Manage depot shipment as applicant
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 an applicant means to reflect its current status of delivery in the system. The available actions for applicants are to confirm that the shipment is fully or partially received, or that the shipment is lost.
The details of all the required procedures for shipment management from the applicant 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 an applicant means reflecting its current delivery status in the system. If the shipment is received in full and all the items are accepted, then the applicant must confirm it to notify the supply depot of the successful delivery. Confirming the shipment on the applicant side as received also makes all the items from the shipment available in the applicant's inventory.
When you mark a shipment as fully received, it means that all the items—product units or container units—that were sent by the suppliers have been accepted by you as the applicant. However, some items may not immediately be available if they are damaged or require quarantine, and you can mark them appropriately upon receipt.
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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 receive 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. Accessing shipment for receipt
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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.
Figure 4. Reviewing shipment details before receipt
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Go to the Item Details block and select the Fully Received option to confirm that you have received all the items listed in the shipment and fill in the fields as explained in the following table.
Figure 5. Receiving shipment in full
Tip
In the following table, mandatory elements are marked with an asterisk (*).
Element
Details
Is there a temperature monitor in the shipment?
Select if the items of the shipment require the specific temperature regimen and if there is a temperature monitoring device with the shipment (Yes) or not (No).
The temperature monitoring feature can be enabled or disabled for your study from the Study Information module.Are there any records of temperature excursions?
Select if there are any documents supporting how the temperature regimen was handled during shipment (Yes) or if there are not any (No).
Actual Receipt Date*
Provide the date on which the shipment has been received at the depot. By default, the current date and time are displayed, however, you can select another date and time when the shipment has been received.
Item Status at Receipt*
Select the status for the items received in the shipment:
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Available: the shipment is intact and added to the applicant's inventory.
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Damaged: the shipment is damaged and cannot be further processed.
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Quarantined: the shipment is to be quarantined before further processing.
If Are there any records of temperature excursions? = Yes, the item status is autopopulated with Quarantined and cannot be manually changed, as the compromised items must be quarantined.Upload Temperature Logs
Select
to upload the temperature log document in the CSV format to support the temperature regimen compliance or breach.This option is only available if Are there any records of temperature excursions? = Yes.Upload Attachment*
Select
to upload the attachment file to support your shipment receipt. The attachment file can be of any format suitable for your business
needs.This option is only available if Are there any records of temperature excursions? = Yes. The upload can be mandatory or optional depending on the setting under the Study Information module.Comments
Provide any details related to the received shipment.
SAVE
Select
to confirm your action.CANCEL
Select
to discard your changes and return to the Shipment List page. -
Upon saving, you have confirmed that you have received the shipment in full. The final result may vary as follows:
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For supply shipments with the Requested status, the status changes to Received and all the items listed in the shipment are added to the applicant’s inventory and obtain the selected status.
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For supply shipments in the In Transit status, the status changes to Received and the items listed in the shipment are added to the applicant’s inventory and obtain the selected status.
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For return shipments, the items listed in the shipment are added to the applicant’s inventory, and the Ready for Destruction status is obtained.
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For the shipments whose temperature regimen was breached and the respective log is uploaded, the items listed in the shipment are added to the applicant’s inventory, and the Quarantined status is obtained. You can now view depot quarantine details.
If needed, you can revert the depot shipment to its previous status.
In IWRS, managing a shipment as an applicant means reflecting its current delivery status in the system. If the shipment is received even though not all the items are accepted—due to being damaged or otherwise compromised—then the applicant must confirm the partial receipt of items to notify the supply depot of the delivery status. Confirming the shipment on the applicant side as partially received also makes the accepted items from the shipment available in the applicant's inventory. The unaccepted items are allocated to the respective inventory categories—quarantined, damaged, and so on.
When you mark a shipment as partially received with some items—product units or container units—unacceptable, ensure to provide a valid reason for that.
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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 partially receive 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. Accessing shipment for receipt
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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.
