Visual VACMAN v4x
Functional Specifications Document
Import and Export Modules
Revision Number 9

VACMAN

January 2008

Table of Contents
Introduction to Import Module
Specific Requirements
Import Options – The VACMAN Interface Screen
File to import into VACMAN
File Type
Import Type
User Procedures
Field Descriptions - Distribution (via Project Depot)
Field Descriptions - Transactions
Field Descriptions – Provider data
Field Descriptions – Enrollment data
Field Descriptions – Physicians data
Field Descriptions – Provider Inventory data
Field Descriptions – Doses Administered data
Field Descriptions – Provider Orders
Field Descriptions – Direct Ship Orders – Archive or Update
Field Descriptions –Direct Ship – New Orders
Error Detection Criteria
Export Module
Export Options – The VACMAN Interface Screen
Export File Options
User Procedures

Introduction to Import Module
Purpose 
This Functional Specification document describes the Import module of Visual VACMAN v4x.  When applicable, differences between VACMAN 4x and Visual VACMAN 3.0 are indicated. This document provides specifications for file formats to be used in the event import data is to be prepared from some source other than VACMAN v4x.
Scope 
This product is an import module included as part of VACMAN v4x.  Other than as specifically detailed in this document, no other provisions or interfaces with other software are addressed or supported in this specification.
Business Rule Objects
VACMAN utilizes business rules objects.  This component is the enforcer of how data is treated and tested before being added to the tables in the system.  This object is designed to accept input either from the keyboard, or from a file.  In both cases, as the object tests individual elements of a new record, they either pass (are properly formatted), or they fail, and the program generates an error message that goes back to the system that sent the data. In the case of keyboard entry, the user receives an error message and then has the opportunity to correct the error.  In the case of the import module (file input), these error messages are gathered into a file and shown to the user after processing.  The user is required to save the error file to a valid file name.
Errors in Import Processing
•	Incomplete records are returned to the external system attempting to import into the VACMAN system. The originator also receives a log of incomplete records by provider.
•	Incomplete records in an input file do not prevent complete records in the same input file from being imported into VACMAN. This represents a change from VACMAN import processing prior to vv4x. 
General Requirements
Product Perspective
This Functional Specification documents an existing product.  Significant changes between VACMAN v3.0 and VACMAN v4x import specifications are indicated.  
Product Functions
Implementation of VACMAN v4x provides for the following: 
•	Validating and inputting records from standard tables (.dbf files)
•	Validating and inputting records from standard Excel® spreadsheet files (.xls files)
•	Validating and inputting records from standard comma delimited text files (.txt files)
•	Validating and inputting records from fixed length data files (.sdf files)
User Characteristics
Users of this product require the same basic skill set as current VACMAN users.  Users should have these basic computer skills:
•	Ability to successfully start their machine and log into their local area network.
•	Ability to enter data on typical data input screens.
•	Basic keyboarding skills.
•	Basic mouse and other input device operation.
•	Awareness of when, why, and how data is imported into VACMAN, and potential data integrity issues posed by incorrect use of the import module.
•	Use of the Import module requires a VACMAN user security level 2 or 3.
General Constraints
Equipment – Equipment required to support the Import module are identical to those specified for VACMAN v4x as a whole.  No additional requirements are specified.
Required software – Software required to support the Import module are identical to those specified for VACMAN v4x as a whole.  No additional requirements are specified.
Memory available - Memory requirements for the Import module are identical to those specified for VACMAN v4x as a whole.  No additional requirements are specified.
Operating system – Operating system requirements to support the Import module are identical to those specified for VACMAN v4x as a whole.  No additional requirements are specified.
Network configuration – Network configuration required to support the Import module is identical to those specified for VACMAN v4x as a whole.  No additional requirements are specified.
Other constraints on the system – Users must be able to access VACMAN v4x.
Assumptions and Dependencies
The Import module is part of VACMAN v4x as a whole.  It is not available as a stand-alone process, nor is it accessible from outside the CDC network.  The product cannot provide information to users outside the currently existing network.
Specific Requirements
The following functional requirements are the basis for all requirements specified for this product. 
Import Options – The VACMAN Interface Screen 
The user selects import options from the VACMAN Utilities tab - Import Options screen. These options include file type, the file to import, and the import type. The screen provides a Pick File button, which lets users navigate the file path and select the file to import. 
File formats other than those listed on the Import Options screen are not supported by VACMAN.
Regardless of how the file is created, the formatting described in this document must be followed.  If the file to be imported fails to meet criteria, it will reject with an appropriate error message.  Best results for file creation can be obtained by using the VACMAN Export module.
Figure 1. VACMAN Utilities tab – Import Options screen.
Description of File to import into VACMAN. The Import Options screen offers the following data type options that can be imported into VACMAN.
•	Distribution (via Project Depot) – project distributions prior to VACMAN v4x.
•	Transactions – transactions by other than the project, such as wasted, expired or lost vaccine. 
•	Provider data – general information about the provider.
•	Enrollment data – the provider’s patient demographics information. 
•	Physicians data – information about a physician who is a provider.
•	Provider Inventory data – the provider’s vaccine inventory information. 
•	Doses Administered data – information about vaccinations administered by the provider.
•	Provider Orders – import Provider order data.
•	Direct Ship Orders – import Direct Ship order data.
File Type. The Import Options screen offers the following import file type options, which are described in the table below:
•	DBF - Standard database (.dbf files)
•	TXT – ASCII Comma delimited text files (.txt files)
•	SDF – ASCII Fixed length text files (.sdf files or space delimited files)
•	XLS - Microsoft Excel spreadsheet files (.xls files)
Note:	As of VACMAN v4x, Lotus spreadsheet is not a VACMAN import/export option.
Figure 2. File Type options.
File Type: Standard database	File Extension: .dbf	File Type Description: Data to be imported in the form of a table is formatted according to the applicable Field Descriptions table in this document. The fields are listed in the order in which they must be presented for import. 	
File Type: ASCII comma delimited	File Extension: .txt	File Type Description: Data fields are exported from the applicable VACMAN table into an ASCII standard text file containing one line of text for each record in the table.
•	The fields in comma delimited files are separated by commas; there are no extra spaces.
•	Fields containing character data are surrounded by double quotes.
•	Fields containing numeric data are trimmed to the minimum length.
•	Fields containing date data is formatted to 8 spaces containing YYYYMMDD data.  In the event there is no data in the corresponding table field, the appropriate space in the text file contains 8 spaces.
•	Data must be arranged in the order listed in the applicable Field Descriptions table in this document.	
File Type: ASCII space delimited
(fixed length)	File Extension: .sdf	File Type Description: Data fields are exported from the applicable VACMAN table into an ASCII standard text file containing one line of data for each record in the table. 
•	Space delimited files contain no separators or delimiting characters. 
•	 SDF files format the data in streams of values of exactly the same length as the corresponding fields in the table from which the data is exported.  
•	No quotation marks or other special characters for dates distinguish data types.  
•	Data must be arranged in the order listed in the applicable Field Descriptions table in this document.	
File Type: Excel v4x spreadsheet	File Extension: .xls	File Type Description: Excel spreadsheet files are formatted with a column heading corresponding to the name of each field, as defined in the applicable Field Descriptions table in this document.  
Each record to be imported is listed on a single row of the spreadsheet in the same order and with the same formatting described in the applicable Field Descriptions table in this document. 	
Import Type. The Import Options screen offers the following import type options, which are described below. Some import type options are not be available for some files.
•	Import Archived Records
•	Update Existing Records
•	Add New Records
•	Import Archived Records – This option matches all of the records in the import file and only appends records that do not exist in the system at the time of the action.  
This action mirrors the Export function that allows for the removal of records currently in place.  The Export program copies data into the system when moving records to archive.
Notes:
o	Data created outside of VACMAN should NOT be used for the archive function. 
o	If any duplicate records are found in the import file that do not match records existing in the system, they will be ignored.  The user will be prompted with the appropriate error message.
o	Archived data should not be tampered with in any way.  If the user wishes to enter data that has been altered the update or add functions should be used.  Other than checking for record matches, NO ERROR CHECKING IS DONE. 
•	Update Existing Records – Only records that currently exist in the VACMAN system can be imported.
Records that do not already exist are moved to a separate file and an error record is saved to the error file.
Notes:  
o	As the records are matched and updated into the system, the new information is treated by the business rules object as an edit.  
o	The seekid field in ALL of the records in the import file must match before ANY of the records will be imported. If all of the records do not match, the user is notified and given the chance to view and save the errors found.  Additionally, the user has the opportunity to view the records that did not pass duplicate checking and save them to a separate file.
