| Create/Edit Transfer Screen |
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Purpose |
The Create/Edit Transfer screen is used by the sending site to setup an inventory transfer in the system. An inventory transfer can take place internally between your sites or between your organization's sites and another organization.
You can also modify an outbound transfer on this screen. A transfer can only be modified if it has not been accepted by the receiving site. Once it has been accepted, you will only be able to view the details of the transfer on the Display Transfer Details screen. Since the inventory available for transfer is dependent on the sending site selected, you will not be able to modify the 'Sending Site' once the transfer is saved.
Back to Display Transfer screen
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Information Provided |
Selecting a Sending Site for Transfer
The 'Sending Site' pick list is displayed on the screen. All sites with inventory for your organization are included in the site pick list. The screen will default to the site was last associated with your user id.
If you select a site from the list you will notice the available doses for that site will be displayed in the 'Add From Inventory' table below on the screen.
NOTE: A sending site that does not have valid address items will not be able to transfer inventory. You must have an address, contact name and phone number on the Manage Sites screen. for the sending site you want to use. Contact information is required so the receiving site will know how to reach the sending site in case there is a question regarding the shipment.
Selecting a Receiving Organization and Receiving Site
The 'Receiving Organization' pick list is displayed on the screen. The pick list will contain all of the active organizations in the registry.
Select an organization from the list to set this as the organization you are transferring inventory to. The receiving organization will default to your own organization.
The 'Receiving Site' pick list is displayed on the screen. The pick list will contain all of the active sites that have inventory for the selected receiving organization.
Select a site from the list to set this as the site you are transferring inventory to.
Selecting an External Receiving Organization and Receiving Site
If you are transferring inventory to an organization that is not listed in the 'Receiving Organization' pick list, you can choose to transfer to the --External Organization'.
First select '--External Organization ' from the 'Receiving Organization' pick list.
Choose a site from the 'External Site' pick list. The pick list will include the name all of the previous external sites that your organization has entered. Once the site is selected, the address entered for the external site will be displayed.
If the external site is not listed, choose to '--Create New External Site ' from the 'External Site' pick list.
If you select '--Create New External Site ', you must type in a name in the name field for the new external site. The address fields are optional.
NOTE: The text entered into name and address fields for an external site are not editable after the transfer is saved.
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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Vaccine Group |
This field displays the vaccine group for the vaccine listed. For combo vaccines you will see all the separate vaccine group components for the combo vaccine displayed. |
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Trade Name |
This field displays the vaccine trade name for the vaccine listed. |
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Lot Number |
This field displays the lot number for the vaccine listed. |
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Active |
This field indicates whether the vaccine listed is active or not. You are allowed to transfer active and inactive inventory. If an entire lot is transferred (remaining Doses on Hand = 0), the lot will automatically be set to inactive for your site once the transfer is shipped. |
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Public |
This field indicates whether the vaccine listed is publicly (state-supplied) or privately funded. |
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Expiration Date |
This field displays the expiration date for the vaccine listed. Note: You are not allowed to ship vaccine that has expired. However, if a vaccine expires after it has been shipped, the line item will remain on the transfer, and the line item will be highlighted in pink. |
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Doses On Hand |
This field displays the doses available for transfer. Note: Doses on Hand is validated every time the screen is refreshed. Occasionally this may result in the a negative number if doses have been shipped or used while the a transfer was on hold. |
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Doses Transferred |
This field allows you to enter the number of doses you would like to transfer from the lot. |
Enter a quantity you would like to transfer in the 'Doses Transferred ' field.
To modify a selection you can do one of two things:
Edit Doses Transferred - Change the current amount entered to whatever you want in the 'Doses Transferred ' field next to the item(s) you want to change.
NOTE: You can edit the transfer quantity of multiple transfer items at the same time if you wish.
NOTE: You can add more than one lot at a time into your transfer by entering doses in the selecting multiple lots.
NOTE: You must enter a numeric value. Inventory cannot be transferred in less than 1/2 dose increments.
Remove Transfer Item(s) - To remove a transfer item simply enter zero or space in the number of 'Doses Transferred ' field on the item(s) you want removed.
NOTE: You can edit the transfer quantity and remove transfer items at the same time, and remove multiple transfer items at the same time if you wish.
Saving the Transfer
Once you have finished creating or making changes to your transfer, you need to save your changes. Your added transfer items will now display in the 'Transfer Item' list at the top of the screen.
If you do not want to ship the vaccine, click on the Hold button to save any changes. The Hold button is not displayed after the transfer has been shipped.
If you want to print a shipping document for your transfer, click on the Shipping Documents button. All changes to the transfer are saved and you will be routed to the Shipping Documents screen. You will be able to generate a packing guide, shipping invoice and label for the current transfer.
If you want to ship the transfer to the receiving site (or you are making corrections to a transfer that has been shipped), click on the Ship button to save any changes.
NOTE : Once the transfer has been shipped, it can be viewed (and accepted) by the receiving site. If you are making changes to a transfer that has been shipped, you MUST click the Ship button for the receiving site to see the changes.
Deleting a Transfer
If you made a site selection mistake or you just want to delete the transfer, follow these steps to do so:
If the transfer has not been saved, click on the Cancel button.
If the transfer has been saved, click on the Delete Transfer button.
You will receive a prompt asking you: "Are you sure you want to delete this transfer?"
Click Ok to delete the transfer, or if you have changed your mind click on Cancel to cancel the delete.
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Functionality |
The functionality on the Create/Edit Transfer screen involves creating or modifying an 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 Hold button your transfer will be saved. A Transfer Id is assigned and the transfer status is updated to 'On Hold' with the current date. The transfer will now appear in the pending outbound section of the Display Transfers screen. You can either edit the transfer, print the shipping documents or ship the transfer. Saving a transfer in an on hold status does not remove the doses from your inventory. |
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When you click on the Shipping Documents button you will be taken to the Shipping Documents screen. You will be able to print a packing slip, invoice or label only for the current transfer. The Shipping Documents button performs the same save function as the Hold button. |
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When you click on the Ship button your tranfer is saved and you will be taken to the Display Transfers screen. The transfer will be viewable in your pending outbound transfers section. In addition, the receiving site will see the transfer in the pending inbound transfers section. Shipping the transfer will subtract the doses transferred from you inventory. Note: You cannot transfer inventory that has expired. |
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When you click on the Delete button, the transfer record is deleted and you will return to the Display Transfers screen. If the transfer had been shipped, deleting a transfer will add the transferred doses back into the sending site's inventory. The Delete button will only appear after the transfer has been saved. You cannot delete a transfer once the receiving site has accepted it. |
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When you click on the Cancel button you will be taken to the Display Transfers screen. Any changes you made will not be saved. |
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Notes |
Selecting a Sending Site Note
The sending site must have a valid shipping address on file or else you will receive an error when you try to ship. A valid shipping address must contain the following items:
Contact Name
Street Address or P.O. Box (either one of the two is sufficient)
City
State
Zip Code
Phone Number(including area code)
This information can be entered or edited on the the Manage Sites screen.