Requisition Discrepancies

Incoming shipments and requisitions allow for discrepancies between the physical specimens and the manifest or requisition editor to be tracked in BSI. User-defined discrepancies can be entered for any field or multiple fields in the same column. Discrepancies can also be tracked in Review Lists. The following discrepancy options are generally available:

• Add a discrepancy
• Edit a discrepancy
• Resolve a discrepancy
• Delete a discrepancy
• Discrepancy error details

Discrepancy history can be reviewed by running standard discrepancy reports from the Reports Manager.  Detailed information on existing resolved and unresolved discrepancies can also be viewed by creating a user-defined report, if desired.

Shipment Discrepancies

Status field discrepancies are added by BSI to specimens that are listed in the manifest but have not been received when other specimens are transferred to Data Entry. When a field is changed to a different value than what is listed on the shipment's manifest, a prompt to add a user-defined discrepancy will be displayed.  

When a specimen has one or more unresolved discrepancies, BSI will set the specimen status to Discrepant when transferred to Data Entry and committed to the database.  The Vial Status will be changed from Discrepant to In by BSI when all discrepancies for a specimen are resolved in the Shipments Editor.  If all discrepancies for a specimen are resolved after transfer to Data Entry but prior to being committed, a warning will be applied to the Vial Status field and the status will have to be changed manually.  

After manifest data has been added to an incoming shipment batch, changes to the imported data via manual data entry, scanning, or importing will open the Add Discrepancy dialog. Discrepancies in Location data will not prompt the Add Discrepancy dialog to open.

Requisition Discrepancies

Adding a discrepancy to a requisitioned specimen will add and apply a Discrepancy task to it. The discrepancy must be resolved before the Discrepancy task can be completed.

A task report is available from the Discrepancy task header menu.

Add Discrepancy in Requisitions

A user-defined discrepancy can be added to any shipment or any requisition with a Requisition Repository Status of Submitted or In Process.  A user can only add discrepancies to requisitions and shipments that are associated with the repository they are currently logged into.  Discrepancies can be added to specimen or sample fields (except for BSI ID, Sample ID, and Sequence) in the Requisition Editor and to any field except Status in the shipment editor.  Discrepancies cannot be added to location fields.

Multiple discrepancies can be added in the same field.  A discrepancy can also be added to multiple fields within the same column.  A discrepancy cannot be added to multiple columns at one time; separate discrepancies must be added.   

The repository contact and the submitting user will receive an email notification for each new discrepancy, upon shipment save. Submitting users can opt out of this notification via user preference.

To add a discrepancy from the column header menu:

1. Select the discrepant field on the Requisitions Editor.  Multiple fields can be selected within the same column.

2. Open the column header menu by right-clicking on the column header and select Discrepancies > Add Discrepancy.  The Add Discrepancy dialog will open.

3. Enter Notes for the discrepancy.  The notes for the discrepancy will be displayed in the error table.

4. Enter the Observed Value.  This is the actual value for the specimen.  The data entered in the Observed Value field can later be shown in the field(s) selected for the discrepancy; see Resolve Discrepancy.

5. If the discrepancy is in a shipment, then select a Data Entry Value.

• Copy Observed Value - the Observed Value entered in step 4 will be copied.
• Copy Manifest Value – the value for this cell in the manifest will be copied.
• No Change – no changes will be made to the cell.

6. Select OK to add the discrepancy. A new applied Discrepancy task is added to the specimen. Neither this task nor any other task can be completed until the discrepancy is resolved. This task cannot be unapplied or deleted until the discrepancy is deleted.  Select Cancel to exit the Add Discrepancy dialog without adding the discrepancy.

Edit Discrepancies

An existing discrepancy can be edited or resolved from the Edit Discrepancy dialog.

To edit a discrepancy:

1. Select the cell(s) in the editor that has the discrepancy to be edited.

2. Right click and select Edit Discrepancy.  The Edit Discrepancy dialog will open.

3. Change the fields as desired.  Enter any suggested resolutions. If the discrepancy is to be marked as Resolved, select Resolved from the Status menu.

4. Select OK to save the changes to the discrepancy or select Cancel to exit the Edit Discrepancy dialog without making any changes.

Resolve a Discrepancy

Discrepancies can be resolved from the Resolve Discrepancy dialog.  When a discrepancy is resolved it will no longer appear shaded red in the editor. Resolved and unresolved discrepancies will still exist in history and will appear on discrepancy reports.

To resolve a discrepancy:

1. In the editor, select the cell(s) with the discrepancy to be resolved.

2. Right-click and select the Resolve Discrepancy option from the Discrepancies sub-menu.

   • If the field has only one discrepancy assigned to it, the Resolve Discrepancy dialog will open.

   • If the field has more than one discrepancy, the Discrepancy Selector dialog will open. Select the discrepancy that should be resolved. Note that only one discrepancy can be resolved at a time. Selecting one discrepancy and clicking OK will open the Resolve Discrepancy dialog.

3. In the Resolve Discrepancy dialog, enter or edit the fields describing the discrepancy resolution.

4. If the discrepancy is in a requisition, select the desired option under Data Entry Value for the discrepancy:

   • Copy Observed Value - the Observed Value for each individual discrepancy will be copied to the appropriate specimen.
   • No Change – no changes will be made to the cell.

5. Select OK to resolve the discrepancy. Select Cancel to exit the Resolve Discrepancy dialog without making any changes.

Users can view and add resolutions for discrepancies in requisitions on BSI Engage.

To mark a discrepancy as irresolvable:

1. In the editor, select the cell(s) with the discrepancy.

2. Right-click and select Mark All as Irresolvable from the Discrepancies sub-menu.

• If the field has only one discrepancy assigned to it, the discrepancy will be marked as irresolvable.
• If the field has more than one discrepancy, the Discrepancy Selector dialog will open. Select the discrepancy that should be resolved. Note that only one discrepancy can be resolved at a time. Selecting one discrepancy and clicking OK will mark that discrepancy as irresolvable.

Delete a Discrepancy

Resolved and unresolved discrepancies can be deleted from the editor.  Deleting a discrepancy will remove the discrepancy and all history of the discrepancy.  

Only one type of discrepancy can be deleted at a time.  A discrepancy can be deleted for multiple rows within the same column, if the discrepancy is the same for all rows.

To delete a discrepancy:

1. Select the field that has the discrepancy to be deleted.
2. Right click and select Discrepancies > Delete Discrepancy. The Delete Selector dialog will open.
3. In the Discrepancy Selector dialog, select the discrepancy to delete. Select OK to select the discrepancy or Cancel to exit the dialog.
4. In the Confirm Delete dialog, select Yes to delete the discrepancy or No to exit the dialog without deleting the discrepancy. Selecting Yes removes the discrepancy from the field.

After a discrepancy is deleted from a requisition, the corresponding discrepancy task can be removed.

Discrepancy and Error Table

Discrepancies and errors will appear in the table at the bottom of the editor. The table contains a row for each error or discrepancy and the following columns:

• Type - indicates error or warning.

• Row - indicates the row where the error or discrepancy is located.

• Column - indicates the column where the error or discrepancy is located.

• Message - displays the error message or the Notes field for the discrepancy.

Discrepancies must be resolved or deleted to be removed from the error table.