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VACMAN
Import and Export Modules Specification
VACCINE MANGEMENT (VACMAN) VERSION 4.1.4
NCIRD/ISD
Revision 10
06/26/2008

Version History
Version Number:  10
Implemented by:  Dennis Bryan
Revsion Date:  6-26-08
Approved by:  Karron Singleton
Approval Date:  6-26-08
Reason:  Added new field: Order Type to the Provider Orders table; Direct Ship – Archive or Update table; and Direct Ship – New Orders table.  Added Order Hold to the Provider data table and Vac Type to the Provider Inventory data table.

There are some screen shots which are described as needed.

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
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)
o	Validating and inputting records from standard Excel® spreadsheet files (.xls files)
o	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. 
o	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: 1
Dec: 0
Required: n-a
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
Size: 8
Dec: 0
Required: X 
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: 8
Dec: 0
Required: n-a 
Distrib.dbf – Field Description: Transmit date. Not in use.

Field Name:  Dateout
Type:  Date
Size:  8
Dec:  0
Required: X 
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:  6
Dec:  0
Required: X
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:  From PIN
Type:  Character
Size:  6
Dec:  0
Required: X 
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: 2
Dec: 0
Required:  n-a
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:  15
Dec:  0
Required:  n-a
Distrib.dbf – Field Description: Manufacturer’s lot number.

Field Name:  Ordsize
Type:  Numeric
Size: 4
Dec:  0
Required:  n-a
Distrib.dbf – Field Description: Order size.

Field Name:  Vaccine
Type:  Character
Size:  8
Dec: 0
Required: X 
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: 8
Dec: 0
Required: X 
Distrib.dbf – Field Description:  Number of vials. Must be an even multiple of doses/size.

Field Name:  Doses
Type:  Numeric
Size: 8
Dec: 0
Required: X
Distrib.dbf – Field Description: Number of doses. Value cannot be greater than the number of doses available.

Field Name:  Fdose1
Type: Numeric
Size: 8
Dec: 0
Required: n-a
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:  8
Dec:  0
Required: n-a
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: 8
Dec: 0
Required: n-a 
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: 9
Dec: 0
Required:  n-a
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: 10
Dec:  0
Required: n-a 
Distrib.dbf – Field Description: CDC Purchase Order number.

Field Name:  Status
Type:  Character
Size:  2
Dec: 0
Required: n-a 
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:  8
Dec:  0
Required: n-a 
Distrib.dbf – Field Description: Ship date

Field Name:  Ordose
Type:  Numeric
Size: 8
Dec: 0
Required: n-a 
Distrib.dbf – Field Description: Order dose

Field Name:  Shipped
Type:  Numeric
Size:  1
Dec:  0
Required: n-a 
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:  25
Dec:  0
Required: n-a 
Distrib.dbf – Field Description:  Optional information.  Special information about the vaccine shipment that can be included on the Shipping Invoice.

Field Name:   Shipped
Type:  Numeric
Size:  1
Dec:  0
Required: n-a 
Distrib.dbf – Field Description: n-a

Field Name:  Chgdate
Type:  Date
Size: 8
Dec:  0
Required: n-a 
Distrib.dbf – Field Description: Change date. Date the record was last changed.

Field Name:  Userid
Type:  Character
Size:  8
Dec:  0
Required: n-a 
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:  4
Dec:  0
Required: n-a 
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:  6
Dec:  0
Required:  X
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:  6
Dec:  0
Required:  X
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:  15
Dec:  0
Required:  n-a
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:  15
Dec:  0
Required:  n-a
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:  1
Dec:  0
Required:  n-a
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:  35
Dec:  0
Required:  X
Provider.dbf – Field Description:  Last name of a private provider OR the entire name of a facility.

Field Name:  Title
Type:  Character
Size:  9
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  For private providers only.  Suffix or title of the private provider.

Field Name: Contact
Type:  Character
Size:  30
Dec:  0
Required:  X
Provider.dbf – Field Description:  Person to contact for information or questions about vaccine shipments or deliveries.

