Approve Returns

Authorized users with Local or State Approver permission can approve returns from the Approve Vaccine Returns page (click Approvals & Management > Approve Returns 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:

Search for Returns using Filters

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

Search Option	Description
Organization	To search for returns 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 returns 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 returns from a specific PIN, click in the field and then select it from the drop-down list.
Return Date	To search for returns created during a specific date range, enter the start and end dates.
Return #	To search for a specific return number, enter it in the field. The page updates automatically as the number is entered.
Show/Hide Search Filters	To hide or display the search criteria section of the page, click the filter icon ().

The list of returns appears in the Returns Ready for Local (or State) Approval section. The columns and buttons in this section are as follows:

Column/Button	Description
Return #	Click the return number to view the details.
Organization	The organization that submitted the return.
Facility	The facility that submitted the return, if applicable.
PIN	The PIN for the return.
Wastage Cost	The total cost of the return.
Reason	The return reason(s) listed by the organization/facility when reconciling inventory.
Submitted Date	The date the return was noted during inventory reconciliation.
LHJ Approver (Local/State Approver users)	The user who approved the return, if it was approved, and the approval date.
Select All	Click this button to select all of the returns in the list.
Archive	Click this button to archive the selected returns.
Send to State (Local Approver users)	Click this button to send the selected return(s) to the State for approval.
Send to VTrckS (State Approver users)	Click this button to create a file to download and send to VTrckS.

Review and Approve Returns

To review a specific return, click on the return number in the list. The return details open in a pop-up window. Review the return information and close the pop-up window.

Select one or more returns to approve (click in the checkbox next to one or more returns, or click the Select All button), then click Send to State or Send to VTrckS. If the Send to State button is clicked, the returns are removed from the returns list and placed in the state approver's Returns queue. If Send to VTrckS is clicked, the returns are submitted and the VTrckS Provider Data Files pop-up window appears. Click the Download icon to download the file to upload to VTrckS, then click Close to return to the Approve Returns page.

Approve Depot Returns

The Approve Vaccine Returns page for Depot returns has two tab sections: Inbound Returns and VTrckS Export.

Inbound Returns Tab

Column	Description
Action	Click the button (for example, Receive) to view the return details and complete the action.
Return #	The return number.
Sending Organization/Facility	The organization/facility that sent the return.
PIN	The PIN for the return.
Submit Date	The date the return was noted during inventory reconciliation.
Status	The status of the return.

To approve a return, click the Receive button for the return in the list. The details appear for that return on the Inbound Returns page. At the top of the page, the submission date, submitting organization/facility name(s), return date (if applicable), submitter, and receiver (if applicable) are displayed.

The details of the return are displayed in the Return Details section of the page. Enter the quantities for received and returnable doses, unaccounted for quantity, and received and not returnable doses, then click the Receive button to receive the return. The lots are added to inventory (or not) according to the logic used and the return is removed from the Inbound Returns list. Otherwise, click Cancel to cancel the receiving action.

Column/Field	Description
Vaccine	The vaccine name, packing information, and NDC number.
Lot #	The vaccine lot number.
Exp Date	The vaccine lot expiration date.
Shipped Quantity	The quantity indicated by the provider as being returned.
Return Reason	The reason selected during reconciliation.
Received & Returnable	Enter the number of doses received that are returnable. The quantity entered into this field is added to the Returns Depot inventory as wasted and returned.
Unaccounted for Quantity	Enter the number of doses that are unaccounted for, if applicable. Using this field adds the inventory as a searchable lot, but does not add the vaccines to the Returns Depot inventory.
Received & Not Returnable	Enter the number of doses that were received but are not returnable. Using this field adds the doses to the Returns Depot inventory as wasted and disposed.
Inventory Action	One of two actions is displayed: Creating new lot - Displayed if there is no existing matching inventory in the Return Depot's inventory; a new lot is created for this lot number. Merge with existing lot - Displayed if there is an existing matching lot in the Return Depot's inventory; this return is merged with the existing lot.

VTrckS Export Tab

The VTrckS Export tab section lists the returns that are ready to be sent to VTrckS. Search for returns using the filters if necessary. You can also click the column headings to sort the columns.

Column	Description
(checkbox)	Click the checkbox next to one or more vaccines to select them for exporting a report or sending to state/VTrckS.
Vaccine	The vaccine name, type, manufacturer, and NDC number.
Return #	The return number.
Lot #	The lot number for the vaccine.
Expiration Date	The expiration date for the lot number.
Returned Quantity	The number of doses returned.
Cost of Wasted Doses	The total cost of the wasted doses.
Return Reason	The reason for the return.
Previously Exported	An icon indicated whether or not the return was previously exported: A red x indicates No; a green checkmark indicates Yes.

Select one or more vaccine lots, either by clicking one or more checkboxes or by clicking the Select All button, and then click either the Export Report button or the Send to VTrckS button. If the Export Report button is clicked, a CSV file is automatically downloaded. If the Send to VTrckS button is clicked, the returns are submitted and the VTrckS Provider Data Files window pops up; click the Download icon to download the file to submit to VTrckS.