IWeb User Guide |
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. |
Users with the correct access level and permissions can click the Orders/Transfers > Create/View Orders menu link to display information about current orders and/or transfers. Orders can be created and transferred from this page. Accountability information is also available, but on the Create Orders page.
The Current Order/Transfer List page includes information about:
To view a specific order to receive it, or to create an Inventory Transaction Report or a Lot Number Summary, click the arrow button in the Select column for that order.
Check with your state for the specifics on returning and wasting vaccines. |
When an administrator configures an Organization (IRMS) or Facility, they define the Order Set, which sets the order in which the vaccines appear. Users with the correct access level and permissions can create an order for the vaccine order sets that have been assigned to the Organization (IRMS) or Facility.
The fields and messages that appear on the Create Order page will depend on your user access level and permissions, as well as the configuration settings made by your organization/facility's administrator.
To create an order, click on the Orders/Transfers > Create/View Orders link in the menu. The Current Order/Transfers List page appears. Click on the Create Order button, enter the information in the fields as described below, and click Save Order. When you are ready to submit the order, click Submit Order.
If specific administration properties are set, you will see a different page instead of the Create Order page and will need to perform additional tasks before creating an order. For example:
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Field | Description | |
Organization (IRMS) |
Name of the Organization (IRMS) creating the order. This may be automatically populated. |
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Facility |
Name of the Facility creating the order. This and the address demographic fields may be automatically populated with the information.
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First Name |
These fields are pre-populated based on contact information previously submitted to the state.
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Monday - Friday |
Select the days and the times that the Organization (IRMS) or Facility is open.
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VFC PIN |
This field automatically populates based on the Organization (IRMS) information. |
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Instructions (not available for Alaska users) |
Enter any special instructions for the order, including instructions on what to do if the order is delivered outside of normal business hours. Once saved, the instructions will change; this is normal (example: ###M, W, F; MWF 9 to 5####).
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Order Date |
This field automatically populates based on the system's date when the order is first created. |
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Order Status |
This field automatically populates with In Progress when the order is first created. |
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Submitter |
This field automatically populates based on the user ID. |
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Comments |
Enter a name for the order in this field. |
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Message to Depot (Alaska Only) |
Enter instructions for delivery to the depot. |
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Inventory Last Submitted |
This field automatically populates with the date the inventory was last submitted to the state. |
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Vaccines Administered Report |
This field is state-configurable and may not appear on your screen. The field automatically populates with the date the Vaccines Administered Report was last submitted to the state. |
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Order Frequency |
This field automatically populates with the provider's ordering frequency and timing. It is determined by the registry-wide settings or the Organization (IRMS) or Facility settings. |
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Order Timing |
This field is optional. If configured, it provides the ability to record ordering timing. |
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Order Schedule |
This field is optional. If configured, the schedule is determined by the order frequency field and order frequency start month. |
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Order Set |
This field only appears if there are more than one order types for the provider. (If there is only one order type/set, the vaccines for the order set are automatically populated.) Select the correct order set from the drop-down list. After a selection is made from the drop-down list, the page refreshes to show the vaccines for that order set.
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Accountability |
This field is optional (state-configured in Administration > Settings > Properties > Vaccine Management > Display Accountability Report Links on Order). If configured, the name of the report received appears, along with the date range (last 3 full months) separated by month, per the order's Organization (IRMS)/Facility. In addition, buttons will appear to create and display the Doses Administered Report, Inventory Transaction Report, Lot Number Summary, and/or Edit Temperature. |
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Last Date Submitted |
If available, the date the report was received automatically populates. |
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Last Order Submitted |
If available, the date the last order was submitted automatically populates. |
The following fields appear in the Order Details section on the page:
Field | Description | |
Vaccine |
Type of the vaccine ordered. |
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Vaccine Name |
Brand name of the vaccine ordered. |
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Funding Source |
Funding source of the vaccine ordered. If multiple funding sources are available to order, each is listed as a separate line item. |
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Dose Used Last Month |
The total number of doses used during the month. For publicly supplied vaccines, this total includes inactive and expired lots. The field automatically populates if the Organization's Default doses used last month on order option is enabled; otherwise, enter the quantity manually. |
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Physical Inventory |
The total number of vaccines left in the physical inventory. The field automatically populates if the Organization's Default physical inventory on order option is enabled; otherwise, enter the quantity manually. |
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Local Allocation |
This column may or may not display, depending on user access level and permissions. If any vaccine on the order set is under allocation and the user meets the requirements below, this column displays; if no vaccines are restricted by allocation, or the user does not meet the requirements below, the column does not display. The user requirements for this column to display are as follows: The user creating the order has state or local approver permission and belongs to an Organization (IRMS) that is a local order approver. The remaining allocation displayed in the column is calculated based on the LHJ's total allocation for the vaccine minus all submitted quantities for that vaccine, with an order date that falls within the LHJ's order frequency. This is a real-time calculation based on Submitted Order (not Approved Order). Canceled Orders and Denied and/or Rejected Quantities are excluded. A negative value will appear if either the provider or local have exceeded the allocation. If there are vaccines that are not on allocation, but are on the same order set as vaccines that are on allocation, a blank value is displayed in this field. Also see the note in the Provider Allocation field description. |
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Provider Allocation |
This column may or may not display, depending on user access level and permissions. If any vaccine on the order set is under allocation and the user meets the requirements below, this column displays; if no vaccines are restricted by allocation, or the user does not meet the requirements below, the column does not display. The user requirements for this column to display are as follows: The user creating the order has state or local approver permission and belongs to an Organization (IRMS) that is a local order approver. This field highlights in light green if there is a provider allocation. If there are vaccines that are not on allocation, but are on the same order set as vaccines that are on allocation, a blank value is displayed in this field.
