Manage Transfers

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Manage Transfers Screen

Purpose

The manage transfers screen is used to create, edit, receive, return, and restock pending or complete outbound, inbound, and historic inventory transfers through the system. The manage transfer screen has two tabs.

Manage_Transfer - This tab displays the transfers that are pending approval, outbound, inbound and historic transfers. This tab is used to to edit, receive, return, restock the transfers.
New_Transfer - This tab is used to create new transfers.

The pending approval, outbound, and inbound tabs provide the below additional functionalities based on the status of the transfers.

Manage Transfer

This tab displays the

Search Section

The Search section allows searching the transfers based on

Create date of the transfer. This section is available only for historical transfers and is disabled when the historical tab is not in focus.
Organization details such as org name, org id etc. This section is available for all tabs and the transfers are filtered based on the selection made
vaccine group which restricts the transfers based on the vaccine group selected. This section is available for all tabs and only the transfers with at least one vaccine that belongs to the vaccine group selected are displayed.

Pending Approval Tab

The Pending Approval Transfers tab displays the list of transfers created by your organization that are waiting for approval from Idaho State. The information displayed is detailed below.

Filed	Description
Plus Icon	The 'plus' icon expands when clicked and displays the transfer item details. When clicked again, the detail information is hidden.
Transfer ID	The transfer ID of the transfer.
Create Date	The date the transfer was created.
Sending Org	The org that created the transfer.
VFC PIN	The VFC PIN of the org that created the transfer.
Specialty PIN	The Specialty PIN of the org that created the transfer.
Receiving Org	The org that is receiving the transfer.
VFC PIN	The VFC PIN of the org that is receiving the transfer.
Specialty PIN	The Specialty PIN of the org that is receiving the transfer.
Edit Icon	When clicked a pop-up is displayed when the transfer can be edited or cancelled.

When the transfer is expanded using the 'plus' icon, the transfer item details are displayed. The information displayed is detailed below.

Filed	Description
ID	The transfer item ID
Transfer Quantity	The quantity of the transfer.
Trade Name	The trade name of the vaccine
Vaccine	The vaccine name.
Lot Number	The vaccine lot number.
Quantity Available	The quantity available to transfer (which excludes the transfer for the same vaccine/lot that are not yet shipped).
Receiving Org	The org that is receiving the transfer.
Public	If the vaccine is public, then 'Y' is displayed and if private, then 'N' is displayed
Expiration Date	The lot expiration date.

Outbound Tab

The Outbound Transfer tab displays transfers that are outbound from your organization. Outbound transfers can also include returns on an order or transfer if there was an issue with the inventory received.

Filed	Description
Plus Icon	The 'plus' icon expands when clicked and displays the transfer item details. When clicked again, the detail information is hidden.
Transfer ID	The transfer ID of the transfer.
Create Date	The date the transfer was created.
Type	The types of the transfer Transfer or Order or Return.
Status	The status of the transfer such as approved, shipped, rejected, accepted etc.
Sending Org	The org that created the transfer.
VFC PIN	The VFC PIN of the org that created the transfer.
Specialty PIN	The Specialty PIN of the org that created the transfer.
Receiving Org	The org that is receiving the transfer.
VFC PIN	The VFC PIN of the org that is receiving the transfer.
Specialty PIN	The Specialty PIN of the org that is receiving the transfer.
Ship Date	The date the transfer was shipped, blank if unavailable.
Receive Date	The date the transfer was received, blank if unavailable.
Return Date	The date the transfer was return by the receiving org, blank if unavailable.
Packing List Icon	The packing list icon displays the packing list in a new tab/window. This icon will be displayed in yellow if the packing list has not been generated. Clicking on it will generate the packing list and change the icon to blue. It will be displayed in blue if the packing list has been generated and clicking on it will display the generated packing list.
Ship Icon	The ship icon will display a pop-up when clicked, from where the transfer can be shipped. The icon will be disabled when the packing list has not been generated yet. The icon will be displayed in blue when the transfer is ready to be shipped.

When the transfer is expanded using the 'plus' icon, the transfer item details are displayed. The information displayed is detailed below.

