Welcome to the

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Welcome to the Manage Orders lesson for the
North Carolina Immunization Branch. Contents Pl
acing a State Supplied Order Accepting a
State Supplied Order You can view the
entire module or skip ahead to certain parts by
clicking on name or button.
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When you join the NCIR you will no longer have to
call, mail or fax your vaccine order in. You will
be able to place your order electronically
through the NCIR.
Click Manage Orders
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Once you click on Mange Orders you will be sent
to this screen where you can check the status of
the orders that have already been placed. This is
also the screen you use to create a new order.
You can see any current orders, historical orders
or both by clicking on the radio button next to
the option you would like to see.
In order to place an order through the NCIR click
Create Order.

• The Ordering Screen is going to be split into 3
  sections
• Vaccine from State
• Vaccine from Manufacturer
• Site Information

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• When you place a state supplied vaccine order
  through the NCIR, you will continue to order a 3
  month supply, which means you should be ordering
  every other month.
• After entering immunizations for one month, you
  will see the total count for each vaccine in the
  Previous Month Usage column.
• Once you have used the NCIR for 3 months, you
  will see the total count in the second column,
  Previous 3 Month Usage.
• The third column shows your Inventory on Hand

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The vaccines are broken up by families, which
include all the trade names in that vaccine group
This is the vaccine that was administered in the
previous calendar month.
This is the total amount of vaccine that was
administered in 3 calendar months.
This is the amount of vaccine that the NCIR says
you have left in inventory.
The NCIR will be able to suggest what you should
order based on the 3 month usage and what you
have left on hand. This is why it is important to
administer vaccines properly. Until the 3 month
mark is achieved you will need to continue to do
your calculations the same way you do now.
You have the option to choose whether you want
vials or syringes for some vaccines.
Enter the amount in doses that you want to order
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Vaccine from Manufacturer includes Varicella and
MMRV. They will be shipped separately from the
rest of your vaccines.
It is important to note that while you can
accept your state supplied order directly into
your NCIR inventory, you will need to add your
Varicella and MMRV manually into the NCIR
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You must verify your Site Information for every
vaccine order that you place through the NCIR.
Look over the information listed to make sure it
is correct. This is very important!!!
If everything is correct and there are no changes
to be made then you can click the radio button
next to No changes to Site Information.
If you need to change any of the Site
Information, highlight the field and type in your
change.
Make sure your shipping hours are correct. These
will be the hours that are sent to the shipping
company so they know when to have the vaccine
delivered.
If you have updates to shipping hours or any
special instructions you can put them here. For
example, if you are going to be closed for a few
days during a holiday time, you can add those
instructions here and then take them out once the
holiday has passed. You can also use this box to
let the Branch know if you are ordering more or
less vaccine for a specific reason. If you put
that explanation down here, you will not be faxed.
When you have verified and/or edited the Site
Information you can click Submit Order. Please
remember you must either click the No changes
option or edit the site information before you
can submit an order.
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When you submit your order you will see it show
up under Current Orders as pending. You have
finished placing an order when it shows up as
pending.

• Status Levels
• Pending - This indicates that the order has not
  been viewed or filled by the filling
  organization. This type of order can still be
  modified.
• In Progress - This indicates that the order has
  been received and reviewed by the filling
  organization. This type of order can no longer be
  modified.
• Backorder - This indicates that the order was
  received and reviewed by the filling
  organization.  The requested order items are
  temporarily not available to fill and are on
  backorder.  This type of order can no longer be
  modified.  
• Shipped - This indicates that the order has been
  completely filled and shipped. This type of order
  can no longer be modified.
• Cancelled - This indicates that the order was
  cancelled by the Ordering Organization. This type
  of order can no longer be modified, and is
  considered a historical order.
• Denied - This indicates that the order was denied
  by the Order Filling Organization. This type of
  order can no longer be modified, and is
  considered a historical order.
• Partial Ship - This indicates that part of the
  order was filled and shipped with some of the
  order still waiting to be filled. This type of
  order can no longer be modified.

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How to accept your state supplied order
When you place a state supplied order through the
NCIR, you will be able to accept it straight into
inventory. In order to do this, the Immunization
Branch sends the order as a Transfer from our
inventory to yours. So, to accept your order you
will need to go into your transfers. Lets see!
Click on Manage Transfers
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Find your order under the Inbound Transfers.
Click on the Create Date in blue. This is going
to take you to where you can view your order.
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If your invoice matches the NCIR order then you
can accept it straight into your inventory by
clicking Accept Transfer.
Accept the transfer and it will be loaded
into your inventory Before you reject
or partially accept your transfer you must call
the Help Desk for assistance.
When you click Accept Transfer you will see a pop
up message like below.
Click OK
You will see your order at the bottom of the
screen. You must verify that these lot numbers
and amounts match what you have on your invoice
from the vaccine shipping box. If they do not
match, please call the Help Desk at 877-873-6247
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When you have successfully added your order into
your NCIR inventory then you will see the message
below in red. You can double check to make sure
your inventory is in the NCIR by going back to
Manage Inventory and then clicking Show Inventory.
Please remember that you have to enter your
Varicella and MMR manually through the Add
Inventory function under the Manage Inventory
menu. You will need the invoice with the vaccine
information on it to do this. Please see Manage
Inventory Lesson.
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You can verify the vaccine has been entered into
NCIR inventory.
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This concludes the Manage Orders lesson. If you
have any questions please feel free to contact
your Regional Consultant or the Immunization
Branch Help Desk at 1-877-873-6247