o	If the user intends to change data external to VACMAN, the seekid key field, along with action, dateout, fromPIN, PIN, vaccine, and lot must not be changed.  If they are changed, the record cannot be matched to a current record in the system, and the system does not allow the record to be imported.  
o	Changes to lot inventories and other calculated data are conducted in accordance with current business rules.
•	Add New Records – Only records that are NOT duplicates are imported.  
New records are handled in accordance with the same business rules that apply for a standard keyboard entry. 
Notes: 
o	Per current business rules, the system checks whether excess ordering has occurred.    
o	The add option on the main interface screen provides these options:  the user can auto-assign a shipment date when the shipdate field in the import table is blank, and auto-assign lot numbers when they are blank.  A radio box will be provided for each option. A separate field lets the user input a desired ship date.  The default the date is the current date.
o	Distid and Seekid (unique fields) are overwritten if present by system-generated identifiers in add mode.  If importing data using the add mode, the values originally present in these fields change.  The import file itself is not changed, only the values entered in the import table. 
User Procedures 
Use these instructions to import a file into VACMAN.
Figure 3. User instructions for importing into VACMAN.
Step:  1	Description:  Access the VACMAN Utilities tab and select the Import Data into VACMAN option.
Result: The system displays the VACMAN Import Options screen.	
Step:  2	Description:  Choose one radio button from each of these frames:
•	Description of file to import
•	File type
•	Import Type	
Step:  3	Description:  Click the Pick file button.
Result: The system displays the Select Import File screen. This enables you to navigate to, and select, the file you need to import.	
Step:  4	Description:  Select the file you need to import.
Result: The Import Options screen displays the selected file in the Source filename field. 	
Step:  5	Description:  Click the Continue button.
Results: The system does the following.
•	Checks for duplicate records.
•	After checking for duplication, if the number of records remaining to import is less than 1, a message notifies that there are no records to import.
•	After checking for duplication, if the number of records remaining to import is 1 or more, the system launches its error checking routine. The system displays error and warning messages as appropriate. If no critical errors are detected, users can continue the import process. For more information, see Error Detection Criteria.  
•	After successfully completing error checking, the system scans the file to be imported and compares it against the applicable VACMAN table.
o	If matches exist, and there is no transmit date, the system overwrites the existing record in the applicable table with the import record.
o	If matches exist, and there is a transmit date, the system updates the existing record in the applicable table with the import record.
o	If matches do not exist, the system adds the import record to the applicable table.
•	Regardless the choice of the type of import to do, error checking will first be conducted.  If no critical errors are detected – the user will be required to view any warning messages and then be able to continue the import process as described previously.
Note:	Choosing the Cancel button will abort the operation and close the import module.	
Step:  6	Description:  When processing is complete, the system does the following:
•	Generates a log of incomplete records by provider, if any.
•	Generates a detailed result log and summary screen, and a printable, exportable file. 	
Field Descriptions - Distribution (via Project Depot)
Note:	VACMAN v4x does not require that projects distribute vaccine from their depots, as in previous versions of VACMAN. VACMAN v4x does allow projects to view historical distribution data, and therefore can continue to export and import distribution records that existed prior to installation of VACMAN v4x. 
Source Table in VACMAN:	distrib.dbf
Figure 4. Field Descriptions – Distribution (via Project Depot).
Field Name:  Rectype
	Type:  Numeric	Size of field:  1	Decimal places:  0	RequiredField? no	distrib.dbf – Field Description: Record type. Codes are:
1 - Bulk order (manufacturer to distributor).
2 - Direct ship order (manufacturer to provider).
3 – Non-CDC inventory (manufacturer or distributor, to distributor or project). Not applicable to Import module. 
4 – Return viable vaccine (provider to manufacturer or distributor ). Not applicable to Import module.  
5 – Provider order (distributor to provider) Not applicable to Import module.	
Field Name:  Input	Type:  Date	Size of field:  8	Decimal places:  0	RequiredField? yes	distrib.dbf – Field Description: Date the record is entered into the database.  Value can be up to five years prior to the current date, or up to one year from the value in the Date Out field.	
Field Name:  Xmitdate	Type:  Date	Size of field:  8	Decimal places:  0	RequiredField? No	distrib.dbf – Field Description: Transmit date. Not in use.	
Field Name:  Dateout	Type:  Date	Size of field:  8	Decimal places:  0	RequiredField? yes	distrib.dbf – Field Description: Date out; date of the code in the Action field in ACTREF.dbf.  For Distribution by the project, the only applicable action code is 1. Codes are:
1 - date shipment is actually shipped to the provider
2 - date vaccine is returned
3 thru 7, 11, 12 - date vaccine is reported spoiled, expired, or lost/damaged
8 - date vaccine is shipped
9 - date vaccine order is transmitted	
Field Name:  PIN	Type:  Character	Size of field:  6	Decimal places:  0	RequiredField? yes	distrib.dbf – Field Description: Provider identification number.  This is the recipient of the vaccine.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider.  This field is right‑justified.	
Field Name:  FromPIN	Type:  Character	Size of field:  6	Decimal places:  0	RequiredField? Yes	distrib.dbf – Field Description: From PIN. This identification must exist in the VACMAN system, and the referenced PIN must be active. Value depends on the code in the Action field in ACTREF.dbf.  The action codes and applicable From PINs are:
1 – PIN for project/depot that is sending inventory for distribution
2 thru 7, 11, 12 –  PIN for project/depot to which the provider is reporting
8 – PIN of provider who is transferring vaccine
9 – PIN of a vaccine distribution center	
Field Name:  Action	Type:  Numeric	Size of field:  2	Decimal places:  0	RequiredField? Yes	distrib.dbf – Field Description: Transaction code; identifies the type of transaction. For Distribution by the project, the only applicable code is 1. Codes are:
1 - vaccine sent from the project to a provider
2 – usable vaccine returned by the provider
3 – vaccine spoiled for a reason other than improper storage upon receipt or refrigerator failure
4 - expired vaccine
5 – vaccine was lost or damaged during shipment to the provider
6 – vaccine was improperly stored upon receipt and spoiled
7 – refrigerator failed and the vaccine spoiled
8 – usable vaccine transferred from one provider to another
11 – vaccine was lost or cannot be accounted for in the provider inventory
12 – vaccine was not usable for some reason other than spoiled, expired, or lost/damaged	
Field Name:  Lot	Type:  Character	Size of field:  15	Decimal places:  0	RequiredField? No	distrib.dbf – Field Description: Manufacturer’s lot number.  	
Field Name:  Ordsize	Type:  Numeric	 Size of field:  4	Decimal places:  0	RequiredField? No	distrib.dbf – Field Description: Order size. 	
Field Name:  Vaccine	Type:  Character	Size of field:  8	Decimal places:  0	RequiredField? Yes	distrib.dbf – Field Description: Short name for vaccine type.  This name must be in the Vaccine field in STOCK.dbf. 	
Field Name:  Units	Type:  Numeric	Size of field:  8	Decimal places:  0	RequiredField? Yes	distrib.dbf – Field Description: Number of vials. Must be an even multiple of doses/size. 	
Field Name:  Doses	Type:  Numeric	Size of field:  8	Decimal places:  0	RequiredField? Yes	distrib.dbf – Field Description: Number of doses. Value cannot be greater than the number of doses available.	
Field Name:  Fdose1	Type:  Numeric	Size of field:  8	Decimal places:  0	RequiredField? No	distrib.dbf – Field Description: Funding dose 1. Prior to version 3.0:  Number of doses assigned to VFC funds.	
Field Name:  Fdose2	Type:  Numeric	Size of field:  8	Decimal places:  0	RequiredField? No	distrib.dbf – Field Description: Funding dose 1. Prior to version 3.0:  Number of doses assigned to G317 funds.	
Field Name:  Fdose3	Type:  Numeric	Size of field:  8	Decimal places:  0	RequiredField? No	distrib.dbf – Field Description: Funding dose 1. Prior to version 3.0:  Number of doses assigned to State/other funds.	
Field Name:  SeekID	Type:  Numeric	Size of field:  9	Decimal places:  0	RequiredField? No	distrib.dbf – Field Description: Sequence (“seek”) ID. Unique number assigned to this record when the code in the Action field = 1.  If the code in the Action field is not 1, this field must be blank.	
Field Name:  Cdcpo	Type:  Numeric	Size of field:  10	Decimal places:  0	RequiredField? No	distrib.dbf – Field Description: CDC Purchase Order number. 	
Field Name:  Status	Type:  Character	Size of field:  2	Decimal places:  0	RequiredField? No	distrib.dbf – Field Description: Quick reference to distribution type.  Codes are:
    Di – Distribution from project depot
    Re – Return to project depot 
    Sp – Report of spoiled vaccine
    Ex – Report of expired vaccine
    Lo – Lost or missing vaccine
    Im – Improper storage
    Fa – Spoilage due to refrigerator failure
    Tr – Transfer between providers
    Ac – Cannot be accounted for
    Us – Unusable vaccine
    Aj – Inventory Adjustment	
Field Name:  Shipdate	Type:  Date	Size of field:  8	Decimal places:  0	RequiredField? No	distrib.dbf – Field Description: Ship date. 	
Field Name:  Orddose	Type:  Numeric	Size of field:  8	Decimal places:  0	RequiredField? No	distrib.dbf – Field Description: Order dose. 	
Field Name:  Shipped	Type:  Numeric	Size of field:  1	Decimal places:  0	RequiredField? No	distrib.dbf – Field Description: Code indicating whether the vaccine shipped has actually been shipped.  Codes are:
1 – vaccine has been shipped
0 – vaccine has not been shipped (leave field blank)	
Field Name:  Notes	Type:  Character	Size of field:  25	Decimal places:  0	RequiredField? No	distrib.dbf – Field Description: Optional information.  Special information about the vaccine shipment that can be included on the Shipping Invoice.	
Field Name:  Chgdate	Type:  Date	Size of field:  8	Decimal places:  0	RequiredField? No	distrib.dbf – Field Description: Change date. Date the record was last changed.	
Field Name:  Userid	Type:  Character	 Size of field:  8	Decimal places:  0	RequiredField? No	distrib.dbf – Field Description: ID of the user who last changed the record.  The ID is copied from the Security profile.	
Field Name:  Distid	Type:  Integer	Size of field:  4	Decimal places:  0	RequiredField? No	distrib.dbf – Field Description: Distribution ID. Unique ID for each distribution record.  
Note: This is primary key for the distribution table and must not be altered in any way. 	

