Receptions

This function allows the management of the receptions. Depending on the users’ profile the receptions can be created, edited, pre-confirmed or checked.

This option is in the Operations/Receptions menu:

Search Receptions

In the Receptions menu the Search Receptions screen is displayed and it contains the following filters:

•Sponsor

•Project type

•Status

•Protocol

•Subproject

•Arrival Date (From-End)

•Confirmation Date (From-End)

•Reception No.

By filling in the filters and clicking the Search button the application will display the list of Receptions according to the selected criterion:

In case all the filters are left in blank, the application displays the list of all Receptions in the system with the following information: Reception No., Arrival Date, Sponsor, Project,

Subproject, Subproject Type, Units No., Status and Quarantine Products; this last column will show the receptions listed with Quarantine products.

When the reception is made in a proprietary Warehouse the system controls the “Storage Conditions” established for the product and the available warehouse

positions.

In case the user clicks the Reset button, all the filters will be reset and it will be ready for a new search.

Create a New Reception

By clicking the New button, a new Reception can be created; a new window will be opened where the Customer, Protocol, Warehouse and Subproject have to be

selected:

By clicking the Next button, the following screen is displayed. Also there are two options: the Reset button to reset the filters and the Cancel button to cancel the creation of a

new Reception.

By clicking the Next button, the system displays the following screen where all the Shipper data of the new Reception have to be completed.

The header fields are automatically completed with the data previously selected.

After input and "Save Master Shipper Details" for this subproject, in further reception user can "Search" for the same shipper.

The Reception will allow the user to record shipper information as part of the reception.

Shipper details will be able to be saved and existing shipper’s details searched for. The details recorded will be as follows:

•          Name*

•          Short Code

•          Address*

•          City*

•          Country*

•          Zip Code

•          Telephone

•          Fax

•          Email

•          Contact*

Billing items 'Reception Type' and 'After Hours Emergency' can be selected now or before Sent to Approval.

Once the mandatory shipper details are entered, the user will be able to save the recorded reception information.
The operation status will changed to "In Transit” and allow all further details to be entered.

Reception Date can be entered for past, current and future date to allow reception preparation as well as post reception entry.

'Reception Type' default '01 Billable Standard' can be else selected for appropriate reason
01 Billable Standard                              02 Billable Expedited

03 NotBillable_Logger                              04 NotBillable_LabelPrinting

05 NotBillable_LabellingService          06 NotBillable_DepotTransfer

07 NotBillable_Correction                    08 NotBillable_Other

"After Hours Emergency" box will be checked by the Operator on the cases that the Goods received in the Depot are as per operations rules:
a) received after working hours
b) if the client announces and requests to Marken to process the reception in urgent sense requiring the Ops staff to process the reception outside the standard time frames and requiring overtime period to complete the reception. Under “Conditions of receipt“ the operator needs to comment if the check relates to a "Reception after working hours" or relates to an "Urgent reception".

'Qty. FMD Verification' will allow input a numeric value 0-99999 if PM did enable it for subproject due to Falsified Medicines Directive (FMD) requirement

In order to Pre-confirm the operation, the units of the Reception have to be added by clicking the Add Units button and the following window will be opened:

It allows the user to add and locate the units received in a reception.

In order to save the units, the following mandatory fields have to be completed:

•Product

•Lot

•Expiration Date

•Depot location (only empty storage locations are proposed)

•Quantity

•Use state

Note: In terms of quantity per reception operation, it is recommended not to exceed 15,000 units because the Solo performance depends on the internet connectivity.

By clicking the Save button, the message “The operation was successful” is displayed and the system links that product-quantity-location with the Reception. When units are

added to a Reception for the first time, the status of this reception changes its status to “In process”:

Once it is saved, the user will then have the following options to specify the kit number(s) if the product has uniquely numbered kits:

1.Add Kits

2.Add Kits By Range

3.Add Kits from Excel

4.Scan Kits (requires kit barcodes)

N.B. : The system now accept kit numbers up to 30 characters.

