Shipments and Receipts How-Tos

Search Shipments

Watch the video!

  1. Select Manage Shipments from the Go To drop-down in the top-right.

    The Manage Shipments screen displays.

  2. Select a specific location from the Manage Shipments For drop-down:
    • For users belonging to the Owner's company:
      • If the app does not have any Partner locations:
        • [Owner Name] (default)
      • If the app has only one Partner location:
        • [Partner Location Name] (default)
      • If the app has more than one Partner location:
        • Select One... (default)
        • [Partner Location names] (in alphabetical order)
    • For users belonging to only one Partner location: 
      • [Partner Location Name] (default)

    • For users belong to more than one Partner location:

      • Select One... (default)
      • [Partner Location names] (in alphabetical order)
  3. Fill in one or more of the following search fields:

    If the Search Fields are not visible, select the blue arrow to the left of Search Criteria section.

    • Document Status – Status of the Transaction History for the shipment.
      • Open - All – (default) Only shipments that have not been submitted return in the results table.
      • Open - Error – Only shipments that have not been submitted because the shipment contains one or more errors return in the results table.
      • Open - Unsubmitted – Only shipments saved but not submitted yet return in the results table.
      • Completed – Only completed shipments that have been submitted return in the results table.
    • Date Type – Indicates whether the search returns results based on the last day a user updated the shipment or the date that the sender shipped the product.
      • Last Updated (default) – The search returns results based on the last day a user updated the shipment.
      • Shipment Date – The search returns results based on the date that the sender shipped the product.
    • Date On Or After – Only shipments that occurred on or after this date return in the results table. Defaults to 2 days prior to the current GMT date.
    • Date On Or Before – Only shipments that occurred on or before this date return in the results table. Defaults to the current GMT date.
    • NDC – Only shipments including products with this NDC return in the results table.
    • Delivery Number – Only shipments with this delivery number return in the results table.
    • Keywords – Only shipments containing the keywords in the Lot Number, Shipment ID, Sender Name ID, Sender ID, Recipient Name, Recipient ID, Sold From Address, Sold To Address, Ship From Address, Ship To Address, Carrier SCAC, or Carrier Name fields display.
      • The Keywords field is case sensitive.
      • Use an asterisk (*) to expand single-word search results.
      • "AND" is implied between multiple keywords.
      • Use "OR" to include either of multiple keywords.
  4. Select the Search button.

    The results display in the table.

  • Select the link in the Delivery Number column of the results table for any row with a Status of Open - Error or Open - Unsubmitted to access the Update Shipment screen.
  • Select the link in the Delivery Number column of the results table for any row with a Status of Completed to acess the View Completed Shipment screen.

Create a Shipment

Watch the video!

or

Watch how to create a drop shipment!

  1. Select Manage Shipments from the Go To drop-down in the top-right.

    The Manage Shipments screen displays.

  2. Select a specific location from the Manage Shipments For drop-down:
    • For users belonging to the Owner's company:
      • If the app does not have any Partner locations:
        • [Owner Name] (default)
      • If the app has only one Partner location:
        • [Partner Location Name] (default)
      • If the app has more than one Partner location:
        • Select One... (default)
        • [Partner Location names] (in alphabetical order)
    • For users belonging to only one Partner location: 
      • [Partner Location Name] (default)

    • For users belong to more than one Partner location:

      • Select One... (default)
      • [Partner Location names] (in alphabetical order)

  3. Select the Create Shipment button.

    The Create Shipment screen displays.

  4. Enter Delivery Information:

    1. Enter the Delivery Number that uniquely identifies the shipment.

    2. Select My Company's Role from the radio buttons.
    3. Enter a From Business to specify the company that currently owns the products in the shipment.
    4. Enter a Customer Vendor Number that the company receiving the shipment uses to identify the company sending the shipment (optional).
    5. Enter a Ship From Location to specify the location that sends out the shipment.
    6. Select a Shipment Status to indicate whether the shipment is partial or complete (optional):
      • Partial Shipment (PR) – The shipment is one of several shipments that makes up one Purchase Order.
      • Shipment Complete (CC) – The shipment fulfills the entire Purchase Order itself.
    7. Enter the Gross Weight of the products in the shipment, including the packaging.

      The label defaults to Pounds, which is the only option.

    8. Enter the Net Weight of the specific product, not including the packaging (optional).

      The label defaults to Pounds, which is the only option.