Field Descriptions - Transactions
Note:	“Other Transactions” are Transaction Codes 2 – 8: expired, wasted, lost etc., vaccine. 
Source Table in VACMAN:	distrib.dbf
Field Descriptions are generally identical to those for Distribution (via Project Depot); see Figure 4. Field Descriptions – Distribution (via Project Depot). 
For Distribution (Other Transactions), all Action codes except “1” are valid.

 Field Descriptions – Provider data
Source Table in VACMAN:	 provider.dbf
Figure 5. Field Descriptions – Provider data.
Field Name:  PIN	Type:  Character	Size of field:   6	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: Provider identification number.  This field is right-justified.
This number is a unique identifier for provider or depots. This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. 
Depots are identified by a value of 30, 31, or 33 in the Sector field of this table.
This is the key field to match providers in this database with providers in the other databases. 	
Field Name:  Linkpin	Type:  Character	 Size of field:  6	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: Provider identification number for a “parent” provider record of the “satellite” provider being displayed.  This is to link the records for enrollment data.
The Sector field in provider table for record matching this value must be between 10 or 29, or must be 32.	
Field Name:  Alphaid	Type:  Character	Size of field:  15	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Optional.  User-defined secondary identifiers (state-ID or Medicaid number) where existing identified codes may not be served by other fields in the Provider database.  This field is assigned on the Setup tab - Define Names screen.  	
Field Name:  Firstname	Type:  Character	Size of field:  15	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: For private providers only.  Private provider’s first name.  Use the Last Name field for a facility name.	
Field Name:  Initial	Type:  Character	 Size of field:  1	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: For private providers only.  Middle initial of the private provider’s name.  Use the Last Name field for a facility name.	
Field Name:  Lastname	Type:  Character	Size of field:  35	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: Last name of a private provider OR the entire name of a facility.	
Field Name:  Title	Type:  Character	 Size of field:  9	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: For private providers only.  Suffix or title of the private provider.	
Field Name:  Contact	Type:  Character	Size of field:  30	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: Person to contact for information or questions about vaccine shipments or deliveries.	
Field Name:  Address	Type:  Character	Size of field:  35	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: Provider shipping address for delivery purposes.  This should be the street address.  DO NOT include a P.O. box in this address.	
Field Name:  Addres2	Type:  Character	Size of field:  35	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Second line for provider shipping address.  Leave this line blank if not needed to complete the address.	
Field Name:  City	Type:  Character	Size of field:  20	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: Shipping address city	
Field Name:  State	Type:  Character	Size of field:   2	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: Shipping address state	
Field Name:  Zipcode	Type: Character	Size of field:  10	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: Shipping address ZIP code (5 or 9 digits).  Value must exist in the ZIPCODE.dbf file.	
Field Name:  Ml_contact	Type:  Character	Size of field:  30	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Optional.  Person to contact for questions or problems about vaccine issues.	
Field Name:  Ml_address	Type:  Character	Size of field:  35	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Optional.  Provider mailing address other than the street address	
Field Name:  Ml_addres2	Type:  Character	Size of field:  35	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Optional.  Second line for provider mailing address.  If a post office box is part of the mailing address, enter this on the second address line, otherwise leave this line blank.	
Field Name:  Ml_city	Type:  Character	Size of field:  20	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Optional.  Mailing address city	
Field Name:  Ml_state	Type:  Character	 Size of field:  2	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Optional.  Mailing address state	
Field Name:  Ml_zipcode	Type:  Character	Size of field:  10	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Optional.  Mailing address ZIP code (5 or 9 digits).  The 5-digit code must be in the ZIP field in ZIPCODES.dbf.	
Field Name:  County	Type:  Character	Size of field:  15	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Optional.  County name	
Field Name:  Phone	Type:  Character	Size of field:  14	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: Phone number for the person shown in the Contact field.  Field includes parentheses around area code and hyphen after local prefix; for example (404) 555-8245.	
Field Name:  Extension	Type:  Character	Size of field:   4	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Optional.  Extension number for the telephone number shown in the Phone field.	
Field Name:  Fax	Type:  Character	Size of field:  14	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Optional.  FAX number.  Field includes parentheses around area code and hyphen after local prefix; for example (404) 555-8245.	
Field Name:  Modem	Type:  Character	Size of field:  14	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Not in use.	
Field Name:  Subdiv	Type:  Character	Size of field:  15	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: User-defined name of the project jurisdictional subdivision (district, county, region, station, area, etc.) under which the provider is grouped.  This field is assigned on the Setup tab - Define Names screen.  The name must be in the Subdiv field in SUBDIV.dbf.	
Field Name:  Sector	Type:  Numeric	Size of field:   2	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: Provider classification code.  Indicates the type of provider.  The first digit must be:
1 - designates the provider is public
2 - designates the provider is private
3 - designates a project, depot, or other immunization project
The second digit designates whether a private provider is deputized as a Federally Qualified Health Center (FQHC) or Rural Health Center (RHC).  Odd numbers indicate that a private provider is deputized as a FQHC or RHC.
The Sector cannot be 30, 31, or 33.
The code must be in the Sector field in SECTOREF.dbf.	
Field Name:  Cat1	Type:  Character	Size of field:  10	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: First optional user-defined field.  If used, the value must exist in the OWNREF.dbf. This field is assigned on the Setup tab - Define Names screen.  This field can be used for project information not served by other fields in the Provider database.  	
Field Name:  Cat2	Type:  Character	Size of field:  10	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: Second optional user-defined field.  If used, the value must exist in the OWNREF.dbf. This field is assigned on the Setup tab - Define Names screen.  This field can be used for project information not served by other fields in the Provider database.  	
Field Name:  Cat3	Type:  Character	Size of field:  10	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: Third optional user-defined field.  If used, the value must exist in the OWNREF.dbf. This field is assigned on the Setup tab - Define Names screen.  This field can be used for project information not served by other fields in the Provider database.  	
Field Name:  Note	Type:  Character	Size of field:  50	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Optional; additional information about the provider that is to be included on the shipping label.
The VACMAN Import function generates warning messages if there is no value in this field, or if keyboard characters other than letters or numbers are present.	
Field Name:  Active	Type:  Character	Size of field:   1	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: Code to indicate whether a provider is active.  Codes are:
Y - active provider
N - inactive provider
S – suspended provider
T – temporary provider
The inactive (N) code maintains the provider in the database, even though the provider does not actively participate in the program.	
Field Name:  Codes	Type:  Character	Size of field:  10	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: Indicates whether a provider is eligible for direct ship.  Codes are:
Y - provider can receive direct ship (frozen) vaccine
blank - provider cannot receive direct ship	
Field Name:  Physcount	Type:  Numeric	Size of field:  2	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Future use	
Field Name:  Origdate	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Future use	
Field Name:  Other	Type:  Character	Size of field:  10	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Future use	
Field Name:  Datevfc	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: Date the provider became eligible to participate in the VFC program. Value cannot exceed the current date by more than 30 days.	
Field Name:  Createdate	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Date the provider record was created	
Field Name:  Xmitdate	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Date the provider record was last transmitted to CDC/NIP	
Field Name:  Chgdate	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Change date. Date the provider record was last updated.  For newly added records, this date will be the same as the Create Date.	
Field Name:  Userid	Type:  Character	Size of field:   8	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: User ID of person adding or editing provider’s record.  The ID is copied from the Security profile.	
Field Name:  Phone2	Type:  Character	Size of field:  14	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Optional.  Additional telephone number to use to contact the provider.  Field includes parentheses around area code and hyphen after local prefix, for example (404) 555-8245.	
Field Name:  Email	Type:  Character	Size of field:  40	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: E-mail address to contact the provider	
Field Name:  Cat4 	Type:  Character	Size of field:  10	Decimal places: 0	RequiredField? Yes	provider.dbf – Field Description: Fourth optional user-defined field.  If used, the value must exist in the OWNREF.dbf. This field is assigned on the Setup tab - Define Names screen.  This field can be used for project information not served by other fields in the Provider database.  	
Field Name:  Cat5 	Type:  Character	Size of field:  10	Decimal places: 0	RequiredField? Yes 	provider.dbf – Field Description: Fifth optional user-defined field.  If used, the value must exist in the OWNREF.dbf. This field is assigned on the Setup tab - Define Names screen.  This field can be used for project information not served by other fields in the Provider database.  	
Field Name:  Provtype	Type:  Character	Size of field:  1	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Optional user-defined field.  	
Field Name:  Email2	Type:  Character	Size of field:  35	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Email address associated with Mailing address.  	
Field Name:  Extension2	Type:  Character	Size of field:  4	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Phone extension associated with Mailing address.  	
Field Name:  Fax2	Type:  Character	Size of field:  14	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Second fax number for the provider	
Field Name:  Wh_note	Type:  Character	Size of field:  50	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Warehouse notes for packaging.  	
Field Name:  Dateactive	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Date that provider’s active status last changed.  	
Field Name:  Datexvfc	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Date that provider left VFC program.  	
Field Name:  Provid	Type:  Integer	Size of field:  4	Decimal places: 0	RequiredField? No	provider.dbf – Field Description: Unique ID for record. 
Note:	The Provid field is the primary key for the provider table and must not be altered in any way; this could prevent the record from matching.	

Field Descriptions – Enrollment data

Source Table in VACMAN:	enroll.dbf
Figure 6. Field Descriptions – Enrollment data.
Field Name:  PIN	Type:  Character	Size of field:   6	Decimal places: 0	RequiredField? Yes	enroll.dbf – Field Description Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. This field is right‑justified.
The PIN field is the primary key for the enroll table and must not be altered; this could prevent the record from matching.	
Field Name:  Agedefine	Type:  Character	Size of field:   6	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Age group definitions. 
If the value is 1998, age groups are as re-defined in 1998.
If the value is blank, age groups are as defined prior to 1998.	
Field Name:  Ensource	Type:  Character	Size of field:  10	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Source code for the enrollment information.  The codes are the same as in the Source Code field in ENROLLSC.dbf.  This field can contain any combination of codes.  Codes are:
A - benchmarking data
B - Medicaid claims data
C - provider encounter data
D - registry data
E - vaccine replacement data
F - doses administered data
G - prior ordering data
Z – other	
Field Name:  Allkids1	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? Yes	enroll.dbf – Field Description Total children under 1 year of age receiving immunizations. The sum of VFCkids1, G317kids1, and Statekids1 must be less than or equal to the total for Allkids1.
This data is maintained on the VACMAN Enrollment screen.	
Field Name:  Medicaid1	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Number of children under 1 year of age qualifying for Medicaid	
Field Name:  Uninsured1 	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Number of children under 1 year of age uninsured for health care	
Field Name:  Amindian1	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Number of American Indian and Alaskan Native children under 1 year of age	
Field Name:  Fqhc_rhc1	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Number of children under 1 year of age underinsured (no coverage for immunizations) AND are served in a Federally Qualified Health Center (FQHC) or Rural Health Center (RHC)	
Field Name:  Vfckids1	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? Yes	enroll.dbf – Field Description Total children under 1 year of age who are VFC eligible.  This amount should equal the number in the MEDICAID1, UNINSURED1, AMINDIAN1, and FQHC_RHC1 fields.	
Field Name:  G317kids1	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? Yes	enroll.dbf – Field Description Number of children under 1 year of age not eligible for VFC vaccines, but eligible to receive free vaccines through direct assistance or G317 funds.	
Field Name:  Statekids1	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? Yes	enroll.dbf – Field Description Number of children under 1 year of age not eligible for VFC vaccines, but eligible to receive free vaccines through state/other funds.	
Field Name:  Allkids2	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? Yes	enroll.dbf – Field Description Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Total children in age group receiving immunizations. The sum of VFCkids2, G317kids2, and Statekids2 must be less than or equal to the total for Allkids2.
This data is maintained on the VACMAN Enrollment screen.	
Field Name:  Medicaid2	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of children in age group qualifying for Medicaid	
Field Name:  Uninsured2	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of children  in age group uninsured for health care	
Field Name:  Amindian2	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of American Indian and Alaskan Native children in age group	
Field Name:  Fqhc_rhc2	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of children in age group underinsured (no coverage for immunizations) AND are served in a Federally Qualified Health Center (FQHC) or Rural Health Center (RHC)	
Field Name:  Vfckids2	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? Yes	enroll.dbf – Field Description Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Total number of children in age group who are VFC eligible.  This amount should equal the number in the MEDICAID2, UNINSURED2, AMINDIAN2, and FQHC_RHC2 fields.	
Field Name:  G317kids2	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? Yes	enroll.dbf – Field Description Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of children in age group not eligible for VFC vaccines, but eligible for free vaccines through distribution of direct assistance or G317 funds.	
Field Name:  Statekids2	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? Yes	enroll.dbf – Field Description Age group is 1-18 if the Agedefine field does not contain 1998.  Age group is 1-6 if the Agedefine field does contain 1998.
Number of children in age group not eligible for VFC vaccines, but eligible for free vaccines through State/other funds.	
Field Name:   Allkids3	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? Yes	enroll.dbf – Field Description Total children 7-18 years of age receiving immunizations. The sum of VFCkids3, G317kids3, and Statekids3 must be less than or equal to the total for Allkids3.
This data is maintained on the VACMAN Enrollment screen.	
Field Name:  Medicaid3	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Number of children 7-18 years of age qualifying for Medicaid	
Field Name:  Uninsured3	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Number of children 7-18 years of age uninsured for health care	
Field Name:  Amindian3	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Number of American Indian and Alaskan Native children 7-18 years of age	
Field Name:  Fqhc_rhc3	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Number of children 7-18 years of age underinsured (no coverage for immunizations) AND are served in a Federally Qualified Health Center (FQHC) or Rural Health Center (RHC)	
Field Name:  Vfckids3	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? Yes	enroll.dbf – Field Description Total children 7-18 years of age who are VFC eligible.  This amount should equal the number in the MEDICAID3, UNINSURED3, AMINDIAN3, and FQHC_RHC3 fields.	
Field Name:  G317kids3	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? Yes	enroll.dbf – Field Description Number of children 7-18 years of age not eligible for VFC vaccines, but eligible to receive free vaccines through direct assistance or G317 funds.	
Field Name:  Statekids3	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Number of children 7-18 years of age not eligible for VFC vaccines, but eligible to receive free vaccines through State/other funds.	
Field Name:  Allkids4	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? Yes	enroll.dbf – Field Description Optional user-selected field.  Total of children over 18 years of age receiving immunizations. The sum of VFCkids4, G317kids4, and Statekids4 must be less than or equal to the total for Allkids4.
This data is maintained on the VACMAN Enrollment screen.	
Field Name:  Medicaid4	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Optional user-selected field.  Number of children over 18 years of age qualifying for Medicaid	
Field Name:  Uninsured4	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Optional user-selected field.  Number of children over 18 years of age uninsured for health care	
Field Name:  Amindian4	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Optional user-selected field.  Number of American Indian and Alaskan Native children over 18 years of age	
Field Name:  Fqhc_rhc4	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Optional user-selected field.  Number of children over 18 years of age underinsured (no coverage for immunizations) AND are served in a Federally Qualified Health Center (FQHC) or Rural Health Center (RHC)	
Field Name:  Vfckids4	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? Yes	enroll.dbf – Field Description Optional user-selected field.  Total children over 18 years of age who are VFC eligible.  This amount should equal the number in the MEDICAID4, UNINSURED4, AMINDIAN4, and FQHC_RHC4 fields.	
Field Name:  G317kids4	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? Yes	enroll.dbf – Field Description Optional user-selected field.  Number of children over 18 years of age not eligible for VFC vaccines, but eligible to receive free vaccines through direct assistance or G317 funds.	
Field Name:  Statekids4	Type:  Numeric	Size of field:   7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Optional user-selected field.  Number of children over 18 years of age not eligible for VFC vaccines, but eligible to receive free vaccines through State/other funds.	
Field Name:  Chgdate	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Date the ENROLL record was last updated by the project.	
Field Name:  Userid	Type:  Character	Size of field:   8	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description User ID of person adding or editing the ENROLL record.  The ID is copied from the Security profile.	
Field Name:  Other1	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Optional.  	
Field Name:  Other2	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Optional.  	
Field Name:  Other3	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Optional.  	
Field Name:  Other4	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Optional.  	
Field Name:  Lastname	Type:  Character	Size of field:  35	Decimal places: 0	RequiredField? No	enroll.dbf – Field Description Optional. 	

