seedlot inventory consists of giving a location and current weight(g) to your seedlots. The seedlot name is the unique identifier for each seedlot and so should be encoded in a barcode on each seedlot packet.
- You can use the "Inventory" Android Application to scan seedlot barcodes and record weight. If you prefer you can create your own CSV file and upload that, if you do not want to use the Inventory Application. For info about the format of the file to upload, go to the next tab.
- It is also possible to manually enter a transaction by going to the seedlot detail page and clicking "Add New Transaction".
Make sure you are collecting seedlot inventory in the following format

The "Seed Inventory" Android Application will export this same exact format by default.
Select your file and upload seedlot inventory

Upload File (.csv):
Fixing the missing seedlot(s) problem
- Seedlots must exist in the database prior to updating or adding inventory. The reason for this is that the inventory does not give information about the content (a named accession or a cross name) and this information is required for a seedlot to exist in the database. We also want to be careful about adding new seedlots into the database because we do not want data to be incorrectly linked to duplicates.
- When adding seedlots into the database, you can upload an Excel file or you can add seedlots one at a time.
Seedlot Inventory Upload Error Messages
Submit your inventory again. You should have corrected all errors by now, but if not please take a look at the errors in the red box below. You can continue to modify your file and then click Upload until it works.

There exist these problems in your file:

Finished! Your seedlot inventory is in the database

The seedlot inventory file was uploaded successfully

You may want to proceed to the seedlot detail page(s) for the seedlot(s) you just updated.
You can print barcodes for the seedlots.

Finished! Your seedlot inventory is in the database

The seedlot inventory file was uploaded successfully

You may want to proceed to the seedlot detail page(s) for the seedlot(s) you just updated.
You can print barcodes for the seedlots.

Seedlots may be uploaded in a CSV file (.csv)
(Excel .xls and .xlsx format not supported)

Header:
The first row (header) should contain the following:

box_id	seed_id	inventory_date	inventory_person	weight_gram

Required fields:

box_id (the name of the box that the seedlot is in. also called box_name.)
seed_id (unique identifier for the seedlot. must exist in the database. also called seedlot_name)
inventory_date (a timestamp for when the seedlot was inventoried)
inventory_person (the name of the person doing the inventory. can be any name. also called operator_name)
weight_gram (the weight in grams of the seedlot)

Intro
What seedlots do you have?
File format
Upload seedlots
Fix errors in file
Try submitting seedlots again

What are seedlots?
- Seedlots represent physical seed in packets.
- This seed can be from crosses or for named accessions.
- Seedlots can have a specific location, box, weight(g), and count.
- Seedlots can belong to breeding programs and organizations.
- Seedlots can be used in trials (e.g. they were planted in a plot) and they can be harvested from a plot or plant (e.g. a cross was performed and seeds were collected.)
Seedlots fall into two categories

Select One:
Make sure your file matches the correct file format
Provide basic information about the seedlots and upload your file

Breeding Program:

Location of seedlot storage:

Organization Name:

Upload File (.xls or .xlsx):

Upload File (.xls or .xlsx):
Fix all errors in your file
- Accessions must exist in the database prior to adding seedlots of them. The reason for this is that an accession can be exist in many seedlots and therefore exists as a separate entity in the database. We also want to be careful about adding new accessions into the database because we do not want incorrectly duplicated data.
- When adding accessions into the database, you can use either a list of accessions or an Excel file.
- Crosses must exist in the database before adding your seed lots. The reason for this is that a cross can produce many seed lots and so the cross must exists as a separate entity in the database. We also want to be careful about adding new crosses into the database because we do not want data to be incorrectly linked to duplicates.
- When adding crosses into the database, you can upload an Excel file or you can add seedlots one at a time.
Seedlot Upload Error Messages
Submit your seedlots again. You should have corrected all errors by now, but if not please take a look at the errors in the red box below. You can continue to modify your file and then click Upload until it works.

There exist these problems in your file:

Finished! Your seedlots are now in the database

The seedlot file was uploaded successfully

You may want to proceed to the seedlot detail page(s) for the seedlot(s) you just created.
You can print barcodes for the seedlots.

Finished! Your seedlots are now in the database

The seedlot file was uploaded successfully

You may want to proceed to the seedlot detail page(s) for the seedlot(s) you just created.
You can print barcodes for the seedlots.

Seedlots may be uploaded in an Excel file (.xls or .xlsx)
Header:
The first row (header) must contain the following:

seedlot_name	accession_name	operator_name	amount	weight(g)	description	box_name	quality	source

Required fields:

seedlot_name (must be unique)
accession_name (must exist in the database. the accession_name is the unique identifier for the named genotype)
operator_name (the name of the person who oversaw the inventory process. can be any name.)
amount (number of seeds in seedlot. can be provided in conjunction with weight(g). must provide a value for amount or weight(g) or both.)
AND/OR
weight(g) (weight in grams of seedlot. can be provided in conjunction with amount. must provide a value for amount or weight(g) or both.)
box_name (the box name that the seed is located in. can be any name.)

