IWeb logo  IWeb 5.17.5 User Guide

Orders

NOTE: 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.

View a List of Orders

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.

TIP: 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.

NOTE: 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:

  • If the Inventory Reconciliation page appears, you will need to reconcile the inventory first. See Inventory Reconciliation and/or Administration Settings (Require Physical Inventory before Ordering option) for more information.
  • If the Edit Cold Storage Temperature page appears, and/or you see the Please fill in all the values for Cold Storage in order to place the order error message, you will need to edit the cold storage temperatures first. See Cold Storage and/or Administration Settings (Require Cold Chain Reporting Before Ordering option) for more information.
  • If the Warning: Order cannot be placed. There is no cold storage unit available for this Provider error message appears, you will need to add a cold storage unit first. See Cold Storage and/or Administration Settings (Require Cold Chain Reporting Before Ordering option) for more information.
  
Field Description

Organization (IRMS)

Name of the Organization (IRMS) creating the order. This may be automatically populated.

Facility
Address
City
State
Zip

Name of the Facility creating the order. This and the address demographic fields may be automatically populated with the information.

TIP: If the city or state fields are edited and more than one zip code exists for the city, a Select Zip Code dialog box reappears. Otherwise, the zip code field automatically populates.

First Name
Middle Name
Last Name
Phone Number
Phone Extension
Email

These fields are pre-populated based on contact information previously submitted to the state.

NOTE: If the Name, Days/Times, and/or Instructions are changed and saved, an exception is automatically generated with the reason Shipping Information Changed. This exception reason is visible to local and state approvers and triggers when the order is in Manual Review. The first order created after the shipping details have changed has the exception. The exception reason appears in the order header section, the Order List page, and the export report option on the Search History page.

Monday - Friday

Select the days and the times that the Organization (IRMS) or Facility is open.

NOTE: If the Name, Days/Times, and/or Instructions are changed and saved, an exception is automatically generated with the reason Shipping Information Changed. This exception reason is visible to local and state approvers and triggers when the order is in Manual Review. The first order created after the shipping details have changed has the exception. The exception reason appears in the order header section, the Order List page, and the export report option on the Search History page.

VFC PIN

This field automatically populates based on the Organization (IRMS) information.

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####).

NOTE: If the Name, Days/Times, and/or Instructions are changed and saved, an exception is automatically generated with the reason Shipping Information Changed. This exception reason is visible to local and state approvers and triggers when the order is in Manual Review. The first order created after the shipping details have changed has the exception. The exception reason appears in the order header section, the Order List page, and the export report option on the Search History page.

Order Date

This field automatically populates based on the system's date when the order is first created.

Order Status

This field automatically populates with In Progress when the order is first created.

Submitter

This field automatically populates based on the user ID.

Comments

Enter a name for the order in this field.

Message to Depot (Alaska Only)

Enter instructions for delivery to the depot.

Inventory Last Submitted

This field automatically populates with the date the inventory was last submitted to the state.

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.

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.

Order Timing

This field is optional. If configured, it provides the ability to record ordering timing.

Order Schedule

This field is optional. If configured, the schedule is determined by the order frequency field and order frequency start month.

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.

CAUTION: Once the order has been saved, the order type/set cannot be changed.

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.

Last Date Submitted

If available, the date the report was received automatically populates.

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.

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.

NOTE: 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.

NOTE: 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:

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:

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.

NOTE: Varicella is not associated with a lot number.  

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):

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.

NOTE: The order in which these appear depends on the format configured in the Administration > Properties > Registry Settings > Organization (IRMS) Dropdown List Order property.

Facility

The Facility within the Organization (IRMS) that submitted the order.

Order Number

The order number for this order.

VFC PIN

The VFC PIN number.

Submit Date

The date the order was submitted.

Approver

The user name of the person who approved the order.

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).

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).

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.

NOTE: The user must have state/local order approver permission to see this option.

Local Approver IRMS

The IRMS of the local order approver.

Last Inventory Submitted

The date the inventory was last submitted. Click the link to view the last six dates of inventory submission.

Last Order Submitted

The date the order was last submitted.

