IWeb logo  IWeb 5.17.5 User Guide

Transfers

NOTE: If your facility uses the stand-alone VOMS application, the IWeb menu categories of Lot Numbers and Orders/Transfers are replaced with an Inventory Management link that opens the VOMS application. See the VOMS User Guide for more information.  

Authorized users can transfer vaccines between sites within an Organization (IRMS). The Organization does not need a VFC PIN to enable a vaccine transfer as long as a facility has the Facilities > Detail > Vaccine Management > Allow Vaccine Transfers option enabled.

Create a Transfer

Before creating a transfer to an Organization (IRMS), the user should first verify that the Organization (IRMS) is allowed to receive transfers at the Organization (IRMS) level (without a Facility selected) before creating the transfer.

To create a transfer, follow these steps:

  1. Navigate to Orders/Transfers > Create/View Orders.
  2. On the page that opens, click the Create Transfer button. The Create Transfer page opens.
  3. Select or enter the relevant information and click Create Transfer.

The available fields and descriptions for the Create Transfer section of the page are as follows:

Field Description

Sending Organization (IRMS)

Name of the sending Organization (IRMS). This may be automatically populated. Otherwise, select a sending Organization from the drop-down list.

Sending Facility

Name of the sending Facility. This may be automatically populated. Otherwise, select a sending Facility from the drop-down list.

Submitter

This field automatically populates based on the user ID.

Receiving Organization (IRMS), Receiving Facility, or Open Transfer

Select the Organization (IRMS) or facility that will be receive the vaccine being transferred. This is a required field.

An Open Transfers option can also be used, if the logged in user has ordering permissions and all of these administrative options are enabled:

  • Allow Local Order Approval
  • Allow Ordering Choice
  • Allow Open Transfers
  • Require Transfer Approval
NOTE: If no value is selected at the Organization (IRMS) or Facility level, the registry value will be provided. At the registry level, the non/use default value behavior will be used. If a value is selected at the IRMS or Facility level, it will override the registry value.

The following fields are available in the Transfer Details section of the page:

Field Description

Transfer Quantity

Enter the amount of vaccine to be transferred. This value cannot be greater than the available quantity.

Vaccine

The vaccine type. This field populates based on the inventory available to transfer.

Funding Source

The funding source for the vaccine.

Lot Number

The lot number associated with the specific vaccine.

Quantity Available

The quantity of doses available to transfer based on the current inventory of the sending Organization (IRMS) or Facility.

Expiration Date

The expiration date of the specific vaccine.

Transfer Reason

Enter a reason for the transfer. This field is required when the value of the transfer quantity is greater than zero.

Print a Transfer

To print a transfer, navigate to Orders/Transfers > Create/View Orders and click the arrow button for the transfer in the Outbound Transfers section. On the Transfer Details page for that transfer, click the Print button. The transfer will display in a new browser tab or window and the Print dialog will open.

Delete a Transfer

To delete a transfer, navigate to Orders/Transfers > Create/View Orders and click the arrow button for the transfer in the Outbound Transfers section. On the Transfer Details page for that transfer, click the Delete button.

CAUTION: The delete action cannot be undone.  

Approve or Deny a Transfer

Users with the appropriate access level and permissions can approve transfers from one organization to another.

Transfer approvals appear under the state approver's Organization (IRMS) because there is not an easy method of determining whether a transfer should appear under Depot Approver or State Approver when both types of approvers are used by a state.

To approve a transfer, follow these steps:

  1. Navigate to Orders/Transfers > Approve Transfer.
    The Approve Transfers page displays.
  2. Search for a transfer by enter the PIN and/or the date and clicking Find.
  3. Locate the transfer in the Manual Review section of the page and click on the link for the sending organization.
    The Approve Transfer page displays.
  4. Enter the amount of the approved quantity in the first field and review the Transfer Reason.

If you have the appropriate access level and permissions, and automated messages have been configured, you can send the automated message by clicking Send Message. See the Send Automated Messages topic for more information.

To approve the transfer, click Approve Transfer.

To deny the entire transfer, select the Deny Entire Transfer checkbox, select an Entire Transfer Denial Reason, and click Save.

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