Register a shipment

You must register every shipment you receive to add kits to your inventory or Clinical One Cloud Service won't be able to dispense the kits in the shipment.

Before you work with this feature

Before registering a shipment, be aware that all non-serialized inventory is grouped. Instead of individual kit numbers, non-serialized kits display in the user interface (UI) as lot numbers followed by the quantity.

Note:

Because non-serialized kits can arrive at different date and times, the Date Received column on the Site Inventory page does not include any data and appears blank for all non-serialized inventory.

Want to see how to perform this task? Watch the video below.

1. On the Home page, access your study in any mode. See Access study modes and pages.
2. Along the top, select Supplies.
3. Below the study name, make sure the Shipments tab is selected.
4. If you have access to multiple sites for the study, select a site from the Site drop-down in the upper-right.
5. From the Filter by Status drop-down on the right, select In Transit.
6. If more than one In Transit shipment appears, enter the Shipment ID in the Search by Shipment ID field, and press Enter.
7. Select the checkbox next to the shipment.
8. On the right, review the list of kits that are supposed to be in the shipment, and compare this list to the kits you received.
9. Click Add Shipment to Inventory.
10. Follow the steps prompted in the Add Shipment to Inventory dialog:

    Note:

    Depending on the temperature monitor configurations in your study's supply settings, some of these steps might not be available to you.

    Option	Steps
    Temperature Monitor	If your study allows for temperature excursions, you will be requested to mark any irregularity of temperature monitors in the shipment. Choose the appropriate option: No, a temperature monitor inside of the shipment did not go off. Yes, a temperature monitor inside of the shipment went off. I didn't find any temperature monitors in the shipment. Note: Depending on your study settings, the system may skip forward to the Review dialog. In this case, continue to the final step. Otherwise, go to the next step.
    Quarantined Kits	If the shipment has experienced a temperature excursion, perform one of the following: If your study allows for single kit quarantine, select the kits needed to be quarantined, then click Next. Select the lot that needs to be quarantined. In the How many? field, enter the amount of individual kits you'd like to quarantine, click Save, then click Next.
    Damaged Kits	If any kits/lot(s) are damaged, select the affected kits/lot(s) and click Next.
    Missing Kits	If any kits/lot(s) are missing, select the affected kits/lot(s) and click Next.
    Review	Review the information in the Add Shipment to Inventory dialog and click Finish.

After completing shipment registration:

• Kits are added to inventory and the status of the selected kits are updated accordingly to Quarantined, Damaged, Missing, or Available.
• The Registered On (UTC) and Received On (UTC) fields on the Shipments tab are initially populated with the same date—the date on which the shipment was registered in Clinical One Cloud Service.

  The Received On (UTC) field can be updated to reflect the actual receipt date. The selected date must be on or after the shipment creation date and on or before the Registered On (UTC) date.

  This is useful when a shipment is registered after it is received, allowing you to backdate the Received On (UTC) field to reflect the actual receipt date.

  Note:

  You must have the Edit Shipment Received Date permission to modify the Received On (UTC) field. For more information, see Descriptions of permissions in Clinical One Cloud Service