Depot management

A depot is a warehouse to which the drug manufacturer supplies drugs (items) to further distribute them between sites.

The number of depots and sites, as well as interactions between them, can differ depending on the requirements of each study. In the following figure, you can view a general schema of a drug supply process between such institutions as manufacturers, depots, and sites.

Figure 1. Drug supply process

The DEPOT tab of IWRS provides you with the list of depots added to your study via the CTMS application and gives you the means to perform different activities, such as shipment management, inventory maintenance, supply control, and more.

Important

The depots available on the list depend on the access permissions granted to your user group via the ADMIN application.

You can find the Depot List elements and details explained in the following table.

Figure 2. Depot list

Element	Details
Depot Name	Represents the depot name. Select the value of your interest to view the depot details.
Number	Represents the depot number.
Level	Represents the depot level selected by the user: Master or Sub. `The depot level has no system logic but with it, you can see which depot is the main one in your logistic chain, and which is the subsidiary.`
Is Return	Represents whether the depot is a recipient of drugs that sites or other depots need to return for some reason (leftover, expired, or else).
Country/Region	Represents the country or region of the depot location.
Recipient	Represents the names of the configured external recipients associated with the depot.
# of Shipments	Represents the number of the depot’s shipments. Select the number to navigate to the depot’s list of shipments.
# of Inventory Items	Represents the number of the depot’s inventory items. Select the number to navigate to the depot’s inventory data.
# of Quarantines	Represents the number of quarantines for items created for the depot. Select the number to navigate to the depot’s quarantine list.
# of Sites	Represents the number of sites with which the depot has supply relations. Select the number to navigate to the list of supply relations with sites.
Depot Active	Turn the toggle on or off to activate or inactivate the depot.

From the Depot List page, you can also export various data reports as explained in the following sections.

Export depot shipment data

In IWRS, you can export the report on all the shipments made from or to all the depots of your study. In the report, you will have the destination and origin of the shipments, their dates, statuses, number of items, and other important details.

This might be needed, for example, if you want to share the shipment statistics with a third party that has no access to the IWRS system, or if you simply need to work with the data offline.

To export the shipment data for all depots of the study

In the IWRS application header, select the DEPOT tab.

Figure 1. Accessing depot list
On the Depot List page that opens, from the workspace toolbar, select Export and then Export Depot Shipment.

Figure 2. Exporting depot shipment data
Once selected, the widget appears displaying your download progress. Select the widget to open the My Downloads dialog.

Figure 3. Downloads widget
In the My Downloads dialog that opens, you can find the following tabs:
- Preparing: under this tab, you can find all the files whose export is in progress, and they are not yet ready for download.
- Download is Ready: under this tab, you can find all the files whose export is complete, and they can be downloaded to your computer.
Figure 4. Viewing downloads
Under the Download is Ready tab, next to the file that you want to download, select .

Upon exporting, the XLSX file with depot shipment data is downloaded to your computer. In the resulting report, you can view all the needed details of the shipments made from or to the depots of your study.

Figure 5. Viewing exported depot shipment data

Export depot inventory data

In IWRS, you can export the complete inventory data report for all the depots of your study. In the report, you have the data organized by summary, lot, and item, exactly as under the Depot Inventory tab of IWRS, but for all the depots involved in your study. The report also includes the list of items that have been returned by the depots due to various reasons and details on the item lot, return shipment number, dispatch date, and more.

This might be needed, for example, if you want to share the inventory statistics with a third party that has no access to the IWRS system, or if you simply need to work with the data offline.

To export the depot inventory data

In the IWRS application header, select the DEPOT tab.

Figure 1. Accessing depot list
On the Depot List page that opens, from the workspace toolbar, select Export and then Export Depot Inventory.

Figure 2. Exporting depot inventory data
Once selected, the widget appears displaying your download progress. Select the widget to open the My Downloads dialog.

Figure 3. Downloads widget
In the My Downloads dialog that opens, you can find the following tabs:
- Preparing: under this tab, you can find all the files whose export is in progress, and they are not yet ready for download.
- Download is Ready: under this tab, you can find all the files whose export is complete, and they can be downloaded to your computer.
Figure 4. Viewing downloads
Under the Download is Ready tab, next to the file that you want to download, select .

Upon exporting, the XLSX file with depot inventory data is downloaded to your computer. In the resulting report, you can view all the needed details of the depot inventory by switching between By Summary, By Lot, By Item, and Returned Items sheets.

Figure 5. Viewing exported depot inventory data by summary

Export depot information

In IWRS, you can export the report with all the details on existing depots created for your study. This report provides information on the depot number, its shipping address, contact details, the operating timezone, and more.

This data export can become handy if you want to share the depot details with a third party that has no access to IWRS or if you need to work with the data offline.

To export the depot information

In the IWRS application header, select the DEPOT tab.

Figure 1. Accessing depot list
From the workspace toolbar of the Depot List table that appears, select Export and then Export Depot Information.

Figure 2. Exporting depot information
Once selected, the widget appears displaying your download progress. Select the widget to open the My Downloads dialog.

Figure 3. Downloads widget
In the My Downloads dialog that opens, you can find the following tabs:
- Preparing: under this tab, you can find all the files whose export is in progress, and they are not yet ready for download.
- Download is Ready: under this tab, you can find all the files whose export is complete, and they can be downloaded to your computer.
Figure 4. Viewing downloads
Under the Download is Ready tab, next to the file that you want to download, select .

Upon exporting, the XLSX file with depot information is downloaded to your computer. You can now work with this data offline.

Export depot supply for site data

In IWRS, you can export the report with all the details on the supply plans of all depots created for your study. This report provides information on the sites to which the depot supplies items and the item unit names.

This data export can become handy if you want to share the depot details with a third party that has no access to IWRS or if you need to work with the data offline.

To export the depot supply for site data

In the IWRS application header, select the DEPOT tab.

Figure 1. Accessing depot list
From the workspace toolbar of the Depot List table that appears, select Export and then Export Depot Supply for Site.

Figure 2. Exporting depot supply for site data
Once selected, the widget appears displaying your download progress. Select the widget to open the My Downloads dialog.

Figure 3. Downloads widget
In the My Downloads dialog that opens, you can find the following tabs:
- Preparing: under this tab, you can find all the files whose export is in progress, and they are not yet ready for download.
- Download is Ready: under this tab, you can find all the files whose export is complete, and they can be downloaded to your computer.
Figure 4. Downloading exported supply for site data file
Under the Download is Ready tab, next to the file that you want to download, select .

Upon exporting, the XLSX file with information on depot supply for site is downloaded to your computer. You can now work with this data offline.

In this section:

shipments container unitssupply relationship