Field Descriptions – Physicians data

Source Table in VACMAN:	physicn.dbf
Figure 7. Field Descriptions – Physicians.
Field Name:  PIN	Type:  Character	Size of field:   6	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. This field is right‑justified.
The PIN field is the primary key for the enroll table and must not be altered; this could prevent the record from matching.	
Field Name:  Physid	Type:  Character	Size of field:  12	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Optional user-defined physician identification field.  This field is assigned using the Setup tab – Define Names screen. This field can be used for an additional project-defined ID of the physician.  The name assigned to this category is stored in the Udphysid  field in the OWNREF.dbf table.	
Field Name:  Lastname	Type:  Character	Size of field:  20	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Physician’s last name.	
Field Name:  Firstname	Type:  Character	Size of field:  15	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Physician’s first name.	
Field Name:  Initial	Type:  Character	Size of field:   1	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Physician’s middle initial.	
Field Name:  Title	Type:  Character	Size of field:   9	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Physician’s title; e.g., MD.	
Field Name:  Other1	Type:  Character	Size of field:  12	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Optional user-defined field.  This field is assigned using the Setup tab – Define Names screen.  This field can be used for project –needed information about the physician not served by other fields.  The name assigned to this category is stored in the Udother1 field in OWNREF.dbf table.	
Field Name:  Other2	Type:  Character	Size of field:  12	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Optional user-defined field.  This field is assigned using the Setup tab – Define Names screen.  This field can be used for project –needed information about the physician not served by other fields.  The name assigned to this category is stored in the Udother2 field in OWNREF.dbf.	
Field Name:  Medicaidno	Type:  Character	Size of field:  12	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Physician’s Medicaid number.	
Field Name:  Medlicense	Type:  Character	Size of field:  12	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Physician’s medical license number.	
Field Name:  Chgdate	Type:  Date	Size of field:  8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Date the physician’s record was last updated by the project.	
Field Name:  Userid	Type:  Character	Size of field:  8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: User ID of person adding or editing the physician record.  The ID is copied from the Security profile.	
Field Name:  Addtocount	Type:  Numeric	Size of field:  1	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Stores value for “Add to Physician Count?”.  Codes are: 
	0 = No, 1 = Yes.  	
Field Name:  Active	Type:  Character	Size of field:  1	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Contains “Y” or “N” to indicate whether this is an active record.	
Field Name:  Dateactive	Type:  Date	Size of field:  8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Date that provider’s active status last changed.  	
Field Name:  Physnid	Type:  Integer	Size of field:  4	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Unique ID for record.  	

Field Descriptions – Provider Inventory data

Source Table in VACMAN:	provhas.dbf
Figure 8. Field Descriptions – Provider Inventory data.
Field Name:  PIN	Type:  Character	Size of field:   6	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. This field is right‑justified.	
Field Name:  Idate	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Date the inventory was done, usually the last day in a month or quarter (02/28/xx or 12/31/xx).  The date 01/01/01 is valid only as an initial inventory date, not as a periodic inventory date.	
Field Name:  Vaccine	Type:  Character	Size of field:   8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Short name for vaccine types.  This name must be in the Vaccine field in PVACCREF.dbf.	
Field Name:  Lot	Type:  Character	Size of field:  15	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Manufacturer’s lot number; optional.  Providers may report inventory by lot number or by vaccine type.	
Field Name:  Position	Type:  Numeric	Size of field:   2	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Not in use.	
Field Name:  Doses	Type:  Numeric	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses reported in inventory for this date and vaccine type (and optionally, lot number).	
Field Name:  Chgdate	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Date the record was last changed.	
Field Name:  Userid	Type:  Character	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: ID of the user who last changed the record.  The ID is copied from the Security profile.	
Field Name:  Provhasid	Type:  Integer	Size of field:  4	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Unique identifier assigned to the record by VACMAN.
The provhasid is the primary key for the provider inventory table and must not be altered; this could prevent the record from matching.	
Field Name:  NDCNO	Type:  Character	Size of field:  16	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: National Drug Code (NDC) number. Unique number assigned to each vaccine manufacturer, per the applicable CDC contract (VACCBULK.dbf)
This field is not applicable for non-CDC orders	

Field Descriptions – Doses Administered data

Source Table in VACMAN:	dosesadm.dbf 
Figure 9. Field Descriptions – Doses Administered data.
Field Name:  ADATE	Type:  Date	Size of field:  8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Last day of the period (such as month or quarter) being reported.	
Field Name:  PIN	Type:  Character	Size of field:   6	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider.  This field is right‑justified.	
Field Name:  Sector	Type:  Numeric	Size of field:  1	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Code for vaccine sector type.  Codes are:
1 - public provider doses
2 - private provider doses	
Field Name:  Vaccine	Type:  Character	Size of field:  8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Short name for vaccine types.  This name must be in the Vaccine field in PVACCREF.dbf.	
Field Name:  Position	Type:  Numeric	Size of field:  2	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Source code for the re-defined age categories.  Codes are:
1 - re-defined, post-1998 age categories 
blank - original, pre-1998 age categories	
Field Name:  Dose	Type:  Numeric	Size of field:  1	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Number of doses in the series for a vaccine (1st dose, 2nd dose, etc.)	
Field Name:  G1	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses administered to age category 1 (less than 1 year of age)	
Field Name:  G2	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses administered to age category 2 (1 year of age)	
Field Name:  G3	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses administered to age category 3 (2 years of age)	
Field Name:  G4	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses administered to age category 4 (3 – 4 years of age)	
Field Name:  G5	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses administered to age category 5 (5 years of age)	
Field Name:  G6	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses administered to age category 6 (6 – 9 years of age)	
Field Name:  G7	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses administered to age category 7 (10 – 14 years of age)	
Field Name:  G8	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses administered to age category 8 (15 – 19 years of age)	
Field Name:  G9	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses administered to age category 9 (20 – 24 years of age)	
Field Name:  G10	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses administered to age category 10 (25 – 44 years of age)	
Field Name:  G11	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses administered to age category 11 (45 – 64 years of age)	
Field Name:  G12	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses administered to age category 12 (65 years of age or greater)	
Field Name:  G13	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses administered to age category 13 (unknown age)	
Field Name:  Rowtot	Type:  Numeric	Size of field:  10	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Total number of doses administered for age categories 1 – 13	
Field Name:  Dauzr1	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: First optional user-defined field.  This field is assigned on the Setup tab – Define Names screen.  This field can be used for project analysis in doses administered data and related reports.  The name must be in the Uzr1da  field in OWNREF.dbf.	
Field Name:  Dauzr2	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Second optional user-defined field.  .  This field is assigned on the Setup tab – Define Names screen. This field can be used for project analysis in doses administered data and related reports.  The name must be in the Uzr2da field in OWNREF.dbf.	
Field Name:  Dauzr3	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Third optional user-defined field. This field is assigned on the Setup tab – Define Names screen. This field can be used for project analysis in doses administered data and related reports.  The name must be in the Uzr3da field in OWNREF.dbf.	
Field Name:  Chgdate	Type:  Date	Size of field:  8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Date the record was last changed.	
Field Name:  Userid	Type:  Character	Size of field:  8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: ID of the user who last changed the record.  The ID is copied from the Security profile.	
Field Name:  Dauzr4	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Optional user-defined field.  	
Field Name:  Dauzr5	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Optional user-defined field. 	
Field Name:  Dauzr6	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Optional user-defined field.  	
Field Name:  Dauzr7	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Optional user-defined field. 	
Field Name:  Dauzr8	Type:  Numeric	Size of field:  7	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Optional user-defined field. 	
Field Name:  Dauzrtot	Type:  Numeric	Size of field:  8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Total, all DAUZR fields. 	
Field Name:  Dosesadmid	Type:  Integer	Size of field:  4	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Unique ID for record. The dosesadmid is the primary key for the dosesadm table and must not be altered; this could prevent the record from matching. 	
Field Name:  Vac_Type	Type:  Logical	Size of field:  1	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Identifies vaccine type as either CDC or non-CDC vaccine.	
Field Name:  NDCNO	Type:  Character	Size of field:  16	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: National Drug Code (NDC) number. Unique number assigned to each vaccine manufacturer, per the applicable CDC contract (VACCBULK.dbf)
This field is not applicable for non-CDC orders	

