IWeb User Guide

Orders

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.

View a List of Orders

The Current Order/Transfer List page includes information about:

• Inbound orders
• Backorders
• Denied orders
• Inbound transfers
• Outbound transfers
• Rejected transfers

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.

Create an Order

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.

The following fields appear in the Order Details section on the page:

Field	Description
Vaccine	Type of the vaccine ordered.
Vaccine Name	Brand name of the vaccine ordered.
Funding Source	Funding source of the vaccine ordered. If multiple funding sources are available to order, each is listed as a separate line item.
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.
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.
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.
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. When the user submits the order, validation occurs against both the provider and local allocations. The calculation is as follows: LHJ - Total local allocation minus all approved quantities across all IRMS/Facilities in the local jurisdiction (non-canceled orders) for the vaccine and within the date range for the LHJ's order frequency. Provider - Total provider allocation minus all approved quantities (non-canceled orders) for the vaccine and within the date range for the provider's order frequency. If the order exceeds the provider or local allocation, a warning message appears. However, the user can continue to create the order and it will be sent to Manual Review with an exception reason of Exceeds provider allocation or Exceeds local allocation, respectively. If the order quantity is within allocation, the order proceeds for local order approval and the remaining available allocation is reduced by the order quantity.
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.
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.  If the Order Quantity is more than the Order Threshold Percent, but less than the Recommended Quantity, an alert displays and the order is queued for Manual Review with an exception reason of Outside recommended order quantity.
Urgent	Select this checkbox if the vaccine is needed urgently.
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.
Comments	Enter any additional information about the vaccine order (per line item).

Create an Order with Provider / Local Allocations

When creating an order with provider/local allocations, validation occurs against both the provider and local allocations. The calculation is as follows:

• LHJ - Total local allocation minus all approved quantities across all IRMS/Facilities in the local jurisdiction (non-canceled orders) for the vaccine and within the date range for the LHJ's order frequency.
• Provider - Total provider allocation minus all approved quantities (non-canceled orders) for the vaccine and within the date range for the provider's order frequency.
• If the order exceeds the provider or local allocation, a warning message appears. However, the user can continue to create the order and it will be sent to Manual Review with an exception reason of Exceeds provider allocation or Exceeds local allocation, respectively.
• If the order quantity is within allocation, the order proceeds for local order approval and the remaining available allocation is reduced by the order quantity.

Approve or Deny an Order

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:

• The order is +/- X% from the threshold (defined by the state)
• The order does not meet the minimum time required between reconciliations
• The order does not contain any vaccines that are flagged as having a shortage
• The order does not meet the minimum time since the last order

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.

See Business Logic for Approval Queue for more information on that topic.

1. To approve an order, follow these steps:
2. Click on the Orders/Transfers > Approve Orders link in the menu.
   The Approve Orders page displays.
3. Locate the order and click on the order number link to open the order on the Approve Order page.

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):

• Add vaccines to the order while approving
• Approve the quantity of the order
• Backorder the quantity of the order
• Deny a portion or all of the order
• Add comments to the order
• Mark the order as Urgent

The fields in the Approve Order section of the page are as follows:

The following fields appear in the Order Details section of the page:

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.

Approve Provider / Local Allocation Orders

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:

• If the order quantity is within the allocation amount, the exception reason is removed, the allocation value is decremented by the order quantity, and the order proceeds to Ready for State Approval status.
• If the order quantity continues to exceed the allocation value for the specified timeframe, the exception reason remains and is displayed to the state approver in the Reviewed for Approval section.
• • Once approved, the allocation value is decremented by the order quantity.
  • The allocation balance remains at zero for the remainder of the specified timeframe.
• If the state approver reviews and approves the order but the order quantity still exceeds the allocation, the exception reason will still display in the Ready for State Approval section.

Receive an Order

To receive an order, the order must have an order status of Approved.

Follow these steps to receive an order:

1. Click on the Orders/Transfers > Create/View Orders link in the menu.
   The Current Order/Transfers List page appears, which includes Inbound Orders, Backordered Orders, Denied Orders, Inbound Transfers, Outbound Transfers, and Rejected Transfers.
2. Locate the Approved order you want to receive and click the arrow button in the Select column for that order. The Receive Order page displays.

The following order details are available:

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.

