Receive an Order/Transfer

To receive an order or transfer, first enter the organization/facility in the search bar, if necessary, then click the Orders & Returns > Orders & Transfers link in the menu. The Orders and Transfers page opens. The Inbound Orders & Transfers tab section is open by default.

Locate the order or transfer number in the list or use the Order Search feature.

Receive an Order

Once the order has been located in the list, click the Receive button ( Receive button

). The Receive Order page opens with the order number, VTrckS order number (if applicable), order date and user name, approval organization and date, and order set displayed at the top, and the vaccine order details displayed underneath.

Enter the lot number (if applicable), expiration date (if applicable), and receipt quantity for each vaccine received, then click the Receive button at the bottom of the page. The system validates the required fields, saves the data, and adds the quantity received to the organization or facility's inventory.

Note that if a number is entered into the Receipt Quantity field, a lot number and expiration date are also required. If the amount entered into the Receipt Quantity field is less than the approved or shipped quantity, an adjustment reason must be entered for the discrepancy (click the Adjust button that appears in the Action column). Multiple lot numbers can be added.

Column/Field	Description
Vaccine	The vaccine name, manufacturer, packaging information, NDC number, and tracking number for the specific vaccine. If Tracking # is included, click it to open the Tracking # pop-up window and view the tracking number for the order. If necessary, the tracking number for the order can then be copied from this window and pasted into a package tracking form (such as for USPS, UPS and FedEx package tracking).
Lot #	Enter the lot number, if not pre-populated from the imported VTrckS shipment file or Depot fulfillment.
Expiration Date	Enter the expiration date, if not pre-populated from the imported VTrckS shipment file or Depot fulfillment. Click in the field to open a calendar, locate the correct date, and click OK to enter the date into the field.
Receive Date	If the order is a partially received order, the date the first part of the order was received is displayed here.
Funding Source	The funding source for the vaccine.
Quantity Ordered	The original order quantity.
Quantity Approved	The quantity approved by the order Approver. If a quantity was denied by the approver, a message icon appears in this field. Click it to open the Order Denial Reason window. Click OK when finished reviewing the information.
Quantity Shipped	If the VTrckS shipment file or Depot fulfillment was imported, this field displays the quantity shipped. Otherwise, it is blank.
Receipt Quantity	Enter the receipt quantity (whole number only) for the vaccine and lot number. Leave the field blank to receive that part of the order at a later time.
Rejected Quantity	The quantity of the vaccine that was rejected.
Action	If the receipt quantity differs from the order quantity, click Adjust, enter a dose quantity on the Adjust Receipt Quantity window that opens, select an adjustment reason, and click Save. Multiple adjustment reasons can be added. If there are multiple lots, enter the first lot number, expiration date, and quantity for the first lot, then click the Add Lot button. Another row is added to the vaccine - enter the lot number, expiration date and receipt quantity for that lot number. After the buttons have been clicked and the required information has been entered, this field shows the related message(s) and/or the status, such as Received.

Receive a Transfer

Once the transfer has been located in the list, click the Receive button ( Receive button

). The Receive Transfer page opens with the transfer number, transfer status, approver name and date, sending organization/facility contact information, and the name of the receiving organization/facility at the top, and the vaccine transfer details displayed underneath.

Enter the receipt quantity for each vaccine received, enter an adjustment reason if necessary, and then click the Receive button at the bottom of the page. The system validates the required fields, saves the data, and adds the quantity received to the organization or facility's inventory. The transfer is then removed from the list on the Orders and Transfers page.

Note that if the amount entered into the Receipt Quantity field is less than the approved or transferred quantity, an adjustment reason must be entered for the discrepancy (click the Adjust button that appears in the Adjustment column).

Column/Field	Description
Vaccine	The vaccine name, manufacturer, packaging information, NDC number, and tracking number for the specific vaccine. If Tracking # is included, click it to open the Tracking # pop-up window and view the tracking number for the order. If necessary, the tracking number for the order can then be copied from this window and pasted into a package tracking form (such as for USPS, UPS and FedEx package tracking).
Lot #	The vaccine lot number.
Expiration Date	The vaccine lot expiration date.
Approved Quantity	The number of doses approved for the transfer.
Transfer Reason	The submitted reason for the transfer.
Receipt Quantity	Enter the number of doses received.
Adjustment	If the receipt quantity differs from the approved quantity, click Adjust, enter a dose quantity on the Adjust Receipt Quantity window that opens, select an adjustment reason, and click Save.