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.

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:

  • -- select -- (no validation)
  • 1st to the 15th
  • 16th to end of month

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.

First Name
Middle Name
Last Name
Phone Number
Phone Extension
Email

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.

Address

The first line of the address of where the vaccine order shipments will be shipped.

Phone Number

The phone number of the submitting location's contact person.

Delivery Hours

The hours that the Facility can receive shipments.

Depot or VTrckS Shipping Instructions

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.

NOTE: Information entered into either field is preserved and auto-populates when the depot approves another order from the same provider.

Submitter

The full name and user name of the user who submitted the order.

Exception Comments

If the order or partial order had exception comments, they appear in this field.

Exception Reason

If the order or partial order had an exception, the reason appears in this field.

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.

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.

Physical Inventory

Enter the number of doses that are physically located in inventory.

Recommended Quantity

Enter the recommended quantity of the vaccine.

NOTE: The approver only sees the preference amount if the option is enabled in the Vaccine Management section of Properties. For depot approvers, the value is for informational purposes only and may or may not be necessary when choosing which vaccine to order.

Order Quantity

The quantity that is being ordered. Enter a new value for the quantity if it needs to be changed.

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.

Approved Quantity

Enter the quantity that is being approved.

NOTE: If the approved quantity is set to zero - denied or backordered - the lot for that order item is set to inactive (lots are never deleted). This stops it from appearing on the Lot Number Maintenance report unless inactive lots are displayed. This does not apply to transfers.

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.

NOTE: If the approved quantity is set to zero - denied or backordered - the lot for that order item is set to inactive (lots are never deleted). This stops it from appearing on the Lot Number Maintenance report unless inactive lots are displayed. This does not apply to transfers.

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.

NOTE: If the approved quantity is set to zero - denied or backordered - the lot for that order item is set to inactive (lots are never deleted). This stops it from appearing on the Lot Number Maintenance report unless inactive lots are displayed. This does not apply to transfers.

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.

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"

Priority Reason

Select a reason the order should be prioritized. Examples:

  • Fridge/Freezer Failure
  • Natural Disaster
  • Power Outage

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.

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:

Receive an Order

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

NOTE: 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:

  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:

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:

  • Shipment is Incomplete - This option generates a new order to receive the remaining quantity. The original order appears on the new order so that the user knows what happened.
  • Shipment is Damaged - No additional action is taken.
  • Shipment was Not Ordered - No additional action is taken.
  • Damaged During State Shipment - No additional action is taken.

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.

NOTE: 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.  

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.

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:
  4. In the dialog box that displays, open or save the file.
NOTE: When uploading VTrckS shipment files with multiple funding sources:
  • The system can accommodate an order line fulfilled by a single lot number. For example:
    1. Ordered and approved for 20 doses of DTaP with multiple funding sources (10 doses VFC; 10 doses 317).
    2. VTrckS file is uploaded as 20 doses DTaP, lot #1234.
    3. The IIS assigns: 10 doses DTaP, lot #1234, funding source VFC and 10 doses DTaP, lot #1234, funding source 317.
  • The system can accommodate an order line item fulfilled by two or more lot numbers. For example:
    1. Ordered and approved for 50 doses of HPV with multiple funding sources (40 doses VFC and 10 doses 317).
    2. VTrckS shipment file is uploaded as 20 doses HPV, lot #ABC123 and 30 doses HPV, lot #XYZ321.
    3. The IIS assigns: 20 doses HPV lot #ABC123, 20 doses HPV lot #XYZ321, funding source VFC and 10 doses HPV lot #XYZ321, funding source 317.
  • The system can accommodate an incomplete order. For example:
    1. Ordered and approved for 500 doses MMR with multiple funding sources (400 doses VFC and 300 doses 317).
    2. VTrckS shipment file is uploaded as 300 doses MMR, lot #AB890.
    3. The IIS assigns: 300 doses MMR, lot #AB890, funding source VFC.

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.

NOTE: 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:

  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.
NOTE: 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.  

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.

NOTE: 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:

  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.
NOTE: 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).  

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.

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). Alberta: 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.

Related topics: