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Welcome to the Manage Orders lesson for the North Carolina Immunization Branch. Contents: Placing a State Supplied Order Accepting a State Supplied Order.

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Presentation on theme: "Welcome to the Manage Orders lesson for the North Carolina Immunization Branch. Contents: Placing a State Supplied Order Accepting a State Supplied Order."— Presentation transcript:

1 Welcome to the Manage Orders lesson for the North Carolina Immunization Branch. Contents: Placing a State Supplied Order Accepting a State Supplied Order ** You can view the entire module or skip ahead to certain parts by clicking on name or button.

2 Click Manage Orders When you join the NCIR you will no longer have to call, mail or fax your vaccine order in. You will be able to place your order electronically through the NCIR.

3 Once you click on Mange Orders you will be sent to this screen where you can check the status of the orders that have already been placed. This is also the screen you use to create a new order. You can see any current orders, historical orders or both by clicking on the radio button next to the option you would like to see. In order to place an order through the NCIR click Create Order. The Ordering Screen is going to be split into 3 sections: Vaccine from State Vaccine from Manufacturer Site Information

4 When you place a state supplied vaccine order through the NCIR, you will continue to order a 3 month supply, which means you should be ordering every other month. After entering immunizations for one month, you will see the total count for each vaccine in the Previous Month Usage column. Once you have used the NCIR for 3 months, you will see the total count in the second column, Previous 3 Month Usage. The third column shows your Inventory on Hand

5 This is the vaccine that was administered in the previous calendar month. This is the total amount of vaccine that was administered in 3 calendar months. This is the amount of vaccine that the NCIR says you have left in inventory. The NCIR will be able to suggest what you should order based on the 3 month usage and what you have left on hand. This is why it is important to administer vaccines properly. Until the 3 month mark is achieved you will need to continue to do your calculations the same way you do now. You have the option to choose whether you want vials or syringes for some vaccines. The vaccines are broken up by families, which include all the trade names in that vaccine group Enter the amount in doses that you want to order

6 Vaccine from Manufacturer includes Varicella and MMRV. They will be shipped separately from the rest of your vaccines. **It is important to note that while you can accept your state supplied order directly into your NCIR inventory, you will need to add your Varicella and MMRV manually into the NCIR

7 You must verify your Site Information for every vaccine order that you place through the NCIR. Look over the information listed to make sure it is correct. This is very important!!! If everything is correct and there are no changes to be made then you can click the radio button next to No changes to Site Information. If you need to change any of the Site Information, highlight the field and type in your change. Make sure your shipping hours are correct. These will be the hours that are sent to the shipping company so they know when to have the vaccine delivered. If you have updates to shipping hours or any special instructions you can put them here. For example, if you are going to be closed for a few days during a holiday time, you can add those instructions here and then take them out once the holiday has passed. You can also use this box to let the Branch know if you are ordering more or less vaccine for a specific reason. If you put that explanation down here, you will not be faxed. When you have verified and/or edited the Site Information you can click Submit Order. Please remember you must either click the No changes option or edit the site information before you can submit an order.

8 When you submit your order you will see it show up under Current Orders as pending. You have finished placing an order when it shows up as pending. Status Levels Pending - This indicates that the order has not been viewed or filled by the filling organization. This type of order can still be modified. In Progress - This indicates that the order has been received and reviewed by the filling organization. This type of order can no longer be modified. Backorder - This indicates that the order was received and reviewed by the filling organization. The requested order items are temporarily not available to fill and are on backorder. This type of order can no longer be modified. Shipped - This indicates that the order has been completely filled and shipped. This type of order can no longer be modified. Cancelled - This indicates that the order was cancelled by the Ordering Organization. This type of order can no longer be modified, and is considered a historical order. Denied - This indicates that the order was denied by the Order Filling Organization. This type of order can no longer be modified, and is considered a historical order. Partial Ship - This indicates that part of the order was filled and shipped with some of the order still waiting to be filled. This type of order can no longer be modified.

9 How to accept your state supplied order Click on Manage Transfers When you place a state supplied order through the NCIR, you will be able to accept it straight into inventory. In order to do this, the Immunization Branch sends the order as a Transfer from our inventory to yours. So, to accept your order you will need to go into your transfers. Lets see!

10 Find your order under the Inbound Transfers. Click on the Create Date in blue. This is going to take you to where you can view your order.

11 You will see your order at the bottom of the screen. You must verify that these lot numbers and amounts match what you have on your invoice from the vaccine shipping box. If they do not match, please call the Help Desk at When you click Accept Transfer you will see a pop up message like below. If your invoice matches the NCIR order then you can accept it straight into your inventory by clicking Accept Transfer. Accept the transfer and it will be loaded into your inventory Before you reject or partially accept your transfer you must call the Help Desk for assistance. Click OK

12 When you have successfully added your order into your NCIR inventory then you will see the message below in red. You can double check to make sure your inventory is in the NCIR by going back to Manage Inventory and then clicking Show Inventory. Please remember that you have to enter your Varicella and MMR manually through the Add Inventory function under the Manage Inventory menu. You will need the invoice with the vaccine information on it to do this. Please see Manage Inventory Lesson.

13 You can verify the vaccine has been entered into NCIR inventory.

14 This concludes the Manage Orders lesson. If you have any questions please feel free to contact your Regional Consultant or the Immunization Branch Help Desk at


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