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 internal site within your organization or an external organization. Here the transfer details will be displayed and you will be given options for what to do with the transfer.

 Information Provided

This step is only necessary when doing a transfer between separate organizations. Otherwise for internal transfers between sites you specify the site you are transferring to when you create the transfer. For external transfers though, a site must be selected on the receiving end. 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 or Within) Organizations Created on (Date)' is displayed on the screen. This identifies the transfer by date, and specifies whether the transfer was created as external or internal. 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 displayed is explained for each entity:

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.

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.

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 is to be shipped with the transfer.

Trade Name

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

Vaccine Group

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

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.

Reject Quantity

This section will only display if there was a rejection on the transfer. The quantity for each rejected item will display in this column.

Reject Reason

This section will only display if there was a rejection on the transfer. The reason for each rejected item will display in this column.

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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.

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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 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 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:

  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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