Inventory Reconciliation

To reconcile the inventory, click Inventory > Reconciliation in the menu (after entering the organization/facility in the search bar, if necessary). The Reconcile Inventory page opens with a header bar and two tab sections, Public and Private. If a vaccine has more than one lot number, each lot number is displayed on a separate line.

The header bar on this page shows when the next report is due, which is based on configuration settings, and the last submitted report date.

If the reconciliation report is due in seven or fewer days, or if the reconciliation is past due, a notice appears in the Action Items section of the dashboard page.

On the right side of the header bar is a legend that explains the icons used on this page. For example, in the Exp Date (Expiration Date) column on this page:

Public and Private Tabs

Vaccines that were paid for through either state or federal programs (i.e., public) are listed separately in the Public tab section to make it easier to determine which vaccines require reconciliation as a prerequisite to ordering, if reconciliation prior to ordering is required. Users are not required to record adjustment reasons for private inventory.

Even though the vaccine inventory is divided by public and private lots, the column headings are the same for each section.

Print Reconciliation Worksheet

To generate and print a reconciliation worksheet to use away from a computer at a storage location, first click the Public or Private tab and then click the printer icon located on the right side of the date range row toward the top of the tab section. Once the Reconciliation Worksheet opens, click Print to print it.

The reconciliation worksheet includes the organization and facility name, the vaccine information, lot number, expiration date, funding source, quantity on hand, and blank cells for manual entry of physical counts and adjustment information.

To close the worksheet without printing it, either click the X in the upper right-hand corner or scroll down to the bottom of the worksheet and click Close.

Reconcile Inventory

NOTE: If the Bypass Dose-Level Accountability option is enabled for the organization/facility, the only available reconciliation reason for both positive and negative adjustments is Matches physical inventory. This allows providers who do not track inventory to the patient dose-level to enter an appropriate reconciliation for recording current physical inventory.

Before reconciling the inventory, first select either the Public (default) or Private tab.

The follow columns and fields are available for reconciling either the publicly funded or privately funded inventory:

Column/Field

Description

(Vaccine Family)

Each vaccine family is identified with the family name in a row with a light blue background color, after which each vaccine lot is listed separately (with a white background color). Example vaccine family names: DTaP/DT/Td, FLU, HEP-A, HEP-B 3 DOSE.

Vaccine

The vaccine name, packaging information, and NDC number for the specific vaccine lot number.

Lot #

The vaccine lot number. Each lot number is displayed in a separate row.

Exp Date

The expiration date for this vaccine lot number. If the vaccine lot is due to expire in less than 90 days, a clock icon is displayed above the date and the cell displays a yellow bar. If the lot has already expired, a triangle icon with an exclamation point (!) is displayed above the date and the cell displays a red bar. Examples: Example expiration dates with icons and bars

Example expiration dates with icons and bars

Funding Source

The vaccine funding source. Examples: PUB (Public), PRVT (Private).

Lot History

Click the View button in this column to see the history for this vaccine lot. A Lot History window pops up with the vaccine name, lot number, expiration date, and funding source listed at the top. Select a From and To date (click in the field and select the date from the calendar pop-up, then click OK), and click the Refresh Dates button to change the default date range that first appears. Click Print to print the transaction history. The lot history window displays the following information for the vaccine lot and date range, if applicable:

Doses Received - The date, order/transfer number, and total number of doses received.
Undecremented Doses Administered - The administration date, vaccine, and lot number of any administered undecremented doses.
Doses Administered - The administration date, patient ID, and vaccine eligibility category for any administered doses.
Reconciliation Adjustments - The date, description, and dose change for any inventory adjustments that have occurred.

Click the X in the upper right-hand corner to close the pop-up window.

Quantity On Hand

The quantity on hand for the specific vaccine lot number.

Physical Counts

Enter the number of the actual physical quantity of the vaccine lot.

Discrepancy

If a discrepancy occurs after the physical count for a vaccine lot is entered, the discrepancy amount appears in this cell and an Adjust button appears in the Adjustments cell for that vaccine lot. Otherwise, this field is blank.

Adjustments

If there is a discrepancy between the Quantity On Hand and the Physical Count for a specific vaccine lot, click the Adjust button. The Adjust Quantity pop-up window displays with the vaccine name, lot number, expiration date, funding source, and total number of dose discrepancy at the top. Enter a dose amount, select an adjustment category and adjustment reason from the related drop-down lists, and either click Add Another (to add another adjustment category and reason) or click Save to save the information and return to the Reconcile Inventory page. (Click the minus icon to delete a row.) Note that this window cannot be closed until the entire dose discrepancy amount has been accounted for with adjustment reasons.

After saving the adjustment information, the dose quantity and adjustment reasons appear in the Adjustment field, along with a link to re-open the Adjust Quantity window to make changes. If you accidentally enter a physical count amount in the field for the wrong vaccine lot, even if you already selected adjustment reasons, simply remove the number from the field and start over with the correct vaccine lot number.

NOTE: If a returnable adjustment reason is selected, a return is automatically generated and populated in the Returns queue. If a wastage adjustment reason is selected, a wastage return is automatically generated and populated in the Wastage queue for approvers.

Inactivate

If the quantity on hand is zero, select this option to inactivate the vaccine lot so that it is no longer available for use. This option only displays if the user has the Inactivate Inventory permission.

When finished reconciling the inventory, click Save to save the inventory (to submit it later) or Submit Inventory to actually submit the inventory reconciliation. Alternatively, you can click Clear to erase any entries made on the page, without saving or submitting. Note that you may need to scroll to the bottom of the page to see these buttons.

Vaccine Returns

Upon clicking Save or Submit Inventory, if a return reason was selected for an adjusted dose quantity, the user is notified that they have selected a returnable reconciliation reason and that a return has automatically been generated. The return is also populated in the Returns queue. Example return reasons include:

Vaccine Wastage

Upon clicking Save or Submit Inventory, if a wastage reason was selected for an adjusted dose quantity, the information is tracked as follows: