Shipment Manager

Topics:

Shipments Manager

The Shipments manager consists of:

  • a batch information table that allows users to organize shipment information.

  • a Filter button, below the table, that opens the Standard Search dialog to allow users to filter batch information. See Searching for more information.

  • buttons, to the right of the table, that allow users with the appropriate permissions to perform actions.

Additional manager tools:

Create a New Shipment

To create a new incoming shipment:

  1. Select the New button on the Shipments manager.  The Shipment Properties dialog will open.
  2. Enter the Shipment Properties for the incoming shipment.
  3. Select OK on the Shipment Properties dialog.  The Shipment Properties dialog will close and the Shipments Editor will open.
  4. At this point, vials may be added to the shipment or the shipment can be saved and closed for future editing.

View a Shipment

All users, regardless of permissions, can view incoming shipments. In view mode, shipment and specimen data cannot be added or edited.

To view an incoming shipment:

  1. On the Shipments Manager, locate the desired incoming shipment information.
  2. Click anywhere in a shipment row to highlight it.
  3. Press the View button. The Shipments Editor will open in view mode containing the selected incoming shipment.

Edit a Shipment

Depending on the Shipment Properties, which are set when a shipment is created, a shipment can be edited by the shipment owner (the user who created the shipment) only or by anyone at the shipment owner's repository.

To edit a shipment:

  1. In the Shipments Manager, locate the desired shipment information.
  2. Click anywhere in a shipment row to highlight it.
  3. Press the Edit button. The Shipment Editor will open in edit mode containing the selected shipment.
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Shipment Properties, which are set when users create a new shipment, can be edited from the Shipments Editor.

To edit Shipment Properties:

  1. Open the shipment in edit mode.
  2. Select Shipment Properties from the File menu.  The Shipment Properties dialog will open.
  3. Make changes and press OK to accept the changes and close the dialog. Press Cancel to close the dialog without accepting changes.

A shipment's Received Properties can be edited from the Shipments Editor.  Editing a shipment's Received Properties that has a Shipment Status of In Transit will change the Shipment Status to Received.

To edit Received Properties:

  1. Open the shipment in edit mode.
  2. Select Received Properties from the File menu or press the Received Properties button.  The Shipment Received dialog will open.
  3. Make changes and press OK to accept the changes and close the dialog. Press Cancel to close the dialog without accepting changes.

Delete a Shipment

Shipments that contain vials that have been transferred to a Data Entry batch cannot be deleted.

To delete a shipment:

  1. In the Shipments Manager, locate the shipment to be deleted.  Click the shipment to highlight it.
  2. Press the Delete button. An alert will appear asking you to confirm that you would like to delete the selected shipment.
  3. Press Yes to delete the batches or No to cancel.

Once a shipment is deleted, its information is removed from the database and the shipment can no longer be viewed.


Receive a Shipment

Depending on the shipment's properties, an incoming shipment can be received by the shipment owner only or by anyone at the shipment owner's repository.

Before vials can be transferred to a Data Entry batch, the incoming shipment must be received and the vials to be transferred must be scanned or marked as received.

Example: Nemo has been documenting his research into the biological functions of deep sea marine life using BSI. He receives shipments of specimens from all over the world and records their origins by entering the data via the Shipments module.

When the specimens are shipped from their location, a manifest is normally sent that describes that specimens he should expect to receive.  First he imports the manifest data for the specimens into a new shipment.  Once the shipment is received, Nemo marks the shipment as "Received" in BSI. To verify the contents of the package to the original manifest, he unpacks the box and scans each specimens individually to receive it and verify the status of each specimen.

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To receive a shipment:

  1. In the Shipments Manager, locate the shipment.  Click the shipment to highlight it.
  2. Press the Receive button. The Shipment Received dialog will open.
  3. Enter the shipment's Received Properties.
  4. Select OK to change the status of the shipment to Received.  Select Cancel to exit the dialog without receiving the shipment.

An incoming shipment can also be received by editing the Received Properties on the Shipments Editor.


Reject a Shipment

A shipment can be marked with a status of Rejected in the Shipments Manager.  Before a shipment can be rejected, it must first be marked as Received.  A shipment cannot be marked as Rejected if any vials in the shipment have been committed to the database.

To mark a shipment as Rejected:

  1. In the Shipments Manager, locate the shipment.  Click the shipment to highlight it.

  2. Press the Reject button.  The shipment status will be marked as Rejected.

If a shipment has been erroneously marked as Rejected, the status can be changed back to Received by selecting the shipment in the manager and pressing the Receive button.


Complete an Empty Shipment

A shipment that does not contain vials can have its Shipment Status changed to Completed in the manager.  The shipment must have been Received and cannot contain any rows in the editor.

To mark a shipment as Completed:

  1. Locate the shipment in the manager.  Click the shipment to highlight it.

  2. Press the Complete button.  The Shipment Status will change to Completed.

    • If the Complete button is not enabled, check that the the shipment has been received and it contains no rows.

Track a Shipment

If an Incoming Shipment has a valid Tracking ID entered in its properties, a web browser can be opened from the Shipments manager that will display the tracking information provided by the shipping company.  The Track feature supports tracking numbers provided by DHL, FedEx, UPS and U.S.P.S.

To track a shipment:
  1. Highlight a shipment in the manager by clicking on it.
  2. Press the Track button.
    • The default browser will open to BSI Engage displaying the tracking information provided by the courier.
To track a shipment from BSI Engage:
  1. Go to the Shipments tab in BSI Engage and select the desired shipment from the list of existing shipments.
  2. After selecting the shipment, the Shipment properties page will open. If a tracking number is listed it will appear as a link to the BSI Engage Package Tracking Page.
  3. Select the link and the BSI Engage Package Tracking Page will open with the courier and tracking number filled in automatically.

Assign To

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Users with permission may assign shipment batches to themselves or other users. The assignee will receive an email letting them know the shipment batch has been assigned to them. The shipment will also appear in the assigned user's "Shipments Assigned to Me" widget on the Dashboard, if that user displays the widget.

To assign a shipment:

  1. Highlight the shipment.
  2. Select Assign To.
  3. Use the code list icon to choose the user to whom the shipment should be assigned.
  4. Select OK.
Only users with permission to edit shipments may be assigned to a shipment.