Search History

The Search History feature is used to search for and/or view all orders and transfers that have been placed, regardless of status. To access the Search History page in IWeb, click the Orders & Returns > Search History link in the VOMS menu. The Search History page opens in the IWeb application.

Search for Orders, Transfers, Returns, or Wastage

On the Search History page (Orders & Transfers > Search History from the VOMS menu, which opens the Search History page in IWeb), select Orders, Transfers, Returns, or Wastage to search through. Enter the search criteria. (Enter more criteria to narrow the search; enter fewer criterion to retrieve more search results.) See the tables below for the available fields for each type of search.

If necessary, limit the search by one or more of the following (depending on the type of search performed):

When finished entering the search criteria, click Search to perform the search and display the results on a separate page. To export the results to a CSV file instead, click Export Report. See Export the Search Results for more information.

Field	Description
Facility	Select a Facility from the drop-down list. Only Facilities associated with the Organization are listed.
PIN	The VFC PIN number is automatically populated based on the organization/facility and cannot be changed.
Submit Date	Enter the From and Through dates to search for a submission date range. Click in the field to use the pop-up calendar. Otherwise, enter the date in MM/DD/YYYY format.
Receipt Date	Enter the From and Through dates to search for a receipt date range. Click in the field to use the pop-up calendar. Otherwise, enter the date in MM/DD/YYYY format.
Approval Date	Enter the From and Through dates to search for an approval date range. Click in the field to use the pop-up calendar. Otherwise, enter the date in MM/DD/YYYY format.
Denial Date	Enter the From and Through dates to search for a denial date range. Click in the field to use the pop-up calendar. Otherwise, enter the date in MM/DD/YYYY format.
Vaccine	Select one or more vaccines to search for, or do not select any of you want a complete list of all vaccines.
Lot Number	Enter a specific vaccine lot number to search for.
Order Status	Select a specific order status from the drop-down menu.
Order Number	Enter a specific Order number to search for.
Include deleted orders	Select this option to include deleted orders in the search results.

Field	Description
Facility	Select a Facility from the drop-down list. Only Facilities associated with the Organization are listed.
PIN	The VFC PIN number is automatically populated based on the organization/facility and cannot be changed.
Submit Date	Enter the From and Through dates to search for a submission date range. Click in the field to use the pop-up calendar. Otherwise, enter the date in MM/DD/YYYY format.
Approval Date	Enter the From and Through dates to search for an approval date range. Click in the field to use the pop-up calendar. Otherwise, enter the date in MM/DD/YYYY format.
Vaccine	Select one or more vaccines to search for, or do not select any of you want a complete list of all vaccines.
Transfer Number	Enter a specific Transfer number to search for.

Field	Description
Facility	Select a Facility from the drop-down list. Only Facilities associated with the Organization are listed.
PIN	The VFC PIN number is automatically populated based on the organization/facility and cannot be changed.
Submit Date	Enter the From and Through dates to search for a submission date range. Click in the field to use the pop-up calendar. Otherwise, enter the date in MM/DD/YYYY format.
Approval Date	Enter the From and Through dates to search for an approval date range. Click in the field to use the pop-up calendar. Otherwise, enter the date in MM/DD/YYYY format.
Vaccine	Select one or more vaccines to search for, or do not select any of you want a complete list of all vaccines.
Return Number	Enter a specific Return number to search for.

View Order/Transfer/Return/Wastage Details

After performing a search, the search results are listed in the Orders / Transfers / Returns / Wastage section in the lower portion of the screen or on a new page in IWeb. To view the details of one order, transfer, return, or wastage, click the arrow button in the Select column for that line item. The information displays in Order Header and Order Items sections.

The following fields appear in the Order Header section. Note that the field names may differ depending on whether you are view the details for an order, transfer, return or wastage:

