VOMS 2.16.12 User Guide

Approve Orders

Authorized users with Local or State Approver permission can approve orders from the Approve Orders page (click Approvals & Management > Approve Orders in the menu) after selecting the appropriate organization/facility from the search bar. Note that the organization/facility must have one of the following options enabled:

Is local approver
Is state approver
Is Return Depot

The Approve Orders page is divided into four main sections:

Filters - This section allows users to find orders based on organization, facility, PIN, order date range, and/or order number, and to search for all orders, non-compliant orders only, orders pending approval only, or backorders only. This section of the page can be hidden (or re-displayed) by clicking the filter icon. See Search for an Order.
Orders for Compliance Review - Orders that have been placed but do not meet all compliance requirements are listed in this section. See Section 1: Orders for Compliance Review.
Orders for Review and Approval - This section lists the orders that can be approved, sent to VTrckS, or rejected. See Section 2: Orders for Review and Approval.
Vaccine Backorder Review - This section lists the orders that have backorders. See Section 3: Vaccine Backorder Review.
Orders Pending Shipment - This section appears only for Depot users. See Orders Pending Shipment.

For instructions on how to review and approve orders, see Review and Approve Orders below.

Search for an Order using Filters

To help narrow down the list of orders requiring approval, you can use filters to eliminate orders that do not meet the search criteria. The following options are available:

Search Option	Description
Organization	To search for orders from a specific organization, click in the field and enter the first few characters of the name and/or select it from the drop-down list.
Facility	To search for orders from a specific facility, click in the field and enter the first few characters of the name, and/or select it from the drop-down list.
PIN	To search for orders from a specific PIN, click in the field and then select it from the drop-down list.
Order Date	To search for orders created during a specific date range, enter the start and end dates.
Order #	To search for a specific order number, enter it in the field. The page updates automatically as the number is entered.
Show All Compliance Review Pending Approval Awaiting Shipment (Return Depots only) Backorders	To show orders of a certain type, select the option here. Show All is the default.
Show/Hide Search Filters	To hide or display the search criteria section of the page, click the filter icon ().

Click here to see the filters section of an example Approve Orders page.

See Review and Approve Orders to continue with the order approval process.

Section 1: Orders Requiring Compliance Review

Orders placed by organizations and/or facilities that have not met all of their compliance requirements are listed in this section of the page. An unmet compliance requirement might include:

Accountability requirements are not met or are past due
Reconciliation is past due
Annual enrollment paperwork is missing
Provider agreement is out of date
Order is outside the organization/facility's window (for example, if an organization/facility is allowed to order between 1-16th of the month, but places an order on the 25th of the month)
Order is above the order frequency (for example, if an organization/facility is allowed to order once per month, but has placed two or more orders within a single month)
Shipping address has changed
Contact information has changed
Shipping times have changed

Order approvers can manually override the compliance requirement by clicking the Manually Override button, which opens the Manual Override pop-up window. Review the information on the window and click Override to override the noncompliance warning, or click Cancel to return to the Approve Orders page without overriding the noncompliance warning.

Note that accountability for the organization/facility can also be addressed on the Manage Accountability Submissions page.

Click here to see an example Orders for Compliance Review section on the Approve Orders page.

The following columns are displayed in the Orders for Compliance Review section. To sort by a column header, click the header name.

Column	Description
Order #	Click the order number to view the details (see Review and Approve Orders).
Organization	The ordering organization.
Facility	The ordering facility (if any).
PIN	The ordering PIN.
Order Set	The order set used in the order.
Order Date	The date the new order was created.
Compliance Reason	The reason(s) the organization/facility is not compliant.
Status	In this section, the status is Non-Compliant for all orders.

Click the order number to review the details of the order, as well as to manually override the non-compliant status and approve the order. See Review and Approve Orders for more information.

Section 2: Orders for Review and Approval

This section of the page lists all of the orders that are ready to be reviewed and approved (meaning that they meet the compliance requirements). Click a column header to sort the list by that filter. Click the order number to view the details of that order.