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Recommended Quantity |
This column is optional (configured in Administration > Settings > Properties > Vaccine Management > Hide recommended quantity). If disabled, the column displays the number preferred to be on hand. The recommended quantity based on administered doses only includes public doses and is an average of the previous year's usage. If the Organization (IRMS)/Facility has selected to have the recommended quantity calculated based on the doses administered, the number will round off to a whole number divisible by the package size. |
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Order Quantity |
Enter the amount of vaccine to order. If the Administration > Settings > Properties > Vaccine Management > Require Order Quantity option is enabled, this is a required field.
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Urgent |
Select this checkbox if the vaccine is needed urgently. |
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Priority Reason |
Select a priority reason from the drop-down list, if available and necessary. Priority reasons are configured in Administration > Define Values > Define Lookups > VOMS /VIMS Priority Reasons. |
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Comments |
Enter any additional information about the vaccine order (per line item). |
When creating an order with provider/local allocations, validation occurs against both the provider and local allocations. The calculation is as follows:
Users that have the appropriate access level and permissions can approve orders for an Organization (IRMS) or Facility. This function is used by the state. Approved orders are not automatically sent to VTrckS. The local or state order approver reviews the orders and manually sends the orders to VTrckS using the Send to VTrckS button. (A Send to VACMAN or Send to State button may appear instead.) State approvers can also mark orders as Urgent.
Orders are added to the Conditionally Approved list if they meet the following criteria:
Once the state approver reviews and approves an order in the Manual Review queue, it moves to the Conditionally Approved queue. Conditionally approved orders are automatically associated with lot numbers for the lots that will expire first.
Varicella is not associated with a lot number. |
See Business Logic for Approval Queue for more information on that topic.
On the Approve Order page for an order, the specific buttons that appear depend on your access level and permissions, as well as the overall configuration settings. Depending on the state, you may have the option to view the Doses Administered Report, Inventory Transaction Report, the Lot Number Summary Report, or the Cold Chain Report submitted by the clinic.
For state approvers, when an order has a status of In State Manual Review and is in the Reviewed for Approval queue, the Order Details page has two buttons: Cancel and Approve. The Cancel button returns to the previous screen. The Approve button changes the Order Status to Pending State Approval and moves it to the Ready for State Approval queue.
While on the Approve Order page, you may be able to perform the following tasks (depending on your access level):
The fields in the Approve Order section of the page are as follows:
Field | Description | |
Organization (IRMS) |
The Organization (IRMS) ID number and name for this order.
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Facility |
The Facility within the Organization (IRMS) that submitted the order. |
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Order Number |
The order number for this order. |
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VFC PIN |
The VFC PIN number. |
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Submit Date |
The date the order was submitted. |
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Approver |
The user name of the person who approved the order. |
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Comment |
Enter any additional notes regarding the order. The text will appear on the Approve Orders page in the Ready for State Approval section as a bubble icon (also known as a tooltip or hover box). |
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Message to Depot (Alaska) |
Enter any additional notes regarding the order. The text will appear on the Approve Orders page in the Ready for State Approval section as a bubble icon (also known as a tooltip or hover box). |
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Order Set / Order Type |
This field combines the Order Set description and the Order Type display name (example: ABC Order Set / Adult Orders). Defines the vaccines that the IRMS can order.
