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Home > EMSupply > EMSupply Resource Requests > Incoming Shipments


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Incoming shipments are inventory that does not currently have a location. These shipments might be the fulfillment of resource requests or other items that are ready to be or are in the process of being received.

It is important to process incoming shipments, using status changes, so that items are formally received and added to your inventory list. The status of these items can be changed to Stored when the items are allocated to a sub location.

Incoming shipments have two separate tabs, Active Shipments and Shipment History. Active Shipments are currently in transit or receiving. Shipment History contains older shipments that gave since been processed and received.

Note: At any point in the process, the person who created the incoming shipment can edit it, on the Incoming Shipments page, by clicking the edit icon.

To create a shipment
  • On the Requests and Shipments tab, click Incoming Shipments.
  • Click Create Shipment.
  • Click New Shipment. The Create New Shipment page opens.
  • In the Shipment Location list, click the location where the shipment is currently located.
  • For Shipment Name, enter a brief description of the shipment contents or purpose.
  • For Shipment Status, click the status that reflects the current stage in the receiving process.
    Note: If the Shipment Status is Stored, you must identify the Shipment QC Date and Time, Received Date, and sub location for each item.
  • In the Incident list, click the incident with which this shipment is associated.
  • On the lower left, in the Inventory List, locate and click the plus icon for the items in the request. These items appear on the right, in the Selected Inventory

    • On the lower right, in the Selected Inventory list, take either of these actions.

    If you want to…

    Then…

    Update the quantity of the items received,

    a.     Click the Edit icon.

    b.     For Quantity, enter the appropriate number.

    c.     Click the Save icon.

    Remove the item,

    a.     Click the Delete icon.

    b.     Click the Save icon.

  • After you have added all expected items, on the upper right, click Save. The Incoming Shipments page opens, and the request is in the list.

    • Incoming Shipments Dashboard

    The Incoming Shipments dashboard has many functions that you can use to help navigate through shipments.

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    Number

    Item

    Description

    1

    Export

    Exports the incoming shipments to an Excel compatible file.

    2

    Shipments

    Allows you to toggle between Active Shipments, generated within the last 24 hours, and all other shipments on the Shipment History tab.

    3

    Search

    Allows you to search using part or all the Shipment Name or Delivery Location to filter the Incoming Shipments list.

    4

    Filters

    Allows you to select a status to filter the list of incoming shipments. To remove a filter and view the full list, click the X icon to the right of the selected status filter.

    5

    Sort

    Allows you to click column headers (except for Change Status and Actions) to sort the list by the selected column entries.

    6

    Expand

    Allows you to expand and collapse an entry to view and hide information about the items included in the shipment.

    7

    Actions

    Allows you to edit or delete the incoming shipment. Deleting an incoming shipment removes it from the dashboard and it will no longer be visible or processed.

    Note: To view deleted requests, you can export the list and view items with the deleted status

    To import a shipment
    1. On the Requests and Shipments tab, click Incoming Shipments.
    2. Click Create Shipment. A window opens.
    3. Click Import Shipment. The Import Shipment window opens.
    4. For Name, enter a brief description of the shipment contents or purpose.
    5. In the Location list, click the location where the shipment is currently located.
    6. In the Sub Location list, click the sub location where the shipment will be stored.
    7. In the Incident list, click the incident with which this shipment is associated.
    8. For Pipe File, click Choose File. Your browser’s select file window opens.
    9. Navigate to and select the shipment file, then click Open.
    10. Click Import.
    11. If applicable, select the Shipment Checked check box and enter the date and time the shipment was inspected.
    To process an incoming shipment
  • On the Requests and Shipments tab, click Incoming Shipments.
  • Locate the shipment and, on that row, click Unload.
  • Click OK. The Incoming Shipments page opens, and the request status is Unloading.
  • Click Stage. The Change Status window opens.
  • Click OK. The Incoming Shipments page opens, and the request status is Staging.
  • If you have not already specified the item sub location, in the Actions column, click the Edit icon.
  • In the Selected Inventory list, click the Edit icon for each item and select the sub location where the item will be stored.
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    • On the upper right, enter the Shipment QC Date and Time and the ReceivedDate.
  • On the upper right, click Save
  • Click Store. The Change Status window opens.
  • Click OK. The Incoming Shipments page opens, and the request status is Stored.
    • Click Save. The Incoming Shipments page opens, and the request status is Complete

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