Edit Inventory
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Edit Inventory Screen

 Purpose

The Edit Inventory screen is used to update the information on a vaccine lot already existing in inventory. In addition to updating single vaccine lots you can also modify multiple lots at the same time which can save time. Read below to learn how to edit single and multiple vaccine lots.

Back to manage inventory

 Information Provided

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. The Edit Inventory screen will be displayed, producing an information table for the vaccine selected to be updated.

    2. Make changes to Trade Name, Manufacturer, Lot Number, Dose, Expiration Date, Funding Source, Active Status, or Cost Per Dose fields as desired for the vaccine lot.

    3. To record reconstitution of Dryvax lots, instead of changing the Reconstituted indicator from No to Yes, it is recommended you click the Reconstitute button instead.

    4. Choose to add or subtract the vaccine lot's quantity on hand by selecting 'Add' or 'Subtract' from the 'Action' pick list.

    5. Type in the number to add or subtract in the 'Amount' text box.

    6. 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 new inventory you are entering into an existing lot with the same lot number and expiration date.

Error Correction

Select this option if you have made any errors in entry. For example you entered 100 instead of 10 for the quantity.

Doses Returned

Select this option if doses are being returned to you from another organization or an external site.

Doses Transferred

Select this option if you are transferring doses out of your inventory to return to the state or to transfer to an external site.

Doses Recalled

Select this option if these doses have been recalled by the manufacturer.

Doses Administered

Select this option if there are doses that have been administered to a patient that was not recorded in the ALERT IIS system.

Borrowed In

Select this option if borrowed doses are being added.

Borrowed Out

Select this option if borrowed doses are being subtracted.

Spoilage reported by provider

Select this option if there was spoilage of the inventory.

Lost or damaged in transit to Provider

Select this option if the inventory was lost or damaged in transit to the Provider.

Failure to store properly upon receipt by Provider

Select this option if inventory was not properly stored upon being received.

Refrigeration failure reported by Provider

Select this option if refrigeration of inventory was kept at a temperature not suitable for the inventory.

Lost or unaccounted for in Provider inventory

Select this option if there are doses of the inventory that are lost or unaccounted for.

Other not usable, reported by Provider

Select this option if there is any other reason the inventory is not usable.

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

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

    3. To return to the manage inventory screen click the Cancel button.

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The following provides an explanation on how to edit multiple vaccine lots quantities at the same time. This can save much time when you have many lots to edit.

    1. The Modify Quantity screen will be displayed, producing an information table for the vaccines selected.

    2. Choose to add or subtract the vaccine lot's quantity on hand by selecting 'Add' or 'Subtract' from the 'Action' pick list.

    3. Type in the number to add or subtract in the 'Amount' text box.

    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:

  1. Reason Types

    Description

    Receipt of Inventory

    Select this option for new inventory you are entering into an existing lot with the same lot number and expiration date.

    Error Correction

    Select this option if you have made any errors in entry. For example you entered 100 instead of 10 for the quantity.

    Doses Returned

    Select this option if doses are being returned to you from another organization or an external site.

    Doses Transferred

    Select this option if you are transferring doses out of your inventory to return to the state or to transfer to an external site.

    Doses Recalled

    Select this option if these doses have been recalled by the manufacturer.

    Doses Administered

    Select this option if there are doses that have been administered to a patient that was not recorded in the ALERT IIS system.

    Borrowed In

    Select this option if borrowed doses are being added.

    Borrowed Out

    Select this option if borrowed doses are being subtracted.

    Spoilage reported by provider

    Select this option if there was spoilage of the inventory.

    Lost or damaged in transit to Provider

    Select this option if the inventory was lost or damaged in transit to the Provider.

    Failure to store properly upon receipt by Provider

    Select this option if inventory was not properly stored upon being received.

    Refrigeration failure reported by Provider

    Select this option if refrigeration of inventory was kept at a temperature not suitable for the inventory.

    Lost or unaccounted for in Provider inventory

    Select this option if there are doses of the inventory that are lost or unaccounted for.

    Other not usable, reported by Provider

    Select this option if there is any other reason the inventory is not usable.

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

    2. You will be returned to the manage inventory screen and your updates will be displayed.

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 Functionality

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

Button

Description

Click on the Save button to save any changes you have made to the selected vaccine lot(s).

Click on the Reconstitute button to record that you have reconstituted doses by taking the dry powder formulation of Dryvax and mixing the doses with diluent. This button only displays if the lot you are working with is a Dryvax lot whose Reconstituted indicator is set to No. The button takes you to the Reconstitute Vaccine screen.

The Add New button will only appear when you select a lot to edit individually. Make sure you save your changes first before clicking the Add New button because this will not save any changes you have made for you. Once you click on Add New the Add Inventory screen will display allowing you to add a new lot.

The Cancel button will do one of two things.

1. If you have already edited a lot or lots, clicking on the Cancel button will return you to the manage inventory screen.

2. If you have not saved any edits you have made clicking on the Cancel button will disregard any changes and return you to the manage inventory screen.

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