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View depot shipment details and status

A shipment in IWRS is the act of sending items (drugs) by a supplier to an applicant at a location specified by the latter. The location of the shipment can be a depot or site where the shipment can be managed by the applicant and supplier from the Shipment List page of IWRS.

The Shipment List table for a depot contains shipment records, their respective statuses, tracking information, and other necessary details. From the Status column of the table, you can view the latest status of the shipments, and from the Shipment Number column, you can open the shipment details page for review and management.

To view the depot shipment details and status

  1. In the IWRS application header, select the DEPOT tab.

  2. On the Depot List page that opens, in the table, go to the depot for which you want to view the shipment details.

    Selecting depot to open its details
    Figure 1. Selecting depot to open its details

  3. On the page that opens, in the left pane, select the Shipment subtab.

    Accessing depot shipment list
    Figure 2. Accessing depot shipment list

  4. In the Shipment List table that appears, locate the needed shipment. Here, in the Status column, you can view its status. For further processing, from the Shipment Number column, select the active link to view the shipment details.

    Reviewing shipment status and accessing details
    Figure 3. Reviewing shipment status and accessing details

  5. On the Details page that opens, review the four blocks of shipment details as described in the following table.

    Analyzing shipment details
    Figure 4. Analyzing shipment details

    Important

    If you are a blinded user, you cannot see the sequence numbers of the items here or anywhere else in the application.

    Element

    Details

    Number

    Represents the unique shipment identifier in the IWRS system.

    Origin

    Represents the identifier of the supplier—site or depot—of the items in the shipment.

    Select location_item.png to open detailed information about the supplier of the shipment.

    Destination

    Represents the identifier of the applicant—site or depot—of the items in the shipment.

    Select location_item.png to open detailed information about the recipient of the shipment.

    Destination Type

    Represents what location is the applicant of the shipment—site or depot.

    # of Items

    Represents the total number of items—product units and container units—in the shipment.

    Created Date

    Represents the exact date, time, and time zone indicator when the shipment was requested.

    Status

    Represents the latest delivery status for the shipment—Requested, In Transit, or Received.

    Type

    Represents the method of shipment request creation—Manual for shipments created by users or System for those triggered automatically by the system based on the supply plan.

    Service

    Represents the name of the delivery service (vendor) entered upon shipment confirmation on the supplier side.

    This field is only available for the shipments confirmed by the supplier since before the dispatch, the delivery service is not known.

    Tracking ID

    Represents the tracking number of your shipment provided by the delivery service and entered upon shipment confirmation on the supplier side.

    This field is only available for the shipments confirmed by the supplier since before the dispatch, the tracking ID is not known.

    Dispatch Date

    Represents the date when the shipment was sent out by the supplier. This date is entered upon shipment confirmation on the supplier side.

    This field is only available for the shipments confirmed by the supplier since before the dispatch, the date is not known.

    Comments

    Represents the latest comment added to the shipment at any of the processing stages.

    For instance, if the shipment is marked as received by mistake and then you revert it to the In Transit status, the comment Not yet received added upon this action is displayed in the details block. If later on this shipment is marked as lost and the comment Lost by delivery service is added, then that latest comment appears in the details block.

    This field is only available if any comments are added to the shipment.

    Progress

    Requested

    Represents a point on the progress bar that equals the status of the shipment when the applicant requests it from the supplier but the latter has not yet shipped it.

    In Transit

    Represents a point on the progress bar that equals the status of the shipment when the supplier has already shipped the requested items to the applicant and the delivery is in progress.

    Received

    Represents a point on the progress bar that equals the status of the shipment when the applicant has already received the shipment.

    Order List

    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.

    Lot Number

    Represents a packaging lot number to which belongs the item unit requested in a shipment.

    # of Items

    Represents the total number of certain product or container units.

    Total Quantity

    Represents the total number of items—product or container units—requested in the shipment.

    Item Details

    Shipping Unit/Product

    Switch between these filters to display the shipment 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.

    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 a list of all item units requested in a shipment. Here, the individual items are listed as opposed to the Order List block, where the list of item units is given.

    Manufacturing Lot Number

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

    Lot Number

    Represent the number of the packaging lot to which the item belongs.

    Expiration Date

    Represents the expiration date associated with the packaging lot of the item.

    Sequence

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

    Disposition

    Represents the current item status in the IWRS system, such as In Transit, Available, Lost, and so on.

After you have viewed the shipment details, based on your needs, you can now manage the shipment on the supplier or applicant side.

In this section:

In eClinical, an action of transporting items (drugs) between depots and sites. Also, an instance that represents a bundle of items being shipped together as one batch with the same shipment number (identifier) and status.

See also: return shipment and supply shipment.

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 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.

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.