Create a manual shipment

Create a manual shipment if a source depot is in need of supplies or if a site anticipates an enrollment surge, such as for a clinic day, and requires additional supply. You shouldn't need to create a manual shipment for any other situations. This procedure also applies to rollover studies.

All non-serialized inventory is distributed in bulk, and therefore cannot be individually tracked. Instead, non-serialized kits are added to lots, and display in Oracle Clinical One Platform as lot numbers, followed by the total quantity. You can select a given lot number for kits in your shipment to specifically ship non-serialized kits.

Note:

Because non-serialized kits can arrive at different date and times, the Date Received column on the Site Inventory page appears blank for all non-serialized inventory.
If automatic shipments do not meet a site's needs, either select a more appropriate resupply strategy or create a new resupply strategy and assign it to the site. For step-by-step instructions see:

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.

Oracle Clinical One Platform also adds kits to the shipment if the study doesn't allow single kit ordering. See Specify supply settings.

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

  1. On the Home page, click the Edit button (pencil button) on the study, and make sure a study version appears below Approved.
  2. Determine in which mode you need to work. For step-by-step instructions, see Access your study in a specific mode.
  3. Along the top of the page, click Supplies.
  4. Below the study name, click the Shipments tab.
  5. Click Create Shipment.
  6. 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 typically contain less than 100 kits and can be better suited for one-time shipments or for sending small quantities of supplies to sites. If you need to send a larger quantity of kits to one or multiple sites, consider configuring a specific resupply strategy for your study's needs. See Create a min/max resupply strategy and Create a predictive resupply strategy.
    Lot

    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.
  7. Click Create Shipment.
  8. Click Close.

Related Topics

Parent topic: Manage shipments