VOMS Organization/Facility Client User Guide (v. March 2018)

Vaccine Returns

Authorized users can view a list of returns on the Vaccine Returns page (Orders & Returns > Returns link in the menu). (The organization/facility must have the Allow Vaccine Returns option enabled.) From this page, users can verify the receiving organization/facility, select a shipping label method, enter return quantities, submit a return, and print the packing list. Click here to see an example Vaccine Returns page.

If the State Depot Return Workflow is selected on the Admin & Settings page (and an organization is designated as the vaccine return depot), the receiving organization is displayed at the top of the Vaccine Returns page. If the McKesson Return Workflow is used, the receiving organization section displays McKesson.

The options, columns, fields, and buttons available on this page are as follows:

Option/Column/Field/Button	Description
Shipping Label Method	These options only display for the McKesson Returns Workflow; users using the State Depot Returns Workflow do not see this section. Select the shipping label method: Mail (default) - The shipping label is to be mailed to the provider Pick-up - The provider will pick up the shipping label Email - The shipping label is to be emailed to the provider. This option is not available  if there is no email address entered on the organization/facility's maintenance page for the primary vaccine coordinator.
Vaccine	The vaccine name, manufacturer, packaging information, and NDC number for the specific vaccine lot numbers.
Lot #	The vaccine lot number. If more than one lot number exists for the vaccine, the information for each lot number is listed on a separate row, but still connected to the main vaccine row.
Expiration Date	The vaccine expiration date (per lot number).
Funding Source	The vaccine funding source (per lot number).
Returnable Quantity	The wasted quantity (per lot number).
Quantity to Return	Enter the number of doses that are being returned (per lot number).
Quantity on Hand	The current quantity on hand for that vaccine lot number.
Return Reason	The return reason for that lot vaccine lot number.
Wastage Cost	The total wastage cost for that vaccine lot number and return quantity.
Remove ()	To remove a lot number from a vaccine return, click the remove icon in the far right column.
Cancel	Click this button to cancel the return.
Submit and Print Vaccine Return	Click this button to submit the return and print the packing slip.

Select the options and enter the information as required, then click Submit and Print Vaccine Return to submit the order and print a packing slip. The Vaccine Return Submission pop-up window appears. Review the information, select the number of boxes are needed for the return, and click Confirm & Print. From the Download Packing List pop-up window, click the Download icon to download the packing list(s) for the selected number of boxes.

McKesson Returns Workflow

The following are the workflow steps for McKesson vaccine returns:

1. Provider reconciles the inventory with return reason(s)
2. Provider navigates to Orders & Returns > Returns
3. Provider finalizes the vaccine return quantity and prints the return packing slip
4. Local/State Approver approves the vaccine return
5. State Approver generates the VTrckS return file
6. State Approver uploads the VTrckS file
7. VTrckS receives the return file
8. Receiving organization generates the shipping label and sends it to the provider/sender
9. Provider receives the shipping label, attaches the label, and sends the return to the receiving organization
10. Receiving organization receives the returns

State Depot Returns Workflow

The following are the workflow steps for State Depot vaccine returns:

1. Provider reconciles the inventory with return reason(s)
2. Provider navigates to Orders & Returns > Returns
3. Provider finalizes the vaccine return quantity and prints the return packing slip
4. The VOMS application creates an outbound transfer/return
5. The VOMS application creates an inbound return/transfer for the State
6. State Depot Approver receives vaccines in VOMS
7. State Depot Approver generates a VTrckS return file
8. State Depot Approver imports the VTrckS file
9. VTrckS receives the return file
10. Returns Depot generates the shipping file and sends it to the provider/sender
11. Provider receives the shipping label, attaches the label to the return, and processes it
12. Returns Depot receives vaccines

Related topics:

• Orders & Returns
• Orders & Transfers
• Create a New Order
• Create a New Transfer
• Receive an Order
• Archive a Denied Order/Transfer
• Search History
• Vaccine Brand Selection