Case Management - Shipment Tool

Summary

The Shipment Tool located within Case Management provides a comprehensive method of receiving Individuals and/or Collections into your animal inventory.  This tool can be used to receive new animal shipments from your Suppliers (Supplier Receipt); or to transfer animals from one Facility to another (Inter-Facility transfer).

The Shipment tool replaces the need to receive new Individuals/Collections or record Inter-Facility transfers using the tools with the animal Registry.   

Note:  The Registry tools are still required to record transfers within the same Facility (Intra-Facility transfer) and transfers going outside your organization to a new company (Inter-Company transfer).

The following article offers a step-by-step guide on how to record a Supplier Receipt and how to record an Inter-Facility Transfer. 

Shipment - Supplier Receipt

1. Open the Case Management module and click the plus icon in the lower left of the Case Management window.
2. Select the Facility receiving the shipment.
3. Select "Shipment - Supplier Receipt".
4. Select the Supplier of the shipment.
5. Select the Acquisition Type.
6. Select an Estimated Arrival Date for the shipment. 
7. Enter the current date/time.
8. Enter a Case-Note Title that will be adequately descriptive for your team.
9. Click the green checkmark to submit.

10. Click on the Shipment tab.
11. Select a Profile Type (Individual or Collection).
12. Click inside the Genus & Species field to search/select species being received.
13. If the Profile Type is "Individual" you will need to provide a "Given" or "House" name for that Individual. 
14. Select gender.
15. Select Origin.
16. Click on the plus button to add shipment details to the main panel.  Repeat as necessary. 
    
    Tip:  If you know the destination of where the animals will be received, you can select the habitat from the dropdown menu.  You will have the ability to enter (or edit) this information during the final step also.  
17. When finished, click the Save & Finish Later button.  You can finish the form when the actual shipment arrives.  

Note:  You can now close the Case Management window or move onto a new task.  You will return to this file when the actual shipment is received (see next steps below). 

18. Navigate back to Case Management, select the Case File associated with the new shipment, and then click on the Shipment tab.  Select the Actual Arrival date of the shipment in the upper right corner.
19. Record any Transit Loss if necessary.
20. Make sure you select the final Destination where the shipment will be received.
21. Click the Complete Shipment button when all details are finalized.  

Note:  You can remove a species (row) if it did not arrive or was cancelled by clicking the red trash can icon to the left of the row.  You can also cancel the entire shipment by clicking the box in the lower left where it reads "Shipment Cancelled".

22. Adjust the slider bars to evaluate the quality of the shipment (scale 1 to 5). 
23. Enter any comments you care to note about the shipment quality.
24. Enter available Environmental Parameters.  Each time you submit a parameter, a new row will appear so you can continue adding new parameters. 
25. Click the "Complete Transfer" button to add the animals to your Registry.

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Shipment - Inter Facility Transfer (Sending Facility)

1. Open the Case Management module and click the plus icon in the lower left of the Case Management window.
2. Select the Sending Facility.
3. Select "Shipment - Inter-Facility Transfer".
4. Enter the current Date/Time of the transfer.
5. Enter a Case-Note Title that will be adequately descriptive for your team.
6. Click the green checkmark to submit the record and open the Case File.

7. Navigate to the Shipment tab within the Case file.  In the left panel you will see a list of the Sending Facility's current Registry.  
8. Select a Transfer Date, Transfer Time and Transfer To Facility (receiving Facility).
   
   Important:  These are mandatory fields.  You will not be able to continue to the next step if all three fields are not filled in.
9. Select all species/specimens to be transferred from the Registry panel on the left.  
   
   Tip:  You can use the search bar at the top to narrow your selection.  This can save quite a bit of time as you create the transfer list.
   
10. Once your selections are made, click the "Select" button.  This will move the selected animals to the transfer staging area on the right.  
    
    Note:  You can select species/specimens one at a time, clicking "Select" after each selection, OR you can select all animals to be transferred at once and move them in a batch to the staging area.  
11. Enter the numbers of specimens being transferred in the appropriate gender field.  
    
    Note:  The current quantity of each collection (as entered in the Registry) will appear to the left of the gender fields.  If an Individual animal is selected, the gender field will be automatically selected based on that animal's profile in the Registry. 
    Note:  If you make an error selecting animals for the transfer, you can remove them from the staging area by clicking on the red trash can icon to the left of the species/specimen. 
12. Click the Next button.

13. Enter any comments you want to record for the transfer.
14. Click the box that you confirm the transfer details are correct.
15. Click the "Begin Transfer" button.

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Shipment - Inter Facility Transfer (Receiving Facility)

1. Navigate to the Case Management module and select the Case Management File for the received transfer.  Once there, click on the Shipment tab.
2. Enter the Date and Time of the Arrival. 
3. Enter any Transit Losses if applicable.
4. Select the Destination habitat the animas will be received in. 
5. Click the box next to the "Confirm Transport Loss entries are complete" dialogue, then click the "Complete Shipment" button.  

1. Adjust the slider bars to evaluate the quality of the shipment (scale 1 to 5).
2. Enter any comments you care to note about the transfer.
3. Enter available Environmental Parameters.  Each time you submit a parameter, a new row will appear so you can continue adding new parameters. 
4. Click the "Complete Transfer" button to add the animals to your Registry.

All transferred animals will now appear in your Registry.  The Shipment tab in the Case Management file will show a summary of the transfer detail, and you will now see three separate tabs:

1. Transfer List:  displays the details of transfer including species, quantity transferred, transit losses and habitat destination.
2. Environmental:  displays the most recent environmental results recorded from the Sending Facility up to the time of transfer.
3. Intake:  displays the most recent feeding/nutritional information from the sending site up to the time of transfer.