Click here to see an example Orders for Review and Approval section on the Approve Orders page.

The columns, options and buttons in this section are as follows:

Column/Option/Button	Description
(checkbox)	Select the checkbox next to one or more orders to send to VTrckS or to the State, then click the Send to VTrckS or Send to State button.
Order Number	Click the order number to review and approve the order (see Review and Approve Orders).
Organization	The ordering organization.
Facility	The ordering facility (if any).
PIN	The ordering PIN.
Order Set	The order set used in the order.
Order Date	The date the new order was created.
Approver	The user who approved the order, if the order has been approved.
Status	An icon represents the current status: Open (), Reviewed (), or Approved ().
Select Approved	Click this button to select all of the approved orders in the list (to send them to the State or to VTrckS). The button changes to Deselect All; click it to deselect the selected orders.
Send to State	This button displays for Local Approver users. After selecting the approved orders in the list, click this button to send the orders to the State Approver.
Send to VTrckS	This button displays for State Approver users. After selecting the approved orders in the list, click this button to send those orders to VTrckS. The VTrckS Provider Data Files window pops up. Click the Download icon to download a zipped file to submit to VTrckS. Afterward, the order is removed from the Approve Orders list and has a status of Pending State Approval on the Orders and Transfers page.
Print Packing Slip (Depot users only)	Select one or more orders and click the Print Packing Slip button to open the Packing Slip Print Preview window. Review the details and click Print to print the packing list for the selected order(s).

Section 3: Vaccine Backorder Review

This section lists all of the orders that have backorders. Click a column header to sort the list by that filter. Click the order number to review and approve the order/backorder.

Click here to see an example Vaccine Backorder Review section on the Approve Orders page.

The columns in this section are as follows:

Column	Description
(checkbox)	Select the checkbox next to one or more orders to send to VTrckS or to the State, then click the Send to VTrckS or Send to State button.
Order #	Click the order number to view the details (see Review and Approve Orders).
Organization	The ordering organization.
Facility	The ordering facility (if any).
PIN	The ordering PIN.
Order Set	The order set used in the order.
Order Date	The date the new order was created.
Backorder Date	The date the backorder was created.

Orders Pending Shipment

This section, which only appears for Depot users, lists all of the orders pending shipment. Click a column header to sort the list by that filter. Click the order number to view the details for that order.

The columns and buttons in this section are as follows:

Column/Ship	Description
Order #	Click the order number to view the details (see Review and Approve Orders).
Organization	The ordering organization.
Facility	The ordering facility (if any).
PIN	The ordering PIN.
Order Set	The order set used in the order.
Order Date	The date the new order was created.
Approver	The user who approved the order.
Status	An icon represents the current status: Open (), Reviewed (), or Approved ().
Select All	Click this button to select all of the approved orders in the list. The button changes to Deselect All; click it to deselect all of the selected orders.
Ship	Click this button to print the packing lists for the approved orders.

Review and Approve Orders

To review and approve orders, click an order number in the list. Once the order number is clicked, the details of that order appear. Review all of the sections of the page and, when ready, scroll down to the bottom to either Save the updates or Approve the order. If the Approve button does not appear on the page, review the page for errors and correct them. The sections on the page are as follows.

Accountability Process

The accountability process is listed as individual steps, with the ability to update some fields. The actual steps may vary depending on configuration settings. Each accountability step lists the last date of submission, whether or not it is up-to-date (Yes/No), a View button for viewing the details, and the ability to select a new submission date if necessary.

Example accountability steps:

Cold storage log?
Bi-weekly vaccination report submitted?
Reconciliation submitted?
Provider agreement is within date?
Within order window?
No changes to shipping information?

Make any necessary changes to the accountability steps and click Save.

To add, edit or remove accountability/compliance requirements, see Define Accountability/Compliance Requirements.