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Local Approver IRMS |
The IRMS of the local order approver. |
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Last Inventory Submitted |
The date the inventory was last submitted. Click the link to view the last six dates of inventory submission. |
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Last Order Submitted |
The date the order was last submitted. |
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Order Frequency |
This field is extracted from the ordering organization (IRMS)/Facility information and is the provider's ordering frequency and timing. If the Organization (IRMS)/Facility does not have an ordering frequency set, the ordering frequency is derived from the registry setting. The Organization (IRMS)/Facility setting will override the registry setting. Refer to Administration Settings for more information. |
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Order Timing |
This field is extracted from the ordering Organization (IRMS)/Facility information and provides the ability to record ordering timing on both the IRMS and Facility screens. This is not a registry-wide property setting, however. The output choices are:
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Order Schedule |
This field is extracted from the order frequency start month on the Organization (IRMS)/Facility settings to determine the order schedule. This is not a registry-wide property setting. The field uses the Ordering Frequency field to determine a valid schedule. If the Organization (IRMS)/Facility does not have an order start date set, the order schedule is not validated. |
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First Name |
The first, middle and last name; phone number and extension (if applicable); and email of the contact person to whom the vaccine order shipments will be shipped to. |
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Address |
The first line of the address of where the vaccine order shipments will be shipped. |
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Phone Number |
The phone number of the submitting location's contact person. |
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Delivery Hours (Alaska) |
The hours that the Facility can receive shipments. |
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Depot or VTrckS Shipping Instructions (Alaska) |
This field is automatically populated to the shipping invoice, Organization (IRMS) and Facility maintenance page under Provider Agreement. For VTrckS orders, this field is also auto-populated to column 46 in the VTrckS master data file.
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Submitter |
The full name and user name of the user who submitted the order. |
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Exception Comments |
If the order or partial order had exception comments, they appear in this field. |
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Exception Reason |
If the order or partial order had an exception, the reason appears in this field. |
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Local Approver |
The name of the local approver. |
The following fields appear in the Order Details section of the page:
Field | Description | |
Vaccine |
The name of the vaccine being approved. |
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Dose Used Last Month |
Enter the number of vaccine doses used last month. The values are based on the first day to the last day of the month prior to the current month. |
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Physical Inventory |
Enter the number of doses that are physically located in inventory. |
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Recommended Quantity |
Enter the recommended quantity of the vaccine.
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Order Quantity |
The quantity that is being ordered. Enter a new value for the quantity if it needs to be changed. |
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Lot Number / Fulfill with Multiple Lots |
When the Organization (IRMS) has the Cold Storage Physical Location option disabled, authorized users have the ability to manually fulfill an order with one or more lots. To use only one lot, select it from the drop-down list. To use more than one lots, click the Fulfill with Multiple Lots button, select the lots individually from each drop-down list, enter the allocated quantity, and click Save. The allocated quantity cannot be greater than the order quantity. After multiple lots are entered, the lot drop-down list is replaced with "Multiple Lots" (text) and the button changes to View/Edit Multiple Lots. |
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Approved Quantity |
Enter the quantity that is being approved.
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Backorder Quantity |
Enter the quantity that is backordered. If a partial order is backordered or denied, the original order number appears in the order header on the Order Detail page.
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Denied Quantity |
Enter the quantity that is being denied. A reason must be selected in the denial reason drop-down list. If a partial order is backordered or denied, the original order number appears in the order header on the Order Detail page.
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Denial Reason |
If the order quantity is being denied, select a reason from the drop-down list. This field is required if the order quantity is denied. |
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Urgent |
Select this checkbox if the order is urgent. The value of this field is true/false and can be edited by a state approver. The value is exported with the order details when the Send to VTrckS option is selected. When the order is urgent (the value of "T" appears in the data string; otherwise, the value is "null") and sent to VTrckS, the export data string appears similar to this: "5","169011",20080110,"344",20,,,10,"TDAP","SKB",30.75,200-2007-20307,"1",20,"",,"","MIKEB","58160-0842-11",,,,"T" |
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Priority Reason |
Select a reason the order should be prioritized. Examples:
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Comments |
Enter any additional comments. This is a free-form text field. |
To deny an entire order, select the Deny Entire Order checkbox and select a valid reason for denying the entire order.
To approve the order and save the order entries, click Approve or Save. The approved quantity must have a value above zero.
Click Cancel to abort saving and approving the order and return to the Approve Orders page.
When approving orders with provider or local allocations, the local order approver reviews each order with the option to adjust the quantity of an excepted order item. When the local approver clicks Approve, the system again validates against the allocation table:
To receive an order, the order must have an order status of Approved.
