Receipts (Randomization mode)
The Receipts page records the inbound transfer of investigational product (IP) from the Central Depot to a Warehouse. Each receipt represents a physical shipment that has arrived at the destination warehouse and needs to be confirmed in CDS to update inventory.
Navigate: IMP → Transfer → Receipts
- The study status must be Available.
- IP Codes must be in Released status before they can be included in a receipt.
- The Receipts menu is shown only when Is the Supply Chain function enabled? is set to Yes and Manage Warehouse is on in IMP setup. Without the Supply Chain function, delivery requests are sent from the Central Depot and this step does not exist.
Receipts list
The list shows all receipts for the study with the following columns:
| Column | Description |
|---|---|
| Reference | System-generated receipt reference number (sortable) |
| From | Source location — always Central Depot |
| To | Destination warehouse |
| Status | Receipt status (sortable) — Draft, Done, or Rejected |
| Created On | Date the receipt record was created (sortable) |
| Last Updated On | Date of the most recent update (sortable) |
| Created By | User who created the receipt |
| Action | Available actions for this record |
Use the Search box to filter receipts by reference or warehouse name. Click the export icon in the toolbar to download the list.
Create a new receipt
Click New Receipt to open the 3-step creation wizard.
Step 1 — Receipt Information
Fill in the receipt details:
| Field | Required | Description |
|---|---|---|
| Reference | No | Optional reference number (e.g., from the shipment documentation) |
| Desired date of delivery | No | Expected or actual arrival date. Click Now to use the current date/time |
| From | Yes | Pre-filled as Central Depot — cannot be changed |
| To | Yes | Select the destination warehouse from the dropdown |
| Note | No | Optional free-text notes about the shipment |
| Invoice(s) | No | Upload supporting documents (e.g., delivery note, invoice) |
Then in the Choose products table, add the product row (Randomization studies are configured with a single product):
| Column | Required | Description |
|---|---|---|
| Product | Yes | The study's configured product |
| Unit | Yes | Unit of measure — populated automatically after selecting a product |
| Demand | Yes | Total quantity of kits being received in this shipment |
Click Save to advance to Step 2.
Step 2 — Detailed Operation: select kits per treatment arm
For a Randomization study, Step 2 breaks the product's demand down by treatment arm. For each treatment arm you see a dual-panel picker:
| Panel | Description |
|---|---|
| Available | Serial-numbered kits with Released status, filtered to this treatment arm, that can be included in this receipt |
| Selected Kits | Kits confirmed for this shipment, for this treatment arm |
Each panel shows an IP Code column and, if the study tracks expiration, an Expired date column. The counter next to the treatment arm name shows [selected / target], where the target is the arm's share of the product's total demand based on its randomization weight.
To select kits:
- Check the checkboxes next to the IP codes you want to include, in the Available panel.
- Click Move to select — the codes move to the Selected Kits panel.
- Repeat for each treatment arm until every counter shows the target quantity.
To remove a kit already selected, check it in the Selected Kits panel and click Remove.
Click Edit next to the product name to change the total demand (the target quantities per treatment arm are recalculated). Product and unit cannot be changed from this screen.
When every treatment arm is satisfied, click Validate (top right) to advance to Step 3. A confirmation dialog opens with the following fields:
| Field | Required | Description |
|---|---|---|
| Date | Yes | The date the receipt is approved |
| Note | No | Optional remarks about the approval |
Enter your username and password to confirm the action.
Click Reject to discard the receipt. The same dialog (Date, Note, username and password) is used to confirm a rejection.
Who can Validate or Reject
| Action | Roles |
|---|---|
| Validate | Study Administrator, Study Sponsor, System Administrator, Unblinded Supply Manager, Unblinded Pharmacist, Sponsor Supply Manager, Warehouse Manager |
| Reject | Study Administrator, Study Sponsor, System Administrator, Unblinded Supply Manager, Sponsor Supply Manager, Warehouse Manager (Unblinded Pharmacist does not have Reject access) |
See the full Permission Matrix for how these roles apply across the platform.
Step 3 — Validated
After validation the system shows a read-only summary of the completed receipt, including a Validate Receipt Information panel with the approval Date, the Create by field (the user who validated the receipt — this label is a known product-copy inconsistency; it identifies the approver, not the record's original creator), and any Note entered during validation. The Detailed Operation table lists every IP code assigned to this receipt, with quantity and expiration date.
The receipt status is set to Done and the system:
- Updates each included IP code's status to Received
- Records the inventory movement into the destination warehouse
- Creates a read-only receipt record with a system-generated reference
Completed receipts
Validated receipts appear in the list with a Done status badge. Click View to open the read-only receipt record at any time.
Once a receipt is validated it cannot be edited or deleted. If a receipt was created in error, contact your study administrator.
Related Docs
Studies using PSP mode instead: For PSP Study — Receipts