Incoming Shipments

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Incoming Shipments

The Shipments module is used to track incoming shipments. Progress of incoming shipment batches is tracked on the Shipment manager. The Shipment manager includes a batch information table that lists incoming shipments as well as a Filter button that opens the Standard Search dialog to allow users to filter shipment batches displayed in the manager.

Users must have role permission to access this module. Buttons on the manager allow users with the appropriate permissions to perform certain actions. See Shipments Manager.

A new or saved shipment batch may be opened in an editor. New specimen data may be entered or existing data may be edited in this shipment editor. The shipment editor contains a menu bar, a tool bar with buttons for commonly used operations, a specimen data table, and an error table. See Shipment Batches and Shipment Tools for more information.

Each row in the specimen information table represents one specimen. Each column represents a type of specimen information. Each field, the intersection of a row and column, contains specimen specific data. Discrepancies may be added for any data field in this editor. Fields containing unresolved discrepancies are highlighted in red. A field may contain more than one discrepancy. Error and discrepancy descriptions are displayed at the bottom of the editor. See Shipment Discrepancies for more information.

An incoming shipment goes through 4 stages which represent a general workflow for an incoming shipment. These stages are:

In Transit → Received → In Process → Completed

These general stages are captured by the Shipment Status field. Shipments can also be rejected or canceled, if necessary. Shipments must be received as a whole, then the individual specimens inside the shipment must be received. After receipt, existing specimens can be marked as received in a requisition, while new specimens must be transferred to a Data Entry batch and committed. See Receive and Transfer to Data Entry for more information.

Note: All users with permissions to access the Shipments manager via the BSI client will be able to view all metadata properties (such as the Notes and Tracking ID) and all vials for shipments in the database which have an Access Level of “Anyone in Repository”. Users may only edit shipments in their repository with an Access Level of “Anyone in Repository” or which they have created. Local Administrators and Database Managers may edit any Shipment in their repository.

On BSI Engage, users will be able to view metadata for all shipments in their repository. Non-repository users will only be able to view shipments have been created by a user in their Institution on BSI Engage. A role permission is available to grant access to view all shipments, regardless of Institution.

Shipment Manager Information Table

The Shipments Manager contains a table with incoming shipment information. In addition to shipment properties, each row of the table contains the following information for one batch:

Shipment ID - The number assigned to the shipment when it is first saved.
Shipment Type - The type of shipment assigned when the Shipment Properties were specified.
Created By - User who created the shipment.
Shipment Status - Current status of the shipment.
Specimens Received - The value the user who received the shipments enters in the Est. Specimens Received field on the shipments Received Properties. This field is a general estimate of the number of specimens contained in the shipment.
Specimen Count - The total number of specimens listed in the shipment.
Active Specimens - The number of specimens in the shipment that have not been committed in the database.
Discrepancy Count - The number of unresolved discrepancies in the shipment.
Discrepant Specimens - The number of specimens in the shipment that have one or more unresolved discrepancies.
Manifest Type - The file type of the electronic manifest imported for the shipment.
Requisition ID - The requisition associated with the shipment.
Date Created - Date the shipment was created.
Date Modified - Date the shipment was last modified.
Date Shipped - This date is entered when the Shipment Properties are specified. It can be a future date.
Date Received - Date the shipment was received, entered when the shipment is marked as Received.

Like on all BSI tables, users can organize batch information by rearranging and resizing columns or sorting batch information.

Shipment Properties

Shipment Properties are specified when an incoming shipment is created. Users that have permission can edit Shipment Properties. The properties available may vary by database.

Created by - The user name of the person who created the shipment. This field is not editable.
Access Level - This pull-down menu designates who at the repository may edit the shipment. All users can View shipments.
- Anyone in Repository - Any user at the repository with shipment permissions can edit the shipment. Only the user who created the shipment can delete it.
- Batch Owner Only - Only the user who created the shipment can edit or delete the shipment.
Repos ID - This pull-down menu assigns the shipment to a repository. The default value of this field is the repository of the user creating the shipment. Only users at the assigned repository can edit the shipment according to the Access Level field.
Assign To - The user who is assigned to work on the batch. The user must have permission to work on the batch. The Assigned To user can be specified from the look up list of active users. The assigned to user will be notified via email. Users must have permission to assign a batch.
Authorized By - The user name of the person who authorized the shipment.
Shipment Type - The type of incoming shipment is selected from this pull-down menu. The available selections are taken from the lkup_shipment_type code list. The code list can be edited to add additional types.
Study ID - An incoming shipment can be assigned to a study by entering the study code manually or selecting the study code from the Select Codes dialog. The Select Codes dialog is opened by pressing the ellipsis (...) button.
Internal ID - This is a free text field where an internal ID may be assigned to the incoming shipment.
Suggested Temp - This is the suggested long-term storage temperature of the specimens in the shipment.
Center - The center sending the shipment can be assigned by entering the center code manually or selecting the center code from the Select Codes dialog. The Select Codes dialog is opened by pressing the ellipsis (...) button.
Courier - The courier used to transport the shipment.
Tracking ID - The tracking ID supplied by the courier.
Date Shipped - Date the incoming shipment was shipped. This date can be a future date for shipments that have not yet shipped.
Estimated Specimens - The estimated number of specimens contained in the shipment.
Estimated Volume - The estimated volume of the shipment.
Temp Location - A temporary location for the shipment may be assigned, if necessary.
Expected Package Count - The number of shipping containers expected for the incoming shipment.
Requisition ID - The requisition associated with the shipment. This should be entered when vials are marked as Received in Requisition.
Is Return - A checkbox used to indicate that the shipment is a return of vials that were previously shipped from the repository.
Notes - Additional notes regarding the incoming shipment may be entered here.
Template Path - The directory path and name of the template used for the shipment. Leave blank to use the default template.
Kit IDs - On databases which have Kits, this shipment property is available. It is auto populated with the IDs of any kits received in the shipment.

Additional information may be available for some databases.

Received Shipment Properties

A shipment's Received Properties are specified when an incoming shipment is received. Users that have permission can edit the Received Properties.

Received by - The user name of the person who received the shipment.
Condition - The condition of the shipment, either Acceptable or Unacceptable.
Date Shipped - The date the shipment was shipped. This field can also be specified on Shipment Properties.
Date Received - The date the shipment was received. When the Received Properties are first specified, this field defaults to the current date. This date can be edited.
Received Package Count - The number of containers in the shipment.
Expected Completion Date - Date the repository is expected to complete processing of the shipment.
Reason Unacceptable - This field becomes required if the condition of the shipment is changed to Unacceptable. A reason the condition of the shipment is unacceptable can be selected from this pull-down menu. The available selections are taken from the lkup_reason_unacceptable code list. The code list can be edited to add additional reasons.
Est. Specimens Received - The estimated number of specimens received in the shipment.
Notes - Additional notes regarding the shipment can be entered here. This field can also be edited on Shipment Properties.

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