If an order has been partially denied, a new order is created for that quantity so that the entire order can have the same status. The Order Status of the original order is then set to Denied. Backorders work the same way. The denied order shows the original order number in the header so that the rest of the order quantity can be referenced. The new order is created only for the denied portion. |
Follow these steps to receive an order:
The following order details are available:
Field | Description |
Shipped Quantity |
This field is populated with the quantity shipped. |
Receipt Quantity |
Enter the received quantity. |
Rejected Quantity |
Enter the quantity rejected. If this is greater than zero, a Reason for Rejecting must be selected. |
Partial Quantity |
Enter the partial quantity received. This number must be greater than zero and less than the shipped quantity, and the Receipt Quantity and Rejected Quantity fields must be blank or zero. The Shipment is Incomplete rejection reason is disabled. |
Vaccine |
The name of the vaccine on the originating order. |
Manufacturer |
Select the name of the manufacturer from the drop-down list. |
Lot Number |
Enter the lot number for the vaccine. |
Expiration Date |
Enter the vaccine's expiration date. |
Reason for Rejecting |
If the order is completely or partially rejected, select a reason. Example reasons:
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Comments |
Enter any additional notes regarding the receipt or rejection of the order. |
After reviewing the order and entering/selecting the necessary information, click Receive to save the information, change the order status to Received, and increment the inventory.
State-provided VFC inventory classifications cannot be changed by other users. For example, received lots cannot have the publicly supplied field changed. Additionally, the order number is inserted into the H33_LOT_NUMBER_LOG table. |
The local or state approver reviews orders and manually sends them to VACMAN using the Send to VTrckS or Send to VACMAN button.
For Alaska Users: The local or state approver reviews orders and manually sends them to VACMAN using the Approve/Print button. See the Approve and Print Orders as an Invoice section for more information.
Follow these steps to send an order to VTrckS:
When uploading VTrckS shipment files with multiple funding sources:
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This option allows users to approve and print orders on an invoice (one invoice per order) using the Approve and Print button. The invoice is used by the shipping clerk that places the vaccine orders into the boxes for shipment.
The ordering IRMS must have Vaccine Management permissions, and the PPD, Shipping Notes, and Expiration Date settings configured. Also, orders must be created and sent to state, waiting on approval. |
The workflow is as follows:
Follow these steps to approve and print an order to be used as an invoice.
When the depot order is approved, the shipping invoice screen appears, displaying the latest cost that exists in the VACMAN vaccine settings (and not the historical cost). Also, on the VTrckS Provider Master file, the VTrckS Shipping Instructions field populates column 46 as indicated in the File Specifications Table for provider Master Data on page 11 of the VTrckS ExIS Integration document. |
This option allows users to approve and print orders on an invoice (one invoice per order) using the Approve and Print button. The invoice is used by the shipping clerk that places the vaccine orders into the boxes for shipment.
The ordering IRMS must have Vaccine Management permissions, and the Shipping Notes and Expiration Date settings configured, but the PPD setting disabled in order to see them on the report. |
The workflow is as follows:
Follow these steps to approve and print an order to be used as an invoice.
When the depot order is approved, the shipping invoice screen appears, displaying the latest cost that exists in the VACMAN vaccine settings (and not the historical cost). |
Registry Client users can recreate VTrckS files if indicated. The order must be approved for this function.
To recreate a VTrckS file:
The Approved Orders menu link is used to find and view all of the orders that have been approved. Data includes order number, Organization (IRMS) name, Facility, VFC PIN, order status, approval date, and approver.
The user must be a state or depot approver in order to access this page.
To view approved orders, click the Orders/Transfers > Approved Orders link in the menu to open the Approved Orders page. Click the order number link to display the order in another browser window or tab.
For Alaska & Alberta Users: To reprint the packing slip for an order with the Order Status of Approved, click Reprint Packing Slip on the specific order's detail page (e.g., click the order number link).
The fields that display on the Approved Orders page include:
Field | Description |
Organization (IRMS) |
To view a specific Organization (IRMS), select it from the drop-down list. |
Facility |
To view a specific Facility, select it from the list. |
PIN |
To view approved orders for a specific PIN, select it from the list. The default is the user's Organization's PIN. |
Order Date / To |
To view a specific date range, enter the from and to dates and click the Find button. The Is State Approver setting must be configured for the selected Organization (IRMS). |
Order Number |
The order number that has been approved. Click the link to see the details for a specific order. |
Organization (IRMS) |
The name and/or number of the Organization (IRMS). |
Facility |
The name of the Facility for the approved order. |
VFC PIN |
The VFC PIN number. |
Order Status |
The current status of the order. |
Approval Date |
The date the order was approved. |
Approver |
The name of the approver who approved the order. |