Field Descriptions –Provider Orders

Source Table in VACMAN:	neworder.dbf	Import Type: Add New Records 
Figure 10. Field Descriptions – Provider Orders.  
Field Name:  Rectype	Type:  Character	Size of field:   1	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Type of record. For Provider orders, the value must be 5. Codes are:
1 – Bulk order (manufacturer to distributor). Cannot Import into VACMAN.
2 – Direct ship order (manufacturer to provider)
3 – Non-CDC inventory (manufacturer or distributor, to distributor or project). Cannot Import into VACMAN. 
4 – Return viable vaccine (provider to manufacturer or distributor 
5 – Provider order (distributor to provider)	
Field Name:  PIN	Type:  Character	Size of field:   6	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. This field is right-justified.
The provider must be eligible to receive direct shipments. Contact, shipping, and address information for the provider on the Data tab – Providers Address screen, must be complete. 	
Field Name:  Orddate	Type:  Date 	Size of field:   8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Date that an order, that is to be transmitted to CDC, was entered.  Value must be no more than 30 days prior to the current date.
This field is optional for non-CDC vaccine orders. 	
Field Name:  Ordnum	Type:  Character	Size of field:  10	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Optional field for CDC bulk vaccine orders.  Local order number assigned by the project.  
This field is optional for non-CDC vaccine orders. 	
Field Name:  Orddose	Type:  Numeric	Size of field:   8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Doses. Number of doses ordered for an order that is to be transmitted to CDC.  Must be an even multiple of the package size, per the applicable CDC contract (VACCBULK.dbf).
Value must be equal to the value for the fcode1 (funding code 1) field.
Total varicella order cannot exceed a cost of $25,000. 
This field is optional for non-CDC vaccine orders. 	
Field Name:  Ordpin	Type:  Character	Size of field:   6	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Not used; null.	
Field Name:  Ordsize	Type:  Numeric	Size of field:  4	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses per vial ordered.	
Field Name:  Size	Type:  Numeric	Size of field:  6	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Number of doses per package, per the applicable CDC contract (VACCBULK.dbf).	
Field Name:  Vaccine	Type:  Character	 Size of field:  8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Short name for vaccine types.  	
Field Name:  Maker	Type:  Character	 Size of field:  8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Vaccine manufacturer’s name.  The name must be in the Maker field in SUPPLIER.dbf.	
Field Name:  Cost	Type:  Numeric	 Size of field:  9	Decimal places: 4	RequiredField? Yes	physicn.dbf – Field Description: Actual cost per dose, per the applicable CDC contract (VACCBULK.dbf).  This is used in computing the value of inventory and shipments.	
Field Name:  Contract	Type:  Character	Size of field:  15	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Federal contract number.  Typical form is: 200-95-0001. Value must match the Contract field value in the applicable VACCBULK.dbf table.	
Field Name:  Fcode1	Type:  Character	Size of field:   1	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Funding code.  The first three codes are set by CDC.  An unlimited number of other codes can be defined.  Use the Setup tab -  Funding screen to change certain information on the three CDC codes and to define additional codes.  Codes are:
1 - VFC funds
2 - G317 funds
3 - state funds
The codes must be in the Fund Code field in FUNDING.dbf.	
Field Name:  Fdose1	Type:  Numeric	Size of field:   8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Number of doses ordered or received/shipped.
If the code in the Rectype field value is 1 or 3, this field equals the number of doses ordered (ORDDOSE).  Once the vaccine is received, this field is updated to the number of doses received (DOSES).
If the code in the Rectype field value is 2, 4, or 5, this field equals the number of doses ordered (ORDDOSE).  Once the vaccine is shipped, this field is updated to the number of doses shipped (DOSES).	
Field Name:  Note	Type:  Character	Size of field:  50	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Notes on this order	
Field Name:  Chgdate	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Date the record was last changed.	
Field Name:  Statepo	Type:  Character	Size of field:  32	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: State purchase order number entered by the project for state funded orders. If the fcode1 field value is other than 1 or 2, the state P.O. number is required.	
Field Name:  Userid	Type:  Character	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: ID of the user who last changed the record.  The ID is copied from the Security profile.	
Field Name:  Ndcno	Type:  Character	Size of field:  16	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Unique number assigned to each vaccine manufacturer. The value must match a record in the VACCBULK.dbf table. 
This field is blank for non-CDC orders.	
Field Name:  Exctax	Type:  Numeric	Size of field:   9	Decimal places: 4	RequiredField? No	physicn.dbf – Field Description: Future use	
Field Name:  Seekid	Type:  Numeric	Size of field:  9	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Unique ID for record; must be blank or record will be rejected. 	
Field Name:  Xmitdate	Type:  Date	Size of field:  8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Transmit date, must be blank or record will be rejected.	
Field Name:  Urgent	Type:  Logical	Size of field:  1	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: If checked, specifies that the order receive expedited handling.	
Field Name:  Descrip	Type:  Character	Size of field:  50	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Describes the vaccine code.	

Field Descriptions – Direct Ship – Archive or Update
Source Table in VACMAN:	 stock.dbf 	
Import Type:	 Import Archived Records or Update Existing Records
Figure 11. Field Descriptions – Import Direct Ship data – Archived Records or Update Existing Records. 
Field Name:  Rectype	Type:  Character	Size of field:   1	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Type of record. For Direct Ship Orders, the value must be 2. Codes are:
1 - Bulk order (manufacturer to distributor). Cannot Import into VACMAN.
2 - Direct ship order (manufacturer to provider)
3 – Non-CDC inventory (manufacturer or distributor, to distributor or project). Cannot Import into VACMAN. 
4 – Return viable vaccine (provider to manufacturer or distributor. Cannot Import into VACMAN.
5 – Provider order (distributor to provider). 	
Field Name:  PIN	Type:  Character	Size of field:   6	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. This field is right-justified.
The provider must be eligible to receive direct shipments. Contact, shipping, and address information for the provider on the Data tab - Providers Address screen, must be complete. 	
Field Name:  Orddate	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Date that an order, that is to be transmitted to CDC, was entered.  Value must be within 30 days of the current date. 
This field is optional for non-CDC orders. 	
Field Name:  Ordnum	Type:  Character	Size of field:  10	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Optional field for CDC bulk vaccine orders.  Local order number assigned by the project.  
This field is optional for non-CDC orders. 	
Field Name:  Orddose	Type:  Numeric	Size of field:   8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Number of doses ordered for an order that is to be transmitted to CDC.  Total order cannot exceed a cost of $25,000. Must be an even multiple of the package size, per the applicable CDC contract (VACCBULK.dbf). 
This field is optional for non-CDC orders. 	
Field Name:  Xmitdate	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Date that an order was transmitted to CDC.  
This field is optional for non-CDC orders. 	
Field Name:  Datein	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: If the code in the Rectype field is 1 or 3, this is the date the project received the vaccine order. 
If the code in the Rectype field is 2, 4, or 5, this is the date the manufacturer/distributor shipped the order.	
Field Name:  Rcvxmit	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Date that receiving information for a CDC vaccine order was transmitted to CDC.  
This field is optional for non-CDC orders. 	
Field Name:  Timein	Type:  Character	Size of field:   5	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Time that the project received the order and placed it in inventory.  There is no distinction between AM and PM hours.  An assumption is made based on standard business hours (for example, 08:00 is 8:00 AM and 06:00 is 6:00 PM.	
Field Name:  Signee	Type:  Character	Size of field:  25	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: If the code in the Rectype field is 1 or 3, this is the person receiving the vaccine order.
If the code in the Rectype field is 2, 4, or 5, this field is optional.  This information about the order is for project use only.	
Field Name:  Field Name:  Vaccine	Type:  Character	Size of field:   8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Short name for vaccine types.  Values are:
	VAR
	MMR-V 
	FLU 	
Field Name:  Units	Type:  Numeric	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of vials received for a vaccine order.  The system calculates this field by dividing the amount in the Doses field by the amount in the Size field. 	
Field Name:  Size	Type:  Numeric	Size of field:  6	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses per vial. 	
Field Name:  Doses	Type:  Numeric	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: The number of doses shipped or received. 
If the code in the Rectype field is 1 or 3, this is the number of doses received.
If the code in the Rectype field is 2, 4, or 5,  this is the number of doses shipped. 	
Field Name:  Maker	Type:  Character	Size of field:   8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Vaccine manufacturer’s name.  Value must match the maker of the vaccine specified per the applicable CDC contract (VACCBULK.dbf).	
Field Name:  Lot	Type:  Character	Size of field:  15	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Manufacturer's lot number (number on the outside of the box containing the vaccine). 
Changes to the values in this field should be made to related records in the distribution table. 	
Field Name:  Expiry	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Date the vaccine will expire.  If only the month and year are available, use the last day of the month.	
Field Name:  Cost	Type:  Numeric	Size of field:   9	Decimal places: 4	RequiredField? Yes	physicn.dbf – Field Description: Actual cost per dose, per the applicable CDC contract (VACCBULK.dbf). This is used to compute the value of inventory and shipments.	
Field Name:  Contract	Type:  Character	Size of field:  15	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Federal contract number of the CDC contract applicable to acquiring the vaccine (VACCBULK.dbf). Typical format is: 200-95-0001.	
Field Name:  Fcode1	Type:  Character	Size of field:   1	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Funding code.  The first three codes are set by CDC.  An unlimited number of other codes can be defined.  Use the Setup tab – Funding screen to change certain information on the three CDC codes, and to define additional codes.  The CDC codes are:
1 - VFC funds
2 - G317 funds
3 - state/other funds
The codes must be in the Fund Code field in FUNDING.dbf.	
Field Name:  Fdose1	Type:  Numeric	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Prior to version 3.0:  Number of doses assigned to VFC funds.	
Field Name:  Fcode2	Type:  Character	Size of field:   1	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Not in use. 	
Field Name:  Fdose2	Type:  Numeric	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Prior to version 3.0:  Number of doses assigned to G317 funds	
Field Name:  Fcode3	Type:  Character	Size of field:   1	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Not in use.	
Field Name:  Fdose3	Type:  Numeric	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Prior to version 3.0:  Number of doses assigned to state funds	
Field Name:  Uzr	Type:  Character	Size of field:  10	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: User-defined field; optional.  This field is assigned using the Setup tab – Define Names screen, in the Additional Inventory field.  Use the field for vaccine receipt information that is not served by other fields. 	
Field Name:  Remain	Type:  Numeric	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Indicates the number of shipments received. and which shipment is the current record. Used to track partial shipments (1 of 2, 2 of 2, etc.).	
Field Name:  Seekid	Type:  Numeric	Size of field:   9	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Unique, system-generated number assigned to this record when the order is transmitted to CDC.  
This field is optional for non-CDC orders. 	
Field Name:  Cdcpo	Type:  Numeric	Size of field:  10	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Purchase order (delivery order) number assigned by CDC when a transmitted order is approved by CDC.  This field is blank for non-CDC orders, and can be used to store a state/local purchase order number.	
Field Name:  Podate	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: CDC purchase order date; the date when the transmitted order is approved, and assigned a purchase order number, by CDC.  
This field is optional for non-CDC orders. 	
Field Name:  Nipord	Type:  Numeric	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses approved by CDC for a transmitted order. 
This field is optional for non-CDC orders. 	
Field Name:  Status	Type:  Character	Size of field:   2	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Status code for an order that has been transmitted to CDC.  The codes are the same as in the Status field in STATCODE.dbf.  This field is optional for non-CDC orders. Codes are:
00 - unknown
01 - pending (initial status, not yet processed)
02 - approved by CDC/NIP
03 - obligated by CDC/FMO
04 - submitted (forwarded to manufacturer)
05 - received in part (RCV record)
06 - received in full (RCV record)
07 - received in excess (RCV record)
08 - canceled
09 - held at CDC
10 - shipped in full
11 – reshipment	
Field Name:  Note	Type:  Character	Size of field:  50	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Optional.  Special information about the order; for project use only.	
Field Name:  Chgdate	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Date the record was last changed.	
Field Name:  Statepo	Type:  Character	Size of field:  32	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description:  State purchase order number entered by the project for state- funded orders. This is required if the fcode1 (funding code) field value is other than 1 (VFC) or 2 (G317).	
Field Name:  Userid	Type:  Character	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Identification of the user who last changed the record.  The ID is copied from the Security profile.	
Field Name:  Rcvchgdt	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Date that the lot number or expiration date was last changed for an order record that contains receiving data.	
Field Name:  Ordpin	Type:  Character	Size of field:   6	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Original PIN associated with an order record. Must be equal to the value in the PIN field.	
Field Name:  Ordsize	Type:  Numeric	Size of field:  4	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses per vial.  
This field is optional for non-CDC orders. 	
Field Name:  Ndcno	Type:  Character	Size of field:  16	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: National Drug Code (NDC) number. Unique number assigned to each vaccine manufacturer, per the applicable CDC contract (VACCBULK.dbf)
This field is not applicable for non-CDC orders.	
Field Name:  Exctax	Type:  Numeric	Size of field:   9	Decimal places: 4	RequiredField? No	physicn.dbf – Field Description: Future use 	
Field Name:  Addtoinv	Type:  Numeric	Size of field:  1	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Add to inventory?  Codes are: 0 – no; 1 - yes.   	
Field Name:  Stockid	Type:  Integer	Size of field:  4	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Stock ID. System-generated unique ID for the stock record.  This is the primary key for the stock table and must not be altered in any way. 	
Field Name:  Tracking# 	Type:  Character	Size of field:  30	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Shipment tracking number; optional. 	
Field Name:  CarrierID	Type:  Character	Size of field:  30	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Carrier identification; optional. 	
Field Name:  Distributor	Type:  Character	Size of field:  10	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Distributor identification. 	
Field Name:  Urgent	Type:  Logical	Size of field:  1	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: If checked, specifies that the order receive expedited handling.	

