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COVID-19 Vaccination Reporting Systems








VAMS Inventory Management						Print
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			Place Inventory RequestsTrack Inventory RequestsLog InventoryReduce InventoryMonitor Inventory
		
Clinic administrators and inventory managers can use inventory management features in VAMS to manage their clinic’s vaccine inventory. This quick reference sheet will provide guidance on how to place, track, log, reduce, and monitor vaccine inventory levels.
Place Inventory Requests
You can place, view, and manage your inventory requests on the **Inventory**tab in VAMS. To place an inventory request, you’ll need to know your desired product type, the number of doses you want to request, which type of dose you want to request, and the date by which you need to receive the requested inventory. The **Inventory**tab also shows you a list of all inventory requests you’ve submitted. This list includes a system-generated inventory request number, product type (vaccine type) requested, manufacturer, date requested and required by, number of doses requested, status, and  notes.**Key Considerations for Ordering**
While you will place inventory requests in VAMS, the jurisdiction POC will place all vaccine orders outside of VAMS through an established process determined by the jurisdiction.
Inventory requests let your jurisdiction know how much inventory you need. An inventory request does not place an order or guarantee you will receive all inventory requested right away. The jurisdiction will place an order through their public health agency for the amount of inventory they can accommodate.Click the **Inventory**tab on your clinic’s home page.
Click the **Drop-Down Arrow** in the **Inventory Requests** window.
Click **New Request.**
The **Create Site Inventory Request**pop-up window includes several required fields (noted by a red asterisk).
Select the desired **Vaccine Type** from the drop-down menu.
After selecting the vaccine type, select the desired **Manufacturer** and **Product** from their respective drop-down menus.Enter the **Number of Vaccine Doses**you are requesting.
Enter the **Date**of your inventory request.
Enter the **Date**by which you want to receive the doses you are requesting.
Your clinic’s name will auto-populate in the clinic field. If you wish to change the clinic selection, click the “**X**” in the field to select from a list of clinics to which you are assigned.
If desired, you can add a note for the jurisdiction POC in the **Clinic Notes** field.
Click **Save**to save your inventory request. VAMS will send your request to your jurisdiction POC.Track Inventory Requests
After your inventory request is submitted, a record of that request appears on the **Inventory**tab in the **Inventory Requests** window. The inventory request record shows important details about the request. It also offers a way to monitor and communicate with the jurisdiction POC.
Click the **Inventory Request Number** hyperlinked in the list to access the inventory request record.**From the inventory request record, you can:**
**View Inventory Request Details.** This section of the record has details about the inventory request.
**Communicate with the jurisdiction POC.** Send the jurisdiction POC a message by typing in the **Post**box and clicking **Share**.
**Monitor or follow comments made to your posts.** Like you would on a social media platform, click the **Follow**button to receive email notifications when the jurisdiction POC responds to a post you make in the inventory request record. You will **not** receive notifications for new posts.Log Vaccine Inventory
On the **Inventory**tab, click the **Manually Log Inventory** button.
For SLV/VFC Clinics: select a **Funding Source** from the drop-down menu.
**NOTE:** The drop-down selections for the **Manufacturer** and **Product** fields will only display values that match the funding source selection.Select the **Vaccine Type, Manufacturer**, and **Product**from the drop-down menus. Enter the remaining required vaccine information.
**NOTE:**A warning message will appear on the **Manually Log Inventory Review**screen under the **Expiration Date** field if the inventory expiration date is in the past, but VAMS will not prevent you from logging the inventory.
Click **Next**.
Review and confirm the information you entered is correct, then click **Next**.
Click **Finish**in the pop-up window.**Key Considerations for Ordering**
Enter UoU and UoS numbers **without**dashes (e.g. enter 5926710002, not 59267-1000-2).
The user will be prompted to select the UoS NDC code. The UoU NDC code will not be listed on this page, but the corresponding UoU NDC code will be auto populated in the back end of the record. The list of NDC codes can be found here for reference: https://www.cdc.gov/vaccines/programs/iis/COVID-19-related-codes.html
UoU and UoS lot numbers must be an exact match, including case.
It’s possible you may enter new inventory that only partially matches an existing entry. If this happens, you will receive an error message. Follow the instructions in the message to invalidate the old record and add remaining inventory to a new record.Reduce Vaccine Inventory
On the **Inventory**tab click the **Manually Reduce Inventory**
Select the **Vaccine Type**, **Manufacturer,**and **Product**from the drop-down menus. Enter the remaining **vaccine information.**
The expiration date will auto-populate and cannot be changed.
Select a **Reason**for reduction.
Enter the **Number of Doses Reduced**, then click **Next**.
**NOTE:**VAMS will not allow you to reduce more inventory than you have on hand.
Review and confirm the information you entered is correct, then click **Next**.
Click **Finish**in the pop-up window.
Monitor Vaccine Inventory Levels
Clinic administrators and inventory managers can use the **Inventory**tab to monitor COVID-19, Mpox, and routine inventory levels and view snapshots of available and booked appointments. This page gives you a complete view of important information about your vaccine inventory level.
Select a **Vaccine Type** from the **Vaccine Type**drop down menu to view a snapshot of the following information for the chosen vaccine type:
The number of **appointments available** at your clinic over the next 28 days (including the current day).
The total number of **appointments booked** at your clinic.
The total number of vaccine doses your clinic has in its **on-hand vaccine inventory***.*The total on-hand inventory data on this page comes from the inventory you log and reduce in VAMS as well as what your clinic healthcare professional logs during vaccine administration. The healthcare professional’s method of logging inventory and waste is similar to yours. They can either scan a 2D barcode or log the information manually.
**NOTE:** For a more detailed inventory report, see the **Clinic Data Reports Quick Reference Sheet**or one of the **Clinic Administrator User Manuals** for how to access the Inventory-Vaccine Level Report. Since inventory managers do not have access to the **Clinic Data** tab, they cannot view the Inventory-Vaccine Level Report.
VAMS Help Desk Contact InformationFor additional support, complete the contact form for the VAMS Help Desk.
**Toll-Free Number** | +1 833-748-1979
**Email:**CARS_HelpDesk@cdc.gov
**Hours of Operation** | 8:00 AM – 8:00 PM EST | Monday – FridayTop of Page
							
					
							Last Reviewed:  December 15, 2023						Source: 	National Center for Immunization and Respiratory Diseases
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