    9. Enter a Lading Quantity to specify the number of countable units in the shipment (optional).
    10. Select a label for the Lading Quantity from the drop-down (required if Lading Quantity is present):
      • Ampoule – A sealed glass capsule containing a liquid.
      • Bottle – A bottle containing the product.
      • Box – A box containing the product.
      • Carton – A carton of the product.
      • Case – A case of the product.
      • Container – A container of the product.
      • Dozen – One dozen of the product acting as a countable unit.
      • Each – A single saleable unit of the product.
      • Gross – Twelve dozens of the product acting as a countable unit.
      • Kit – A container of more than one type of product acting as a countable unit.
      • Ounces – The product is counted in ounces.
      • Package – A package of the product.
      • Pallet – A pallet of the product.
      • Percent – The product is counted by percents.
      • Piece – A piece of the product.
      • Shelf Package – A shelf package.
      • Syringe – A syringe of the product.
      • Unit – A unit of the product.
      • Vial – A small capsule containing liquid product.
    11. Enter a Carrier SCAC Number to specify the Standard Carrier Alpha Code that identifies the road transport company shipping the product.
    12. Enter a Tracking Number assigned to the package by the carrier (optional).
    13. Enter a Carrier Name to specify the name of the company delivering the shipment (optional).
    14. Enter the Transaction Date to specify the date that the products are sold or transferred.
    15. Select a Shipment Date to specify the date the Ship From Location company sends the shipment.
    16. Select a Shipment Type to indicate whether the shipment is a sale to another company or a transfer between the user company's locations (optional):
      • Sale – The user's company sells the products in the shipment to another company.
      • Transfer – The user's company transfers products in the shipment to another location belonging to that company.
    17. Enter a To Businessto specify the company that receives ownership of the products in the shipment.
    18. Select the Drop Shipment checkbox to indicate the sending company delivers the shipment to a third-party location for the receiving company (optional).

      A Pharmaceutical Manufacturer might select this option when a Wholesale Distributor (the receiving company) purchases the product from the Pharmaceutical Manufacturer (the sending company), but the Pharmaceutical Manufacturer ships the product directly to the Dispenser (a third-party location not on the TraceLink Network) who purchases the product from the Wholesale Distributor.

      • Enter the address for the location physically receiving the Drop Shipment (required if Drop Shipment is selected):
        1. Select a Ship to Business ID type from the drop-down, and enter a value in the text field to the right.
        2. Enter a Ship To Business Name in the text field.
        3. Enter a Street 1 in the text field.
        4. Enter a Street 2 in the text field.
        5. Enter a City in the text field.
        6. Enter the Country in the type-ahead field.
    19. Enter a Ship To Location to specify the company or location that physically receives the products in the shipment (required if Drop Shipment is not selected).
    20. Enter a Portal Access Codeused by a trade partner Member who does not link to the Owner's app, e.g. for a drop shipment (optional).

      The Member uses this code to access Transaction Histories through the Transaction Histories portal within the Community app.

      1. Enter the estimated Milestone Dates for different points during the shipment:
        1. Select the Delivery Date Type:

          The first Milestone Date defaults to Estimated Delivery, which is required. Adding other Milestone Dates is optional.

          • Current Scheduled Delivery – The date that the Ship From Location schedules for the delivery.
          • Loading – The date that the Ship From Location loads the shipment for delivery.
          • Outbound Delivery – The date that the delivery leaves the warehouse.
          • Proof of Delivery – The date that the Ship To Location received the delivery.
          • Shipped – The date that the delivery ships.
          • Transportation Planning – The date that the Ship From Location plans transportation for the shipment.
        2. Enter a Date - Time in the date picker for the Estimated Delivery row.
        3. Select the Add Milestone Date link and repeat the previous steps to add another Milestone Date (optional).
    21. Enter the Shipment IDs (optional):
      1. Select the Add Shipment ID link.
      2. Select an Identifier Type from the drop-down.
      3. Enter an Identifier Value in the text field.
      4. Select the Add Shipment ID link and repeat the previous steps to add another Shipment ID (optional).
    22. Check the Transaction Statement checkbox to attest that the company is in compliance with the DSCSA and has not tampered with either the product or the transaction history.
    23. Select the Next > button.
  5. Specify Products in the Shipment:
    1. For Manufacturers: Select the Add Product My Company Manufactures link or the Add Product for which My Company is Wholesale Distributor link.
    2. Enter a Line Item to specify the number identifying the product in the purchase or sales order (optional).
    3. Enter an NDC item code for a product included in the shipment.
    4. Enter an Internal Material Number to specify the internal code the company uses to identify the product (optional).
    5. Enter a PO Number for the product.
    6. Enter a Vendor Order Numberfrom the To Business' order (optional).
    7. Enter an Invoice Number to specify the number on the invoice sent to the To Business (optional).
    8. Select the Serialized Lot checkbox to indicate the product is serialized at the lot level (optional).

      If selected and the user's company uses Serialized Operations Manager, TraceLink sends Serialized Operations Manager the Delivery Number and Ship From Location. Serialized Operations Manager looks for a matching Delivery Number, and sends the serialized information back to Product Track. Product Track then sends this information to the To Business in an EPCIS message. For more information, see the Product Track API Guides.

