 IWeb
User Guide
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Inventory Reconciliation
 If your facility uses the stand-alone VOMS application, the IWeb menu categories of Lot Numbers and Orders/Transfers are replaced with a VOMS 2.0 link that opens the VOMS application. See the VOMS User Guide for more information. |
The inventory reconciliation feature is configured by a system administrator.
Inventory reconciliation can be completed by two methods:
- Configured to be required before a provider site can place an order, or
- By clicking Lot Numbers > Reconciliation from the menu.
If a user attempts to create an order without reconciling, an error message displays stating that they must first reconcile. Otherwise, the Reconciliation page opens.
A site can only adjust inventory quantities by reconciling. On the Reconcile Inventory page, there is a drop-down list of reasons for any discrepancies. Action reasons match the values in VacM an. Also of note:
- Inventory reconciliation can be summarized.
- The state administrator can change the number of days between required reconciliations.
- If there are any outstanding vaccine receipts, a warning is displayed.
Correction adjustment reasons are only available to users with the Inventory Correction and Lot Number Maintenance permissions.
| If an Organization (IRMS) is selected without a Facility, only the lots assigned to the Organization (IRMS) with no Facility display. Registry and IRMS users must select a Facility in order to see lot numbers under Reconciliation. If there are lot numbers that are not assigned to a Facility, they appear at the IRMS level with no Facility - but only those appear, not all of the lot numbers across Facilities. |
Reconcile the Inventory
To perform an inventory reconciliation, click on the Lot Numbers > Reconciliation link in the menu. The Reconcile Inventory page opens. The columns and fields on this page are as follows:
| Field | Description | |
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Vaccine |
The trade name or abbreviation of the specific vaccine. Hover your mouse over it to see the full name. Click the Vaccine header to sort the list alphabetically (ascending or descending) by vaccine name. |
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Lot Number |
The identifying number for the vaccine lot. |
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Exp Date |
The vaccine lot number's expiration date, in MM/DD/YYYY format. Click the Exp Date header to sort the list alphabetically (ascending or descending) by expiration date. |
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Quantity on Hand |
The quantity of vaccine currently in inventory, as estimated by the application. |
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Physical Inventory |
Enter the quantity that physically exists in the inventory. |
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Adjustment (+/-) |
The difference between the Quantity on Hand and the Physical Inventory. |
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Category |
Select the reconciliation category adjustment from the drop-down list. The list varies depending on whether the adjustment is positive or negative. |
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Reason |
Select a reason for the reconciliation adjustment from the drop-down list. When the adjustment is negative, a reduction in inventory occurs. Otherwise, an increase in inventory occurs. The reason list displayed depends on whether the adjustment is positive or negative. A reason must be selected for each vaccine entry row before clicking the Save button, or an error message appears.
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Funding Source |
Displays the funding source, such as PUB for Public. The background for public lots is darker than the background for private lots for easier differentiation. Click the Funding Source header to sort the list alphabetically (ascending or descending) by funding source. |
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Inactive |
Select this checkbox to inactivate lot numbers that are expired or have no doses remaining. |
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Add Row |
Click the button to add a blank row for the same vaccine. The information for the displayed row must be entered prior to clicking the button, or an error message appears (Please provide a value for physical inventory and select a reason for the change). |
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Inventory Last Submitted |
The last date the inventory was submitted. This appears in red if it has been more than 30 days since the last submission. Click the Inventory Last Submitted link to view the most recent submission dates in a pop-up window. |
After making changes, click one of the following buttons:
- Save - This saves the entries and advances to the Lot Number Maintenance - Search page. See Search for a Lot Number for more information.
- Print - This allows the user to print the current inventory to assist in counting. Lot number details are pre-populated based on lot numbers in the system and the Physical Inventory column is blank for your use.
- Bypass - This button only appears when the user has the Inventory Correction permission and is forced to reconcile before ordering. It allows the user to bypass the requirement to reconcile vaccines before ordering.
- Add Row - This button adds a row of the same vaccine directly below the original, with the quantity updated based on the previous row. A physical inventory and reason must be added to the original row first, before clicking the Add Row button. Use this button to add additional reasons for adding or deducting inventory for the same lot number.
