Create a manual shipment

You might need to create a manual shipment if a shipment was damaged at the depot before it was shipped or if another depot requires more supplies sent to their facility.

Tip:

If the study doesn't allow single-kit ordering and you create a shipment with only one kit, Oracle Clinical One Platform adds an additional kit to the shipment. The sponsor specifies whether single-kit ordering is allowed in a study.
You can create a depot-to-depot shipment to stage kits at the depot before they're released at a site. To do this, a clinical supply manager or depot user should configure a specific setting called Release for Depot to Depot. For more information, see Manage expiration dates with lots.

Note:

Depending on how kits are designed in your study, a kit type may include information about its block size. If you add a number of kits that is lower than its block size, the system adds additional kits to complete the block. For example, if you include 2 vials in a shipment, the system includes 2 additional vials to complete the block of 4 units.

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

  1. Navigate to the Shipments tab. For step-by-step instructions, see Access the Shipments tab.
  2. Click Create Shipment and select Manual Shipment.
  3. On the Create Shipment dialog, fill in the fields. To view tips for completing a field, click into the field or choose an option.

    Note:

    For a site-to-depot shipment, you can include a maximum of 99 kits. For a depot-to-depot shipment, you can include a maximum of 9999 kits.
    Field Description
    Destination
    Select whether the destination of this shipment is a site or a depot.
    • If you select Site, then you must select the destination site from the second drop-down.
    • If you select Depot, then you must specify the destination depot (in the Destination field) and the source depot (in the Ship From field), too.
    Kit Type and Description For a specific kit type, turn on the toggle (The toggle is turned off and grayed out.) to specify that the shipment must include that kit type.
    Quantity Enter the number of kits of this type to include in the shipment. You can only include a quantity of kits that ranges from 1 to 99.

    Tip: Manual shipments for a single site or depot typically contain less than 100 kits and can be better suited for one-time shipments or for sending small quantities of supplies. If you need to send a larger quantity of kits to one or more facilities, consider configuring a specific resupply strategy for your study's needs.
    Lot

    From the Select Lot drop-down, select the lot that you want to associate with the pooled kit.

    From the Select Lot drop-down, select a lot to assign the required quantity of kits from that given lot to the shipment.

    Notes:
    • You can select a lot for serialized, non-serialized, and pooled kits that you want to include in a manual shipment.
    • You cannot include pooled kits in a depot-to-depot shipment.
    • The Select Lot drop-down only displays lots specific to every available kit type, along with the lot's expiration date.
  4. Click Create Shipment.
  5. Click Close.
Next, you must fulfill the shipment and then specify a ship date for the shipment after it leaves the depot. For step-by-step instructions, see:

Parent topic: Manage shipments