Filed	Description
ID	The transfer item ID
Transfer Quantity	The transfer ID of the transfer.
Trade Name	The trade name of the vaccine
Vaccine	The vaccine name.
Lot Number	The vaccine lot number.
Quantity Available	The quantity available to transfer (which excludes the transfer for the same vaccine/lot that are not yet shipped).
Receiving Org	The org that is receiving the transfer.
Public	If the vaccine is public, then 'Y' is displayed and if private, then 'N' is displayed
Expiration Date	The lot expiration date.
Accepted Quantity	The quantity accepted by the receiving org, blank if unavailable.
Reject Quantity	The quantity rejected by the receiving org, blank if unavailable.
Reject Reason	The reason for the rejection, if rejected by the receiving org, blank if unavailable.

Inbound Tab

Inbound Transfer tab that displays transfers that are inbound to your organization. (Transfers are created every time an order is filled, whether full or partial.)

Filed	Description
Plus Icon	The 'plus' icon expands when clicked and displays the transfer item details. When clicked again, the detail information is hidden.
Transfer ID	The transfer ID of the transfer.
Create Date	The date the transfer was created.
Type	The types of the transfer Transfer or Order or Return.
Status	The status of the transfer such as approved, shipped, rejected, accepted etc.
Sending Org	The org that created the transfer.
VFC PIN	The VFC PIN of the org that created the transfer.
Specialty PIN	The Specialty PIN of the org that created the transfer.
Receiving Org	The org that is receiving the transfer.
VFC PIN	The VFC PIN of the org that is receiving the transfer.
Specialty PIN	The Specialty PIN of the org that is receiving the transfer.
Ship Date	The date the transfer was shipped, blank if unavailable.
Receive Date	The date the transfer was received, blank if unavailable.
Return Date	The date the transfer was return by the receiving org, blank if unavailable.
Packing List Icon	The packing list icon displays the packing list in a new tab/window. This icon will be displayed in yellow if the packing list has not been generated. Clicking on it will generate the packing list and change the icon to blue. It will be displayed in blue if the packing list has been generated and clicking on it will display the generated packing list.
Receive Icon	The receive icon will display a pop-up when clicked, from where the transfer can be accepted or rejected or partially accepted. The icon will be disabled when the transfer was not yet shipped by the sending org or if the transfer was already accepted. The icon will be displayed in blue when the transfer is ready to be accepted. The icon will be displayed in yellow if the transfer was rejected or partially accepted and the rejected items are not yet shipped back to the receiving org.

When the transfer is expanded using the 'plus' icon, the transfer item details are displayed. The information displayed is detailed below.

Filed	Description
ID	The transfer item ID
Transfer Quantity	The quantity of the transfer.
Trade Name	The trade name of the vaccine
Vaccine	The vaccine name.
Lot Number	The vaccine lot number.
Quantity Available	The quantity available to transfer (which excludes the transfer for the same vaccine/lot that are not yet shipped).
Receiving Org	The org that is receiving the transfer.
Public	If the vaccine is public, then 'Y' is displayed and if private, then 'N' is displayed
Expiration Date	The lot expiration date.
Accepted Quantity	The quantity accepted by the receiving org, blank if unavailable.
Reject Quantity	The quantity rejected by the receiving org, blank if unavailable.
Reject Reason	The reason for the rejection, if rejected by the receiving org, blank if unavailable.

Historic Tab

Historic Transfer tab that displays completed transfers. For example, a transfer sent to your organization has been received and accepted. You can enter a date range for viewing historic transfers. The date that the report is run is always the date the transfer was last updated, i.e. when it was accepted or restocked.

Filed	Description
Plus Icon	The 'plus' icon expands when clicked and displays the transfer item details. When clicked again, the detail information is hidden.
Transfer ID	The transfer ID of the transfer.
Create Date	The date the transfer was created.
Type	The types of the transfer Transfer or Order or Return.
Status	The status of the transfer such as approved, shipped, rejected, accepted etc.
Sending Org	The org that created the transfer.
VFC PIN	The VFC PIN of the org that created the transfer.
Specialty PIN	The Specialty PIN of the org that created the transfer.
Receiving Org	The org that is receiving the transfer.
VFC PIN	The VFC PIN of the org that is receiving the transfer.
Specialty PIN	The Specialty PIN of the org that is receiving the transfer.
Ship Date	The date the transfer was shipped, blank if unavailable.
Receive Date	The date the transfer was received, blank if unavailable.
Return Date	The date the transfer was return by the receiving org, blank if unavailable.
Restock Date	The date the rejected and shipped back transfer is restocked by the receiving org, blank if unavailable.