Field Name:  Address
Type:  Character
Size:  35
Dec:  0
Required:  X
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:  35
Dec:  0
Required:  n-a
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:  20
Dec:  0
Required:  X
Provider.dbf – Field Description: Shipping address city

Field Name: State
Type:  Character
Size:  20
Dec:  0
Required:  X
Provider.dbf – Field Description:  Shipping address state

Field Name:  Zipcode
Type:  Character
Size:  10
Dec:  0
Required:  X
Provider.dbf – Field Description:  Shipping address ZIP code (5 or 9 digits).  Value must exist in the ZIPCODE.dbf file.

Field Name:  M1_contact
Type:  Character
Size:  30
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  Optional.  Person to contact for questions or problems about vaccine issues.

Field Name:  M1-address
Type:  Character
Size:  35
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  Optional.  Provider mailing address other than the street address

Field Name:  M1-addres2
Type:  Character
Size:  35
Dec:  0
Required:  n-a
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: M1_City
Type:  Character
Size:  20
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  Optional.  Mailing address city

Field Name: M1_state
Type:  Character
Size:  2
Dec:  0
Required:  n-a
Provider.dbf – Field Description: Optional.  Mailing address state

Field Name:  M1_zipcode
Type:  Character
Size:  10
Dec:  0
Required:  n-a
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:  15
Dec:  0
Required:  n-a
Provider.dbf – Field Description: Optional.  County name

Field Name: Phone
Type:  Character
Size:  14
Dec:  0
Required:  X
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: Optional.  
Type:  Character
Size:  4
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  Extension number for the telephone number shown in the Phone field.

Field Name: Fax
Type:  Character
Size:  14
Dec:  0
Required:  n-a
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:  14
Dec:  0
Required:  n-a
Provider.dbf – Field Description: Not in use 
 
Field Name: Subdiv
Type:  Character
Size:  15
Dec:  0
Required:  X
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:  2
Dec:  0
Required:  X
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:  10
Dec:  0
Required:  X
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:  10
Dec:  0
Required:  X
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:  10
Dec:  0
Required:  X
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:  50
Dec:  0
Required:  n-a
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:  1
Dec:  0
Required:  X
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:  10
Dec:  0
Required:  X
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:  2
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  future use

Field Name: Origdate
Type:  Date
Size:  8
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  future use

Field Name:  Other
Type:  Character
Size:  10
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  future use

Field Name:  Datevfc
Type:  Date
Size:  8
Dec:  0
Required:  X
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:  8
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  Date the provider record was created.

Field Name:  Xmitdate
Type:  Date
Size:  8
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  Date the provider record was last transmitted to CDC/NIP

Field Name: Chgdate
Type:  Date
Size:  8
Dec:  0
Required:  n-a
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:  8
Dec:  0
Required:  n-a
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:  14
Dec:  0
Required:  n-a
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:  40
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  E-mail address to contact the provider

Field Name: Cat4
Type:  Character
Size:  10
Dec:  0
Required:  X
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:  10
Dec:  0
Required:  X
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:  1
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  Optional user-defined field

Field Name:  Email2
Type:  Character
Size:  35
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  Email address associated with Mailing address. 

Field Name:  Extension2
Type:  Character
Size:  4
Dec:  0
Required:  n-a
Provider.dbf – Field Description: Phone extension associated with Mailing address  

Field Name:  Fax2
Type:  Character
Size:  14
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  Second fax number for the provider.

Field Name:  Wh_note
Type:  Character
Size:  50
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  Warehouse notes for packaging.  

Field Name:  Dateactive
Type:  Date
Size:  8
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  Date that provider’s active status last changed
 
Field Name: Datexvfc
Type:  Date
Size:  8
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  Date that provider left VFC program

Field Name: Provid
Type:  Integer
Size:  4
Dec:  0
Required:  n-a
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 Name:  OrderHold
Type:  Interger
Size:  4
Dec:  0
Required:  n-a
Provider.dbf – Field Description:  Suspend provider from placing Provider Orders.

Field Descriptions – Enrollment data
Source Table in VACMAN:	enroll.dbf
Figure 6. Field Descriptions – Enrollment data.