Figure 4. Reviewing shipment details before partial receipt
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Go to the Item Details block and select the Partially Received option to confirm that you have received selective items from the shipment.
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Next to the unacceptable shipment items of the Item Details block, select the checkboxes and change their disposition in one of the following ways:
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To provide different item dispositions, in the Disposition column next to each selected item, choose the disposition that best describes why the item is unacceptable.
Figure 5. Changing individual item dispositions
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To provide the same disposition to all items, above the table, select the disposition button that best describes the reason why the items are unacceptable.
Figure 6. Changing item disposition in bulk
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In the dialog that opens, state the reason why the item must obtain the selected disposition and select
.
Figure 7. Providing reason for item disposition change
Tip
For individual disposition changes, you provide the reason for each item separately.
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Once the item dispositions are set, fill in the rest of the shipment receipt details as explained in the following table.
Figure 8. Finalizing partial shipment receipt
Tip
In the following table, mandatory elements are marked with an asterisk (*).
Element
Details
Actual Receipt Date*
Provide the date on which the shipment has been received at the depot. By default, the current date and time are displayed, however, you can select the exact date and time the shipment was received from here.
SAVE
Select
to confirm your action.CANCEL
Select
to discard the shipment receipt and return to the Shipment List page.
Upon saving, you have confirmed that you have received the shipment partially. For the shipments in the Requested or In Transit statuses, the status changes to the Partial Received. The selected items marked with specific dispositions are added to the applicant's inventory and obtain the respective statuses. The non-selected items are added to the applicant's inventory and obtain the Available status.
If needed, you can revert the depot shipment to its previous status.
In IWRS, managing a shipment as an applicant means reflecting its current delivery status in the system. If the shipment is not received by the applicant, then they must mark this shipment as lost to notify the supply depot of the unsuccessful delivery.
When the shipment is marked as lost, it means that all the items sent by the supplier—product units or container units—are not received by the applicant.
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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 report the shipment as lost.
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. Accessing 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.
Figure 4. Reviewing shipment details before confirming loss
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Go to the Item Details block and select the Confirmed Lost option to acknowledge that you have received all the items listed in the shipment and fill in the fields as explained in the following table.
Figure 5. Confirming shipment loss
Tip
In the following table, mandatory elements are marked with an asterisk (*).
Element
Details
Comments*
Provide all the details related to the lost shipment.
SAVE
Select
to confirm your action.CANCEL
Select
to discard your changes and return to the Shipment List page.
Upon saving, you have confirmed that you have not received the shipment and that it is lost. All items from the shipment are added to the applicant’s inventory and obtain the Lost status.
If needed, you can revert the depot shipment to its previous status.
In IWRS, managing a shipment as an applicant means reflecting its current delivery status in the system. If the shipment cannot be received by the applicant depot for some reason, then they can reject this shipment to notify the supply depot of the unsuccessful delivery. Rejecting the shipment automatically creates a return shipment in the system to send all the items within back to the supplier.
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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 receive 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. Accessing shipment for receipt
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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.
Figure 4. Reviewing shipment details before rejection
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Go to the Item Details block and select the Reject Shipment option to confirm that you decline all the items listed in the shipment and add a comment to justify your action, then select
.
Figure 5. Rejecting shipment as applicant depot
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In the confirmation dialog that appears, select
to proceed with rejection.
Figure 6. Confirming shipment rejection at depot
Once confirmed, the shipment is declined and its status changes to Rejected. The return shipment is automatically created in the system to send all the items of the rejected shipment back to the supplier. You can select the return shipment number in the basic information block or go to the Return module and manage this shipment as you would your regular return shipment of available items.
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.
If you have integration with the third party vendor configured, and creating a shipment request triggered the order file sending to the vendor's server, revoking the shipment does not delete the order file on the vendor's side.
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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 applicant depot
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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 as applicant
Upon saving, you have revoked the shipment request.