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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 internally between your sites or externally between your organizations sites and another organization.
Selecting an Internal Receiving Site or Organization for Transfer
Selecting whether to Show Active and Non-Expired or Inactive and Expired Inventory
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Information Provided |
Selecting a Sending Site for Transfer
Selecting a site for transfer will display that sites inventory quantity 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. Meaning they have been setup but not shipped out. Regardless of actual quantity on hand the "quantity available" is what is available for transfer.
The 'Sending Site' pick list is displayed on the screen.
If you select a site from the list you will notice the available quantity for that 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 an Internal Receiving Site or Receiving Organization for Transfer
These two options enable you to select where you are transferring inventory to.
Note: You can only select one option here. Selecting a receiving site and receiving organization will return an error if you try to proceed. Selecting an 'Internal Receiving Site' with the same name as the 'Sending Site' will also return an error. Read the following descriptions for an explanation about each option.
Selecting an Internal Receiving Site for Transfer will set the internal site you are transferring inventory to.
The 'Internal Receiving Site' pick list is displayed on the screen.
Select a site from the list to set this as the site you are transferring inventory to. Note: Only sites with valid address information will display here, to review what is required click here.
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 they will specify which site they want the inventory stocked in.
The 'Receiving Organization' pick list is displayed on the screen.
Select an organization from the list to set this as the organization you are transferring inventory to.
Selecting whether to Show Active and Non-Expired or Inactive and Expired Inventory
These two options allow you to select what type of inventory you are displaying for the new transfer. The default option is "Active and Non-Expired". Read the following descriptions for an explanation about each option.
Selecting "Active and Non-Expired" inventory will display only those lots that are active and have not expired. Click the circle to the left of this option to select it.
Selecting "Inactive and Expired" inventory will display only those lots that are inactive and have expired. Click the circle to the left of this option to select it.
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 or the quantity 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 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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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 and explanation for the negative number. |
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Active |
This field indicates whether the vaccine listed is active or not. You are allowed to transfer expired or inactive inventory. This may be necessary when for example you are sending expired inventory back to the state. |
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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.
NOTE: If you have selected more than one lot make sure to enter a quantity for each lot selected.
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 site or organization even if it has not been shipped out. If it has not been shipped out 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 site or 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 a Internal Receiving Site or Receiving Organization Note
The internal receiving site or 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:
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.