Ordering & Receiving

Step 2

Click Add Reconciliation in the upper right-hand corner.

Step 3

Select the correct site pin and the correct location from the Inventory Location drop down. Then click Next.

To place a COVID order, you only need to reconcile your COVID inventory location, not your site’s full vaccine inventory.

Step 4

Once you have all green pre-check results, click Proceed.

*Note: Proceed will not appear unless all pre-check results are green. If you have any red stop icons, click Resolve or View to address the issue preventing you from proceeding. Reach out to dphproviderhelp@phila.gov if you have any questions.

Step 5

Complete the reconciliation details page.

1. In the Description box, type the inventory location RECON [today’s date].
2. Next, click the blue person icon to autofill your name.
3. Next, double click in the Count Date box and then double click in the Count Time box.
4. Click Create.

**IMPORTANT NOTE: Never enter a date in the past, AKA backdating. Backdating is prohibited in PhilaVax because it leads to errors and can delay your vaccine order.

Step 6

In the Physical Count box, type in the number of doses you have on hand, then click Update to save your progress.

Click Update after each entry.

Step 7

Next, the system will automatically calculate the total number of doses for the Aggregate Administered box in the Inventory Difference column. Then, click Update to save your progress.

*Note: Aggregate Administered means doses administered since the last reconciliation.

Step 8

Type the number that’s in the Inventory Difference column into the Aggregate Administered box.

Repeat steps 6 – 8 for each vaccine on the reconciliation. Once completed, move on to the next step.

Step 9

Click the drop-down button next to Update, then click Close Reconciliation.

Step 10

Click OK to close and submit the recon.

Step 11

After clicking OK, notice the status has changed to Closed. This indicates that you have successfully submitted your reconciliation.

Step 2

Click Add New Vaccine Order at the top right.

Step 3

Select your site pin from the Clinic dropdown.

Step 4

1. To order routine vaccines, not including flu or COVID-19, click Next.
2. To order flu vaccine, click the box next to ‘Will this be an Influenza order?’ then click Next.
3. To order COVID-19 vaccine, click the box next to ‘Will this be a COVID-19 order?’ then click Next.

Step 5

Confirm the shipping information by clicking the box next to ‘I have reviewed the above shipping information and I certify the information is correct.’ then click Next.

Step 6

Type the brand name of vaccine you need to order in the Vaccine | Mgf | NDC | Brand/Packaging box, then:

1. Select the Intent. Make sure to select the correct intent for each vaccine you add.
   • VFC Program: Pediatric
   • VFAAR Program: Adult
   • Outbreak (e.g. Hep A): Adult
2. Type in the number of packages you want to order. Do not enter the number of doses.
3. Click Add to Order.
4. Click Update to save your progress.
5. To add multiple vaccine products, repeat the steps above.

Step 7

Review your order before submitting it.

• If you need to make changes to your order, click the red x to remove that line item from your order.
• You can only place a routine order every 25 days. Flu and COVID-19 orders may be placed as often as needed.
• Try and keep only a 4 – 6-week supply of vaccines in your storage units.

Step 8

To submit your order, click the dropdown arrow next to Update, then click Submit to VFC Program.

Step 2

Select your Clinic, then click Search.

Step 3 & 4

3. Review the Order Status column:

1. Approved: There’s nothing more for you to do at this time.
2. Submitted for Approval: If it has been more than 2 days since you submitted your order, follow up on the status of your order by emailing dphproviderhelp@phila.gov.
3. Rejected: Follow the below instructions.

4. Click View to the right of the Rejected Order.

Step 5 & 6

5. Review the notes from our team in the VFC Program Comments box.
See below for how to address some common reasons orders are rejected:

1. Missing Temps:
   • Email and upload your current DDL files for the dates indicated in the comment.
     Submitting temperature data.
   • Once DDL files are emailed and uploaded, resubmit your order as outlined in step 6 below.
2. Need to update the vaccine ordered:
   • To remove a vaccine from your order, click the red x to the right of the vaccine.
   • Review step 6 in the Ordering section to add vaccine to your order.
   • Once your order is updated, resubmit your order as outlined in step 6 below.

6. Click on the arrow to the right of Update, then click on Submit to VFC Program to resubmit your order for review.

Step 2

Click on the blue alert that reads: “There are # Pending VTrckS Shipments“, located just above the Inventory Location Box. (If there is no alert here, you have no shipments pending.)

Step 3

Click Receive (one-by-one) to verify shipment & stock of each vaccine received by your clinic.

Step 4 & 5

4. Verify the vaccine identification information and select the appropriate Funding Source on the vaccine shipment information page.

5. Click Create.

Step 6

Repeat steps 3 through 5 for each vaccine in the shipment. The vaccines will be added to your inventory and can be viewed on the On-Hand page.

*If you see this pop-up message and if the vaccine is in any way unique (less than 100% match), click Proceed with Create in the upper right hand corner. If the vaccine identification is the same (100% match), click Add To This Inventory Line Item.