Optional fields:

description (information about why this seedlot is being added)
quality (status of the seedlot, for example "ok", "moldy", "insect damage" etc.
source (an alternate source, such as a plot or plant identifier from which the seed was sourced if no specific cross experiment was entered in the database)

Note that the columns have to be arranged in the order presented above and carry the correct column headers.

Seedlots may be uploaded in an Excel file (.xls or .xlsx)
Header:
The first row (header) must contain the following:

seedlot_name	cross_unique_id	operator_name	amount	weight(g)	description	box_name	quality	source

Required fields:

seedlot_name (must be unique)
cross_unique_id (must exist in the database. a cross_unique_id can represent a cross between accessions e.g. AxB, but a cross can also represent a cross between specific plots in the field if you have this information)
operator_name (the name of the person who oversaw the inventory process. can be any name.)
amount (number of seeds in seedlot. can be provided in conjunction with weight(g). must provide a value for amount or weight(g) or both.)
AND/OR
weight(g) (weight in grams of seedlot. can be provided in conjunction with amount. must provide a value for amount or weight(g) or both.)
box_name (the box name that the seed is located in. can be any name.)

Optional fields:

description (information about why this seedlot is being added)
quality (brief description of quality, e.g., "ok", "moldy", "insect damage", etc)
source (an alternate source, such as a plot or plant identifier from which the seed was sourced if no specific cross experiment was entered in the database)

Accessions may be uploaded in an Excel file (.xls or .xlsx)

Header:
The first row (header) should contain the following:

accession_name	species_name	population_name	organization_name	synonym	PUI	accession number	acquisition date	biological status of accession code	country of origin	donor	donor PUI	donor institute	genome_structure	institute code	institute name	introgression_backcross_parent	introgression_chromosome	introgression_end_position_bp	introgression_map_version	introgression_parent	introgression_start_position_bp	location_code	ncbi_taxonomy_id	notes	organization	ploidy_level	released_variety_name	seed source	state	transgenic	type of germplasm storage code	variety

Comma Separated Fields:

The following fields can take comma-separated values to indicate there are several values for the accession: organization_name, synonym , PUI, accession number, acquisition date, biological status of accession code, country of origin, donor, donor PUI, donor institute, genome_structure, institute code, institute name, introgression_backcross_parent, introgression_chromosome, introgression_end_position_bp, introgression_map_version, introgression_parent, introgression_start_position_bp, location_code, ncbi_taxonomy_id, notes, organization, ploidy_level, released_variety_name, seed source, state, transgenic, type of germplasm storage code, variety

Required Fields:

accession_name (must be unique)
species_name (must exist in the database)

Optional Fields:

population_name (a population is a grouping of accessions. if the population already exists in the database, the accession will be added into it, otherwise, the new population will be created.)
organization_name (the name(s) of the organization(s) which use this accession e.g. NARO,IITA)
synonym (an accession can be known by many names including local popular names. a synonym name can be used instead of the accession_name throughout the database; because of this, synonyms must themselves be unique. e.g. accession_synonym1,accession_synonym001)
PUI (permanent unique identifier(s) of the accession)
accession number (accession number(s) for accession from germplasm bank)
acquisition date (date(s) of acquisition YYYYMMDD for accession)
biological status of accession code (code(s) indicating the state of accession)
country of origin (the country(s) of origin)
donor (the accession_name(s) of the donor accession and should be used in conjunction with donor institute and donor PUI)
donor PUI (the permanent unique identifier(s) of the donor accession)
donor institute (the institute(s) of the donor accession(s))
genome_structure (genome structure(s) for accession which take into account ploidy and ancestral genome info e.g. AAA or AB)
institute code ( the institute code(s) of origin)
institute name (the institute name(s) of origin)
introgression_backcross_parent (the backcross parent for introducing an introgression into the accession being added)
introgression_chromosome (the chromosome number that the introgression is on)
introgression_end_position_bp (the end position of the introgression in base pairs)
introgression_map_version (the map version for identifying the start and stop position of the introgression. e.g. AGPv2)
introgression_parent (if the accession you are adding has an introgression that originated from one of the parents you can specify the parent here)
introgression_start_position_bp (the start position of the introgression in base pairs)
location_code (location code(s) for the accession)
ncbi_taxonomy_id (no definition available)
notes (free text for notes)
organization (no definition available)
ploidy_level (no definition available)
released_variety_name (offical variety name of the accession or stock)
seed source (origin(s) of seed source)
state (the state(s) of origin)
transgenic (indicates if accession is transgenic. Please indicate 1 if transgenic and empty if otherwise.)
type of germplasm storage code (code(s) indicating the type of germplasm storage)
variety (variety(s) can be defined as a group of individuals or plants having similar traits that can be reproduced true to type from generation to generation)

Crosses may be uploaded in an Excel file (.xls or .xlsx)
Header:
To set up crosses in the database, please provide required information. The first row (header) must contain the following:
Required columns:

cross_unique_id (must NOT exist in the database)
cross_combination (required in the header, but value for cross combination (e.g. female accession/male accession) may be left blank)
cross_type (must be one of the following: biparental, self, open, sib, polycross, bulk, bulk_self, bulk_open, or doubled_haploid)
- cross type descriptions:

Optional columns (additional parent info): You can add additional parent info after male_plant column by using one or more of these column headers.

female_focus_trait
male_focus_trait
female_source_trial
male_source_trial

Additional cross information:

After cross unique ids are stored in the database, you can add field crossing data (e.g. pollination date, total number of flowers pollinated, total number of fruits set) or progenies to each cross unique id.
Field crossing data and progenies can be uploaded via links in crossing experiment detail page or can be added directly in each cross detail page.

