Add Inventory
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Add Inventory Screen

 Purpose

The Add Inventory screen is used to record a new vaccine lot received for use in inventory. This will allow you to keep track of the inventory you have available, if anything is running low or is going to expire, and add immunizations from your specific inventory lots.  

 Note:   Shipment records for public funded vaccine orders are imported into IRIS by the VFC Program Manager.    Verify that you do not have inbound inventory transfers for the vaccine before attempting to add a new vaccine lot manually. Only state-level users are allowed to add public-funded inventory.   Refer to manage inventory screen for information on how to accept transfers into inventory.  

Back to manage inventory

 Information Provided

The information provided explains how to add a new lot to your organization.

  1. On the manage inventory screen, click either the Public Inventory or Private Inventory button.  Make sure you select the appropriate site from the Manage Inventory screen.  

  2. Click the Add Inventory button on the upper right of the Manage Inventory-Funding Source Public or -Funding Source Private screen.  If you are provider level user, you will not see the Add Inventory button on the Manage Inventory-Funding Source Public screen.    

  3. On the Add Vaccine Inventory Information screen, enter the Transaction Date by using the calendar for month, day and year, respectively.  The date must be in the MM/DD/YYYY format.  The Transaction Date field is required. It enables you to record the date when a vaccine lot was added to a site’s inventory.    

  4. Select either Trade Name or Manufacturer by clicking the radio button next to the appropriate pick list.  Trade name is selected by default.

  5. If the Trade Name radio button is selected, then a complete list of trade names will display in the Trade Name pick list.  

      1. Select a Trade Name. (If you choose the smallpox vaccine Dryvax, you must also specify whether or not it is in its reconstituted formulation. Please see the note below.)

      2. The Manufacturer pick list will now be driven off the selected trade name.  Only the manufacturer(s) that make the selected trade name will display in the Manufacturer pick list.

  6. If the Manufacturer radio button is selected, then a complete list of manufacturer names will display.

      1. Select a Manufacturer name.

      2. The Trade Name pick list will now be driven off the selected manufacturer.  Only the trade name(s) made by the selected manufacturer will display in the Trade Name pick list.

  7. Select the NDC from the vaccine lot package. This field is required for both public and private funded lots.

  8. Type in the lot number of the vaccine in the 'Lot Number' text box.

  9. Select the dose of the vaccine from the 'Dose (number only)' pick list.

  10. Enter the vaccine lot expiration date by using the calender for month, day and year, respectively. The date must be in the MM/DD/YYYY format to continue.

  11. Select the funding source of the vaccine lot from the Funding Source pick list. If you are a state-level user, you can change a vaccine lot's Funding Source  from Public to Private (and vice-versa).  If you are a provider-level user, you can only add add private-funded vaccine lots to a site's inventory.   

  12. Make sure that the vaccine lot is set to active.  A vaccine lot can be added to inventory only if it set to active.

  13. Type in the number of vaccine doses contained within the lot in the 'Quantity on hand' text box.

  14. Enter in a cost per dose in the 'Cost Per Dose ($)' field. This field is required if Funding Source is Public.   

  15. Click the Save button to save the new vaccine.

  16. If the new vaccine was saved successfully, the following message will be displayed: "Inventory was inserted successfully." *Note*

  17. Click the Add New button to clear the 'Add Vaccine Inventory Information' screen and repeat steps 2 through 16 to add additional new vaccines. You can also make changes to this recently added vaccine by updating a field and clicking the Save button, or click on the Cancel button to return to the manage inventory screen for public- or private-funded vaccines.

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 Functionality

Button

Description

The Save button will save the new inventory information to the database. Once saved you can either click on Cancel to return to the manage inventory screen for public or private inventory or click on Add New to add a new vaccine lot.

After you have added and saved a vaccine lot, the Add New button will appear.  It will clear all of the fields on the Add Inventory screen and allow you to enter a new vaccine lot to the database.

The Cancel button will do one of two things.

1. If you have already saved a new lot, clicking on the Cancel button will return you to the manage inventory screen for public or private inventory.

2. If you have not saved a new lot, clicking on the Cancel button will disregard any changes you have made and return you to the manage inventory screen for public or private inventory.

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 Notes

In the event the new vaccine cannot be saved, the system will prompt you to enter the corresponding information it has found missing. Fill in any missing information, and re-submit the new vaccine information by clicking the Save button.

The Smallpox vaccine Dryvax comes in two forms. If you are creating a new Dryvax lot, make sure to specify whether it is in the reconstituted or dry form. Once you chose Dryvax as the trade name on the Add Inventory screen, the Reconstituted indicator displays.

If the vaccine is in its dry powder form of the vaccine, make sure to set the Reconstituted radio button to No.

The reconstituted form is the liquid form of the vaccine, created when the powder is mixed with a diluent. Make sure to set the Reconstituted radio button to Yes.

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