When the transfer is expanded using the 'plus' icon, the transfer item details are displayed. The information displayed is detailed below.

Filed	Description
ID	The transfer item ID
Transfer Quantity	The quantity of the transfer.
Trade Name	The trade name of the vaccine
Vaccine	The vaccine name.
Lot Number	The vaccine lot number.
Quantity Available	The quantity available to transfer (which excludes the transfer for the same vaccine/lot that are not yet shipped).
Receiving Org	The org that is receiving the transfer.
Public	If the vaccine is public, then 'Y' is displayed and if private, then 'N' is displayed
Expiration Date	The lot expiration date.
Accepted Quantity	The quantity accepted by the receiving org, blank if unavailable.
Reject Quantity	The quantity rejected by the receiving org, blank if unavailable.
Reject Reason	The reason for the rejection, if rejected by the receiving org, blank if unavailable.

New Transfer

The manage transfer tab enables the providers to create new transfers to other transfers. The following information are displayed/needed to create a new transfer.

Filed	Description
Sending Org	The org creating the transfer, which is the org that is currently logged in.
Receiving Org	This drop down allows the sending org to select the org that will be receiving the transfer. The drop-down allows searching for an org name.
Include Private Inventory	The new transfer shows only the public funded vaccines in the org's inventory. If the check box is checked, it displays the private vaccines as well.
Reset Quantities	The reset quantities button will clear the quantities entered against vaccine items.
Save	The save button saves the quantities entered against vaccines creating a new transfer.
Search	The field allows searching the inventory for a matching text.

Edit Transfer

The transfers that are not yet shipped can be edited by the sending organization. You can click the edit icon in the Pending Approval tab (if the transfer is yet to be approved) or in the outbound tab (if the transfer is approved).

The edit transfer screen looks and works similar to new transfer screen.It also provides the below additional functionalities.

Change the receiving org using the receiving org drop-down.
Cancel Transfer, which will completely cancel the transfer.
Remove a vaccine from the transfer.
Edit the quantities for one or more vaccines in the transfer.

Print Packing List

The packing list must be printed before a transfer can be shipped. The packing list icon in the outbound tab will be displayed in yellow until the packing list is printed. The icon is displayed in blue after the packing list is printed. The inbound tab also displays the packing list icon that will display the packing list of the incoming transfer.

Ship Transfer

The Ship Transfer screen is used to finalize your transfer after it has been setup through the New Transfer screen and reviewed in the Edit Transfer screen.

The outbound tab displays the ship icon and this icon will be disabled when,

The packing list is not printed yet
The transfer is already shipped

The icon, when enabled and clicked upon, opens a popup. The popup displays the sending and receiving organization details. The ship date field accepts the shipping date of the transfer and it cannot be blank. The ship button, when clicked, ships the transfer. The receiving organization can accept the transfer after the transfer is shipped.

Note: For return transfers, the VTrckS Return ID is required. This field is not editable and will be automatically populated. If the VTrckS return ID is not generated, you will be able to edit or cancel the transfer.

The table after the ship button displays the transfer details in the below format. These information cannot be changed.

Filed	Description
ID	The transfer item ID
Trade Name	The trade name of the vaccine.
Vaccine	The vaccine name.
NDC	The NDC of the vaccine.
Description	The package description of the vaccine.
Lot Number	The vaccine lot number.
Transfer Quantity	The quantity of the transfer.

Receive Transfer

The Receive Transfer screen is used to accept, reject, or partially accept/reject a transfer that was sent to you by an external organization. It is also used to accept the order transfer that was sent by IDHW. Here the transfer details will be displayed and you will be given options for what to do with the transfer.

Note: Please contact the Idaho Immunization Program at (208)334-5931 or iip@dhw.idaho.gov if public-funded vaccines are damaged during transfer. If a public-funded vaccine was transferred from the IDHW, you are not allowed to reject it.

