Despatches

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

This option is in the Operations/Despatches menu:

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

•Sponsor

•Project type

•Status

•Protocol

•Subproject

•Site N°

•Integrated

•Request Date (From-To)

•Despatch Date (From-To)

•Despatch No.

•Order No.

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

In case all the filters are left in blank the application displays the list of all Despatches in the system - it is recommended to use at least one filter criterion.

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

Note: Status "Cancelled" will display despatches being cancelled after verified. Those despatches have been rolled back via Solo Support and related CTF-117.

Intergated Despatch Orders:

Filtering for checked "Integrated" will show all despatches being created by "Integration User" related to the Marken Integration Layer (MIL).

Integrated orders have a unique Order Number consisting of "client request id - 10digitMILid". The requested units with or without kits are automically selected in Solo.

Integrated orders will show in the despatch itself under "Request Information" the client name under "Requested By" and System under "Position"

Note: Integrated Despatch Direct To Patient will show for Site Name 'DTP' and the unique Site N° is e.g., '1198 N°/DTP' for all related patients of related Investigator Site N° 1198.
Here, 'Address' details will be blinded. For contacting purpose, the depot can see the related 'Main Researcher' and 'Contact' details such as 'E-Mail' and 'Telephone'. 

By clicking the New button, a new Despatch can be created; a new window will be opened where the user must select Subproject. Customer, Protocol, Warehouse 

Site Reference and Site are optional. 

To select a specific site user can preselect Sites by its 'Reference' (formerly Fax number) if set up accordingly.

If an existing site is not selected by the user when the despatch is created, the user will be able to enter the details of a new site. This new site added at this point will automatically be associated to the subproject to which the despatch operation relates.

By clicking the Next button, the system displays the following screen where all the data of the new Despatch has to be completed.

The header fields are automatically completed with the data previously selected.
The site contact variable information (‘Deliver to’, ‘Email Address’, ‘Tel no’, ‘Fax no’, ‘Delivery Time’ and ‘Comments’) are linked to the despatch operation and can be updated.

After completing the mandatory "Required Date at Destination", the despatch can be saved with status “In Process”.

After initial save the user needs to select 'Units With Kits' or 'Without Kits'.

Note: For a system integrated despatch the Operator will not be able to Select Units.

When the product does not have kit numbers, select units "Without Kits".

Click on 'Search

Using the magnifying glass enter or modify the quantity needed for preparation, click on 'Save' and then 'Previous'.
Note: For system integrated despatch the Operator will not be able to save a modified quantity - only QA, Verifier and Administrator can modify an integrated despatch.
 

When the product has kit numbers, select units "With Kits". Either select the kits numbers from the list, or add them using a barcode reader. "Back" will save the added kits.

Note: For system integrated despatch the Operator will not have Add and Delete button - only QA, Verifier and Administrator can modify an integrated despatch.

Select Product and click on 'Search'.

Scroll and select or input Kit number, then click on 'Add'. Click on 'Back' to save and return to despatch.

In order to Pre-confirm the operation, the following fields have to be completed:

•Product Units Details

•Request Information (REquested by - Position - Order Date - After 12:00)

•Despatch Information (Courier - Hawb N° - Amount of Packages - Weight - Despatch Date - Temperature Logger)

•Billing items (Despatch Type - After Emergency Hours - Billable FMD Only)

The user will have to specify the carrier and waybill tracking number.

'Hawb N°' is the field to input the Maestro Hawb# for despatches handled/booked by Marken Logistics/Maestro, then Solo can receive the POD information from Maestro back automatically. 

For despatches not handled by Marken Logistics, please select "Other" as a courier and enter its Name. 

'Temperature Logger No.' with 40 alphanumeric characters.

The operator needs to input billing related information for priority situations as per operations rules below.
'Despatch Type' includes billable and non billable items that can be selected.

01 Billable Standard (default)           

02 Billable SameDay

03 Billable NextDay                              

04 Billable Expedited

05 NotBillable Logger                              

06 NotBillable LabelPrinting

07 NotBillable LabelingService                    

08 NotBillable DepotTransfer

09 NotBillable Correction                    

10 NotBillable Other

a) 01 Billable Standard: The despatch of product is processed under standard processing time frames.
Request received prior to 12:00pm local time: order will be dispatched within 48 hours.
Request received after to 12:00 pm local time: will be considered as received in the next business day and to be dispatched within 48 hrs.

b) 02 Billable Same day: The despatch of product is processed under urgent processing time frames as per client request.
Request received at any moment during working hours will be processed during the day, in the case that the shipment request is received in late hours and requires to be collected after working hours the box “After hours Emergency“ should be checked.

c) 03 Billable Next day:  The despatch of product is processed under high priority processing time frames as per client request. 
Request received at any moment during working hours: order will be dispatched within 24 hrs.