Facility Information

If the Facility Information section is hidden (i.e.., the arrow is pointed to the right: >), click the header line to expand it (after which the arrow changes to point downward). To collapse the section to shorten the page length, click the header line again.

The Organization & Facility information and the Shipping Information are shown in this section. The information cannot be modified on this page, but comments can be added.

Organization & Facility information - Organization name, Facility name, PIN, Submitter name, Order Frequency, Order Timing, and any Comments about the organization or facility. If the user has Local Approver permission, the Local Approver name, Local Approval Date, and Local Approver Organization are also included.
Shipping Information - First Name, Middle Name, Last Name, Address, Phone number, Email address, and Delivery Hours.

Inventory Report Links

If the Inventory Report Links section is hidden (i.e.., the arrow is pointed to the right: >), click the header line to expand it (after which the arrow changes to point downward). To collapse the section to shorten the page length, click the header line again.

This section lists related reports. For example:

Click on the report name in the application to go to the parameters page for that report. Enter any report criteria and click Create Report to generate the report. See Reports for more information.

Priority Reason and Order Comments

If the Priority Reason and Order Comments section is hidden (i.e., the arrow is pointed to the right: >), click the header line to expand it (after which the arrow changes to point downward). To collapse the section to shorten the page length, click the header line again.

This section shows whether or not the order is a priority, lists any priority reasons, and displays any order comments (such as exception comments and exception justifications). The information in this section cannot be modified.

Vaccine Order Details

This section displays the order set used and has the following buttons, columns, and fields:

Button/Column/Field	Description
View Order History (button)	Click this button to see a brief order history for the Organization/Facility. Example:
Vaccine	The vaccine name, manufacturer, funding source, and NDC number. To define a split funding source, click the Define link. The Define window pops up. Select a funding source and enter the quantity allocated to that funding source, then add any additional funding sources and quantities as needed. Click Save when finished. The information is then transferred to the vaccine field with an icon () that can be clicked to edit the split funding source information.
Doses Used Last Month	The total number of vaccine doses used last month.
Physical Inventory	The current physical inventory for the vaccine.
Order Quantity	The quantity ordered for the vaccine.
Approved Quantity	Enter the approved order quantity for the vaccine (the ordered quantity is automatically populated). If there is an error, the box turns red and a tooltip message displays a warning.
Denied Quantity	If some or all of the order quantity is denied, enter the denied quantity here and select a Denial Reason.
Backorder Quantity	If any of the order is backordered, enter the backorder amount here. Once the order is approved, a backorder is automatically created.
Fulfillment Lots (Depot users only)	Select the fulfillment lot from the drop-down list. To fulfill an order with more than one lot, select Fulfill from multiple lots and, on the Define Sources pop-up window, select the first lot source, enter the quantity, continue for as many lots as needed, and click Save when finished. Each lot is listed in the field, along with a link icon () to re-open the window for editing.
ROQ	The Recommended Order Quantity. If the vaccine has never been ordered before, the No Previous History with this Vaccine message displays. Otherwise, the recommended order quantity is displayed as a button. Click the button to see the calculation logic for the number displayed.
ROQ Exception	The recommended order quantity exception appears here, if applicable.
Denial Reason	If any of the order is denied, a Select Denial button appears in this field. Click it to open the Reason for Denial window, select a denial reason from the drop-down list, and enter any comments. Click Save when finished. The denial reason appears in the field, along with an Edit icon () to edit the reason or add comments.
Add additional vaccines	To add an additional vaccine, locate the vaccine in the Optionally add vaccines section, and enter the quantity.
Deny Entire Order	To deny the entire order, toggle the slider to the right (after which the option turns blue and the Reason drop-down list becomes available) and select a reason.
Reason	If the entire order is denied, select a reason from the drop-down list.

Click Save to save the order and continue later, click Deny to deny the order (after selecting the Deny Entire Order and Reason options, for example), or click Approve to approve the order. If the Approve button does not appear, review the order again and correct any errors. Errors on the page are marked with red boxes; scroll over an error to view the details.