Creating A Shipment Receipt With An E-Packing Slip

Users are required to acknowledge shipments in the RTSM system and download the Extract or Dispatch message for import into Vestigo. This process minimizes manual transcription, reduces errors, and enhances overall efficiency.

 

Permissions Needed

InventoryReceive – Ability to receive inventory.

Users must be able to access to the protocol to receive inventory, which may require additional permissions.

 

This guide is broken down into sections and covers how to create a shipment receipt from an external source such as a sponsor with the ability to Export a JSON file.

1. Acknowledge the RTSM Receipt and Export JSON
2. Create a New Shipment Receipt
3. Import the JSON Extract file
4. Enter Shipment Receipt Details
5. Inventory Details
6. Workload and Billing
7. Confirm Receipt
   1. Without Shipment Receipt Verification
   2. With Shipment Receipt Verification

 

Acknowledge the RTSM Receipt and Export JSON

For protocols supporting the availability of an E-Packing Slip, follow standard and routine physical receipt processes.

Log into the RTSM first to register and acknowledge the shipment. Once this is confirmed, click on “Export Dispatch Message” to download the JSON file.

^{Sample image of a RTSM. May differ depending on the RTSM.}

 

Create a New Shipment Receipt

1. Navigate to the protocol
   1. Users may have to complete any competencies that are associated with the protocol.
2. Click on the Inventory Tab
3. Click on Receive Inventory
4. Then click Import from Extract

 

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Step 1 - Import the JSON Extract file

1. At the Shipment Receipts screen, select . You will be directed to a screen to upload the E-Packing Slip from the RTMS system.
   
   
   

2. On the next screen, upload the JSON file that was downloaded from the RTSM system.
   
   
   
3. After uploading, all contents within the shipment will be displayed. The inventory is paginated to show 5 items per page, with the option to increase the number of items displayed. Once you confirm that the file contains all necessary information, click "Continue to Create Shipment Receipt."
   

 

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Step 2 - Enter Shipment Receipt Details

1. Vestigo will automatically populate data based on the JSON file, but users can adjust shipment details like service date, receiving facility, or packing slip number. Add accountability comments if needed. 
   
   
   

   1. Modify the Service Date, as needed.

      The Service Date defaults to the current date and time, but can be adjusted as needed. The service date drives where the receipt will appear on the DARF and other reports. If backdating the inventory receipt, it is recommended to add an accountability comment as it will not match the recorders timestamp.

   2. Select a Facility Receiving Shipment. This may already be defaulted, but it can be modified if the user has access to multiple facilities and they are listed on the protocol.
      
      

      There are two factors that go into the facilities available for selection on the Receive Inventory screen:

      • The facility(ies) on the protocol. Any facility on the protocol can be selected to receive inventory too.

      • The facilities of the “Control Inventory Location” on the Drug Build. If each drug build has a “Control Inventory Location” in the same facility, “Facility Receiving Shipment” will be defaulted to that facility. The receive screen will indicate this by displaying “The Facility is defaulted based on the Control Location of the Protocol Drugs.” If one of those builds has a “Control Inventory Location” in a different facility on that protocol, “Facility Receiving Shipment” will be toggled to “Select Facility”. The receive screen will indicate this by displaying “This Protocol has Control Locations in the following Facilities: IDS Pharmacy, Cancer Center IDS. Please select the Facility.”

      It’s important to note, when a user selects a facility to receive inventory to, but that facility is NOT where the “Receiving Inventory Location” is per the drug build, then when entering inventory data for a drug the “Receiving Inventory Location” dropdown will indicate “Select Location” and the user must select an inventory location in that facility where to receive the inventory to.

       

   3. (Optional, but highly recommended) Enter a Packing Slip or Invoice Number for the shipment.
      1. If entered, the data will be displayed on the DARF as well as other reports.
   4. (Optional) Enter a Courier.
      1. If entered the data will be displayed on Shipment Receipt Reports
   5. (Optional) Enter a Tracking #.
      1. If entered the data will be displayed on Shipment Receipt Reports
   6. (Optional) Enter any Temperature Information.
      1. If entered the data will be displayed on Shipment Receipt Reports
   7. (Optional) Enter any Accountability Comments about the receipt. 
      1. If entered, this data will appear on the DARF under each line item received
2. Click Save Shipment Receipt to continue.

 

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Step 3 - Inventory Details

1. Now you will be asked to select the drug that was contained in the extract and match it up with the drug that was built in Vestigo
   
   
   
2. The unit of measure (UOM) utilized by the RTSM may differ from that in Vestigo. Therefore, it is important to carefully review the UOM and the quantity indicated on the E-Packing Slip.
   
