Import Shipped Data

NOTE: A separate VOMS application is now available. If your facility uses the new VOMS application, the IWeb menu categories of Lot Numbers and Orders/Transfers and their associated links are replaced with a VOMS 2.0 link that opens the VOMS application. See the VOMS User Guide for more information.

This option provides the ability to import VTrckS or McKesson shipped data into the database. After importing the data, you can receive the order, with the lot numbers and manufacturer data, in order to update the order status to Shipped and update the order details as appropriate.

NOTE: There are several factors to be aware of:

If the Organization (IRMS Information Request Management System) or Facility has the "Enable Auto-Receive" setting configured, the order status is set to Received and the lot numbers are added to inventory. If a row on the order does not have a lot number (for example, Varicella), a child order is created so that the remaining row can be received. If only a part of the Approved quantity is shipped, a child order is created so that the remaining row can be received.
You must have the vaccine management and ordering permissions, and the IRMS must be a state approver in order to import these files.
When a child order is created and the lot information has already been populated on the line, the lot, manufacturer, and expiration date information are populated on the child order.
Child orders are not created if the Administration > Properties > Vaccine Management > Add Quantities Rejected During Receipt to Inventory is selected (enabled).
To view or edit information exported from the VTrckS file, see the Define Values Settings topic.

Once the file is loaded and a matching order is found, both the order and the order items are updated with the correct information. Afterward, the order can be received without entering the lot, manufacturer, or expiration data information.

TIP: The VTrckS file must be a database file (DBF). Comma separated value (CSV) is the required file type for the McKesson file.

To import VTrckS or McKesson data, click on the Orders/Transfers > Import VACMAN Report link in the menu. The Import VACMAN Order page displays. The following fields are shown on the page:

Field

Description

File Name

Click the Browse button, select the file, and then select the file type.

File Type

Select the type of file to import:

VACMAN (or VTrcks) Direct Ship Export (DBF)
McKesson File (Comma-Delimited)

Import VTrckS/McKesson Shipped Data