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Return Vaccines

Vaccines can be returned to the vendor for various reasons, such as expired or spoiled. In order to return vaccines, the Organization (IRMS) that is returning vaccines must have the Organization (IRMS) Maintenance option Allow Vaccine Returns enabled. Additionally, if the Organization (IRMS) is also the Vaccine Returns Depot, the Is Vaccine Return Depot option must be enabled. See Organization Maintenance / Details for more information.

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

Check with state specifics on returning vaccines. If the ordering is done at the Organization (IRMS) level and the Facility has inventory, the Facility will not use the wasted reasons. Instead, they will transfer inventory back to the Organization (IRMS) and the Organization (IRMS) will waste or deduct the inventory. If the Facility does order inventory, they can use the wasted reasons and the vaccine return will be done from the Facility.

Follow these steps to return a vaccine:

  1. Click Orders/Transfers > Create/View Orders. The Current Order/Transfer page appears.
  2. Click the Vaccine Return button. The Vaccine Return page displays.
  3. Review the information, select a Shipping Label Method (Mail, Pickup, or Email) and enter the Return Quantity amount.
  4. Click Submit and Print Vaccine Return. The packing slip opens in a separate browser window or tab, where it can be printed.

Click Cancel to terminate the vaccine return and return to the previous screen.

The top section of the Vaccine Return screen displays the sending Organization (IRMS), Facility, and contact person's information, plus three shipping label options: Mail, Pickup, and Email.

The bottom section of the screen displays these fields/columns:

Field Description

Return Quantity

Enter a whole number for the return quantity. This includes vaccine returns to the Organization (IRMS)/Facility return depot. Transfers being returned to the depot displays in the Outbound Transfer section of the selected vaccine depot.

TIP: The Returned to the Depot reason displays under the Other-In transaction type on the Inventory Transaction Report. Unaccounted for in Provider Shipment displays under the wasted and disposed transaction type on the Inventory Transaction Report.

Wasted Quantity

The quantity that is returnable without counting the doses that were already returned.

Example #1: The Facility had inventory of 14 doses of DTaP, wasted 10 doses from the Reconciliation screen, and returned 2 doses from the Vaccine Return screen, which were later accepted by the return depot. Now, on the Vaccine Return screen, the wasted quantity for DTaP shows 8 doses.

Example #2: A provider had 14 doses of DTaP and wasted and returned 2 doses that were accepted into the depot, then reconciled 4 doses of the same lot number. Now on the Vaccine Return screen, only the 4 doses from the second transaction appear in the Wasted Quantity column.

Vaccine

Name of the vaccine being returned.

Funding Source

Funding source associated with the vaccine being returned.

Lot Number

Lot number of the vaccine being returned.

Usable Quantity Available

The amount of usable vaccine that is available.

If a return reason of Usable is selected, the return quantity validates against the Quantity Available column to ensure there is enough quantity. Returns of usable vaccine do decrement the available count.

Wastage Cost

Displays the cost from the Vaccine Settings screen. This is not the historical cost.

Expiration Date

Indicates the vaccine's expiration date.

Return Reason

This read-only field displays the adjustment reason selected on the Reconciliation screen for wasted doses. If the lot has multiple adjustment reasons, multiple lines will appear on the vaccine return. The Return Reason selected by the provider is the same Return Reason reflected in the depot.

Reprint a Packing Slip

To reprint a packing slip, follow these steps:

  1. Click Orders/Transfers > Search History in the menu.
    The Search History screen displays.
  2. Select the Returns option and click Search.
    A list of previously created returns appears.
  3. Click the arrow button in the Select column next to the return number to display the vaccine return information.
  4. Click Reprint Packing Slip.

Remove or Delete a Return

Registry Client users can remove or delete vaccine returns by line item or provider.

NOTE: This functionality is only available for returns created after the upgrade to IIS v. 5.15.11. Returns created prior to the upgrade will not display.  

To remove or delete a return from the Vaccine Return page, click the Remove button in the Option column for the specific vaccine or lot number. Once the vaccine return has been removed/deleted, it will no longer be available (the action cannot be undone).

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