VOMS State User Guide (v. July 2018)

Import Pre-Booking Files

This application page allows users with approver status and the Enable Import Pre-Booking property to import .csv files generated from the Flu Pre-Booking feature.

To import a pre-booking file, click the Approvals & Management > Import Pre-Booking Files menu link. Next, click Browse, locate the .csv file to be imported and click Open, then click Import.

If an error appears, correct the error in the file and re-import it. Note that the date in the .csv file must be in MM/DD/YYYY format, so if a spreadsheet dropped a leading zero before the file was saved in .csv format, the date must be corrected in the file and the file re-uploaded for importing.

If the error states that a vaccine is not found (see image below), there is either a typo in the name in the file or the vaccine needs to be added to the Flu-Pre-Booking order set. See Flu Pre-Booking for more information about the order set.

NOTE: If there is an error during the import process, correct the error and re-upload the same file. The system only imports the items that did not clear previously.

Example file error on the Import Pre-Booking Files page

Once the file has been successfully imported, a confirmation message appears. Click the Download Orders File button to download a copy of the order form file. Once the file has been downloaded, the Clear button appears. Click Clear to clear the page and start over with another file to import.

Example successful import message on the Import Pre-Booking Files page

Orders are automatically placed in the Orders for Review and Approval queue of the Approve Orders page, with the status of Approved. Follow the normal workflow steps to send the order(s) to VTrckS.

Notes:

Shipping files can be uploaded and used for Flu Pre-Booking as with other orders
If the order file needs to be regenerated for the imported Flu Pre-Booking file, re-import it and click the Download Orders File. The orders are not re-imported, but the downloaded order file is the same.
After the Flu Pre-Booking file is imported, providers can view orders and order statuses on the Orders & Returns > Orders & Transfers page and received orders appear in inventory as usual.