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Depot shipment

Shipment is the action of transporting items (drugs) between depots and sites. In IWRS, you can decide how it is more convenient for you to handle the item logistics:

  • By product unit. Ship and request your products as individual instances, such as a vial of infusion liquid, stick of powder, blister of tablets, and so on.

    For instance, if your product is Aspirin in tablets packed in blisters, then a single blister of Aspirin is a shipping unit that you can request, dispatch, receive, and otherwise manage.

  • By container unit. Ship and request your products in packages of product units, such as a box containing a specific number of product units.

    For instance, if your product is Aspirin in blisters and you pack them into boxes of 10 blisters each, then a single box of Aspirin blisters is a shipping unit that you can request, dispatch, receive, and otherwise manage.

    Important

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

All the operations of shipment management for a specific depot—item dispatch and receipt—are handled from the dedicated Shipment subtab.

Depot shipment list
Figure 1. Depot shipment list

In the following table, you can find the description of all details available in Shipment List.

Column

Details

Shipment Number

Represents the system-generated shipment number.

Status

Represents the system-determined shipment status:

  • Draft: the new supply shipment has been created and saved for further use and amendments; no shipment request has been sent.

    The system-generated shipments also receive the Draft status so that users could modify them before sending the request to the supplier.

  • Requested: the shipment has been requested.

  • In Transit: the shipment has been confirmed by the supply depot.

  • Cancelled: the draft shipment has been canceled.

  • Revoked: the shipment has been revoked by the supply depot.

  • Lost: the shipment has been confirmed lost by the applicant's depot.

  • Partial Received: the items in the shipment are partially received by the applicant's depot.

  • Received: the shipment has been fully received by the applicant's depot.

Type

Represents the system-determined shipment type:

  • Initial: the shipment is created when the initial shipment is triggered manually or by the system.

  • Manual: the shipment is created for requesting items.

  • Resupply: the shipment is created by the system when the item resupply is required.

Last Modified Time

Represents when the shipment has been last modified.

Origin

Represents the name of the depot shipment supplier.

Destination

Represents the name of the shipment recipient—site or depot.

Service

Represents the shipment service that is entered by the user and used for logistics purposes.

Tracking ID

Represents the tracking ID of the shipment entered by user.

Created Date

Represents the date when the shipment request has been created.

Dispatch Date

Represents the date when the shipment request has been dispatched.

Actual Receipt Date

Represents the date when the shipment is actually received by the recipient.

Item Status at Receipt

Represents the status of the items within the shipment assigned to them upon receiving the shipment.

# of Items

Represents the number of items that the shipment contains.

From the Shipment List page, you can perform the following actions with your shipments:

Important

To perform certain actions with depot shipments, you must have the respective permissions granted to your user role via the ADMIN application.

ADMIN permissions to manage shipments
Figure 2. ADMIN permissions to manage shipments

In this section:

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

In a clinical trial, a location where the subject treatment and drug dispensation occur. It can be a hospital, a private laboratory, or other institutions.

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.

An eClinical application that represents an administrative system used to manage users, authorities, and sponsors at the company level. It provides studies, sites, and sponsors with high-granularity role-based access management across all eClinical applications.