Inventory Reconciliation

To reconcile the inventory, click Inventory > Reconciliation in the menu (after entering the organization/facility in the search bar, if necessary). The Reconcile Inventory page opens with two tab sections, Public and Private.

If the reconciliation report is due, or if the reconciliation is past due, a notice appears in the Action Items section of the dashboard page.

Underneath the header bar are the two tabs, Public and Private. The current date range is displayed immediately below the tabs, and the list of vaccines is below that. Note that in the list of vaccines, if a vaccine has more than one lot number, each lot number is displayed on a separate line.

Public and Private Tabs

Vaccines that were paid for through either state or federal programs (i.e., public) are listed separately in the Public tab section to make it easier to determine which vaccines require reconciliation as a prerequisite to ordering, if reconciliation prior to ordering is required. For private inventory, users are not required to record adjustment reasons.

Even though the vaccine inventory is divided by public and private lots, the column headings are the same for each section.

Print Reconciliation Worksheet

To generate and print a reconciliation worksheet (to use away from a computer at a storage location, for example), first click the Public or Private tab and then click the printer icon located on the far right side of the date range row. Once the Reconciliation Worksheet appears, click Print to print it.

The reconciliation worksheet includes the organization and facility name, the vaccine information, lot number, expiration date, funding source, quantity on hand, and blank cells for manual entry of physical counts and adjustment information.

To close the worksheet without printing it, either click the X in the upper right-hand corner or scroll down to the bottom of the worksheet and click Close.

Reconcile Inventory

NOTE: If the Bypass Dose-Level Accountability option is enabled for the organization/facility, the only available reconciliation reason for both positive and negative adjustments is Matches physical inventory. This allows providers who do not track inventory to the patient dose level to enter an appropriate reconciliation for recording current physical inventory.

Before reconciling the inventory, first select either the Public (default) or Private tab.

Column/Field

Description

(Vaccine Family)

Each vaccine family is identified with the family name in a row with a light blue background color, after which each vaccine lot is listed separately (with a white background color). Example vaccine family names: DTaP/DT/Td, FLU, HEP-A, HEP-B 3 DOSE.

Vaccine

The vaccine name, brand name, packaging, presentation, NDC number and Ordering Intent for the specific vaccine lot number.

NOTE: Ordering Intent will only display when the Separate Stock Feature Flag has been enabled. Private inventory is excluded.

Lot #

The vaccine lot number. Each lot number is displayed in a separate row.

Exp Date

The expiration date for this vaccine lot number. If the vaccine lot is due to expire, a clock icon is displayed above the date and the cell displays a yellow bar. If the lot has already expired, a triangle icon with an exclamation point (!) is displayed above the date and the cell displays a red bar. Examples: Example expiration dates with icons and bars

NOTE: The amount of time a vaccine lot is due to expire is dependent on the Lot Expiry Warning state property.

Funding Source

The vaccine funding source. Examples: PUB (Public), PRVT (Private), VFC, STATE.

Lot History

Click the View button in this column to see the history for the vaccine lot. A Lot History window opens, displaying the vaccine name, lot number, expiration date, and funding source listed at the top. Select a From and To date (click in the field and select the date from the calendar pop-up, then click OK), and click the Refresh button to change the default date range that first appears. Click Print to print the transaction history. The lot history window displays the following information for the vaccine lot and date range, if applicable:

Doses Received - The date, order/transfer number, and total number of doses received.
Undecremented Doses Administered - The administration date, vaccine, and lot number of any administered undecremented doses.
Doses Administered - The administration date, patient ID, and vaccine eligibility category for any administered doses.
Reconciliation Adjustments - The date, description, and dose change for any inventory adjustments that have occurred.

Click the X in the upper right-hand corner to close the pop-up window.

Quantity On Hand

The quantity on hand for the specific vaccine lot number.

Physical Counts

Enter the number of the actual physical quantity for the vaccine lot.

Discrepancy

If a discrepancy occurs after the physical count is entered, the discrepancy amount appears in this cell and an Adjust button appears in the Adjustments cell for that vaccine lot. Otherwise, this field is blank.

Adjustments

If there is a discrepancy between the Quantity On Hand and the Physical Count for a specific vaccine lot, click the Adjust button. The Adjust Quantity pop-up window opens with the vaccine name, lot number, expiration date, funding source, and total number of dose discrepancy at the top. Enter a dose amount, select an adjustment category and adjustment reason from the related drop-down lists, and either click Add Another Reason (to add another adjustment category and reason) or click Save to save the information and return to the Reconcile Inventory page. (Click the minus icon to delete a row.)

After saving the adjustment information, the dose quantity and adjustment reasons appear in the Adjustment field, along with a link to re-open the Adjust Quantity window to make changes when needed. If you accidentally enter a physical count amount in the field for the wrong vaccine lot, even if you already selected adjustment reasons, simply remove the number from the Physical Counts field and start over with the correct vaccine lot number.

NOTE: If a returnable adjustment reason is selected, a return is automatically generated and populated in the Returns queue. If a wastage adjustment reason is selected, a wastage return is automatically generated and populated in the Wastage queue for approvers.

Inactivate

If the quantity on hand is zero, this vaccine lot can be inactivated by selecting the checkbox. This option only displays if the user has the Inactivate Inventory permission.

When finished reconciling the inventory, click Save to save the inventory (to submit it later) or Submit Inventory to actually submit the inventory reconciliation. Alternatively, you can click Clear to erase any entries made on the page, without saving or submitting. Note that you may need to scroll to the bottom of the page to see these buttons.

Vaccine Returns

Upon clicking Save or Submit Inventory, if a return reason was selected for an adjusted dose quantity, the user is notified that they have selected a returnable reconciliation reason and that a return has automatically been generated. The return is also populated in the Returns queue. Example return reasons include:

Vaccine Wastage

Upon clicking Save or Submit Inventory, if a wastage reason was selected for an adjusted dose quantity, the information is tracked as follows: