Skip to main content

Depot inventory by item

The Inventory > By Item tab gives you detailed information on each item accounted for in the depot: its label number, disposition, expiration date, and so on.

The data in the By Item table can be organized by product units or container units based on your study configurations.

Important

If no container units are configured in IWRS, then all operations in Inventory occur in product units.

Depot inventory statistics by item
Figure 1. Depot inventory statistics by item

In the following table, you can find the description of each element of the By Item tab.

Element

Details

Shipping Unit/Product

Switch between these filters to display the inventory statistics either by both shipping units (containers and products) or only by products.

This filters are only available if container units are configured for your study.

Item disposition filters

Select the needed tile (Available, Dispensed, In Transit, and so on) to filter the inventory by disposition and display only the pertaining product or container units.

Category

Represents one of the following:

  • Product: the item is a preconfigured product unit, the name of which you can see in the Item Unit column.

  • [Container category]: the item is a container unit. The container category names are configured upon adding container units to the system, for instance, Large Box and Medium Box.

Item Unit

Represents the name of the product.

The item units are not displayed for container units as they are enclosed within the container.

Item Number

Represents the unique identification number of the product or container unit.

Sequence

Represents the sequential number of the product or container unit assigned to it in the system.

# of Unnumbered Items

Represents the number of unnumbered subitems within the product unit.

For instance, if a product unit is a vial of pills, the number of pills in a vial is the value for this column.

The number of unnumbered items is defined under the TREATMENT DESIGN tab via the Product Unit functionality.

The number of unnumbered items is not applicable to container units.

# of Subject Returned

Represents the number of unnumbered subitems returned by the subject.

For instance, if the subject receives a vial of nine pills and then returns two, then 2 is the value for this column.

The number of returned subitems is not applicable to container units.

Lot Number

Represents the unique identifier of a packaging lot to which the product or container unit belongs.

Expiration Date

Represents the expiration date configured for the packaging lot and indicating when the product or container unit expires.

Manufacturing Lot Number

Represents the unique identifier of a manufacturing lot to which the product unit belongs.

Manufacturing Lot Expiration Date

Represents the expiration date configured for the manufacturing lot and indicating when the product unit expires.

This date exists in the system for the supply manager to check the item expiration date. However, for the system processes—for instance, the lot expiration alert setting—the packaging lot expiration date is accounted for.

Expiry Buffer (days)

Represents the number of days set as an expiration buffer. The buffer period prevents subjects from getting and taking items that are about to expire.

If the current date is larger than the item's expiry date minus the expiry buffer days, the system marks them as expired.

[Unique ID Label]

Represents a unique identifier assigned to a subject to whom the items are dispensed or who returned the items.

The column name depends on the unique ID label configuration of your study.

Shipment Number

Represents the product or container unit's latest shipment number (or a so-called shipment ID). Select the number to navigate to the corresponding shipment details page.

Disposition

Represents a current disposition of the product or container unit (open, available, in transit, expired, lost, and so on).

Tag

Represents the manually added tag, if any. Tags do not have any system logic; they are used as markers only.

You cannot add tags to container units.

Comment

Represents a comment added to the product or container unit, if any.

In the depot inventory by item, the following actions are available:

In this section:

In eClinical, a unit of a drug that is being tested in a clinical trial is referred to as an item.

A warehouse that is used to store and distribute items (drugs) to another destination (other depots or sites).

In IWRS, an item disposition is the status of an item (drug) that represents its current state. For instance, Available, In Transit, Quarantined, and so on.

An investigational product that is used in a study. In eClinical, it can be viewed as an equivalent to a drug name to distinguish items at all stages of their lifecycle—manufacturing, shipment, dispensation to subjects, or else.

Another name for the product unit in the IWRS system is item unit.

A hierarchical unit used to group and manage investigational products (IMPs) and placebos for shipping and inventory purposes. For example, large boxes and medium boxes.

A batch of items collected into one package for shipment or other logistic purposes. Using packaging lots with their unique lot numbers gives depots and sites the ability to differentiate between different batches of drugs to track, for instance, release and expiration dates or other useful information.

A batch of items (drugs) produced together at one time. This information is not used for logistics purposes or system processes of IWRS but exists in the system for the traceability of manufactured drugs.