Orders/Transfers Menu

Transcription

1 Orders/Transfers Menu The Orders/Transfers menu is used to monitor the organization s vaccine inventory, and/or place vaccine orders and transfers. Alerts The Alerts information is divided into the following categories: Inventory Order Details Inventory That Has Expired or About to Expire Inventory Running Low Order Notifications To display inventory alerts, perform the following: From the Menu on the left side of screen, select Orders/Transfers. Select Alerts. The Inventory Order Details window appears. Setting Low Inventory Quantity For Orders o From the menu on the left of the screen, select Settings and click on Personal. o The Personal Settings screen will appear 1

2 o Scroll to the bottom of the page and select click to update beside User Preferences. o The User Preferences Update window will appear. Enter the quantity you want to set as the low inventory in the Set Low Inventory Quantity For Orders and select Save. Create/View Orders This option will display information about current orders and/or transfers, as well as accountability information. Orders can be created and transferred from this window. Specifically, the following information appears: Inbound Orders Backordered Orders Denied Orders Inbound Transfers Outbound Transfers Rejected Transfers To display the Current Order/Transfer List: From the Menu on the left side of screen, select Orders/Transfers. Select Create/View Orders. The Current Order/Transfer List appears. 2

3 Create Order This option is used to create an order for the vaccine order sets that you have been assigned. To create an order, perform the following: Click on the Create Order button. The Create Order window appears. Enter the Contact Name, Address, City, State, and Zip or if the information is wrong, please make necessary changes. Check the boxes and select the times for each day that you can receive shipments. If there are any special instructions, i.e., Closed for lunch from 12:00 to 1:30pm If you entered any information, select Save. Locate which vaccine is needed in the list of vaccines and enter quantity in the Order Quantity column. NOTE: Always enter the number of doses and not how it s packaged. If you want 2 vials and each vial has 10 doses, your order quantity would be 20. NOTE: Always order in increments of doses available. If the doses available are 5, you would order 5, 10, 15 or if doses available are 10, you would order 10, 20, 30 Click one of the available buttons: o Cancel doesn t save the order. o Save Order saves the order you started to be completed at another time. The Current Order/Transfer List appears with your order saved. o Submit Order sends the order(s) to the state for review and approval. The Create Order/Transfer List appears with your newly added order(s). NOTE: Once an order is In Manual Review or Pending State Approval it cannot be edited. To submit a Saved Order, perform the following: Select Create/View Orders. The Current Order/Transfer List appears. Click the Select Arrow beside the order that you saved. 3

4 o The Create Order screen appears. Select one of the available buttons: o Cancel doesn t save any changes made to the order. o Save Order saves the order you started to be completed at another time. o Submit Order to send the order for review and approval. o Delete Order deletes order and is no longer saved. Receipt of Inbound Orders To receive an order, the order must have an order status of Approved. Click the Select Arrow beside the order that you want to receive. The Receive Order window will appear. Enter the Receipt Quantity, Manufacturer, Lot Number, and Expiration Date for all vaccines received. If the order was incomplete, enter the Rejected Quantity and Reason for rejecting Shipment is incomplete for each vaccine not received. 4

5 Select Receive. The vaccine that was not received will become another order and be placed in your Inbound Orders list. The order will drop from Inbound Orders and the vaccine(s) is added to your inventory. Backordered Orders Once the backordered vaccine is in stock, the state will approve the order and the order will move to Inbound Orders. Denied Orders Click the Select Arrow beside the order that you want to review. The Order Header window will appear The order can be deleted by selecting Delete Order or it can remain in the Denied Orders List. 5

6 Create Transfer This option allows you to transfer vaccines between sites within the state. Outbound Transfers From the Menu on the left side of screen, select Orders/Transfers. Select Create/View Orders. The Current Order/Transfer List appears. Select Create Transfer. The Create Transfer window appears. Enter Receiving IRMS, Receiving Facility, and Transfer Quantity for each vaccine that is being transferred. Select Create Transfer. The Current Order/Transfer List appears with the Outbound Transfers. Inbound Transfers Click the Select Arrow beside the transfer that you want to receive. The Receive Transfer window will appear. To show receipt and acceptance of the transfer, do the following: o Enter Receipt Quantity and select Receive. o The transfer will drop from the Inbound Transfers and the vaccine(s) is added to your inventory. 6

7 To show rejection of the transfer, do the following: o Enter Rejected Quantity and Reason for rejecting. Select Receive. o The rejected transfer will be added to the sending facility s Rejected Transfers. Rejected Transfers Click the Select Arrow beside the transfer that you want to review. The Transfer Detail window appears. The Transfer Quantity rejected and Denial Reason is identified. 7

8 Search History The Search History option is used to view all orders/transfers that have been placed, regardless of their status. From the Menu on the left side of screen, select Orders/Transfers. Select Search History. The Order History Search window appears. Type the date range in one of the Date fields. To limit the search further, type/select one of the following: Vaccine Lot Number Order Status Order Number Select Search. The Order List window appears. Determine the action to perform and continue to the corresponding section; otherwise, click the Back button to return to the Order History Search window. 8