Field Descriptions –Direct Ship – New Orders
Source Table in VACMAN:	neworder.dbf	Import Type: Add New Records 
Figure 12. Field Descriptions – Import Direct Ship data – Add New Records.  
Field Name:  Rectype	Type:  Character	Size of field:   1	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Type of record. For Direct Ship orders, the value must be 2. Codes are:
1 - Bulk order (manufacturer to distributor). Cannot Import into VACMAN.
2 - Direct ship order (manufacturer to provider)
3 – Non-CDC inventory (manufacturer or distributor, to distributor or project). Cannot Import into VACMAN. 
4 – Return viable vaccine (provider to manufacturer or distributor.
5 – Provider order (distributor to provider)	
Field Name:  PIN	Type:  Character	Size of field:   6	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Provider identification number.  This identification must exist in the VACMAN system, and the provider must be an active VACMAN provider. This field is right-justified.
The provider must be eligible to receive direct shipments. Contact, shipping, and address information for the provider on the Data tab - Providers Address screen, must be complete. 	
Field Name:  Orddate	Type:  Date 	Size of field:   8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Date that an order, that is to be transmitted to CDC, was entered.  Value must be within 30 days of the current date. 
This field is optional for non-CDC vaccine orders. 	
Field Name:  Ordnum	Type:  Character	Size of field:  10	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Optional field for CDC bulk vaccine orders.  Local order number assigned by the project.  
This field is optional for non-CDC vaccine orders. 	
Field Name:  Orddose	Type:  Numeric	Size of field:   8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Doses. Number of doses ordered for an order that is to be transmitted to CDC.  Must be an even multiple of the package size, per the applicable CDC contract (VACCBULK.dbf).
Must be equal to the value for the fcode1 (funding code 1) field.
Total varicella order cannot exceed a cost of $25,000. 
This field is optional for non-CDC vaccine orders. 	
Field Name:  Ordpin	Type:  Character	Size of field:   6	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Not used; null.	
Field Name:  Ordsize	Type:  Numeric	Size of field:  4	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Number of doses per vial ordered.	
Field Name:  Size	Type:  Numeric	Size of field:  6	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Number of doses per package, per the applicable CDC contract (VACCBULK.dbf). 	
Field Name:  Vaccine	Type:  Character	 Size of field:  8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Short name for vaccine types.  The name must be in the Vaccine field in STOCK.dbf.	
Field Name:  Maker	Type:  Character	 Size of field:  8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Vaccine manufacturer’s name.  The name must be in the Maker field in SUPPLIER.dbf.	
Field Name:  Cost	Type:  Numeric	 Size of field:  9	Decimal places: 4	RequiredField? Yes	physicn.dbf – Field Description: Actual cost per dose, per the applicable CDC contract (VACCBULK.dbf).  This is used in computing the value of inventory and shipments.	
Field Name:  Contract	Type:  Character	Size of field:  15	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Federal contract number.  Typical form is: 200-95-0001. Value must match the Contract field value in the applicable VACCBULK.dbf table.	
Field Name:  Fcode1	Type:  Character	Size of field:   1	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Funding code.  The first three codes are set by CDC.  An unlimited number of other codes can be defined.  Use the Setup tab -  Funding screen to change certain information on the three CDC codes and to define additional codes.  Codes are:
1 - VFC funds
2 - G317 funds
3 - state funds
The codes must be in the Fund Code field in FUNDING. dbf.	
Field Name:  Fdose1	Type:  Numeric	Size of field:   8	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Number of doses ordered or received/shipped.
If the code in the Rectype field value is 1 or 3, this field equals the number of doses ordered (ORDDOSE).  Once the vaccine is received, this field is updated to the number of doses received (DOSES).
If the code in the Rectype field value is 2, 4, or 5, this field equals the number of doses ordered (ORDDOSE).  Once the vaccine is shipped, this field is updated to the number of doses shipped (DOSES).	
Field Name:  Note	Type:  Character	Size of field:  50	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Notes on this order	
Field Name:  Chgdate	Type:  Date	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Date the record was last changed.	
Field Name:  Statepo	Type:  Character	Size of field:  32	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: State purchase order number entered by the project for state funded orders. If the fcode1 value is other than 1 or 2, the state P.O. number is required.	
Field Name:  Userid	Type:  Character	Size of field:   8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: ID of the user who last changed the record.  The ID is copied from the Security profile.	
Field Name:  Ndcno	Type:  Character	Size of field:  16	Decimal places: 0	RequiredField? Yes	physicn.dbf – Field Description: Unique number assigned to each vaccine manufacturer. The value must match a record in the VACCBULK.dbf table. 
This field must be blank for non-CDC orders.	
Field Name:  Exctax	Type:  Numeric	Size of field:   9	Decimal places: 4	RequiredField? No	physicn.dbf – Field Description: Future use	
Field Name:  Seekid	Type:  Numeric	Size of field:  9	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Unique ID for record; must be blank or record will be rejected. 	
Field Name:  Xmitdate	Type:  Date	Size of field:  8	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Transmit date, must be blank or record will be rejected.	
Field Name:  Urgent	Type:  Logical	Size of field:  1	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Check box indicating to the distributor whether this order is urgent. The default value is unchecked - not an urgent order.	
Field Name:  Descrip	Type:  Character	Size of field:  50	Decimal places: 0	RequiredField? No	physicn.dbf – Field Description: Describes the vaccine code.	

Error Detection Criteria
This section lists the error checking applicable to required fields in the VACMAN Import module.  This error checking also is done during normal keyboard entry affecting the various tables listed.

This information is organized based on the order shown on the “Description of file to import” frame of the VACMAN Utilities tab – Import screen. 
File to Import Option: Distribution (via Project Depot)
Figure 13. Error Detection Criteria – Distribution (via Project Depot).  
Field Name:  Input	Class/Method/Program Called: clsBusiness.ckMulDate()	Validation Steps - distrib.dbf:  
1.	Date cannot be blank.
2.	Date must be a valid date.
3.	Date cannot be more than 5 years prior to current date.
4.	Date cannot be more than 1 year from value in dateout field.	
Field Name:  Dateout	Class/Method/Program Called: clsBusiness.ckMulDate()	Validation Steps - distrib.dbf:  
1.	Date cannot be blank.
2.	Date must be a valid date.	
Field Name:  PIN	Class/Method/Program Called: clsBusiness.ckMulPIN()	Validation Steps - distrib.dbf:  
1.	Value cannot be blank.
2.	Value cannot be ‘999999’.
3.	Value must match a PIN number in the Provider table. For more information, see Figure 5. Field Descriptions – Provider data.
4.	Provider referenced with PIN must be an active provider.	
Field Name:  FromPIN	Class/Method/Program Called: clsBusiness.ckMulPIN()	Validation Steps - distrib.dbf:  
1.	Value cannot be blank.
2.	If ‘action’ field = 8, value cannot be same as PIN field above.
3.	Value cannot be same as a Depot level PIN number.
4.	Value cannot be ‘999999’.
5.	Value must match a value in the Provider table. For more information, see Figure 5. Field Descriptions – Provider data.
6.	Provider referenced with this value must be an active provider.	
Field Name:  Action	Class/Method/Program Called: frmImport.distribimport()	Validation Steps - distrib.dbf:  
1.	Value must be 1.	
Field Name:  Vaccine	Class/Method/Program Called: clsBusiness.ckDistVacc()	Validation Steps - distrib.dbf:  Value cannot be blank.
1.	Vaccine name must match a value in the Vaccref table. For more information, see Table Definitions in the VACMAN User Guide.	
Field Name:  Lot	Class/Method/Program Called: clsBusiness.ckDistLot()	Validation Steps - distrib.dbf:  
1.	Value cannot be blank.
2.	Lot number must match a lot number in the Stock table.  For more information, see Figure 11. Field Descriptions – Import Direct Ship data – Archived Records or Update Existing Records.
3.	Lot cannot be expired.	
Field Name:  Doses	Class/Method/Program Called: clsBusiness.ckDistLot()
clsBusiness.xsMain()	Validation Steps - distrib.dbf:  
1.	Value cannot exceed value in ‘remain’ field of stock table for matching lot number.
2.	Value cannot exceed providers maximum allowance.	
Field Name:  Units	Class/Method/Program Called: clsProcFile.frvdistribution()	Validation Steps - distrib.dbf:  
1.	Units must be an even multiple of value of doses/size in the Lots table. For more information, see Table Definitions in the VACMAN User Guide.	
Field Name:  Multiple fields	Class/Method/Program Called: clsBusiness.ckDistDup()	Validation Steps - distrib.dbf:  
1.	All records are checked for duplication.	

File to Import Option: Transactions
Figure 14. Error Detection Criteria – Transactions.  
Field Name:  Input	Class/Method/Program Called: clsBusiness.ckMulDate()	Validation Steps - distrib.dbf:
1.	Date cannot be blank.
2.	Date must be a valid date.
3.	Date cannot be more than 5 years prior to current date.
4.	Date cannot be more than 1 year from value in dateout field.	
Field Name:  Dateout	Class/Method/Program Called: clsBusiness.ckMulDate()	Validation Steps - distrib.dbf:
1.	Date cannot be blank.
2.	Date must be a valid date.	
Field Name:  PIN	Class/Method/Program Called: clsBusiness.ckDoxPIN()	Validation Steps - distrib.dbf:
1.	Value cannot be blank.
2.	Value cannot be ‘999999’.
3.	Value must match a PIN number in the Provider table. For more information, see Figure 5. Field Descriptions – Provider data.
4.	Provider referenced with PIN must be an active provider.	
Field Name:  FromPIN	Class/Method/Program Called: clsBusiness.ckMulPIN()	Validation Steps - distrib.dbf:
1.	Value cannot be blank.
2.	If ‘action’ field = 8, value cannot be same as PIN field above.
3.	Value cannot be same as a Depot level PIN number.
4.	Value cannot be ‘999999’.
5.	Value must match a value in the Provider table. For more information, see Figure 5. Field Descriptions – Provider data.
6.	Provider referenced with this value must be an active provider.	
Field Name:  Action	Class/Method/Program Called: clsBusiness.ckDoxAction()	Validation Steps - distrib.dbf:
1.	Value must be 2, 3, 4, 5, 6, 7, 8, 9, 11, or 12.	
Field Name:  Vaccine	Class/Method/Program Called: clsBusiness.ckDistVacc()	Validation Steps - distrib.dbf:
1.	Value cannot be blank.
2.	Vaccine name must match a value in the Vaccref table. For more information, see Table Definitions in the VACMAN User Guide.	
Field Name:  Lot	Class/Method/Program Called: clsBusiness.ckDoxLot()	Validation Steps - distrib.dbf:
1.	Value cannot be blank.
2.	Lot number must match a lot number in the STOCK table.  For more information, see Figure 11. Field Descriptions – Import Direct Ship data – Archived Records or Update Existing Records.
3.	Lot cannot be expired.	
Field Name:  Doses	Class/Method/Program Called: clsBusiness.ckDoxDoses()	Validation Steps - distrib.dbf:
1.	Value cannot exceed value in ‘remain’ field of stock table for matching lot number.	
Field Name:  Units	Class/Method/Program Called: clsProcFile.frvdistribution()	Validation Steps - distrib.dbf:
1.	Units must be an even multiple of value of doses/size in the lots table.	
Field Name:  Multiple fields	Class/Method/Program Called: clsBusiness.ckDistDup()	Validation Steps - distrib.dbf:
1.	All records are checked for duplication.	