Field	Description
Organization (IRMS)	Name/number of the currently selected Organization (IRMS). This field is read-only.
Facility	Name of the Facility associated with the Organization (IRMS) and/or the order/transfer/return/wastage.
PIN	VFC PIN
Order Number	Order number for this order.
Submit Date	Date the order was submitted or placed.
Submitter	User name and ID of the person who submitted the order.
Receiver	If the order was received, the user name and ID of the person who received the order.
Comments	Any comments about the order entered when it was received.
Original Order #	Initial or original order number. This can be useful if there is a backorder.
Order Set / Order Type	Combination of the order set description and the order type display name. Example: ABC Order Set / Adult Orders. This is the name of the vaccine order set that defines the vaccines that can be ordered by the organization. Displays only if the user has state or local order approver permissions. If multiple order sets are available, select one from the drop-down list to view details for that order set.
Exception Reason	The reason the order received an exception. Visible only to local and state approvers. Saved as part of the order history. Example exception reasons: Outside assigned order timing Outside assigned order schedule Outside recommended order quantity
Order Frequency	Enter any additional information about the vaccine order (per line item).
Order Schedule	Denotes the provider's ordering frequency and timing. If the organization/facility does not have an ordering frequency set, the ordering frequency is derived from the registry setting. If there is an organization or facility setting, it will override the registry setting. Examples: Blank - Do not validate this Annual - Calendar year Every six months - Month will vary as assigned Every three months - Month will vary as assigned Every two months - Month will vary as assigned Monthly - 1st day of the month to the last day of the month Twice monthly - 1st to the 15th and 16th to the last day of the month
First Name Middle Name Last Name Phone Number Phone Extension Email	First, middle and last names; phone number and extension; and email of the contact person in case there are questions about the order.
Address	Address of the contact person.
City	City name associated with the address of the contact person.
State	State name associated with the address of the contact person.
Zip	Zip code associated with the address of the contact person. If only one zip code exists for the city, it will automatically populate. If the city/state fields have been edited and more than one zip code exists for the city, the Select Zip Code dialog box will appear.
Instructions	Any special instructions about the order.
Order Status	Status of the order. When creating an order, In Progress is automatically used.
Approver	User name and ID of the person who approved the order.
Approval Date	Date the order was approved by the approver.
Exception Description	Description of the Exception Reason.
Exception Comment	Any additional comments regarding the exception displayed in the Exception Reason field.
Order Timing	Select when orders can be placed by both the Organization (IRMS) and the Facility add/update screens. This is not a registry-wide property setting. Choices are: Blank (no validation) 1st to the 15th 16th to end of month If the provider orders outside of their order timing window, a pop-up window appears upon order submission stating Your order is outside the assigned order timing. Your LHJ Local Health Jurisdiction will have to approve this exception. Select an exception comment and click "Submit" to place this order. The exception comment and exception reason are visible to both local and state approvers and are saved as part of the order history. The submitted order is queued for Manual Review with the Exception Reason of Outside Assigned Order Timing.

These fields appear in the Order Items section. Note that the field names may differ depending on whether you are view the details for an order, transfer, return or wastage:

Field	Description
Vaccine	Type of the vaccine ordered.
Vaccine Name	Brand name of the vaccine ordered.
Funding Source	Funding source of the vaccine ordered. May be shown as PUB (public), PVT (private), or 317 (for specific VFC) or other state-designated funding source.
Dose Used Last Month	If required, the field populates based on the doses reported in the previous reporting month.
Physical Inventory	If applicable (by state), the field populates based on the doses available in inventory.
Recommended Quantity	If applicable, the recommended quantity for orders.
Ordered Quantity	The ordered quantity entered when the order was created.
Approved Quantity	The quantity approved by the local or state approver.
Received Quantity	The quantity of vaccine received by the provider.
Rejected Quantity	The quantity of vaccine rejected by the approver.
Priority Reason	If a priority reason was entered, it will appear here.
Receipt Date	The date the order was received.
Comments	Any comments regarding the order.
Tracking #	Tracking number associated with the line item from the shipment file.

If applicable, enter any special instructions, edit any of the quantities, and click Save Changes.

Export the Search Results

To export the search results to view or print them, click the Export Report button on the Search History page in IWeb. The File Download dialog box appears, with options to Open (opens the file in the default spreadsheet application, such as Microsoft Excel), Save the CSV file to a selected location, or Cancel.

VFC Pin, Organization (IRMS) Id, Organization (IRMS) Name, Facility, Order Number, Order Status (current status of the order), Order Submit Date, Submitter Name, Local Approval Date, Local Approver Name, Order Approval Date, State Approver Name, Order Receipt Date, Receiver Name, Order Line Id, Vaccine, NDC Number, Lot Number, Manufacturer, Expiration Date, Order Quantity, Approved Quantity, Received Quantity, Cost/Dose (Cost associated with the vaccine at the time of State Approval; pulls from the Vaccine Settings for the selected report time period), Total Cost (calculated by multiplying the cost per dose by received quantity or cost per dose by approved quantity if no received quantity is available), Tracking Number, Ship Date, Exception Reason, Exception Description, Exception Comment

Return to VOMS

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