NOTE: If the despatch requires to change from “Standard“ to “Same day“ or to “Next day“ type, the PM should provide the specific instruction to Ops staff, it is the same for the case to change from “Same day“ to “Next day“ to “Standard“;  in this case as the activity was performed, the corresponding rate would be applied.

 'After Hours Emergency' checked and add under Comments section if the despatch required overtime after working hours or relates to an Urgent despatch because
a) processed after working hours due to the shipment order is categorized under “Same day“ type,
b) the client announces and requests to Marken to process the despatch in urgent sense requiring to process the despatch outside the standard time frames with/without overtime to complete the despatch.

'Billable FMD Only' products that fall under 'Falsified Medicines Directive' need to be checked if to make billing applicable.

After click on 'Preconfirm' button, the message “The operation was successful" is displayed to click 'Ok' and the status of the operation changes to “Pre-Confirmed”:

In status 'Preconfirmed' the user will be able to print out information required for picking and packaging. The user define the paper printer.

'Print Shipping Label' 

'Print Order' can be used as a packing slip The displayed barcode is the client's Order Number.

Depot user can input in the Fax No. and/or Email manually before printing the form.

'Print Picklist' 

▪Order Received Date                              Despatch Order No.

▪Sponsor                                        Order No. (displayed as 1D barcode)

▪Protocol                                        Hawb No.

▪Order Required on Site Date                    Despatch Date

▪Temperature Logger
 

▪Site Details

▪Information for the Picker:

▪Location, MKN Internal Product Code, Quantity

▪Description of item

▪Lot/Batch

▪Expiry Date

▪Kit No (if present showing tick boxes to allow picker to mark each item as it is picked)

▪Comments

▪Signature and date areas for:

▪Pick List Created By (automatically populated by Solo with user and date last modified)

▪Supplies Picked By

▪Supplies Verified By

'Check Kits' is active in status 'Preconfirmed'. After picking the user can check the picked kit numbers against the numbers in Solo.
This function is available for barcode reading and manual key in to check the picked kit number/s.

This is an optional function in the despatch workflow and it can be partially conducted because not all the kit numbers might be available for scanning. The system will record the checked kit numbers internally.
Scanning of an unexpected kit number will show the user a warning message. After closing the pop up the user can continue scanning remaining kit numbers.

'Back' will return the user to Despatch.

In case the audit trail for check kits will be required, please contact Solo.Support@marken.com.

'Check Units' can become active in status 'Preconfirmed' when the Solo Support has been requested to enable 'Check Unit Ctrl.' for subproject.
Then 'Unit Details' grid displays a Blank icon per unit without kit numbers.

Once partially checked, the icon displays Yellow and for final check of unit the icon shows Green.

Operator must check every picked item by manual entry of the lot. Copy & Paste is not an option.

Only when all units have been checked, the despatch can be verified by user.

In case a record is required to view which user has checked the units, please email Solo.Support@marken.com.

Moreover, in the Despatches screen a user can modify few content while they are not confirmed.

'Cancel Preconfirmation' require the input of the specific reason why reset status to 'In Process'. 

With 'Delete' button, user will be instructed to remove product from Despatch and it can be deleted while it is "In Process”. 
Once the Despatch is verified it is locked and no changes can be made.

At this point, the application will allow either to Cancel Pre-confirmation or Verify by means of the corresponding buttons.

If the 'Cancel Preconfirmation' button is selected, the status of the corresponding Despatch will change to “In Process”.

If 'Verify' button is selected the message “Are you sure you want to confirm operation?” will be displayed, if accepted, a comment can be added and the status of the Despatch will

change to “Verified”, indicating in “Control Data” who was the user that Confirmed and the date of Confirmation, it also indicates the number of units and the Confirmation

comment.

'Verify' needs be conducted by another user than preconfirmed. The status of the operation will change to “Verified”:

'Print Order' can be reexecuted by the operator at any time.
Reprint of 'Print Pick List' and Shipping Label needs to be requested from Solo Support administrator.

'Despatched' button will change the status of the operation changes to “Despatched”:

'Check Kits' can still display kit numbers being checked despatched status (because units are still connected to position).

Note that if the despatch operation is associated with a project which has the ‘Shipping Order Request Type’ set to ‘System’, the move to ‘Despatched’ status will trigger the automatic creation of a flat CSV file that will be sent to the IVRS portal.

NOTE: If Marken is selected as "Courier" and a Marken "Hawb N°" have been entered, the POD section will be populated automatically as soon as this information is available in Maestro.
The delivery information can automatically flow from Maestro to Solo when 'Hawb N°' is the Maestro house airwaybill, despatch has despatched status and Solo subproject has under 'Client Acc.' the Maestro account number.

POD details for a non-Marken shipment has to be entered manuall before the user clicks the 'Delivered' button, to get status “Delivered”.

'Acknowledged' button require completion of the “Acknowledgement Date”, then the operation changes “Acknowledged” (this is the final despatch status).

Acknowledgement Comments do only save when 'Deviations' was selected.