VOMS logo  VOMS 2.16.12 User Guide     

Vaccine Returns

Authorized users can view a list of returns on the Vaccine Returns page (Orders & Returns > Returns link in the menu). (The organization/facility must have the Allow Vaccine Returns option enabled.) From this page, users can verify the receiving organization/facility, select a shipping label method, enter return quantities, submit a return, and print the packing list. Click here to see an example Vaccine Returns page.

If the State Depot Return Workflow is selected on the Admin & Settings page (and an organization is designated as the vaccine return depot), the receiving organization is displayed at the top of the Vaccine Returns page. If the McKesson Return Workflow is used, the receiving organization section displays McKesson.

The options, columns, fields, and buttons available on this page are as follows:

Option/Column/Field/Button Description
Shipping Label Method

These options only display for the McKesson Returns Workflow; users using the State Depot Returns Workflow do not see this section.

Select the shipping label method:

  • Mail (default) - The shipping label is to be mailed to the provider
  • Pick-up - The provider will pick up the shipping label
  • Email - The shipping label is to be emailed to the provider. This option is not available  if there is no email address entered on the organization/facility's maintenance page for the primary vaccine coordinator.
Vaccine The vaccine name, manufacturer, packaging information, and NDC number for the specific vaccine lot numbers.
Lot # The vaccine lot number. If more than one lot number exists for the vaccine, the information for each lot number is listed on a separate row, but still connected to the main vaccine row.
Expiration Date The vaccine expiration date (per lot number).
Funding Source The vaccine funding source (per lot number).
Returnable Quantity The wasted quantity (per lot number).
Quantity to Return

Enter the number of doses that are being returned (per lot number).
Quantity On Hand

The current quantity on hand for that vaccine lot number.
Return Reason The return reason for that lot vaccine lot number.
Wastage Cost The total wastage cost for that vaccine lot number and return quantity.
Remove (Delete icon) To remove a lot number from a vaccine return, click the remove icon in the far right column.
Cancel Click this button to cancel the return.
Submit and Print Vaccine Return Click this button to submit the return and print the packing slip.

Select the options and enter the information as required, then click Submit and Print Vaccine Return to submit the order and print a packing slip. The Vaccine Return Submission pop-up window appears. Review the information, select the number of boxes are needed for the return, and click Confirm & Print. From the Download Packing List pop-up window, click the Download icon to download the packing list(s) for the selected number of boxes.

McKesson Returns Workflow

The following are the workflow steps for McKesson vaccine returns:

  1. Provider reconciles the inventory with return reason(s)
  2. Provider navigates to Orders & Returns > Returns
  3. Provider finalizes the vaccine return quantity and prints the return packing slip
  4. Local/State Approver approves the vaccine return
  5. State Approver generates the VTrckS return file
  6. State Approver uploads the VTrckS file
  7. VTrckS receives the return file
  8. Receiving organization generates the shipping label and sends it to the provider/sender
  9. Provider receives the shipping label, attaches the label, and sends the return to the receiving organization
  10. Receiving organization receives the returns

State Depot Returns Workflow

The following are the workflow steps for State Depot vaccine returns:

  1. Provider reconciles the inventory with return reason(s)
  2. Provider navigates to Orders & Returns > Returns
  3. Provider finalizes the vaccine return quantity and prints the return packing slip
  4. The VOMS application creates an outbound transfer/return
  5. The VOMS application creates an inbound return/transfer for the State
  6. State Depot Approver receives vaccines in VOMS
  7. State Depot Approver generates a VTrckS return file
  8. State Depot Approver imports the VTrckS file
  9. VTrckS receives the return file
  10. Returns Depot generates the shipping file and sends it to the provider/sender
  11. Provider receives the shipping label, attaches the label to the return, and processes it
  12. Returns Depot receives vaccines

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