File to Import Option: Provider data
Figure 15. Error Detection Criteria – Provider data.  
Field Name:  PIN	Class/Method/Program Called: clsBusiness.ckProvPIN()	Validation Steps - provider.dbf:
1.	Value cannot be blank.
2.	Value cannot be zero.
3.	Value cannot be ‘999999’.
4.	Value cannot be ‘999998’.
5.	Value cannot be duplicated.
6.	Value cannot already be in use in the Stock table.	
Field Name:  linkPIN	Class/Method/Program Called: clsBusiness.ckParPIN()	Validation Steps - provider.dbf:
1.	Sector field in provider table for record matching this value must be between 10 and 29, or must be 32.	
Field Name:  Lastname	Class/Method/Program Called: clsBusiness.ckMulName	Validation Steps - provider.dbf:
1.	Value cannot be blank.	
Field Name:  Sector	Class/Method/Program Called: clsBusiness.ckProvSector()	Validation Steps - provider.dbf:
1.	Value cannot be 30, 31 or 33.
2.	Value must match a record in the Sectoref table. For more information, see Table Definitions in the VACMAN User Guide. 	
Field Name:  County	Class/Method/Program Called: clsBusiness.ckProvCounty()	Validation Steps - provider.dbf:
1.	Value must match a record in the County table.  For more information, see Table Definitions in the VACMAN User Guide.	
Field Name:  Subdiv	Class/Method/Program Called: clsBusiness.ckProvSubD()	Validation Steps - provider.dbf:
1.	Value must match a record in the Subdiv table. For more information, see Table Definitions in the VACMAN User Guide.	
Field Name:  Cat1	Class/Method/Program Called: clsBusiness.ckProvCat()	Validation Steps - provider.dbf:
1.	Value must either be blank or must match a value in the cat1 field of the CAT1 table. For more information, see Table Definitions in the VACMAN User Guide.	
Field Name:  Cat2	Class/Method/Program Called: clsBusiness.ckProvCat()	Validation Steps - provider.dbf:
1.	Value must either be blank or must match a value in the cat2 field of the CAT2 table. For more information, see Table Definitions in the VACMAN User Guide.	
Field Name:  Cat3	Class/Method/Program Called: clsBusiness.ckProvCat()	Validation Steps - provider.dbf:
1.	Value must either be blank or must match a value in the cat3 field of the CAT3 table. For more information, see Table Definitions in the VACMAN User Guide. 	
Field Name:  Cat4	Class/Method/Program Called: clsBusiness.ckProvCat()	Validation Steps - provider.dbf:
1.	Value must either be blank or must match a value in the cat4 field of the CAT4 table. For more information, see Table Definitions in the VACMAN User Guide.  	
Field Name:  Cat5	Class/Method/Program Called: clsBusiness.ckProvCat()	Validation Steps - provider.dbf:
1.	Value must either be blank or must match a value in the cat5 field of the CAT5 table. For more information, see Table Definitions in the VACMAN User Guide. 	
Field Name:  Codes	Class/Method/Program Called: clsBusiness.ckMulCode()	Validation Steps - provider.dbf:
1.	Value must be either ‘Y’ or ‘N’.	
Field Name:  Active	Class/Method/Program Called: clsBusiness.ckMulActive()	Validation Steps - provider.dbf:
1.	Value must be ‘Y’, ‘N’, ‘S’ or ‘T’.
2.	If modifying the record and the old value ‘Y’ is being changed to ‘N’, ‘S’ or ‘T’, there cannot be an active order record in the Neworder table. For more information, see Figure 12. Field Descriptions – Import Direct Ship data – Add New Records.
3.	If modifying the record and the value is not ‘Y’, the date value for the dateXVFC field cannot be blank.	
Field Name:  DateVFC	Class/Method/Program Called: clsBusiness.ckProvVFCdt()	Validation Steps - provider.dbf:
1.	Value must be a valid date if used.
2.	Value cannot exceed current date by more than 30 days.	
Field Name:  Contact	Class/Method/Program Called: clsBusiness.ckMuladdrship()	Validation Steps - provider.dbf:
1.	Value cannot be blank.	
Field Name:  Address	Class/Method/Program Called: clsBusiness.ckMuladdrship()	Validation Steps - provider.dbf:
1.	Value cannot be blank.	
Field Name:  Phone	Class/Method/Program Called: clsBusiness.ckMuladdrship()	Validation Steps - provider.dbf:
1.	Value cannot be blank.
2.	Value must be properly formatted as:
(999) 999-9999.	
Field Name:  City	Class/Method/Program Called: clsBusiness.ckMuladdrship()	Validation Steps - provider.dbf:
1.	Value cannot be blank.	
Field Name:  State	Class/Method/Program Called: clsBusiness.ckMuladdrship()	Validation Steps - provider.dbf:
1.	Value cannot be blank.	
Field Name:  Zipcode	Class/Method/Program Called: clsBusiness.ckMuladdrship()	Validation Steps - provider.dbf:
1.	Value cannot be blank.
2.	Value SHOULD match an existing value in the Zipcode table. For more information, see Table Definitions in the VACMAN User Guide.	
Field Name:  Fax	Class/Method/Program Called: clsBusiness.ckMuladdrship()	Validation Steps - provider.dbf:
1.	Value must be properly formatted if used as:
(999) 999-9999.	
Field Name:  Modem	Class/Method/Program Called: clsBusiness.ckMuladdrship()	Validation Steps - provider.dbf:
1.	Value must be properly formatted if used as:
2.	(999) 999-9999.	
Field Name:  Note	Class/Method/Program Called: clsBusiness.ckProvNote()	Validation Steps - provider.dbf:
1.	Import module will record warning message if one of the following characters referenced is present in this field: !, @, #, $, %, ^, &, *, (, ), +, |, \, /, {, }, [, ], :, <, >, ?, '."
2.	A warning message will be generated if the field is blank. Enter  “NONE” if no value is available.	
Field Name:  ML_address
ML_addres2
ML_City
ML_State
ML_ZipCode	Class/Method/Program Called: clsBusiness.clMulMAddr	Validation Steps - provider.dbf:
1.	The mailing address information, if used, is checked in a manner similar to that done in ckMuladdrship() method mentioned above. This information is optional and will not generate a fatal error.	

File to Import Option: Enrollment data
Figure 16. Error Detection Criteria – Enrollment data.  
Field Name:  PIN	Class/Method/Program Called: clsBusiness.ckMulPIN()	Validation Steps - enroll.dbf:
1.	Value cannot be blank.
2.	Value cannot be ‘999999’.
3.	Value must match a PIN number in the Provider table.  For more information, see Figure 5. Field Descriptions – Provider data.
4.	Provider referenced with PIN must be an active provider.	
Field Name:  import.allkids1 import.vfckids1 import.g317kids1 import.statekids1	Class/Method/Program Called: clsBusiness.ckEnrolCnts()	Validation Steps - enroll.dbf:
1.	Sum of vfckids, g317kids and statekids must be less than or equal to allkids field.	
Field Name:  import.allkids2 import.vfckids2 import.g317kids2 import.statekids2	Class/Method/Program Called: clsBusiness.ckEnrolCnts()	Validation Steps - enroll.dbf:
2.	Sum of vfckids, g317kids and statekids must be less than or equal to allkids field.	
Field Name:  import.allkids3 import.vfckids3 import.g317kids3 import.statekids3	Class/Method/Program Called: clsBusiness.ckEnrolCnts()	Validation Steps - enroll.dbf:
3.	Sum of vfckids, g317kids and statekids must be less than or equal to allkids field.	
Field Name:  import.allkids4 import.vfckids4 import.g317kids4 import.statekids4	Class/Method/Program Called: clsBusiness.ckEnrolCnts()	Validation Steps - enroll.dbf:
4.	Sum of vfckids, g317kids and statekids must be less than or equal to allkids field.	

File to Import Option: Physicians data
Figure 17. Error Detection Criteria – Physicians data.  
Field Name:  PIN	Class/Method/Program Called: clsBusiness.ckPhysPIN()	Validation Steps - physicn.dbf:
1.	Value must match a PIN number in the Provider table. For more information, see Figure 5. Field Descriptions – Provider data.
2.	Matching provider record must have a sector field value between 10 and 29 or 32
3.	Provider referenced with PIN must be an active provider.
4.	Value cannot be blank.	
Field Name:  Lastname	Class/Method/Program Called: clsBusiness.ckMulLName()	Validation Steps - physicn.dbf: 
1.	Value cannot be blank.	
Field Name:  Addtocount	Class/Method/Program Called: frmImport.physImport()	Validation Steps - physicn.dbf:
1.	Value must be 0 (false) or 1 (true).	
Field Name:  Active	Class/Method/Program Called: frmImport.physImport()	Validation Steps - physicn.dbf:
1.	Value must be ‘Y’ or ‘N’.	
Field Name:  Dateactive	Class/Method/Program Called: frmImport.physImport()	Validation Steps - physicn.dbf: 
1.	Value must be a valid date.
2.	Value cannot be blank.	

File to Import Option: Provider Inventory data
Figure 18. Error Detection Criteria – Provider Inventory data.  
Field Name:  Idate	Class/Method/Program Called: clsBusiness.ckPHasIDt()	Validation Steps - provhas.dbf:
1.	Date must be a valid date.
2.	Date cannot be blank.
3.	Date cannot be more than 5 years greater than or less than current date.	
Field Name:  PIN	Class/Method/Program Called: clsBusiness.ckMulPPin()	Validation Steps - provhas.dbf:
1.	Value cannot be blank.
2.	Sector field value in matching provider record must be between 10-29 or 32
3.	There must be a matching, non-deleted record in the provider table.
4.	Matching provider record must be active	
Field Name:  Vaccine	Class/Method/Program Called: clsBusiness.ckMulVacc()	Validation Steps - provhas.dbf: 
1.	Value cannot be blank.
2.	Value must be present in vaccref table.	
Field Name:  Lot	Class/Method/Program Called: clsBusiness.ckPHasLot()	Validation Steps - provhas.dbf:
1.	Must be a matching vaccine + lot number record in the stock table	

File to Import Option: Doses Administered data
Figure 19. Error Detection Criteria – Doses Administered data.  
Field Name:  Adate	Class/Method/Program Called: clsBusiness.ckDoAdmADt()	Validation Steps - dosesadm.dbf:
1.	Date must be a valid date.
2.	Date cannot be blank.
3.	Date cannot be more than 5 years greater than current date.	
Field Name:  PIN	Class/Method/Program Called: clsBusiness.ckMulPPin()	Validation Steps - dosesadm.dbf:
1.	Value cannot be blank.
2.	Sector field value in matching provider record must be between 10-29 or 32.
3.	There must be a matching, non-deleted record in the provider table.
4.	Matching provider record must be active.	
Field Name:  Vaccine	Class/Method/Program Called: clsBusiness.ckMulVacc()	Validation Steps - dosesadm.dbf:
1.	Value cannot be blank.
2.	Value must be present in Vaccref table.	
Field Name:  Lot	Class/Method/Program Called: clsBusiness.ckPHasLot()	Validation Steps - dosesadm.dbf:
1.	Must be a matching vaccine + lot number record in the Stock table.	
Field Name:  Doses	Class/Method/Program Called: clsBusiness.ckDoAdmDose()	Validation Steps - dosesadm.dbf: 
1.	Value must be greater than zero.
2.	Value may not exceed value in the maxno field of the Vaccref table.	

