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Show Transactions Screen |
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Purpose |
The Show Transactions screen is used to display vaccine lot transactions for all quantity-changing events that occur within a provider organization's inventory.
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Information Provided |
The information provided below explains how to run the vaccine transaction report, the results that are displayed and how to properly read them.
Running the Show Transaction Report
From the manage inventory screen click on the Show Transactions button to display the Show Transactions report request screen.
Enter a date range. There are two date ranges available, one is the "Date entered" and the other is "Date shot was given".
"Date entered" means the date the transaction was entered into the system, including transactions that were manual adjustments to inventory. Choose the earliest day a transaction occurred by entering the date or selecting a date from the 'Date entered [From]:' calendar. Next enter the latest day a transaction occurred by entering the date or selecting a date from the 'To:' calendar.
Alternatively you can use the "Date shot was given" date range. "Date shot was given" means the date the shot was actually given to a patient; this will only include immunizations entered into patient records and deducted from inventory. It will not display manual transactions. Choose the earliest day a shot was given by entering a date or selecting a date from the 'Date shot was given [From]:' calendar. Next enter the latest date a shot was given by entering a date or selecting a date from the 'To:' calendar.
Next the Report can be filtered using the drop-down lists described below.
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Filter |
Description |
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User Name |
Select from this drop-down list to filter transactions by the selected User Name (users with access to ALERT IIS under your organization). |
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Transaction Type |
Select from this drop-down list to filter transactions by the selected Transaction Type. Transaction Type pick list options are described in the table below. |
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Site Name |
This option is not available in ALERT IIS. All transactions will be for the site you are logged in under. |
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Trade Name/Lot Number/Funding Source |
Select from this drop-down list to filter transactions by the selected Trade Name/Lot Number/Funding Source. Funding Source can be State-Supplied or Privately Purchased. |
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Transaction Type options |
Description |
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Receipt of Inventory |
Select this option to view transactions for new inventory entered or inventory entered into an existing lot with the same lot number and expiration date. This can also be transfers received. |
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Immunizations Given |
Select this option to view transactions where an immunization was given. |
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Immunizations Deleted |
Select this option to view transactions where an immunization was deleted from a patient's record. |
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Doses Transferred |
Select this option to view transactions where doses were transferred from your organization to another organization. |
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Spoilage reported by Provider |
Select this option to view transactions that were reported as being spoiled by the provider. |
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Expiration reported by Provider |
Select this option to view transactions that were reported as expiring by the provider. This will display any vaccine lots with expiration dates that occurred during your report timeframe, even if there were no doses that expired. |
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Lost or Damaged in transit to Provider |
Select this option to view transactions that were reported as being lost or damaged in transit to the provider. |
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Failure to store properly upon receipt by Provider |
Select this option to view transactions that were reported as not being stored properly upon receipt by the provider. |
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Refrigeration failure reported by Provider |
Select this option to view transactions that were reported as being spoiled due to a refrigerator or freezer temperature excursion. |
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Lost or unaccounted for in Provider inventory |
Select this option to view transactions that were reported as being lost or unaccounted for by the provider. |
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Other - Not Usable, reported by Provider |
Select this option to view transactions that were not usable by the provider. This includes vaccine drawn up but not used. |
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Doses Recalled |
Select this option to view transactions that were recalled and not able to be used by the provider. |
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Doses Administered |
Select this option to view transactions that were reported as being administered to patients, but not automatically deducted from inventory when the immunization was added to the patient record. |
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Expired Doses Transferred |
Select this option to view transactions where expired doses were transferred out of your inventory. |
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Borrowed In |
Select this option to view transactions that were recorded as being borrowed in (this is a positive transaction). |
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Borrowed Out |
Select this option to view transactions that were recorded as being borrowed out (this is a negative transaction). |
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Borrowed Imm Given |
Select this option to view transactions that were recorded as borrowed immunizations given to patients; this transaction occurs because of a mismatch between the vaccine eligibility code and the vaccine funding source. |
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Doses Returned |
Select this option to view transactions where doses were added to your inventory because a transfer was returned to you. |
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Error Correction |
Select this option to view transactions where you corrected any errors in data entry. For example you entered 100 instead of 10 for the quantity. |
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Doses Reconstituted |
Select this option to see how many doses were taken from the dry form of Dryvax lots and mixed with diluent for administration to patients. These transactions are always negative because they are subtractions from the original dry lots. |
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Lot Deleted |
Select this option to view transactions where a vaccine lot was deleted. |
Choose the total number of transactions for viewing by typing the number of records into the 'Display Last XXX Records' text box. Where XXX is the number of records you want displayed. The default is 200; if your results total more than 200 but the default number is not increased, your results will be cut off.
