Manage Orders Screen

 Purpose

The manage orders screen is used to display a list of current and historical orders, and provide access to create, view, and modify orders.

 Information Provided

The Manage Orders screen is broken into 5 sections: Manage Orders, VFC Profile, Vaccine Delivery Hours and Special Instructions, Supporting Documentation and the Order List.

Above this top section useful information will be displayed as to whether your organization is currently enrolled in the VFC Program, or whether your supporting documentation is up to date.  

If you're supporting documentation is up to date, the Create Order button will be accessible; select it to create an order.  More information on navigating to the create order screen can be found below.

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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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Listed within this section you'll find information relevant to your organizations ability to place an order.

To create an order your organization's supporting documentation must be up to date.  More information on whether your supporting documentation can be found here:

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Table including current, historical, or both types of orders.  

  1. Select either of the three radio buttons to filter the information within this table.  More information on how to use these radio buttons can be found in the Showing Different Orders section.  

  2. Select any of the hyperlinks within the Status column to view that specific order.  More information on the information displayed, as well as the status descriptions can be found in the Viewing the Order List section.

Note: Only orders of a Pending status can be modified.  Modify these orders from the modify order screen.

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Showing Different Orders

This section explains how you can display different types of orders, whether historical, current or both types of orders. Read below to learn how to switch between the different views.

  1. Select the Current, Historical, or Both or radio button.

  2. Once selected a table will be displayed listing all the orders corresponding to the "show" selection chosen in step one.

Option

Description

Current

This is the default view that will display each time you view the manage orders screen. Select the 'Current' option to view only those orders that are still in process.  These would be orders displaying a status of either Pending, In Progress, Approved, Sent to CDC, Partial Ship, or Shipped.

Historical

Select the 'Historical' option to view only those orders that are considered to have been completed.  These would be orders displaying a status of either Canceled, Denied, Direct Ship, Partially Accepted, Accepted, or Rejected.

Note: By default all historical order in the last 30 days will be displayed.

  1. When using this option you are allowed to enter a date range for the historical orders you would like to view.

  2. Enter your dates in the 'Show Historical Orders by Date From:' and 'To:' boxes and click on the Refresh List button to refresh the list with the date range you entered.

Both

Select the 'Both' option to view both current and historical orders.

  • When this option is selected "Current Orders" will display at the top and "Historical Orders" will display below.

  • For 'Historical' orders you will have the option of entering a date range for the historical orders you would like to view.

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Viewing the Order List

This section describes viewing the display of orders that have been placed by your organization.  Listed below you will find all of the information necessary to view what is displayed on the screen.

 Field Name

Description

User

This field displays the user's name that created the order.

Last Updated Date

This field displays the date that the status of the order was last updated.

Order ID

This field displays the unique identification number of the order.

Submit Date

This field displays the date that the order was submitted in the system.

 

 

 

 

 

 

 

 

Status

This field displays the status of the order. Depending on where the order is in process you will see the following status:

Pending – This status indicates that the order has been created and is available for but has not yet been reviewed by the Idaho VFC Program. The order can still be modified by the provider organization and is not considered historical.

Canceled – This status indicates that the order was canceled by the provider organization. This type of order can no longer be modified, and is considered a historical order..

In Progress – This status indicates that the order has been received and is being reviewed by the VFC Program.  This type of order can no longer be modified by the provider organization but is considered a non-historical order. .

Denied – This status indicates that the entire order was denied by the VFC Program. This type of order can no longer be modified and is considered a historical order.

Approved – This status indicates that the VFC Program has reviewed the order and at least one order item has been approved. This type of order can still be modified and is considered a non-historical order.    

Sent to CDC - This status indicates that an order has been APPROVED by the VFC Program and the order has been included within an export to the CDC. This type of order can no longer be modified but is considered a non-historical order.  

Direct Ship – As of January , 2013:   This status will no longer be in used but will be retained for historical purposes.  This indicates that the order only included approved direct ship order items.   The order has been sent to the CDC, however, since it is directly shipped from the manufacturer, the shipment record will not be included the VACMAN shipment file and an inventory transfer record will not be created in IRIS.   The McKesson shipment file currently includes only non-direct ship files that are filled from the CDC’s vaccine distribution vendor ‘McKesson.’  This type of order can no longer be modified and is considered a historical order.   Providers would enter shipments from this order via the manage inventory (Add/Edit Inventory lot) screens.

Partial Ship – This status that some of the approved and exported order items have been shipped.  An inventory transfer has been created for the shipped items received while the remaining approved order items are still waiting to be filled. This type of order can no longer be modified but is considered a non-historical order.

Shipped -This status indicates that all of the approved and exported order items have been shipped.  An inventory transfer has been created for all approved shipped items.  This type of order can no longer be modified but is considered a non-historical order.

Partially Accepted – This indicates that the vaccine shipment was received and part but not all of the resulting inventory transfer was accepted by the ordering provider organization. This type of order can no longer be modified and is considered a historical order.

Accepted – This indicates that the vaccine shipment was received and the entire inventory transfer was accepted by the provider organization. This type of order can no longer be modified and is considered a historical order.

Rejected – This status indicates that the entire vaccine shipment was received and rejected by the provider organization. The entire shipment was then returned to and restocked by the VFC Program. This type of order can no longer be modified and is considered a historical order.

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Functionality

To create a new order, your organization's supporting documentation must be up to date.  If your organization's supporting documentation is out of date, a message indicating such will be displayed at the top of this screen, the manage order screen.

Once your organization's supporting documentation is up to date, the Create Order button will be accessible.  Upon selection of the Create Order button the create order screen will display.

Up to date supporting documentation requires:

  1. A cold storage temperature has been recorded for the previous day, within the cold storage log.

  2. An inventory count has been submitted within the previous 14 days.

Note: A valid delivery window must exists for the organization before an order can be created.

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As long as an order is of Pending status it can be modified from the modify order screen. Once an order is of any other status it cannot be modified, but can be viewed from the view order screen.

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