Manage depot shipment as supplier
A shipment in IWRS is the act of sending items (drugs) by a supplier to an applicant at a location specified by the latter.
In IWRS, to manage the shipment as a supplier means to reflect its current status of delivery in the system. The available actions for suppliers are to confirm the sending from the depot, revoke the shipment if needed, or restore the revoked shipment.
The details of all the required procedures for shipment management from the supplier side are explained in the following sections.
Important
For shipments with statuses Received, Partially Received, and Lost, no actions are available as these are final.
For shipments with the status Revoked only the restoration action is available.
In IWRS, managing a shipment as a supplier means reflecting its current status of delivery in the system. If the shipment is sent to its applicant, the supplier has to confirm the sending from the depot.
To manage the shipment from the supplier's side, you need to open the draft shipment details from the depot where the requested items are to be delivered and confirm that the requested items have been sent out.
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In the IWRS application header, select the DEPOT tab.
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On the Depot List page that opens, in the table, go to the depot for which you want to confirm the shipment.
Figure 1. Selecting depot to open its details
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On the page that opens, in the left pane, select the Shipment subtab.
Figure 2. Accessing depot shipment list
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In the Shipment List table that appears, locate the needed shipment and select the Shipment Number value.
Figure 3. Selecting shipment number
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On the Details page that opens, view your shipment details as explained in the table of the View depot shipment details and status section.
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Go to the Item Details block containing the list of all items requested in the shipment, their lot numbers, expiry dates, as well as item and sequence numbers. Select
to send out the requested items.
Figure 4. Confirming shipment as supplier
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In the confirmation dialog that opens, enter the details of the shipment in transit as explained in the following table.
Figure 5. Confirming shipment in transit
Tip
In the following table, mandatory elements are marked with an asterisk (*).
Element
Details
Dispatch Date*
Enter the actual date when the shipment is sent to the applicant. This helps you precisely reflect shipments sent on a date other than the current one and ensure their shipping details are entered correctly in IWRS.
You cannot select a date later than the current one to avoid registering future (planned) shipments in the system and only log the occurred ones.Service*
Enter the name of the delivery service that handles the shipment.
Tracking ID*
Enter the unique identifier of your shipment provided by the delivery service to ensure precise tracking.
SAVE
Select
to implement the changes and confirm the shipment.CANCEL
Select
to discard the changes and return to the shipment details page.
Upon confirmation, the shipment is sent out. An email notifies the applicant that the requested shipment has been sent. The items listed in the shipment obtain the In Transit status.
If needed, you can revert the depot shipment to its previous status.
In IWRS, managing a shipment as a supplier means reflecting its current status of delivery in the system. If the shipment is not sent to its applicant and must be canceled, the supplier has to revoke the sending from the depot.
To manage the shipment from the supplier's side, you need to open the draft shipment details from the depot where the requested items were supposed to be delivered.
Important
Only the users with the respective permission granted via the ADMIN application can revoke shipments.
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In the IWRS application header, select the DEPOT tab.
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On the Depot List page that opens, in the table, go to the depot from which you want to revoke the shipment.
Figure 1. Selecting depot to open its details
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On the page that opens, in the left pane, select the Shipment subtab.
Figure 2. Accessing depot shipment list
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In the Shipment List table that appears, locate the needed shipment and select the Shipment Number value.
Figure 3. Selecting shipment number
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On the Details page that opens, view your shipment details as explained in the table of the View depot shipment details and status section.
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Go to the Item Details block which displays the list of all items requested in the shipment, their lot numbers, expiry dates, as well as item and sequence numbers. Select
to cancel the shipment.
Figure 4. Revoking shipment as supplier
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In the Revoke Reason dialog that appears, provide a reason for revoking the shipment and select
.
Figure 5. Providing reason for revoking shipment
Upon saving, you have revoked the shipment. The final result of revoking the shipment varies as follows:
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For the shipment in the Requested status, all the shipment items are canceled and the item status is set to Revoked.
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For the shipment in the In Transit status, all the shipment items are canceled and the item status is set to Available in the supplier’s inventory.
The shipment applicant receives an email notification that the shipment has been revoked.
In IWRS, managing a shipment as a supplier means reflecting its current status of delivery in the system. There might be cases when the shipment has been revoked (canceled), however, it becomes possible to ship the items from the depot. In such a case, the supplier can restore the previously revoked shipment.
To manage the shipment from the supplier's side, you need to open the revoked shipment from the depot where the requested items are to be delivered.
Important
You can only restore the shipment whose items are available in the depot inventory. If some items in the shipment are no longer available—their status in the system has changed—you cannot restore the shipment and instead, you receive the respective error prompt.
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In the IWRS application header, select the DEPOT tab.
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On the Depot List page that opens, in the table, go to the depot from which you want to revoke the shipment.
Figure 2. Selecting depot to open its details
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On the page that opens, in the left pane, select the Shipment subtab.
Figure 3. Accessing depot shipment list
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In the Shipment List table that appears, locate the needed shipment in the Revoked status and select the Shipment Number value.
Figure 4. Accessing revoked shipment details
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On the Details page that opens, view your shipment details as explained in the table of the View depot shipment details and status section.
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Go to the Item Details block which displays the list of all items requested in the shipment, their lot numbers, expiry dates, as well as item and sequence numbers. Select
to reinstate the shipment.
Figure 5. Restoring shipment
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In the Restore dialog that appears, provide a reason for revoking the shipment and select
.
Figure 6. Providing restoration reason
Upon confirmation, you have restored the shipment and its status becomes Draft. You can now confirm the shipment to send the items to the applicant.