Click the View button to generate the report.
Results
The 'Vaccine Transactions for Organization' header will be displayed at the top of the page, along with the Provider Organization Name, Org Code, VFC PIN and the Record Count.
All the transactions conforming to the selection criteria given will be displayed in a table along with other relevant information. The information contained in the table is described below:
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Column |
Description |
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Site Name |
This column displays your organization name. |
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Trans Date |
This column displays the date that the transaction took place. This is the date that the inventory was changed - not the date an immunization was given. |
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Lot \ Funding Source \ Trade Name |
This column displays the trade name along with the funding source and lot number for the transaction that took place. |
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Type |
This column displays the type of transaction that took place. These are explained above. |
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Qty. |
This column displays the quantity added or subtracted for the listed transaction. |
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Patient Name |
This column, when applicable, displays the patient who received the vaccine for a transaction in the event a transaction was an immunization given, a borrowed immunization given, or a deleted immunization. |
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DOB |
This column, when applicable, displays the patient date of birth who received the vaccine for a transaction in the event a transaction was an immunization given, a borrowed immunization given, or a deleted immunization. |
Found underneath the transaction records table will be another smaller table titled "Vaccine Transactions Totals". This table provides the user with key to the transaction types listed in the table above and a quick aggregate summary for each type of transaction that occurred, given the transaction criteria. Each transaction type will either add to or subtract from the total dose quantity from inventory as shown below.
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Vaccine Transactions Totals |
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Transaction Code |
Transaction Description |
Transaction Count |
Transaction Value |
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REC |
Receipt of Inventory |
12 |
1101 |
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Immunize |
Immunizations Given |
71 |
-71 |
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Delete |
Immunizations Deleted |
9 |
9 |
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TRA |
Doses Transferred |
0 |
0 |
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3 |
Spoilage reported by Provider |
0 |
0 |
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4 |
Expiration reported by Provider |
0 |
0 |
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5 |
Lost or Damaged in transit to Provider |
0 |
0 |
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6 |
Failure to store properly upon receipt by Provider |
0 |
0 |
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7 |
Refrigeration failure reported by Provider |
0 |
0 |
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11 |
Lost or unaccounted for in Provider inventory |
0 |
0 |
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12 |
Other - Not Usable, reported by Provider |
0 |
0 |
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RECALL |
Doses Recalled |
0 |
0 |
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ADMIN |
Doses Administered |
0 |
0 |
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TRAEXP |
Expired Doses Transferred |
0 |
0 |
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BORROWEDIN |
Borrowed In |
0 |
0 |
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BORROWEDOUT |
Borrowed Out |
0 |
0 |
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BORROWED |
Borrowed Imm Given |
0 |
0 |
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RET |
Doses Returned |
1 |
95 |
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ERR |
Error Correction |
3 |
-95 |
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RECON |
Doses Reconstituted |
1 |
-30 |
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LOTDELETE |
Lot Deleted |
0 |
0 |
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Transaction Totals: |
97 |
1009 |
Transaction totals will be broken down by 'Trans Counts' and 'Trans Values', where the count equals the number of transactions through the system, and the value is the count of added or subtracted transactions per transaction type.