Creating a Shipment

The Create Shipment form is used to transfer products between locations (e.g., from a distributor to a clinical site or between clinical sites).  One shipment may contain multiple products.  To create a shipment, follow Steps 1-6 below.

Step 1: From the Study landing page, click on Shipments in the Product Tracking module as seen in Figure 1 below.  

Figure 1: Product Tracking: Shipments

Step 2: Click on the Create Shipment link in the Actions sidebar on the right side of the Shipments screen as seen in Figure 2 below.

Figure 2: Create Shipment Link

Step 3:        Enter the required fields (*starred) at a minimum.  See fields outlined in red in Figure 3 below.  [Note: A similar screen view is also used for returns or transfers.]

Figure 3: Create Shipment Form

Descriptions for the fields in the Create Shipment form (shown in Figure 3 above) are as follows:

• Type:                  Default type is Shipment.  (Uneditable field.)
• From:                  Select location shipping from.  (*Required field.)
• To:                  Select location shipping to.  (*Required field.)
• Ship Date:          Enter the date of shipment.  (*Required field.)
• Rcvd Date:        Enter the date shipment was received.
• Carrier:                  Enter the carrier used for shipping (e.g. FedEx, UPS, DHL, none, etc)
• Carrier #:                  Enter tracking # of shipment.
• Internal #:          Enter internal shipping #.
• Comments:        Enter as needed.  (e.g. hand carried by XX)

Step 4: Complete the following fields in the Devices section for each product in this shipment, as shown outlined in green in Figure 3 above.

• Model Num:  Select the model number from the dropdown box.  (*Required field.)  [Note: This list is created during product setup using the manage product models form]

• Lot: Enter the lot number of the product being shipped.  (*Required field.)
• Serial (number):  Enter the serial number of the product being shipped, if applicable.  (No letters, spaces, dashes, or special characters allowed if using the auto-numbering feature described in the “Note” below.)
• Qty:  Enter the quantity of items being shipped.  (*Required field.) [Quantity defaults to “1”.]

[Note: If shipping more than one item from the same lot and the serial numbers are sequential, enter the first serial # in the sequence and the quantity of products being shipped.  Click “Add” and MAESTRO will automatically create the remaining products with that same model and lot numbers and expiration date, auto-numbering the remaining serial numbers.  The auto-numbering feature for serial numbers may be used only once per shipment, so if planning to use it, add the pertinent product first in a given shipment.  Once the auto-number feature is used in a shipment, the quantity field is no longer visible for subsequent products in that shipment.]

• Expiration:  Enter the expiration date of the product.  (Note: Any recognizable date format will work; the database will default to a DD-MMM-YYYY format.)  (*Required field.)

Step 5: When all devices/products have been entered for a shipment, click the “Add” button.   The product(s) will appear directly below the selection area (outlined in red in Figure 4 below).

Figure 4: Add a Device/Product

Step 6: Once a user has entered and added all items for that shipment, click the “Create Shipment” button in the bottom left corner of the Create Shipment form.  The shipment is not saved until the “Create Shipment” button is clicked.  

[NOTE: The user may delete a product record if desired prior to creating a shipment by clicking on the Delete hyperlink for that record as shown in the figure above.]

[Note: MAESTRO does not currently have a receipt step for a shipment, return, or transfer.  All products in a shipment are considered immediately available at the destination once the shipment is created.]