File to Import Option: Direct Ship Order data (Archive or Update) 
Figure 20. Error Detection Criteria – Direct Ship Order data – Archive or Update.  
Field Name:  Multiple	Class/Method/Program Called: frmImport.varicellaImport()	Validation Steps - stock.dbf:
1.	Duplicate records are not allowed.	
Field Name:  Vaccine	Class/Method/Program Called: frmImport.varicellaImport()	Validation Steps - stock.dbf:
1.	Value must be one of the following:
VAR	FLU  	MMR-V	
Field Name:  Ndcno	Class/Method/Program Called: frmImport.varicellaImport()	Validation Steps - stock.dbf:
1.	The value must match the value for vaccine in the Vaccbulk table.  For more information, see Table Definitions in the VACMAN User Guide.	
Field Name:  Orddate	Class/Method/Program Called: clsBusiness.ckMulOrdDt()	Validation Steps - stock.dbf:
1.	Date cannot be blank.
2.	Date must be a valid date.
3.	Date must be within 30 days of current date.	
Field Name:  PIN	Class/Method/Program Called: clsBusiness.ckVarPIN()	Validation Steps - stock.dbf:
1.	PIN cannot be blank.
2.	PIN must be in the Provider table. For more information, see Figure 5. Field Descriptions – Provider data.
3.	PIN must match an active provider.
4.	Contact, shipping and address information for matching record in the Provider table must be complete.	
Field Name:  PIN	Class/Method/Program Called: clsBusiness.ckEligProv()	Validation Steps - stock.dbf:
1.	PIN must not match a public provider.
2.	PIN must match a direct ship eligible provider.	
Field Name:  Fcode1	Class/Method/Program Called: clsBusiness.ckVarFundCd()	Validation Steps - stock.dbf:
1.	Value cannot be blank.	
Field Name:  Statepo	Class/Method/Program Called: clsBusiness.ckVarFundCd()	Validation Steps - stock.dbf:
1.	If value in fcode1 is 1 or 2, the State PO field must be blank.
2.	If value of fcode1 is other than 1 or 2, the State PO field cannot be blank.	
Field Name:  Orddose
Ndcno	Class/Method/Program Called: clsBusiness.ckVarDose()	Validation Steps - stock.dbf:
1.	NDCno value must match a record in the Vaccbulk table. For more information, see Table Definitions in the VACMAN User Guide.
2.	Total varicella order may not exceed $25,000.
3.	Orddose must be an even multiple of package size in the Vaccbulk table.	
Field Name:  Rectype	Class/Method/Program Called: frmimport.varicellaImport()	Validation Steps - stock.dbf:
1.	Value must be 2.	
Field Name:  Ordpin	Class/Method/Program Called: frmimport.varicellaImport()	Validation Steps - stock.dbf: 
1.	Value must be the same as PIN field.	
Field Name:  Pkgsize	Class/Method/Program Called: frmimport.varicellaImport()	Validation Steps - stock.dbf:
1.	Value must match the Package Size field in the matching Vaccbulk table record.	
Field Name:  Maker	Class/Method/Program Called: frmimport.varicellaImport()	Validation Steps - stock.dbf:
1.	Value must match the Maker field in the matching Vaccbulk table record.	
Field Name:  Contract	Class/Method/Program Called: frmimport.varicellaImport()	Validation Steps - stock.dbf: 
1.	Value must match the Contract field in the matching Vaccbulk table record.	
Field Name:  Cost	Class/Method/Program Called: frmimport.varicellaImport()	Validation Steps - stock.dbf:
1.	Value must match the Cost field in the matching Vaccbulk table record.	

File to Import Option: Direct Ship Orders – Add New Records
Figure 21. Error Detection Criteria –Direct Ship Orders – Add New Records.  
Field Name:  Xmitdate	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must be blank.	
Field Name:  Seekid	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must be blank.	
Field Name:  Orddose
Fdose1	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value of Orddose field must be same as Fdose1 field.  If not, the program will copy value of Fdose1 into this field and will store a warning message.	
Field Name:  Vaccine	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must be a valid direct ship vaccine per the applicable CDC contract. 	
Field Name:  Ndcno	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must match the NDCno field per the applicable CDC contract.	
Field Name:  Orddate	Class/Method/Program Called: clsBusiness.ckOrdDt()	Validation Steps - neworder.dbf:
1.	Must be a valid date.
2.	Cannot be blank.
3.	Must be less than current date – 30	
Field Name:  PIN	Class/Method/Program Called: clsBusiness.ckVarPIN()	Validation Steps - neworder.dbf:
1.	PIN cannot be blank.
2.	PIN must exist in the Provider table. For more information, see Figure 5. Field Descriptions – Provider data.
3.	PIN must match an active provider.
4.	Contact, shipping and address information for matching record in Provider table must be complete.	
Field Name:  PIN	Class/Method/Program Called: clsBusiness.ckEligProv()	Validation Steps - neworder.dbf:
1.	PIN must not match a public provider.
2.	PIN must match a direct ship eligible provider.	
Field Name:  Fcode1	Class/Method/Program Called: clsBusiness.ckVarFundCd()	Validation Steps - neworder.dbf:
1.	Value cannot be blank.	
Field Name:  Orddose
Ndcno	Class/Method/Program Called: clsBusiness.ckVarDose()	Validation Steps - neworder.dbf:
1.	NDCno field value must match a record in the Vaccbulk table. For more information, see Table Definitions in the VACMAN User Guide.  
2.	Total varicella order may not exceed $25,000.
3.	Orddose must be an even multiple of Package Size field in the Vaccbulk table.	
Field Name:  Rectype	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must be 2.	
Field Name:  Statepo	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	If fcode1 is 3, cannot be blank.
2.	If fcode1 is 1 or 2 must be blank.	
Field Name:  Size	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must match the pkgsize field value in the VACCBULK.dbf table.	
Field Name:  Maker	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must match the maker field value in the VACCBULK.dbf table.	
Field Name:  Contract	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must match the contract field value in the VACCBULK.dbf table.	
Field Name:  Cost	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must match the cost field value in the VACCBULK.dbf table.	

File to Import Option: Provider Orders
Figure 22. Error Detection Criteria –Provider Orders.  
Field Name:  Xmitdate	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must be blank.	
Field Name:  Seekid	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must be blank.	
Field Name:  Orddose
Fdose1	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value of orddose must be same as fdose1.  If not the program will copy value of fdose1 into this field and will store a warning message.	
Field Name:  Vaccine	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must be a valid vaccine per the applicable CDC contract.	
Field Name:  Ndcno	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must match the NDCno field per the applicable CDC contract.	
Field Name:  Orddate	Class/Method/Program Called: clsBusiness.ckOrdDt()	Validation Steps - neworder.dbf:
1.	Must be a valid date.
2.	Cannot be blank.
3.	Must be less than current date – 30	
Field Name:  PIN	Class/Method/Program Called: clsBusiness.ckVarPIN()	Validation Steps - neworder.dbf:
1.	PIN cannot be blank.
2.	PIN must be in the Provider table. For more information, see Figure 5. Field Descriptions – Provider data.
3.	PIN must match an active provider.
4.	Contact, shipping and address information for matching record in provider table must be complete.	
Field Name:  PIN	Class/Method/Program Called: clsBusiness.ckEligProv()	Validation Steps - neworder.dbf:
1.	PIN must not match a public provider.	
Field Name:  Fcode1	Class/Method/Program Called: clsBusiness.ckVarFundCd()	Validation Steps - neworder.dbf:
1.	Value cannot be blank.	
Field Name:  Orddose
Ndcno	Class/Method/Program Called: clsBusiness.ckVarDose()	Validation Steps - neworder.dbf:
1.	NDCno field value must match a record in the Vaccbulk table. For more information, see Table Definitions in the VACMAN User Guide.
2.	Orddose must be an even multiple of Package Size in the Vaccbulk table.	
Field Name:  Rectype	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must be 5.	
Field Name:  Statepo	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	If fcode1 is 3, cannot be blank.
2.	If fcode1 is 1 or 2 must be blank.	
Field Name:  Size	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must match the Package Size field value in the Vaccbulk table.	
Field Name:  Maker	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must match the Maker field value in the Vaccbulk table.	
Field Name:  Contract	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must match the Contract field value in the Vaccbulk table.	
Field Name:  Cost	Class/Method/Program Called: frmImport.newOrdersImport()	Validation Steps - neworder.dbf:
1.	Value must match the Cost field value in the Vaccbulk table.	

Export Module
The Export Utility provides a way to export data files from VACMAN into a different data format for use in external applications such as Excel, or for use in other data-centric programs. 
Notes:
•	You must have exclusive access to VACMAN while performing this function. Other users must exit the system before you begin.
•	VACMAN does not perform any validation of records being exported.
•	Export Options – The VACMAN Interface Screen 

Figure 23. VACMAN Utilities tab – Export Options screen.
Export File Options. The Export Options screen offers the a list of files you can choose to export. 
•	The Select a file to export options are the same as the options for the Import screen - Description of file to import; see Page 3.
•	The File Type options are the same as the options for the Import screen – Import Type; see Page 3.

User Procedures 
Use these instructions to export a file from VACMAN.
Figure 24. User instructions for exporting from VACMAN.
Step: 1	Description:  Access the VACMAN Utilities tab and select the Export Data into VACMAN option.
Result: The system displays the VACMAN Import Options screen.	
Step: 2	Description:  Choose one radio button from each of these frames:
•	Select a file to export; see Page 3 for description.
•	File type; see Page 3 for description.
•	PIN – Select either of the following:
All – Include all Provider Identification Numbers (PINs)
Range – Include PINs within a Starting and Ending range of PIN numbers that you specify.
•	Transaction Date - Select either of the following:
All – Include all transaction dates
Range – Include transactions within a Starting and Ending range of dates that you specify.
•	Select either of the following:
Copy – Export a copy of specified data. This option retains the data in your active files.
Move – Export the specified data. This option removes that data from your active files. The VACMAN team recommends that you Back Up and Pack before performing the Move option, so that you can restore your data in the event the files are lost or corrupted.
•	Distribution (Other) - If the file you select to export is Transactions, choose one of the following:
•	All transactions
•	Returned (transaction code 2)
•	Unusable (transaction codes 3-7, 11-12)
•	Xfer btwn Providers (transaction code 8, transfer between providers)	
Step: 3	Description:  Click the Preview button to review the records that resulted from your selections. Press the Esc key to close the preview screen. You can modify your selections as needed.	
Step: 4	Description:  To export the selected records, click the Continue button.
Result: The system prompts for a file name, and destination location for the file you are exporting. 
The system presents a default file name based on the file you selected and the current date; e.g., provider20061102. You can modify this if needed.
The destination location must be outside your VACMAN data directory.	
Step 5: 	Description:  Click the Save button to complete the export.	

This document can be found on the CDC website at:
http://www.cdc.gov/vaccines/programs/vacman/downloads/specs-import-export-v4x-rev9.rtf