- Submit Monthly Inventory - This button submits the monthly inventory report once final reconciliation is completed. After clicking this button, the Inventory Last Submitted date updates on both the Reconciliation page and the Create Order page, and is visible to the local health jurisdiction (LHJ).
| Only users with the Inventory Correction reason can update the correction reasons. Users without this permission cannot correct inventory using reasons such as Correction of Invalid Entry and must select a valid adjustment reason or call their state help desk for more information. |
Reconciliation Reasons
The positive and negative reconciliation reasons are listed below, but may vary from state to state.
Subtract from Total Doses:
| Reason for Change | Effect(s) | |
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Administered |
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| Not linked to vaccine | Doses Total is decremented, not from total used. | |
| Administered to client who chose to opt out of the IIS | Doses Used is incremented.
If this reason is selected by error and an adjustment to the doses is necessary, use the Deduct From Doses Used reason.
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Correction |
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| Correction of invalid entry | Doses Total is incremented. Requires the Inventory Correction permission. | |
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Expired |
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| Expired | Doses Wasted and Returned is incremented. | |
| Expired opened multi-dose vial | Doses Wasted and Disposed is incremented. | |
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Wasted |
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| Drawn up, not used | Doses Wasted and Disposed is incremented. | |
| Lost or unaccounted for | Doses Wasted and Disposed is incremented. | |
| Broken/dropped/spilled | Doses Wasted and Disposed is incremented. | |
| Vaccine damaged in transit | Doses Wasted and Disposed is incremented. | |
| Influenza Season End (Alberta only) | Doses Wasted and Disposed is incremented. (Note that this is not a returnable reason.) | |
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Recall |
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| Vaccine recall | Doses Wasted and Returned is incremented. | |
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Spoiled |
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| Power outage/natural disaster | Doses Wasted and Returned is incremented. | |
| Not properly stored | Doses Wasted and Returned is incremented. | |
| Failure to store upon receipt | Doses Wasted and Returned is incremented. | |
| Refrigerator/freezer too cold | Doses Wasted and Returned is incremented. | |
| Refrigerator/freezer too warm | Doses Wasted and Returned is incremented. | |
| Refrigerator/freezer mechanical failure | Doses Wasted and Returned is incremented. | |
| Vaccine spoiled in transit | Doses Wasted and Returned is incremented. | |
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Transfer |
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| Returned to vendor, non-VFC supplied | Doses Total is decremented. | |
| Returned to depot | Doses Total is decremented. Only available for states with a depot. | |
| Returned to state/local VFC program | Doses Total is decremented. | |
| Transferred to another provider | Doses Total is decremented. | |
| Restock private inventory from public | Doses Total is decremented. | |
| Restock inventory from private | Doses Total is decremented. | |
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Matches Physical Inventory |
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| Matches physical inventory | Only displays when the Facility/IRMS property is enabled (Bypass Dose Level Accountability). It is the only option available for users. | |
Add to Total Doses:
| Reason for Change | Effect(s) |
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Correction |
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| Correction of invalid entry | Doses Total is incremented. Requires the Inventory Correction permission. |
| Deduct from doses used | Doses Total is incremented. This option should be selected when the following reasons were used in error:
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| Correction to wasted doses (disposed) | Doses Total is incremented. |
| Correction to wasted doses (returned) | Doses Total is incremented. |
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Order Received |
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| Received directly from vendor, not VFC supplied | Doses Total is incremented. |
| Received from VFC program | Doses Total is incremented |
| Dose count variance in multi-dose vial | Doses Total is incremented. Only allowed for vials, not syringes, as defined on the VACMAN vaccine settings page. |
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Transfer |
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| Transferred to another provider | Doses Total is incremented. |
| Borrowed from private inventory | Doses Total is incremented. |
| Borrowed from public inventory | Doses Total is incremented. |
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Matches physical inventory |
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| Matches physical inventory | Only displays when the Facility/IRMS property is enabled (Bypass Dose Level Accountability). It is the only option available for users. |
| Doses that are wasted are not counted as administered in the lot number totals, but are listed separately since they need to be counted as part of the original total. |
Submit Monthly Inventory
To submit the monthly inventory, follow the steps above for reconciling an inventory, then click Submit Monthly Inventory. The inventory information is submitted, a success message appears at the top of the page, the Inventory Last Submitted date updates on both the Reconciliation page and the Create Order page, and the information is available to the local health jurisdiction.
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