VOMS 2.16.8 User Guide

Search/Add/Edit Inventory

Prior to working with inventory, enter the organization and/or facility into the search bar in VOMS.

To access the IWeb page where inventory (lot number) maintenance can be performed, click the Inventory > Search/Add Inventory link in the VOMS menu. The Lot Number Maintenance page opens in the IWeb application.

NOTE: If the IWeb Administration > Settings > Properties > Vaccine Management > Do Not Allow Facility Client to add new inventory using "Lot number - Search/Add" option is enabled (selected), Facility Client users cannot add new lot numbers on the Lot Number Maintenance page either manually or via barcode scanning.

Also, if the IWeb application "timed out" or otherwise cancelled the session, it may open to the login page instead of the Lot Number Maintenance page. Log in to the IWeb application again, click the Inventory Management menu link to return to VOMS, and then re-click the Inventory > Search/Add Inventory menu link in VOMS.

Before adding or editing inventory, search for the lot number. That, and other information, is provided in this topic. Use these links to jump to a specific section in the topic:

Search for a Lot Number
Add a New Lot Number
Edit a Lot Number and Add/Subtract Doses
Inactivate a Lot Number

Search for a Lot Number

Once the Lot Number Maintenance page in IWeb appears, enter the search criteria (optional) and click Search to locate a lot number. The search results appear in the Search Results section of the page.

When searching for a lot number, these are the criteria you can use to conduct your search:

Field	Description
Vaccine	Select a vaccine from the drop-down list to search for that specific vaccine name.
Manufacturer	Select a manufacturer from the drop-down list to search for a specific manufacturer.
Lot Number	Enter a specific lot number to search for.
Facility	Select a Facility from the drop-down list. If a Facility has an abbreviated name, it will appear in the list instead of the full name.
Inactive	Select an active/inactive status from the drop-down list. If Inactive is selected, an Inactive Reason can be selected.
Inactive Reason	Select an Inactive Reason to search for. Examples: Cold Chain Failure Recall Other

In the Search Results section of the page, you can select how many results to view per page. Use the next and previous arrows to navigate from one page of search results to another. Expired vaccines are highlighted in red and vaccines that are set to expire in 30 days or less are highlighted in yellow.

The columns can be sorted by clicking on the up/down arrows to the right of each column name. The columns displayed are:

Facility
Manufacturer
Lot Number
Vaccine
Funding Source
Exp. Date (Expiration Date)
Inactive ("Y" appears in the column if the Lot Number is inactive)

See the sections below for instructions on how to add new inventory, edit existing inventory, etc.

Add a New Lot Number

Users must have the Lot Number Manager permission in order to add new lot numbers. In addition, the Administration > Properties > Vaccine Management > Do Not Allow Facility Client to add new inventory using "Lot number - Search/Add" option must be disabled (deselected).

To add a lot number, first conduct a search, then click the Add button that appears at the bottom of the list. The Lot Number Maintenance [Add] page appears. Enter the information (see the table below) and click Add.

If there is a warning and the state-configurable option is enabled, select the Ignore Unspecified Warning and Add Lot Number option to ignore the warning and continue to add. (If the state-configurable option is not enabled, this will not appear.)

If the Limit Manufacturer by Vaccine option (Administration > Define Values > Limit Manufacturer by Vaccine) is set to None for a specific vaccine, an error appears when attempting to add the lot number with that manufacturer. The message is Unable to add, manufacturer doesn't make this vaccine. You must select a correct vaccine/manufacturer to continue.

CAUTION: Once you click Add, the new lot number cannot be removed/deleted. Instead, you must change the status to Inactive.

Field

Description

Manufacturer

Select a manufacturer from the drop-down list. This field is required.

Vaccine

If entered on the search screen, this field is pre-populated. Otherwise, select a vaccine from the drop-down list. This field is required.

NOTE: If you attempt to create a new vaccine lot of an unspecified vaccine type (e.g., HIB - Unspecified), a warning message appears at the top of the page to alert you that this action is not recommended. The message states, Vaccine is unspecified, are you sure you want to add? The checkbox must be selected to verify that you want to continue to add the unspecified vaccine.

Lot Number

Enter a lot number. This field is required.

Facility

Select the associated Facility from the drop-down list.

Expiration Date

Enter an expiration date in MM/DD/YYYY format. This is the date after which the vaccine can no longer be used. If a lot number does not include an expiration date, use the last day of the month.

Funding Source

Select the funding source (i.e., PUB, PRVT). This field is required. The field may be read-only, depending on the user's permissions and the configured administration properties.

Reason Categories

Select a reason category from the drop-down list. Examples:

Correction
Matches Physical Inventory
Order Received
Transfer

Reason for Change

Select a reason for change from the drop-down list. This field is required. Example reasons:

Borrowed from Public/Private Inventory
Correction of invalid entry / to wasted doses (disposed/returned)
Matches Physical Inventory
Order Received
Received from ...