    9. Select a Non RX Product Codefor a non-prescription product that does not legally need to be tracked from the drop-down, and enter a value in the field to the right (optional).
    10. Enter a Lot Number for the product (optional).
    11. EEnter the product's Expiration Date (optional).
    12. Enter a TX History Quantity to specify the number of individual units of this product in the shipment.
    13. Enter a Sales Quantity to specify the number of individual products sold in the shipment, typically used to populate the ASN.
    14. Select a label for the Sales Quantity from the drop-down to the right:
      • Ampoule – A sealed glass capsule containing a liquid.
      • Bottle – A bottle containing the product.
      • Box – A box containing the product.
      • Carton – A carton of the product.
      • Case – A case of the product.
      • Container – A container of the product.
      • Dozen – One dozen of the product acting as a countable unit.
      • Each – A single saleable unit of the product.
      • Gross – Twelve dozens of the product acting as a countable unit.
      • Kit – A container of more than one type of product acting as a countable unit.
      • Ounces – The product is counted in ounces.
      • Package – A package of the product.
      • Pallet – A pallet of the product.
      • Percent – The product is counted by percents.
      • Piece – A piece of the product.
      • Shelf Package – A shelf package.
      • Syringe – A syringe of the product.
      • Unit – A unit of the product.
      • Vial – A small capsule containing liquid product.
    15. Enter the Gross Weight of the products in the shipment, including the packaging.

      The label defaults to Pounds, which is the only option.

    16. Enter the Net Weight of the specific product, not including the packaging (optional).

      The label defaults to Pounds, which is the only option.

    17. Enter the Volumethat this product takes up in the shipment , and select a label from the drop-down (optional).
  6. Select an On Save option from the radio buttons:
    • Complete Shipment – Create the shipment.
    • Do Not Submit (allows you to complete shipment at a later date) – Save the entered data and return to this screen later to complete the shipment.
  7. Select the Save button.
    • If On Save is set to Complete Shipment, TraceLink creates the shipment. The screen returns to the Manage Shipments screen.
    • If On Save is set to Do Not Submit, TraceLink saves the shipment information but does not create it. The screen returns to the Manage Shipments screen, and the message "Shipment with Delivery Number [Delivery Number] has been saved. You can update its information and complete it in the future." displays at the top.

Search Receipts

Watch how to import receiving location identifiers!

or

Watch how to troubleshoot receipts missing NDCs!

  1. Select Manage Receipts from the Go To drop-down in the top-right.

    The Manage Receipts screen displays.

  2. Fill in one or more of the following search fields:

    If the Search Fields are not visible, select the blue arrow to the left of Search Criteria section.

    • NDC – Only receipts including products with this NDC return in the results table.
    • Ship Date On Or After – Only receipts that occurred on or after this date return in the results table.

      Defaults to the current GMT date.

    • Ship Date On Or Before – Only receipts that occurred on or before this date return in the results table.

      Defaults to the current GMT date.

    • Status – Indicates whether the results include pending receipts or all Transaction Histories received.
      • Transaction Histories Pending Receipt – (default) Only exchanges with pending Transaction Histories display.
      • All Transaction Histories Received – Only fully received exchanges without any pending Transaction Histories display.
    • Recipient – Only receipts received by the company or location specified return in the results table.
    • Keywords – Only shipments that include the keywords in the Delivery Number, Lot Number, PO Number, Shipment ID, Sender Name, Sender ID, Recipient Name, Recipient ID, Ship From Address, Ship To Address, Carrier SCAC, or Carrier Name fields display.
      • The Keywords field is case sensitive.
      • Use an asterisk (*) to expand single-word search results.
      • "AND" is implied between multiple keywords.
      • Use "OR" to include either of multiple keywords.
  3. Select the Search button.

    The results display in the table.

Receive a Shipment

Watch the video!

  1. Select Manage Receipts from the Go To drop-down in the top-right.

    The Manage Receipts screen displays.

  2. Search for the shipment to receive.
  3. Select the Receive Products in Shipment link in the Actions column.

    The Receive Products in Shipment screen displays.

  4. Select the location that physically receives the product from the Receiving Location drop-down.

  5. Select the Product Origin to specify where the recipient purchased the product from:

    • Direct Purchase – The recipient purchased the product directly from the Pharmaceutical Manufacturer.
    • Indirect Purchase – The recipient purchased the product from a Distributor or Repackager.
  6. Enter the Lot Number with the product (required if the sender did not include the Lot Number with the Transaction History and the receiving company is not a Dispenser).
  7. Enter a Reference ID to identify the product at a more granular level than the lot number, e.g. a physical location within the inventory (optional).
  8. Enter the Received Quantity to specify the actual number of products in the shipment.
  9. For Dispensers: Select the Fully Received to indicate that the shipment should not be marked as pending in Product Track even though the Received Quantity is less than the Transaction Quantity.
  10. Select the Submit button.

