Receive Transfer Screen

 Purpose

The Receive Transfer screen is used to accept, reject, or partially accept/reject a transfer that was sent to you by an external organization. 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.   

 Information Provided

Selecting a receiving site specifies where you want the inventory in the transfer to go to. Read below to learn how to select a receiving site.

    1. In the section labeled 'Receiving Site' you also have the pick list labeled 'Receiving Site'. From the pick list select the desired receiving site where you would like the inventory in the transfer to be placed. Note: Only sites with valid address information will display here, to review what is required click here.

    2. Next select the appropriate action for the transfer as explained later in this page, whether you want to Accept Entire Transfer, Reject Entire Transfer, or Partially Accept Transfer.

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This section explains how to view the details of the transfer. Listed below is a description for all of the items that will be displayed.

    1. The section 'Transfer Between Organizations Created on (Date)' is displayed on the screen. This is the same date you will see on the manage transfers screen for the transfer item.

    2. Here you will see the display items for the transfer for the sending entity and the receiving entity. The following information is displayed:

Field Name

Description

Organization

This field displays the name of the sending organization.

Site

This field displays the name of the site that the inventory is being transferred from in the sending organization.

VFC PIN

This field displays the Vaccines for Children (VFC) PIN.  

Address

This field displays the address of the site within the sending organization.

Contact

This field displays the contact name for the site within the sending organization.

Phone #

This field displays the phone number for the contact person within the sending organization's site.

Ship Date

This field displays the shipping date for the transfer.

Field Name

Description

Organization

This field displays the name of the receiving organization.

Site

This field displays the name of the site that the inventory is being transferred to in the receiving organization. Note: By default this is the site within the organization that has the same name as the organization.

VFC PIN

This field displays the VFC PIN.

Address

This field displays the address of the site within the receiving organization.

Contact

This field displays the contact name for the site within the receiving organization.

Phone #

This field displays the phone number for the contact person within the receiving organization's site.

    1. Further below you will see the 'Transfer Vaccine Item' table. This table contains the vaccine inventory information for the transfer. The following table describes the items contained:

 Field Name

Description

Transfer Quantity

This field displays the number of doses for the lot that was shipped.

Trade Name

This field displays the trade name for the lot that was shipped.

Vaccine

This field displays the vaccine name of the lot that was shipped.

NDC

This field displays the NDC of the lot that was shipped.

Description

This field displays the NDC Description of the lot that was shipped.

Lot Number

This field displays the lot number for the lot that is to be shipped with the transfer.

Inventory Action

This section will display the inventory action that will take place for the transfer. This is determined automatically and requires no action by you. The options are as follows:

Create New Lot - This action is performed if there is no existing matching lot for the transfer. A new lot in your inventory will be created for this item.

Merge with Existing Lot - This action is performed when an existing lot matches the lot being transferred in. The quantity from the lot being transferred in will be merged with an existing lot in your inventory. Note: When a transfer is merged with an existing lot that is inactive, the inactive lot will become active automatically.
 
 When a transfer is merged, the Cost Per Dose in the transferred lot and the existing lot will be compared and generally, the higher Cost Per Dose will be saved in the existing lot.

If the transferred lot Cost Per Dose is higher, then the existing lot Cost Per Dose will change.  For example, if Cost Per Dose on the transferred lot is $12.16 and Cost Per Dose on the existing lot is $11.49, the Cost Per Dose on the existing lot will become $12.16.

If the transferred lot Cost Per Dose is lower (or if it is 0), then the existing lot Cost Per Dose will remain the same.  For example, if Cost Per Dose on the transferred lot is $25.67 and Cost Per Dose on the existing lot is $26.00, nothing will change.

If the transfer comes from IDHW, the Cost Per Dose in  the existing lot will change.  For example, if Cost Per Dose on the transferred lot is $16.75 and Cost Per Dose on the existing lot is $18.48, the Cost Per Dose on the existing lot will change to $16.75.

Shipping Information

This field displays a hyperlink to a document that contains shipping information about an Order transfer.  The Shipping Information will be filled in only if transfer Type = Order.  

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Once you have viewed the detail items for the transfer you can now accept the transfer into your organizations inventory. Follow these steps to proceed with accepting the transfer:

    1. Click on the Accept Transfer button to accept the entire transfer. A message will appear asking you: "Are you sure you want to add all transfer items to your inventory?". Click Ok to accept all of the transfer items, otherwise click Cancel to remain on the screen.  After you accept the transfer items, the Manage Transfer screen will appear and you will see a "Transfer Successfully Accepted" message.

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Once you have viewed the detail items for the transfer and something is incorrect you can reject the transfer. Follow these steps to proceed with rejecting the transfer:

    1. Click on the Reject Transfer button.

    2. You will be directed to the Reject Entire Transfer screen where you must enter a reason for your rejection, and finalize the process by saving the transfer.

Once you have viewed the detail items for the transfer and a part of the transfer is incorrect but the rest is ok you can partially accept/reject the transfer. Follow these steps to proceed with partially accepting/rejecting the transfer:

    1. Click on the Partially Accept button.

    2. You will be taken to the Partially Accept Transfer screen where you can specify what you would like to keep and what you would like to send back to the sending organization. Also, here you can finalize the process by saving the transfer.

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 Functionality

The functionality on the Receive Transfer screen involves accepting, rejecting, or partially accepting/rejecting an inventory transfer.

Button

Description

When you click on the Packing List button, a Packing List PDF file will appear.  

 

When you click on the Accept Transfer button a message will appear asking you: "Are you sure you want to add all transfer items to your inventory?". Click Ok to accept all of the transfer items, otherwise click Cancel to remain on the screen.

 

When you click on the Reject Transfer button you will be taken to the Reject Entire Transfer screen where you can finalize rejecting the transfer.

 

When you click on the Partially Accept button you will be taken to the Partially Accept Transfer screen where you can finalize partially accepting/rejecting the transfer.

 

When you click on the Cancel button you will be taken to the manage transfers screen. Any changes you made will not be saved.

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 Notes

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.

If transferring to an external organization, the external organization must have a site with the same name as the organization. In addition the internal site or 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:

  1. Street Address, Other Address, or P.O. Box (any one of the three is sufficient)

  2. City

  3. State

  4. Zip Code

This information can be entered or edited on the manage sites screen.

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