The Edit Inventory screen is used to update the information on a vaccine lot already existing in inventory. On the Modify Quantity screen, you can modify the quantities of multiple lots.

Note: Only state-level users are allowed to edit public-funded inventory.  However, on the Modify Quantity screen, provider-level users are allowed to subtract anonymous doses from public-funded vaccine lots.

• Information Provided

• Updating Single Vaccine Lot Information

• Updating Multiple Vaccine Lot Information

• Functionality

Back to manage inventory

• Updating Single Vaccine Lot Information

The following provides an explanation on how to edit a single vaccine lot in your inventory. Read below to find out how to do so.

1. 1. On the Manage Inventory page for public- or private-funded inventory, select a site.  On the vaccine inventory table, click one of the "Show" radio buttons and then, click a Trade Name.  If you are provider level user, you will not be able to click a Trade Name on the Manage Inventory-Funding Source Public screen.    

   2. On the Edit Vaccine Inventory Information screen, make changes to Manufacturer, Trade Name, NDC, Lot Number, Dose, Expiration Date, Funding Source, Lot Active, or Cost Per Dose fields as desired for the vaccine lot.

      Note: To record reconstitution of Dryvax lots, it is recommended that you click the Reconstitute button instead of setting the Reconstituted radio button to Yes.

   3. To change the quantity of a vaccine lot, fill in the Number of Doses field.

   4. To record when vaccine lot quantity was updated, enter a date in the Transaction Date field.  This field is mandatory if you enter a value in the Number of Doses field.    

   5. Choose an explanation for changing the quantity of the vaccine lot by selecting a choice from the 'Reason' pick list. The following table provides an explanation of each type of transaction:

6. 6. If you chose Doses Wasted or Doses Returned to Distributor as the Reason for modifying the quantity at hand, you must choose an option in the Detail drop-down:

      Doses Wasted Detail Options	Doses Returned to Distributor Detail Options
      Broken Vial/Syringe	Expired vaccine
      Lost or unaccounted for vaccine	Failure to store properly upon receipt
      Non vaccine product (e.g. IG, HBIG, Dil)	Mechanical failure
      Open vial but all doses not administered	Natural disaster/power outage
      Other	Other
      Vaccine drawn into syringe but not admin	Recall
      	Refrigerator too cold
      	Refrigerator too warm
      	Spoiled--other
      	Vaccine spoiled in transit (Freeze/Warm)

   7. Fill in the Explanation field.  This field is mandatory when the Funding Source is public.

   8. Click on the Save button to save any changes made.

   9. All updates made will be saved to the database, and you will receive a message saying "Inventory was updated successfully."

   10. To return to the Manage Inventory screen for public- or private-funded inventory, click the Cancel button.

Back to Top

• Updating Multiple Vaccine Lot Information

The following provides an explanation on how to edit multiple vaccine lots at the same time. This can save much time when you have many lots to edit. Keep in mind though when using this feature to edit lots you can only modify the quantity of lots. Nothing else can be changed such as expiration date or manufacturer. Read below to find out how to edit multiple lots.

1. 1. From the Manage Inventory screen for public- or private-funded inventory, select multiple vaccine lots on the inventory table and click Modify Quantity.

   2. To change the quantity of a vaccine lot, fill in the Number of Doses field.

   3. To record when vaccine lot quantity was updated, enter a date in the Transaction Date field.

   4. Choose an explanation for changing the quantity of the vaccine lot by selecting a choice from the 'Reason' pick list. The following table provides an explanation of each type of transaction:

      Reason Types	Description
      Receipt of Inventory	Select this option for adding new inventory to a vaccine lot.
      Anonymous Dose	Select this option for subtracting doses administered to patients who have opted out of IRIS through the Idaho Immunization Program.
      Doses Restocked	Select this option when restocking inventory that has been rejected by another provider
      Doses Transferred	Select this option for subtracting inventory that has been transferred to another organization
      Doses Wasted	Select this option for subtracting wastage for a vaccine lot.  Vaccine waste usually occurs because of broken vials, faulty injections or improper refrigeration.
      Doses Returned to Distributor	Select this option for subtracting doses that have been returned to the distributor.
      Error correction (Add)	Select this option if you are adding doses because of a data entry error.
      Error correction (Subtract)	Select this option if you are subtracting doses because of a data entry error.

5. 5. If you chose Doses Wasted or Doses Returned to Distributor as the Reason for modifying the quantity at hand, you must choose an option in the Detail drop-down:

      Doses Wasted Detail Options	Doses Returned to Distributor Detail Options
      Broken Vial/Syringe	Expired vaccine
      Lost or unaccounted for vaccine	Failure to store properly upon receipt
      Non vaccine product (e.g. IG, HBIG, Dil)	Mechanical failure
      Open vial but all doses not administered	Natural disaster/power outage
      Other	Other
      Vaccine drawn into syringe but not admin	Recall
      	Refrigerator too cold
      	Refrigerator too warm
      	Spoiled--other
      	Vaccine spoiled in transit (Freeze/Warm)

   6. Fill in the Explanation field.  This field is mandatory when the Funding Source is public.

   7. Click on the Save button to save the changes made.

   8. You will be returned to the Manage Inventory screen for public- or private-funded inventory and your updates will be displayed.

Back to Top

The functionality on the Edit Inventory screen involves editing the vaccine lot information for either a single lot selected or multiple lots selected and using the Modify Quantity button on the Manage Inventory screen.

Back to Top