The inbound tab displays the receive icon and this icon will be disabled when,

The transfer is not yet shipped
The transfer is already accepted

The icon, when enabled and clicked upon, opens a popup. The popup displays the sending and receiving organization details. After entering the Receive Date, the transfer can be,

Accept All - This is the default option, and if you click 'Save', then the transfer is fully accepted adding the lot quantity to a matching existing lot or creating a new lot. After the transfer is accepted, no changes are allowed and the transfer will be considered as a historical transfer.
- Note: If you are receiving an order transfer sent by IDHW or a transfer from IDHW, this will be the only option available as the transfer cannot be rejected or partially accepted.
Reject All - If you want to reject all of the transfer, you can select this option and select the reject reason and click 'Save'. The alert "These vaccines were sent to your organization. Please contact the sending organization before rejecting this order or items. Are you sure you want to reject this transfer?" is displayed. If you click 'No', then no changes are made and if you click 'Yes', then the transfer is rejected and another alert "This transfer has rejected items that must be returned. Please print a return packing list, set the return ship date, and save this transfer again." is displayed.
- An additional field Return Date (defaults to the current date) and an additional button 'Packing List' in yellow indicating the rejected transfer must be shipped back to the sending org, are displayed. After you review the packing list, the 'Save' button is once again enabled. When the 'Save' button is clicked, the rejected transfer is shipped back to the sending org.
- After rejecting the transfer, if the packing list is not reviewed or if the packing list is reviewed but the 'Save' is not clicked, the inbound tab will display the receive icon in yellow, indicating that the rejected transfer must be shipped back.
Partially Accept - If you want to accept only some parts of the transfer, you can do that by selecting this option. When this option is selected, the Quantity Accepted and Reject Reason in the below table become editable. You can change the accepted quantity and choose the reason for rejecting the rest of the quantity for each of the transfer item. When you click 'Save'. The alert "These vaccines were sent to your organization. Please contact the sending organization before rejecting this order or items. Are you sure you want to reject this transfer?" is displayed. If you click 'No', then no changes are made and if you click 'Yes', then the transfer is rejected and another alert "This transfer has rejected items that must be returned. Please print a return packing list, set the return ship date, and save this transfer again." is displayed.
- An additional field Return Date (defaults to the current date) and an additional button 'Packing List' in yellow indicating the rejected transfer must be shipped back to the sending org, are displayed. After you review the packing list, the 'Save' button is once again enabled. When the 'Save' button is clicked, the rejected transfer is shipped back to the sending org.
- After rejecting the transfer, if the packing list is not reviewed or if the packing list is reviewed but the 'Save' is not clicked, the inbound tab will display the receive icon in yellow, indicating that the rejected transfer must be shipped back.

The table after the Save button displays the transfer details in the below format.

Filed	Description
ID	The transfer item ID
Trade Name	The trade name of the vaccine.
Vaccine	The vaccine name.
NDC	The NDC of the vaccine.
Description	The package description of the vaccine.
Lot Number	The vaccine lot number.
Transfer Quantity	The quantity of the transfer.
Shipping Information	The shipping information of the transfer.
Quantity Accepted	Enabled only when the transfer is 'Partially Accepted'. You can enter the quantity you want to accept which cannot be more than the Transfer Quantity. Note: If you are receiving an order transfer sent by IDHW or a transfer from IDHW, you will not be able to edit this field.
Reject Reason	The reject reason when the transfer quantity is not fully accepted. This is a required entry when the quantity accepted is less than transfer quantity. Note: If you are receiving an order transfer sent by IDHW or a transfer from IDHW, you will not be able to edit this field.

Restock Rejected Transfer

The outbound tab displays the Ship icon in yellow when a transfer is rejected by the receiving org and needs to be restocked by the sending org. Once the rejected items are restocked, the icon is disabled.

The icon, when enabled and clicked upon, opens a popup. The popup displays the sending and receiving organization details. The Restock Date field accepts the restock date of the transfer and it cannot be blank. The Restock button, when clicked, restocks the returned items.

The table after the Restock button displays the transfer details in the below format. These information cannot be changed.

Filed	Description
ID	The transfer item ID
Trade Name	The trade name of the vaccine.
Vaccine	The vaccine name.
NDC	The NDC of the vaccine.
Description	The package description of the vaccine.
Lot Number	The vaccine lot number.
Transfer Quantity	The quantity of the transfer.