Receiving shipments

Receiving a shipment is the process of importing specimen information from laboratory into your laboratory.

1. From the menu bar, click Shipping > Receive Shipments.
2. Click Select File.
   A window will open to select the shipping file. The shipping file will generally be named ship-[your laboratory ID number].xml for LDMS shipping files or lab[your laboratory ID number].csv for CSV files.

   Note: Supported ID formats include Specimen IDs, Other Spec IDs, Global Spec IDs, and Database IDs.
3. Optional: If you want specimens to automatically be assigned storage locations, select Import directly into storage.
4. Optional: To apply RPID to the specimens being imported, select Import as RPID. This will anonymize the imported specimen data. This feature is disabled by default and must be activated by LDMS User Support, and the feature can only be applied to specimens for the ACTG or IMPAACT projects.
5. Click Preview Shipment.
6. On the Confirm Temperature list, select the temperature of the shipment as you received it.
7. Optional: Click the Edit Condition Codes button to update information of specimens on the shipping file before receiving the shipment.
   1. After clicking the Edit Condition Codes button, the Set Condition Codes window will open.
   2. Select specimen(s) from the table.
   3. Apply condition codes, set as unavailable, or add comments as needed.
   4. Click Update Selected Specimens.
   5. When finished, click Save.
8. Review the shipment to ensure it is correct.
   It is a good idea to check that the shipping destination is your laboratory, and that the specimens are what you were expecting. Click the View button next to shipment containers to see what specimens are in the shipment. By checking the shipment at this stage, you can avoid potential errors, such as receiving the wrong shipping file.
9. Click Receive Shipment.
   Note: If the shipping temperature you indicated differs from the temperature indicated in the shipping file, you will be asked if you want to override the shipping temperature. This means the temperature you selected will be saved in your database instead of the temperature from the sending laboratory.