Send an Order to VTrckS

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:

1. Navigate to the Approve Orders page by clicking Orders/Transfers > Approve Orders on the menu.
2. In the Ready for State Approval section, select the checkbox next to the order number for the order that you want to send. Alternately, you can click Select All to select all of the orders in this section.
3. Click on one of these buttons, depending on your state:
   • Send to VACMAN - Two text files are generated and zipped: one for Varicella and the other for all other vaccines. If Varicella is not on the order, the text file for Varicella will be blank.
   • Send to VTrckS - Three files are generated and zipped: ProviderFile, ProvFile, and ProvOrders. Each file appends the date at the end of the filename. The files are in .csv format. A dialog box appears, asking if you want to Open, Save, or Save As.
   • Approve and Print (Alaska) - Clicking this button approves the depot order(s) and queues it to the awaiting shipment queue with an Approved status. The order cannot be edited once this button is clicked. To include all of the orders in the queue, select the Select All option before clicking the Approve and Print button. See the Approve and Print Orders as an Invoice section.
   • Ship (Alaska) - After the Approve and Print button is used to approve a depot order and queue it to the awaiting shipment queue, select the order ready to be shipped and click the Ship button. This gives the order(s) a status of Shipped or Ready for Pick Up. To include all of the orders in the shipment, select the Select All option before clicking the Ship button.
4. In the dialog box that displays, open or save the file.

Approve and Print Orders as an Invoice (Alaska)

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 workflow is as follows:

1. The vaccine management user approves and prints the invoice for the order.
2. The invoice is given to the fulfillment shipper.
3. The fulfillment shipper reads the invoice and selects the vaccine from the invoice.
4. The fulfillment shipper packs the vaccine and places the provider's copy of the invoice in the box.
5. The fulfillment shipper mails the vaccine to the provider.

Follow these steps to approve and print an order to be used as an invoice.

1. Navigate to the Approve Orders page by clicking Orders/Transfers > Approve Orders on the menu.
2. In the Ready for State Approval section, click the order number link to display the order in a new browser window or tab.
3. Return to the Approve Orders page and select the checkbox next to the order number for the order(s) that you want to send. Alternately, you can click Select All to select all of the orders in this section.
4. Click Approve and Print to approve the order and print it to be used as a shipping invoice. Two text files are generated: one for Varicella and the other for all other vaccines. If Varicella is not on the order, the Varicella text file will be blank.

Approve and Print Orders as an Invoice (Mississippi)

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 workflow is as follows:

1. The vaccine management user approves and prints the invoice for the order.
2. The invoice is given to the fulfillment shipper.
3. The fulfillment shipper reads the invoice and selects the vaccine from the invoice.
4. The fulfillment shipper packs the vaccine and places the provider's copy of the invoice in the box.
5. The fulfillment shipper mails the vaccine to the provider.

Follow these steps to approve and print an order to be used as an invoice.

1. Navigate to the Approve Orders page by clicking Orders/Transfers > Approve Orders on the menu.
2. In the Ready for State Approval section, click the order number link to display the order in a new browser window or tab.
3. Return to the Approve Orders page and select the checkbox next to the order number for the order(s) that you want to send. Alternately, you can click Select All to select all of the orders in this section.
4. Click Approve and Print to approve the order and print it to be used as a shipping invoice. Two text files are generated: one for Varicella and the other for all other vaccines. If Varicella is not on the order, the Varicella text file will be blank.

Recreate VTrckS Files

Registry Client users can recreate VTrckS files if indicated. The order must be approved for this function.

To recreate a VTrckS file:

1. Log in as a Registry Client user.
2. In the Search History criteria fields, enter the necessary information to search for the order you want to recreate the VTrckS file for.
3. Click Search. The order(s) that match the search criteria appear in the search results list.
4. Select the order. Note that it must have an approval date. The order opens with the option to recreate the VTrckS file.
5. Click Re-create VTrckS File to recreate the file.

View Approved Orders

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:

Related topics:

• Orders/Transfers
• Inventory Alerts
• Business Logic for Orders
• Transfers
• Search History
• Send Automated Messages
• Import Shipped Data
• State/Local Vaccine Allocations
• Accountability Record Submission
• Return Vaccines
• Modify Order Set
• Cold Storage Units
• Provider Agreements
• Approve Pandemic Forms