**From:** Orta, Julie (CDC/CCID/NCIRD)\
**Sent:** Monday, April 28, 2008 11:19 AM\
**To:** NCIRD Immunization Grantee Mailbox (CDC)\
**Cc:** Orta, Julie (CDC/CCID/NCIRD); Prescott, Brad (CDC/CCID/NCIRD)\
**Subject:** backorder report, transitioned grantees only, level 3

This message is intended for grantees that have transitioned to
centralized vaccine distribution.

Attached please find a sample backorder report that McKesson will
auto-generate and send electronically directly to the PPOC email
addresses for each grantee every day, effective April 29.  This
backorder report will be sent at the same time as the auto-generated
shipping log but as two separate emails.  Unlike the shipping log which
is emailed only on days in which vaccines are shipped, the backorder
report will be emailed every day Monday morning through Saturday
morning, covering the previous day's data.  On days in which there are
no orders on backorder, the file will be empty.  The report will be
cumulative, so when a vaccine appears on the report, it will remain on
the report every day until the vaccine is shipped or until the order is
cancelled. 

The following is a description of the fields within the backorder report
that are not self-explanatory:

Sales Order Number:  This is McKesson Specialty Distribution's sales
order number that exists in SAP. 

Delivery Doc Num:  This is McKesson Specialty Distribution's delivery
number that exists in SAP. 

Plant Number:  This field identifies which distribution center will fill
the order.  8576 represents Sacramento; 8578 represents Memphis.

If you have a question about a vaccine that appears on the backorder
report, please contact McKesson Specialty Customer Care.  You may need
to reference the above fields in order for the customer
service representative to be able to answer your question.   

The backorder report will capture ONLY a vaccine in which there is no
existing inventory at that distribution center serviced by the grantee. 
It is rare when there is no vaccine in inventory, so most days you will
receive a blank backorder report. 

Backordered vaccines do NOT appear on the packing list included in the
vaccine shipments sent to your providers, so please review the following
scenarios to understand how to obtain backorder status information for
you to share with your providers. 

**Non-Allocated Vaccine Backorder Situation:**

-   **Scenario A**:  **There is no inventory at McKesson for a
    non-allocated vaccine.  That vaccine will appear on the backorder
    report. **

    -   Example:  Grantee X is serviced by the Memphis distribution
        center.  Today Grantee X places an order for two non-allocated
        vaccines to be shipped to Dr. Jones.  The order is for 100 doses
        of NDC number 1234 and 200 doses of NDC #5678.  Tomorrow when
        McKesson picks up the file, there are ZERO doses in inventory of
        NDC number1234 and 10,000 doses in inventory of NDC number
        5678.  The 100 doses of NDC number 1234 will appear on the
        backorder report that McKesson will automatically email to
        Grantee X the next morning.  McKesson will ship the 200 doses of
        NDC number 5678 to Dr. Jones, and the packing list that is
        included in the box for Dr. Jones will reflect the 200 doses of
        NDC number 5678.  However, the packing list will NOT mention the
        backordered 100 doses of NDC number 1234.  By the time Dr. Jones
        receives the shipment of 200 doses of NDC number 5678, Grantee X
        will have already received the auto-generated backorder report
        and therefore should have informed Dr. Jones that the 100 doses
        of NDC number 1234 was backordered.

**Allocated Vaccine Backorder Situations:**

-   **Scenario B**:  **There is no inventory at McKesson for an
    allocated vaccine.  That vaccine will appear on the backorder
    report. **

    -   Example:  Grantee X is serviced by the Memphis distribution
        center.  Grantee X's allocation is 10,000 doses for April.  So
        far in April Grantee X has placed provider orders for 6,000 of
        those 10,000 doses.  Grantee X places a new order for 1,000
        doses today.  Tomorrow when McKesson picks up the file, there
        are ZERO doses of the allocated vaccine in inventory in
        Memphis.  Those 1,000 doses will appear on Grantee X\'s
        backorder report.  

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-   **Scenario C**:  **There is inventory at McKesson for an allocated
    vaccine.  However, if a grantee exceeds its allocation, all orders
    in excess of the allocation will not be filled, and those orders
    will NOT appear on the backorder report.  As a CDC directive,
    McKesson will cancel orders in excess of the allocation.  The
    grantee will be alerted by Ken Sharp and Barbara Laymon about the
    cancelled orders.**

    -   Example:  Grantee X is serviced by the Memphis distribution
        center.  Grantee X's allocation is 10,000 doses for April.  So
        far in April Grantee X has placed provider orders for 6,000 of
        those 10,000 doses.  Grantee X places a new order for Dr. Jones
        for 5,000 doses today.  Tomorrow when McKesson picks up the
        file, there are 50,000 doses of the allocated vaccine in
        inventory.  However, Grantee X has exceeded its 10,000 dose
        allocation by 1,000 doses.  ZERO doses will be shipped to Dr.
        Jones, even though 4,000 of the 5,000 doses ordered for Dr.
        Jones are still within the allocation.  The 5,000 dose order for
        Dr. Jones will NOT appear on the backorder report, because there
        were 50,000 doses in inventory.  McKesson will cancel Dr.
        Jones's order.  McKesson will alert Ken Sharp at CDC that it
        cancelled Dr. Jones's order.  Ken Sharp will alert Grantee X by
        phone and/or email as soon as possible, and then Grantee X
        should alert Dr. Jones.  In addition, Barbara Laymon will
        receive a file directly from McKesson within the next few days
        listing all orders that were recently cancelled.  She will send
        an Excel spreadsheet to Grantee X listing all Grantee X's
        provider vaccine orders that were cancelled, including both
        allocated and non-allocated vaccine orders, and she will
        highlight the cancelled allocated vaccine orders as an easy way
        for Grantee X to distinguish between cancelled orders already
        informed by Ken Sharp from all other cancelled orders.

If you have any questions about the contents of this message, please
contact Sally Somerfeldt
[[zfe0@cdc.gov]{.underline}](mailto:zfe0@cdc.gov) and cc your POB
project officer. 

This document can be found on the CDC website at:

<http://www.cdc.gov/vaccines/programs/vmbip/downloads/backorder-report-508.doc>