LINKS-Web Main Page
Inventory Reconciliation in VOMS
When a clinic goes to place an order through VOMS
Login to LINKS
Under Menu select
Orders/Transfers
Create/View Orders
Create Order
The Reconciliation Screen will appear. The clinic’s inventory must be entered correctly or will affect the vaccine order.
As an example of what the user might see I have pasted a partial reconciliation screen below. On this screen you see there are some vaccines showing -0- doses, there are vaccines showing with doses on hand, however vaccine is expired, or there may be vaccines in the inventory the clinic no longer has. The inventory has to be totally corrected before the clinic can place the order.
|Reconcile Inventory |
Vaccine |Lot Number |Exp Date |Quantity on Hand |Physical
Inventory |Adjustment
(+/-) |Reason |Public |Inactive |Add Row [pic][pic][pic] | |DT (Pediatric) |U2105AA |01/29/2010 |2 |[pic] |[pic] |[pic] |[pic] |[pic] |[pic][pic][pic][pic] | |DTaP |AC14B086AB |02/21/2011 |82 |[pic] |[pic] |[pic] |[pic] |[pic] |[pic][pic][pic][pic] | |DTaP/Hep B/IPV |AC21B204AA |03/25/2011 |0 |[pic] |[pic] |[pic] |[pic] |[pic] |[pic][pic][pic][pic] | |DTaP/Hib/IPV |AC21B051AA |05/17/2008 |0 |[pic] |[pic] |[pic] |[pic] |[pic] |[pic][pic][pic][pic] | |DTaP/Hib/IPV |C3562AA |10/02/2011 |117 |[pic] |[pic] |[pic] |[pic] |[pic] |[pic][pic][pic][pic] | |DTaP/IPV |AC20B136AA |10/27/2011 |48 |[pic] |[pic] |[pic] |[pic] |[pic] |[pic][pic][pic][pic] | |HPV, quadrivalent |0969Y |10/09/2011 |17 |[pic] |[pic] |[pic] |[pic] |[pic] |[pic][pic][pic][pic] | |Hep A 2 dose - Ped/Adol |1397Y |08/27/2012 |89 |[pic] |[pic] |[pic] |[pic] |[pic] |[pic][pic][pic][pic] | |Hep B Ped/Adol - Preserv Free |1022Y |06/17/2012 |182 |[pic] |[pic] |[pic] |[pic] |[pic] |[pic][pic][pic][pic] | |Hib--HbOC |1250N |08/23/2006 |0 |[pic] |[pic] |[pic] |[pic] |[pic] |[pic][pic][pic][pic] | |Hib--PRP-T |AHIBC245AA |04/08/2012 |51 |[pic] |[pic] |[pic] |[pic] |[pic] |[pic][pic][pic][pic] | |IPV |D00422 |01/25/2011 |11 |[pic] |[pic] |[pic] |[pic] |[pic] |[pic][pic][pic][pic] | |Influ Inact 48+ mos w/Thimerosol |89976 |06/30/2009 |0 |[pic] |[pic] |[pic] |[pic] |[pic] |[pic][pic][pic][pic] | |Influ split 36+ mos pres free |U3254EA |06/30/2010 |0 |[pic] |[pic] |[pic] |[pic] |[pic] |[pic][pic][pic][pic] | |
On the screen below, you can see I only tried to inactivate the lots with -0- balances and I get a pop –up screen that shows a pop-up box: Please provide a value for Physical Inventory and select a Reason for all changes. This was displayed because we did not put a value in each field for the inventory and if doses changed did not select a reason. As you can see I only put a check in boxes for four vaccines to be inactivated. The pop-up is telling me I have to put a value in each field before I can continue.
[pic]
On this next screen you will see that I have tried to mark the inventory with -0- balance as inactive and have put the physical inventory for those vaccines that are expired as -0- and selected the reason Expired. What I did not do is also check to inactivate the lot, so I get the pop-up you see below.
[pic]
On the next screen you will see that I have put -0- as doses in physical inventory for all expired vaccines and clicked on Inactivate, and also click to inactivate all vaccines with -0- physical inventory. After I have completed this I again click on save and get the below screen. This is because we still have not completed the entire task of reconciling our inventory for the clinic. We must complete each field showing how many doses of the vaccine we have on hand and if we have less or more doses of the lot number, we must indicate in the Physical Inventory the actual number of doses we have on hand and if different from what our inventory indicates, we must select a reason.
[pic]
In the screen below you will see that I have filled in each blank except the ones that show Quantity on hand as -0- and I have clicked in the box to Inactivate all vaccines with Physical Inventory as -0-. This is because I have not put a value in the physical inventory field for the vaccines with Quantity on hand -0-. There has to be a value put in the physical inventory or every field even if quantity on hand is -0-.
[pic]
Next I put a -0- in the field for Physical Inventory for all vaccines with -0- Quantity on Hand.
Also please note I have a reason for any adjustments made and have clicked to inactivate any vaccines that have Physical Inventory as -0-. The purpose of the changes to reconciliation is to assure that every clinic reconciles the inventory completely before being able to place an order in LINKS.
[pic]
Once I have all my fields under Physical Inventory completed and have checked to inactivate all lot numbers with -0- balance, and have selected a reason for any adjustments to inventory made, I click on “SAVE” and it takes me to my Order Screen so I can place my order (Top of order form on screen shot below removed). Please note with the upgrade the user can no longer make edits to the Address info on the order page. All edits to VFC information must be sent to VFC Program Headquarters in New Orleans with a cc to LINKS QA.
[pic]
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