Field Name:  PIN
Type:  Character
Size:  6
Dec: 0
Required:  X
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:  Aagedefine
Type:  Character
Size:  6
Dec: 0
Required:  n-a
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:  10
Dec: 0
Required:  n-a
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:  7
Dec: 0
Required:  X
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:  Medicaid
Type: Numeric
Size:  7
Dec: 0
Required:  n-a
Enroll.dbf – Field Description:  Number of children under 1 year of age qualifying for Medicaid

Field Name:  Uninsured1
Type:  Numeric
Size:  7
Dec: 0
Required:  n-a
Enroll.dbf – Field Description:  Number of children under 1 year of age uninsured for health care

Field Name:  Amindian1
Type:  Numeric
Size:  7
Dec: 0
Required:  n-a
Enroll.dbf – Field Description:  Number of American Indian and Alaskan Native children under 1 year of age

Field Name:  fqhc_rhc1
Type:  Numeric
Size:  7
Dec: 0
Required:  n-a
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:  7
Dec: 0
Required:  X
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:  7
Dec: 0
Required:  X
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:  7
Dec: 0
Required:  X
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:  7
Dec: 0
Required:  X
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:  7
Dec: 0
Required:  n-a
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:  Uninsured
Type:  Numeric
Size:  7
Dec: 0
Required:  n-a
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:  Amindian
Type:  Numeric
Size:  7
Dec: 0
Required:  n-a
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:  7
Dec: 0
Required:  n-a
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:  7
Dec: 0
Required:  X
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:  7
Dec: 0
Required:  X
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:  7
Dec: 0
Required:  X
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:  7
Dec: 0
Required:  X
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:  Medicaid
Type:  Numeric
Size:  7
Dec: 0
Required:  n-a
Enroll.dbf – Field Description:  Number of children 7-18 years of age qualifying for Medicaid

Field Name:  Uninsured3
Type:  Numeric
Size:  7
Dec: 0
Required:  n-a
Enroll.dbf – Field Description:  Number of children 7-18 years of age uninsured for health care

Field Name:  Amindian3
Type:  Numeric
Size:  7
Dec: 0
Required:  n-a
Enroll.dbf – Field Description:  Number of American Indian and Alaskan Native children 7-18 years of age

Field Name:  Fqhc_rhc3
Type:  Numeric
Size:  7
Dec: 0
Required:  n-a
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:  7
Dec: 0
Required:  X
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:  7
Dec: 0
Required:  X
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:  7
Dec: 0
Required:  n-a
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:  7
Dec: 0
Required:  X
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:  Medicaid 4
Type:  Numeric
Size:  7
Dec: 0
Required:  n-a
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:  7
Dec: 0
Required:  n-a
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:  7
Dec: 0
Required:  n-a
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:  7
Dec: 0
Required:  n-a
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:  7
Dec: 0
Required:  X
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:  7
Dec: 0
Required:  X
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:  7
Dec: 0
Required:  n-a
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:  8
Dec: 0
Required:  n-a
Enroll.dbf – Field Description:  Date the ENROLL record was last updated by the project.

Field Name: Userid  
Type:  Character
Size:  8
Dec: 0
Required:  n-a
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:  7
Dec: 0
Required:  n-a
Enroll.dbf – Field Description: Optional  

Field Name:  Other2
Type:  Numeric
Size:  7
Dec: 0
Required:  n-a
Enroll.dbf – Field Description: Optional  

Field Name:  Other3
Type:  Numeric
Size:  7
Dec: 0
Required:  n-a
Enroll.dbf – Field Description: Optional  

Field Name:  Other4
Type:  Numeric
Size:  7
Dec: 0
Required:  n-a
Enroll.dbf – Field Description: Optional  

Field Name:  Lastname
Type:  Character
Size:  35
Dec: 0
Required:  n-a
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:  6
Dec.:  0
Required n-a
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:  12
Dec.:  0
Required n-a
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:  20
Dec.:  0
Required X
Physicn.dbf – Field Description:  Physician’s last name

Field Name:  Firstname
Type:  Character
Size:  15
Dec.:  0
Required n-a
Physicn.dbf – Field Description:  Physician’s first name

Field Name:  Initial
Type:  Character
Size:  1
Dec.:  0
Required n-a
Physicn.dbf – Field Description:  Physician’s middle initial

Field Name:  Title
Type:  Character
Size:  9
Dec.:  0
Required n-a
Physicn.dbf – Field Description:  Physician’s title; e.g., MD.

Field Name:  Other 1
Type:  Character
Size:  12
Dec.:  0
Required n-a
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:  
Type:  Character
Size:  
Dec.:  0
Required n-a
Physicn.dbf – Field Description: 

Field Name:  Medicaidno
Type:  Character
Size:  12
Dec.:  0
Required n-a
Physicn.dbf – Field Description: Physician’s Medicaid number.  

