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New Transfer Screen |
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Purpose |
The New Transfer screen is used to setup an inventory transfer in the system. An inventory transfer can take place between your organization's site and another organization. Only active vaccines can be transferred.
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Information Provided |
Viewing a Sending Site for Transfer
The Sending Site is the organization that you are logged into. The 'Add From Inventory' table on the New Transfer screen will display the sending site's inventory that is available for transfer. The quantity available is not to be confused with actual quantity on hand. The difference is; quantity available is taking into account any transfers that are pending shipping. They have been set up for shipping but they have not been shipped. Regardless of actual quantity on hand, the "quantity available" is what is available for transfer.
The 'Sending Site' is displayed on the New Transfer screen. It will display the organization that you are logged into.
The available quantity for the Sending Site will be displayed in the 'Add From Inventory' table below on the screen.
NOTE: A site that does not have valid address items will not even display as an option here. To use a site that does not have valid address items you must enter those items on the manage sites screen for the site you want to use.
Selecting a Receiving Organization for Transfer
Selecting an Receiving Organization for transfer will set the external organization you are transferring inventory to. You do not select a site for this option. Once the receiving organization receives your transfer, it will specify which site they want the inventory stocked in.
The 'Receiving Organization' pick list is displayed on the New Transfer screen.
Select an organization from the list.
Selecting Inventory for Transfer
The table 'Add from Inventory' will be populated with an inventory listing once you have selected your 'Sending Site' in the section above. To add inventory items to your new transfer follow these instructions:
The table labeled 'Add from Inventory' contains the inventory associated with the 'Sending Site' selected and contains the following elements:
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Field Name |
Description |
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Transfer Quantity |
This field allows you to enter the number of doses you would like to transfer from the lot. |
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Trade Name |
This field displays the vaccine trade name for the vaccine listed. |
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Vaccine |
This field displays the vaccine name. For combo vaccines you will see all the separate vaccine group components for the combo vaccine displayed. |
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Lot Number |
This field displays the lot number for the vaccine listed. |
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Quantity Available |
This field displays the quantity available for transfer with respect to other pending or unshipped transfers. Note: Quantity available is equated by taking quantity on hand minus any pending inventory transfers. Occasionally this may end up being a negative number if for some reason the quantity for pending (unshipped) transfers becomes greater than quantity available. In the event there is a negative number displayed you can click on the quantity available and receive an explanation for the negative number. |
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Public |
This field indicates whether the vaccine listed is publicly or privately funded. |
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Expiration Date |
This field displays the expiration date for the vaccine listed. |
Enter a quantity you would like to transfer in the 'Transfer Quantity' field.
NOTE: You can add more than one lot at a time into your transfer by selecting multiple lots.
Click on the Save button to save your selected lot(s) to the transfer. Your added transfer items will now display in the 'Transfer Item' list at the top of the screen.
After saving you have now created a transfer and the Edit Transfer screen will be displayed allowing you to either edit your transfer or finalize the transfer by shipping it.
NOTE: Once a new transfer has been saved, it will be viewable to the receiving organization even if it has not been shipped. If it has not been shipped, it can only be viewed by the receiving organization, nothing can be accepted or rejected. Once the transfer has been shipped, then it can be accepted or rejected by the receiving organization. Conversely, the sending organization can modify the transfer only until they have shipped it. At that point, they can only view the transfer.
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Functionality |
The functionality on the New Transfer screen involves creating a new inventory transfer. The following buttons are available on this screen and descriptions for each are provided.
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Button |
Description |
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When you click on the Save button your transfer will be processed and you will be taken to the Edit Transfer screen. Here you can either edit the transfer or finalize the transfer by shipping it. |
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When you click on the Cancel button you will be taken to the manage transfer screen. Any changes you made will not be saved. |
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Notes |
Selecting Receiving Organization Note
The external organization's receiving site you are sending to must be set as having it's own inventory or else you will not be able to ship the transfer. The external organization must have a site with the same name as the organization. In addition, the external organization site must also have valid shipping address items or else you will receive an error when you try to ship. A valid shipping address must contain the following items:
Street Address, Other Address, or P.O. Box (any one of the three is sufficient)
City
State
Zip Code
This information can be entered or edited on the manage sites screen.