   
   
3. Enter the received quantity. Optionally, adjust items like Supplier/Manufacturer, Patient Specific inventory, or assign an Ordering Investigator. Click Save Inventory to add it to the receipt.
   
   
   
4. Continue repeating these steps until all medication from the extract has been added to the Receipt Details in Vestigo. If you receive the same inventory with two different lot numbers, it will be listed twice in the Drug from Extract and received separately for each lot number.

 

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Step 4 - Workload and Billing

The workload and billing section will display all fees and workload that are associated with Shipment Receipts on this protocol. Users can do one of the following actions.

1. Leave all fees and workloads as default values and click Next.
2. Choose not to record any fees or workload by check the Do Not Record or Do Not Charge, and then click Next.
3. Modify existing fees and/or workload to the appropriate number of minutes or amount and then click Next. It is recommended to leave the Service Dates as the default value.
4. Users can click Add New for Workload or Protocol Fees. If a user uses this pathway, this will add a workload/fee to this receipt and all future receipts. Once the fees are added, click Next.

Step 5 - Confirming the Shipment Receipt

The final step in a shipment receipt is confirmation screen. This is final chance for a user to edit any inventory prior to completing the receipt. Once the receipt is completed, users have to go through a different pathway to edit inventory.

The confirm screen may or may not display information regarding verification requirements your site may have. If your site uses Shipment Receipt Verification, please skip to this section to finish completing out the receipt.

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Step 5a - Confirming the Shipment Receipt without Shipment Receipt Verification

 

The page will display all inventory in a grid for review. If there are more than 5 items, the inventory may be paginated. Users can select from the drop down menu how many rows they would like to view.

Confirming the Receipt

If the receipt looks correct, users can click on Complete Receipt to record the receipt, and inventory will be available for transactions. At this point, Pick/Stock labels will print if your site utilizes those labels.

If edits need to be made to a completed receipt, users will need to use the View/Edit Inventory link from the inventory tab to make edits.

 

Delete an Inventory Line Item

If an inventory line item needs to be deleted, users can click on the Delete hyperlink on the right side.

Editing an Inventory Line Item

If an inventory line item needs to be modified, users can click on Edit on the left side. This will open a menu to allow you to make any modifications to that line item as needed.

Note: You cannot modify the Drug selected. If that needs to be edited, you will want to delete that line item, close the receipt and reopen the receipt with Add to Shipment Receipt.

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Step 5b - Confirming the Shipment Receipt with Shipment Receipt Verification

The final step in a shipment receipt is confirmation screen, but this screen will display an additional section to allow for Shipment Receipt Verification and have additional columns.

The page will display all inventory in a grid for review. If there are more than 5 items, the inventory may be paginated. Users can select from the drop down menu how many rows they would like to view.

The inventory on the shipment receipt requires an additional check before the inventory can be received. Depending on how your site has set up permissions and drug builds:

• Users with appropriate permissions may be able to self verify the inventory line items
• Another user with appropriate permissions will have to verify the shipment inventory line items before proceeding
• Users with appropriate permissions can override the verification

 

Verifying the Inventory Line Item

If the drug allows self verification and the user has ShipmentVerify permissions, the user who added the line item can also verify the item. Users can select the verify box on the left and click Verify.

If self verification is not allowed, another user will have to verify the line item.

Overriding the Verification

Users with appropriate permissions can select the Override box on the right and will be forced to select a reason from the dropdown menu. Enter a comment, if required, and click Verify.

A system administrator must establish reasons prior to users using the override function. Some reasons require comments to be entered, while some may be optional. If you are overriding a verification, it is recommended to add a reason, even if it is not required.

Confirming the Receipt

If the receipt looks correct, users can click on Complete Receipt to record the receipt,eipt and inventory will be available for transactions. At this point, Pick/Stock labels will print if your site utilizes those labels.

If edits need to be made to a completed receipt, users will need to use the View/Edit Inventory link from the inventory tab to make edits.

Delete an Inventory Line Item

If an inventory line item needs to be deleted, users can click on the Delete hyperlink on the right side.

Editing an Inventory Line Item

If an inventory line item needs to be modified, users can click on Edit on the left side. This will open a menu to allow you to make any modifications to that line item as needed. If the user edits inventory that someone else entered, they become the recorder of that line item and may not be allowed to verify the line item if self verification is disabled.

Note: You cannot modify the Drug selected. If that needs to be edited, you will want to delete that line item, close the receipt and reopen the receipt with Add to Shipment Receipt

 

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