Intro
Add a crossing experiment

What are crossing experiments?

Crossing experiments group crosses. The grouping can reflect crosses done in the same field trial, crosses in a breeding program in a given year, or crosses that have the same breeding objective. This grouping can be used to encapsulate all the crosses done in a crossing block field trial that you have saved in the database (e.g. in Manage Trials your crossing block will appear as a field trial with plots)
Enter basic information about the crossing experiment

Crossing Experiment Name:

Breeding Program:

Location of crossing experiment:

Year:

Description:

Finished! Your crossing experiment is now in the database

Crossing experiment was added successfully

You may want to proceed to the crossing experiment detail page you just created.
You can add or upload crosses into your crossing experiment as they become available.
You can add crossing information as it becomes available (e.g. number of seeds, progeny, etc).

Finished! Your crossing experiment is now in the database

Crossing experiment was added successfully

You may want to proceed to the crossing experiment detail page you just created.
You can add or upload crosses into your crossing experiment as they become available.
You can add crossing information as it becomes available (e.g. number of seeds, progeny, etc).

Intro
Select Trial
Select Seedlots
Name Seedlots
Set Contents
Set Metadata
Confirm
Create

Introduction

This workflow will guide you through the process of creating seedlots from the accessions in a field trial. You can create one new seedlot for each plot or unique accession in the trial. You can also set the initial contents (count or weight) of the seedlot as the value of a recorded trait from the trial.
Select a Field Trial

Enter the name of the field trial from which to create the seedlots:

Trial:
Select Seedlots

Seedlots can be generated from either each plot or accession in this trial.
- If you select plots: seedlots will be created
- If you select accessions: seedlots will be created
Name Seedlots

Enter a template for naming each new seedlot. The following variables (surrounded by curly braces) can be used in the template and the value of that variable will be replaced.
- trial_name
- accession_name
- plot_number
- rep
- block
- index - an incrementing index number, starting with 1
Name Template:

Seedlot Names

Set Seedlot Contents

Each seedlot needs to have its initial contents (either a count or a weight) set. You can either set the same initial value for each seedlot, use the value from one of the traits recorded for this trial, or compute a new value from the recorded traits for this trial. If you are creating a seedlot for each accession and select a trait or a computed value as their initial value, then the sum of the trait values for each of the accession's plots will be used. The contents of each seedlot can be modified in the table below before its creation.

Contents Type:

Contents Value:

Constant:

Trait:

Trait Variables:

Use the following variables as substitutions for the trait values to compute a new value for the initial seedlot contents. If you are creating one seedlot per plot, then the single plot trait value will be used in the computation. If you are creating one seedlot per accession, then the sum of the trait values for each plot of that accession will be used in the computation.

Variable	Trait

Contents Formula:

NOTE: The formula is evaluated using javascript, so any basic operators (+-*/) or javascript Math functions (Math.abs(x)) can be used.

Seedlot Contents

Set Seedlot Metadata

The following metadata is required for each seedlot. Fill out the form at the top apply the metadata to all of the seedlots. Then, each seedlot can be manually modified in the table below.

Breeding Program:

Location:

Box Name:

Quality Issues:

Organization:

Timestamp:

Description:

Seedlot Metadata
Confirm Seedlots

Confirm the attributes for the new seedlots in the table below. If something is incorrect, navigate to the previous step and correct the information. Once all the information is correct, continue to the next step to create the seedlots.

Seedlots to Create
Create Seedlots

Creating Seedlots...

70% Complete

Seedlot Progress

Complete!

Accessions	Seedlots
Accessions		Breeding Program	Seedlot Name	Contents	Seedlot Location	Count	Weight(g)

Attribute	Value
Project Name:
Start Date:
End Date:
Event Type:
Event Description:
Event Web URL:

Notice

Before creating a new account, please check if you already have an account using the directory search.
A link will be emailed to you. Please click on it to activate the account.
All fields are required.

First Name:

Last Name:

Organization:

Username:

Username must be at least 7 characters long.

Password:

Password must be at least 7 characters long and different from your username.

Confirm Password:

Password must be at least 7 characters long and different from your username.

Email Address:

An email will be sent to this address requiring you to confirm its receipt to activate your account.

Add New Accessions for Progeny:	Number of progeny:
Use Prefix and/or Suffix:	Prefix: Suffix:

Available Seedlots

Create Seedlots from a Trial

Introduction

Select a Field Trial

Select Seedlots

Name Seedlots

Seedlot Names

Set Seedlot Contents

Seedlot Contents

Set Seedlot Metadata

Seedlot Metadata

Confirm Seedlots

Seedlots to Create

Create Seedlots

Seedlot Progress