1. Add Kits

By clicking the Add Kit button the following pop up window is displayed in which the name of the new kit should be completed manually:

By clicking the Save button, the pop up window is closed and the kit is saved, and in case of clicking the Cancel button the window is closed without making any change.

2. Add Kits by Range

If the user selects the 'Add Kits by Range' option, the following pop up window is displayed in which a prefix and the range from/to have to be completed in order to create the kits:

By clicking the Save button, the pop up window is closed and the kits are saved and in case of clicking the Cancel button the window is closed without making any change.

The quantity of kits allowed by range is 1000. That is to say that it is possible to add groups of 1000 kits at a time. You can not enter a value higher than 999.

3. Adding Kits from Excel

If the user imports the kit numbers from an external Excel file, the file will have to meet the following criteria:

▪1st Row Column header in Excel must be ‘KITS’

▪There should be one vertical list of kit numbers in the first column with each cell containing only one kit number

▪No blank rows

▪No duplicate entries

▪Kit numbers should not exceed 30 characters

▪No formatting -> remove colours, shading, cell borders, centered/right/bottom

▪Leading ‘0’ in kit numbers (e.g. 0001) need the cell format to ‘text’ instead on numbers or input the number as '0001 – this will ensure that the number appears as ‘0001’ when imported into Solo.

▪performance depends on the network connectivity - max 2000 kits per file

4. Scan Kits

If the user have the kit numbers barcodes, he can scan the barcodes to add the kit numbers to the reception.

The scanned barcodes will be added after pressing the 'Save' button.

Once the units are saved, the system displays the Reception screen on which the "Details of Units” section will show the list of added units. Then Save the reception data or Send to Approval.

Edit a Reception

In the Reception list of the Search Receptions screen there is the option to Edit Reception. The Receptions can be edited as long as CancelPreconfirmation button is active, and pending for approval. Once the Reception is confirmed, no modifications can be made by the operator.

Delete a Reception

Besides, the reception can be deleted by clicking the Delete button. The system will request confirmation for deleting the selected units of that reception and will delete those units

physically from the Reception. This button will be enabled only if the reception is "In Process".

Print Receipt Label

It is also possible to print a Receipt Label with the Print Label option in the “Detail of Units”.

Print Receipt Report

The user will be able to print a reception report that will show the following information:

▪Receipt number

▪Receipt date

▪Protocol

▪Sponsor

▪Study

▪Import License Reference

▪Import License Expiration Date

▪Product Description

▪Product Code

▪Lot N°

▪Expiration Date

▪Current Product Status

▪Storage Conditions

▪Documents Received:

ØShipping/Delivery Note/Invoice number

ØAWB N°

ØNotes

▪Conditions of Receipt:

ØNotes

▪Received Material Verification:

ØDeclared Qty Packages

ØN° of Packages Received

ØNotes

▪Cold Chain Verification:

ØNotes

▪Details of Units Received:

ØKit No

ØLocation

▪Received By/Date

▪Verified By/Date

Send a Reception for Approval

In order to send the reception for approval, the following fields must be completed:

•Reception Date

•Delivery Note

•AWB N°

•Shipping/Delivery/Note/Invoice

•Declared Quantity of Packages

•No. of Packages Declared and No. of Packages Received

The other fields are optional:

Received Documentation:

•Comments

•Packing List

•Invoice

•Certificate of Analysis

•Safety Sheet

Conditions of Receipt:

•Comments

•Temperature Controlled?

•Monitor Included?

•Packing Integrated?

•Recorded Temperature

Received Material Verification:

•Comments

•Good Conditions

•Proper Labelling

•Damaged Packages

Cold Chain Verification:

•Comments

•Temperature Monitor

•Temperature Deviation

By clicking the 'Send for Approval' button, the reception will move to “Pending Approval” status.

At this point the application will allow either to Cancel Pre-confirmation or Verify the operation.

If the Cancel Pre-confirmation button is selected, the status of the corresponding Reception will change to “In Process”.

To complete the reception process, the reception needs to be approved by a Quality Controller / Verifier. This could be done though the 'Receptions Pending Approval' operation.