    The screen returns to the Manage Receipts screen, and the message "TraceLink is processing the receipt information you provided." displays at the top.

  • TraceLink assigns the receipt to the user's location after the product is received.
  • Select the Receive More link in the Actions column to receive more product for a receipt that is only partially received.

Void Transactions

Void a transactions in the following situations:

  • The shipping party can void a Transaction History that they sent.
  • The receiving party can void a Transaction History if the shipment status is Pending Receipt or Received.
  1. Select Void Transactions from the Go To drop-down in the top-right.

    The Void Transactions screen displays.

  2. Fill in one or more of the following search fields:

    If the Search Fields are not visible, select the blue arrow to the left of Search Criteria section.

    • Receiving Location – Only transactions received by or sent from this company or location return in the results table. Available options depend on the following conditions:
      • For users belonging to the Owner's company:
        • If the app does not have any Partner locations:
          • [Owner Name] (default)
        • If the app has only one Partner location:
          • All (default)
          • [Owner Name]
          • [Partner Location Name]
        • If the app has more than one Partner location:
          • All (default)
          • [Owner Name]
          • [Partner Location names] (in alphabetical order)
      • For users belonging to only one Partner location: 
        • All (default)
        • [Owner Name]
        • [Partner Location Name]
      • For users belonging to more than one Partner location:
        • All (default)
        • [Owner Name]
        • [Partner Location names] (in alphabetical order)
    • Transaction Type – Only the transaction type selected returns in the results table.
      • All (default)
      • Shipment – Only shipment transactions return in the results table.
      • Receipt – Only receipt transactions return in the results table.
    • Date On Or After – Only shipments that occurred on or after this date return in the results table. Defaults to 2 days prior to the current GMT date.
    • Date On Or Before – Only shipments that occurred on or before this date return in the results table. Defaults to the current GMT date.
    • NDC – Only shipments including products with this NDC return in the results table.

    • Keywords – Only transactions including keywords found in the Delivery Number, Lot Number, Transaction ID (e.g. PO, ASN, RMA Number), Sender Name, Sender ID, Recipient Name, or Recipient ID fields display.

      • The Keywords field is case sensitive.
      • Use an asterisk (*) to expand single-word search results.
      • "AND" is implied between multiple keywords.
      • Use "OR" to include either of multiple keywords.
  3. Select the Search button.

    The results display in the table.

  4. Select the Void Transaction link in the Actions column.

    The Void Transaction screen displays.

  5. Select a Reason Code to specify the reason the product needs updating:
    • Correction – A user entered incorrect information when creating or receiving the transaction.
    • Damaged – The product is damaged.
    • Damaged in Facility – The product was damaged in the facility.
    • Damaged in Transit – The product was damaged during transit.
    • Data Issue – TraceLink contains incorrect data.
    • Destroyed – The product was destroyed.
    • Expired – The product expired.
    • Found Inventory – A user found product that does not exist in the inventory.
    • Investigation – The product could be damaged, so someone must test the product (e.g. because of a temperature excursion).
    • Lost Inventory – The product is missing.
    • Order Cancelled – The shipment order was cancelled.
    • Order Rejected – The shipment order was rejected.
    • Other – The product needs to be updated for a reason not listed here.
    • Over Receipt – A user at the receiving location found more product in the shipment than the Transaction History listed.
    • Over Ship – A user at the shipping location realized the shipment contains more product than the Transaction History listed.
    • Physical Count – The inventory needs to be updated after performing a physical count of the inventory.
    • Recalled – The product was recalled.
    • Receiving Error – A user made an error when receiving the shipment in TraceLink.
    • Shipping Error – A user made an error when creating the shipment in TraceLink.
    • Short Receipt – A user at the receiving location found less product in the shipment than the Transaction History listed.
    • Short Ship – A user at the shipping location realized the shipment contains less product than the Transaction History listed.
  6. Enter Reason Text to explain the reason for the voided transaction (optional).
  7. Select the Create New Shipment? checkbox to indicate whether TraceLink should create a new shipment based on the voided transaction information (optional).
  8. Select the checkbox in the header of the "Products" table to select all the products in the transaction.

    or

    Select the checkbox for one or more individual products.

  9. Select the Submit button.
    • If the Create New Shipment? checkbox is selected, the Create Shipment screen displays, populated with information from the voided transaction.
    • If the Create New Shipment? checkbox is not selected, the screen returns to the Void Transactions screen, and the message "All Transaction Histories in [Type] [Delivery Number] has been voided." displays at the top.