Date of Transaction

Enter the date the lot number was added/subtracted from inventory, in MM/DD/YYYY format. The current date is the default. This field is required.

Number of Doses Added

Enter the total number of doses added to inventory.

Product

Select the product from the drop-down list.

NDC Number

Select the NDC name and number from the drop-down list. (The NDC number is treated as a character field and is not validated for format. However, the correct format is 5-4-2. For example, an NDC that previously read 49281-008-10 now reads 49281-0008-10.)

NOTE: If either the Administration > Settings > Properties > Registry Settings > Require NDC Number on Lot Number Add for Private Lots or Require NDC Number on Lot Number Add for Public Lots option is selected, this field is required.

VFC/WyVIP PIN of other party (if applicable)

If applicable, enter the VFC PIN (WyVIP PIN for Wyoming users). If the added vaccine was supplied by VFC/WyVIP, this field should have an entry.

Edit a Lot Number and Add/Subtract Doses

If a user has both the Lot Number Manager Access and the Lot Number Manager Edit permissions, the lot number and manufacturer can be edited on the Lot Number Maintenance Update page even if the lot has already been used. All reports and screens that display a lot number show the new value when it is updated. These pages include:

Vaccination Detail
Vaccination Edit
Lot Recall Report
Lot Number Summary
Inventory Transaction Report
Patient Detail Report
Vaccine Lots to Expire Report
Cost Report by Lot Number Report
Vaccine Dispensed Report

The Private/Public Lot Numbers on the Vaccinations View/Add - Select Lot Number page are shaded.

For all other users, if no vaccinations have been administered from an existing lot, the lot number, manufacturer and vaccine type can be edited to correct data entry mistakes. However, if a shot has been administered from a lot, even if deleted, a user cannot edit the lot number.

While you are editing lot number details, other users are blocked from saving vaccinations related to the lot number being edited. Therefore, try to edit as quickly as possible. Users are blocked from saving vaccinations for that lot number as soon as you click the Edit button.

To edit a lot number, you must first perform a search for it. Then, in the Search Results section, click on the row for the one you want to edit. The Lot Number Maintenance [Detail] page opens. Click the Edit button to open the Lot Number Maintenance [Update] page. Make the changes as needed and click Save. Click the Add Doses (+) and Subtract Doses (-) buttons as needed to adjust the inventory.

The fields that are available to update are as shown here:

Field

Description

Manufacturer

Select a manufacturer from the drop-down list. This field is required.

Vaccine

If entered on the search screen, this field is pre-populated. Otherwise, select a vaccine from the drop-down list. This field is required.

Lot Number Code

Displays the lot number code (read-only).

Lot Number

Enter a lot number. This field is required.

Facility

Select the associated Facility from the drop-down list.

Doses Used
Doses Wasted and Returned
Doses Wasted and Disposed
Doses Available
Doses Total

This fields are display-only here, but can be updated by using the Add Doses (+) and Subtract Doses (-) buttons.

Expiration Date

Enter an expiration date in MM/DD/YYYY format. This is the date after which the vaccine can no longer be used. If a lot number does not include an expiration date, use the last day of the month.

Funding Source

Select the funding source. This field is required. The field may be read-only, depending on the user's permissions and the configured administration properties.

Product

Select the product from the drop-down list. This field may be required.

NDC Number

Inactive

Select this option to inactivate the lot number, which removes it from available inventory, and then select an Inactive Reason.

Inactive Reason

If this lot number is to be inactivated, select an Inactive Reason from the drop-down list. See Inactivate a Lot Number below.

VFC PIN of other party (if applicable)

If applicable, enter the VFC PIN. If the added vaccine was supplied by VFC, this field should have an entry.

Inactivate a Lot Number

Lot numbers cannot be deleted, but they can be inactivated so that they are not available for use. Prior to inactivating lot numbers, users must adjust the inventory quantity to zero using the reconciliation functions.

Some states only allow Registry Client users to inactivate lot numbers. If the Administration > Settings > Properties > Vaccine Management > Allow Only Registry Clients to Inactivate Lots option is selected (enabled), the Registry Client must also have the Inactivate Lot Numbers permission.

To inactivate a lot number, first search for it and then select it in the search results to open its Lot Number Maintenance [Detail] page. Click the Edit button, then the OK button on the warning message that appears to warn you that users are blocked from saving vaccinations related to this lot number until you have finished editing it. Select the Inactive option on the Lot Number Maintenance [Update] page (after verifying it is the correct lot number), and then select a reason from the Inactive Reason drop-down list. Click Save when finished.

To exit out of this page, select another link in the menu.

NOTE: A lot number can also be inactivated from the Reconcile Inventory page in VOMS (Inventory > Reconciliation). Once the quantity of a lot is zeroed out, click the Inactivate checkbox for that lot number. See Reconciliation.

Return to VOMS

To return to the VOMS application, click the Inventory Management > Inventory Management menu link in IWeb.