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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 client; this will only include immunizations entered into client 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 ImmTrac 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 drop down menu options are described in the table below. |
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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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Display Last <#> Records |
Enter the quantity of records you wish to view |
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Transaction Type options |
Description |
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All Transaction Types |
This is the default option. This will display all transaction types that fall into the selected criteria |
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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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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 clients. These transactions are always negative because they are subtractions from the original dry lots. |
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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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Doses Transferred |
Select this option to view transactions where doses were transferred from your organization to another organization. |
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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 client's record. |
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Doses Recalled/Replaced |
Select this option to view transactions that were recalled and not able to be used 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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Doses Administered |
Select this option to view transactions that were reported as being administered to clients, but not automatically deducted from inventory when the immunization was added to the client record. |
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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 clients; this transaction occurs because of a mismatch between the vaccine eligibility code and the vaccine funding source. |
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Spoilage Reported by Provider |
Vaccines were subtracted due to vaccines spoiling prior to expiration. |
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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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Expiration Reported by Provider |
Vaccines were subtracted due to vaccines expiring |
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Lost or damaged in transit to Provider |
Vaccines were subtracted due to broken vials or faulty injections that occurred while being shipped. |
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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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Dropped Dose |
Select this option to view transactions where doses were dropped before administering. |
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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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Drew Up Wrong Vaccine |
Select this option to view transactions where the wrong vaccine was drawn. |
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Unable to Transfer Open Multi-dose Vial |
Select this option to view transactions where |
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Natural Disaster/Power Outage |
Select this option to view transactions that were reported as being spoiled due to a natural disaster or power outage |
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Storage Temperature Too Warm/Cold |
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Drew up Dose and Patient/Parent Refused |
Select this option to view transactions where the dose was drawn but was not administered due to patient or parent refusal |
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Damaged Needle/Seal |
Select this option to view transactions where pre-packaged syringes were damaged upon receipt |
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Extra Dose from multi-dose vial |
Select this option to view transactions where an extra dose was created from a multi-dose vial |
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Accounting Problem |
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Unintended Transfer |
Select this option to view transactions that were transferred unintentionally |
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Transfer did not decrement |
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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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Code |
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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Client Name |
This column, when applicable, displays the client 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 client 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.