Create Order Screen

 Purpose

The Create Order screen is used to place a new vaccine inventory order through the system and submit to the state for processing. The Create Order screen can be reached from the Manage Order screen.  Note: Some vaccine may not be available for ordering. This is dependant upon whether your organization is public or private.

 Information Provided

The Create Order screen is broken into four sections: Create Order, VFC Profile, Vaccine Delivery Hours and Special Instructions, Comments and Vaccine Order Tables.

The Create Order section displays non-editable information, relevant to the specific order.

 Field Name

Description

Order Status

Status of the order displayed.  From the Create Order screen this should default to Pending.  

Order Date

Date the order was created.  From the Create Order screen this should default to the current date.

Submitted By

User creating the order.  From the Create Order screen this should list your user name.

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The VFC Profile section will list information from your organization's VFC profile.  If this information is not correct contact your administrator to make the necessary changes to your organizations VFC profile.

 Field Name

Description

Organization

Organization for which the order is being created.  By default this should list your organization.

VFC Pin

Your organization's unique VFC Pin number.

Delivery Address

Delivery address for your organization.  

Delivery Contact

Delivery contact for your organization.  Listed here will be the main contact from your organizations VFC Profile.  In most cases this will be your primary vaccine coordinator.

Phone Number

Phone Number for your organization.

Fax Number

Your organizations fax number.

Email

Your organizations e-mail.  In most cases this will be listed as your administrators e-mail address.

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The Vaccine Delivery Hours and Special Instructions section will list your organization's availability for physically receiving order as well as the Special instructions for receiving orders. Special Instructions field has a 35 character limit. 

Note: The delivery hours and special instructions are not specific to a single order.  Altering this field will do so for all present, past and future orders.

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 Field Name

Description

Comments

150 character maximum free-text field.  Note: This field is specific to each order.

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The vaccine order tables consist of three identical sections: Pediatric/State Supplied Vaccine, Adult/State Supplied Vaccine and Pandemic/State Supplied Vaccine.  Whether a vaccine is displayed within one table or the other will be tied to the NDC.

 Field Name

Description

# Doses

Number of doses to be ordered of the respective vaccine.  Must be a whole number, and an integer multiple of the Doses per Package field.

Vaccine

Vaccine to be ordered.

Trade Name

Trade Name of vaccine to be ordered.

Manufacturer

Manufacturer of vaccine to be ordered.

Packaging

Useful information pertaining to the packaging of vaccine to be ordered.

NDC

NDC of vaccine to be ordered.

Doses per Package

Number of doses per package of vaccine to be ordered.  Input # Doses field must be a multiple of this field.

Doses Given Since Last Count

Number of doses having been administered (or deleted) between the last two inventory counts.  Will summate transacted values of all vaccine of the indicated NDC.

Last Inventory Count Entered

Latest count from inventory for the vaccine lot.

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 Functionality

  1. Input the desired number of vaccine within the # Doses column.  

  2. Make sure the number entered is not only a whole number, but also an integer multiple of the Doses per Package field.

  3. Once you're satisfied with your order entries, select to Save & Submit to submit the order to the state, or select Return to List to return to the Manage Order screen without saving any of the data having been input.

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