Shipment Tools


Shipment Tools

Add Specimens to Shipment

Specimens can be added to an incoming shipment at any stage of the shipment's status.  

Importing Specimens

To import specimens, select Import Specimens from the File menu on the Shipments Editor.  Use the Import wizard to add the electronic manifest to the shipment.

  • The shipment's manifest is set when the electronic manifest is imported and no matching columns are set during import.  The Matching Information section on the Importer Summary should display "No matching will be carried out: ALL IMPORTED ROWS WILL BE APPENDED"

  • Existing specimen data that is changed by using matching fields during import will not be set as shipment manifest data.

  • If a handwritten manifest is received, it can be manually entered in the Shipments Editor by selecting View Manifest from the shipment column header menu and keying in the data.

Manually Adding Specimens

Specimen data can be keyed directly into the Shipments Editor.

  • If there are no rows visible, selecting Insert from the Edit menu or the Insert button will add an empty row.

  • All fields can be directly keyed, except Status.

  • Some fields allow you to choose values from code lists.  Data entry values that differ from code lists will not show up as errors on the Shipments Editor.

Add Pre-existing Specimens

Existing specimens can be added to the shipment by search. To add pre-existing specimens:

  1. Click the Add Pre-existing Specimens by Search button. An Add Specimens to Shipment search dialog opens, which works the same as a Standard Search dialog.

  2. Specify the search criteria reflecting which specimens you want to add to the shipment.  

  3. Once the criteria is specified, press the OK button closes the dialog and add the specimens to the shipment.  A Specimens Added confirmation dialog shows how many specimens have been added to the shipment.

  4. Press the OK button to close this confirmation dialog and return to the Shipments Editor.

Edit Specimens in a Shipment

To edit specimen data, open an incoming shipment in edit mode, place the cursor in the field that you would like to edit and begin typing. Some fields, such as Material Type, offer a code list from which to choose values. To open this list, simply double-click in a field and press the Ellipsis (...) button that appears. To add a value to the field, click on a value in the list to highlight it and then press the OK button.

Users can change multiple fields within a column via the Mass Change and Find and Replace options.

Changing specimen data to differ from the imported manifest will open the Add Discrepancy dialog.  Specimen data from the manifest which is edited manually or via scanning will result in the Add Discrepancy dialog opening. Enter Notes for the discrepancy or choose which value to display in the editor, then select OK to add the discrepancy.  Select Cancel to change the specimen data without adding a discrepancy. If specimen data from the manifest is updated via an import file, a different Add Discrepancy dialog will open. You can choose which value to copy for Data Entry (observed value from the import, manifest value, or no change) then select OK to add discrepancies to all fields where the import differs from the manifest. You may select Cancel to finish the import without adding any discrepancies.

Editing additional specimen data that was not imported with the manifest will not open the Add Discrepancy dialog.

Data set as the shipment's manifest can be viewed on the Shipments Editor by selecting View Manifest from the column header menu.  Manifest data cells will appear with a gray background in the Shipments Editor.

Export a Manifest

The Export Manifest feature allows a user to export a manifest that has been attached to a Shipment or Requisition from BSI Engage.

Once the manifest has been exported, the user can upload the output file to the import wizard to add those specimens to the shipment or requisition editors.

To export a manifest from a shipment or requisition:

  1. Select the requisition or shipment with an attached manifest that was submitted via BSI Engage and press the Edit button.Requisitions Edit button

  2. In the Requisition or Shipment editor, select Tools, and then Export Manifest. The Export Manifest dialog will appear.Export Manifest dialog

  3. The default name for the export file is the Batch or Requisition ID. Use the dialog to select a location and make any name changes to the file. Press the Save button to export the manifest.

Shipment Editor View Levels

The View options available from the column header menu in the Shipments Editor are slightly different than the standard view options on other tables in BSI.  When printing, the current view of the editor will make up the data of the output file.  There are three view levels:

  • View Manifest - After importing a manifest to the shipment, the imported data can be viewed and edited by selecting this option.  Manifest data will be displayed with a gray background on the Shipments Editor.  This data will be used to check against changes made in data entry and prompt for a discrepancy to be added if the data from the manifest does not match what is being entered when processing the shipment.
  • View Data Entry - The information imported with the manifest will also populate the data entry level of the incoming shipment.  Any changes from the manifest data and any new specimen data should be entered here as the shipment is processed and specimens are received.  If the data entered is different from what was imported with the manifest, BSI will prompt for a discrepancy to be entered.  Additional data for the specimenscan also be entered as the specimens are received.
  • View Formatted - Some fields allow users to choose values from code lists in the same way as in the Data Entry Editor.  When data is entered as the codes in these fields, selecting the View Formatted option will display the label assigned to the code in the code list.  If the data in the field is not on the code list, there will be no change in what is displayed.  There is no error checking in Shipments that requires these fields to come from their code lists.

Confirmation of Shipment Receipt

The Confirmation of Shipment Receipt report can be run from the Shipment Editor.  It can also be run as a standard report in the Reports Manager.

To Print the report, select Print Confirmation Report from the File menu on the editor.  The report will open as a PDF document.Print Confirmation report

The Print Confirmation Report prints the received status and condition of a shipment along with a shipment summary and contact information related to the shipment's center.