Field Name:  Medlicense
Type:  Character
Size:  12
Dec.:  0
Required n-a
Physicn.dbf – Field Description: Physician’s medical license number.

Field Name:  Chgdate
Type:  Date
Size:  8
Dec.:  0
Required n-a
Physicn.dbf – Field Description: Date the physician’s record was last updated by the project

Field Name:  Userid
Type:  Character
Size:  8
Dec.:  0
Required n-a
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:  1
Dec.:  0
Required X 
Physicn.dbf – Field Description: Stores value for “Add to Physician Count?”.  Codes are: 0 = No, 1 = Yes.  

Field Name:  Active
Type:  Character
Size:  1
Dec.:  0
Required X
Physicn.dbf – Field Description:  Contains “Y” or “N” to indicate whether this is an active record.

Field Name:  Dateactive  
Type:  Date
Size:  8
Dec.:  0
Required X
Physicn.dbf – Field Description: Date that provider’s active status last changed.  

Field Name: Physnid 
Type:  Interger
Size:  4
Dec.:  0
Required n-a
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:  6
Dec: 0
Required: X
provhas.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:  8
Dec: 0
Required: X
provhas.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:  8
Dec: 0
Required: X
provhas.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:  15
Dec: 0
Required: n-a
provhas.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:  2
Dec: 0
Required:  n-a
provhas.dbf – Field Description:  Not in use

Field Name:  Doses
Type:  Numeric
Size:  8
Dec: 0
Required:  n-a
provhas.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:  8
Dec: 0
Required:  n-a
provhas.dbf – Field Description: Date the record was last changed.  

Field Name:  Userid
Type:  Character
Size:  8
Dec: 0
Required:  n-a
provhas.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:  4
Dec: 0
Required:  n-a
provhas.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:  16
Dec: 0
Required:  n-a
provhas.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:  Vac_Type
Type:  Logical
Size:  1
Dec: 0
Required:  n-a
provhas.dbf – Field Description:  True = CDC, False = Non-CDC

Field Descriptions – Doses Administered data
Source Table in VACMAN:	dosesadm.dbf 
Figure 9. Field Descriptions – Doses Administered data.

Field Name:  ADATE
Type:  Date
Size:  8
Dec: 0
Required: X
Dosesadm.dbf – Field Description: Last day of the period (such as month or quarter) being reported.

Field Name: PIN
Type:  Character
Size:  6
Dec: 0
Required: X
Dosesadm.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:  1
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Code for vaccine sector type.  Codes are:  1 - public provider doses  2 - private provider doses

Field Name:Vaccine
Type:  Character
Size:  8
Dec: 0
Required: X
Dosesadm.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:  2
Dec: 0
Required: n-a
Dosesadm.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:  1
Dec: 0
Required: X
Dosesadm.dbf – Field Description:  Number of doses in the series for a vaccine (1st dose, 2nd dose, etc.)

Field Name:G1
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Number of doses administered to age category 1 (less than 1 year of age)

Field Name:  G2
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Number of doses administered to age category 2 (1 year of age)
 
Field Name: G3
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description: Number of doses administered to age category 3 (2 years of age)

Field Name: G4
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Number of doses administered to age category 4 (3 – 4 years of age)

Field Name:  G5
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Number of doses administered to age category 5 (5 years of age)

Field Name:  G6
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Number of doses administered to age category 6 (6 – 9 years of age)
 
Field Name:  G7
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Number of doses administered to age category 7 (10 – 14 years of age)

Field Name: G8
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Number of doses administered to age category 8 (15 – 19 years of age)

Field Name: G9
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Number of doses administered to age category 9 (20 – 24 years of age)

Field Name:  G10
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Number of doses administered to age category 10 (25 – 44 years of age)

Field Name: G11
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Number of doses administered to age category 11 (45 – 64 years of age)

Field Name:  G12
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description: Number of doses administered to age category 12 (65 years of age or greater)

Field Name: G13
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Number of doses administered to age category 13 (unknown age)

Field Name: Rowtot
Type:  Numeric
Size:  10
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description: Total number of doses administered for age categories 1 – 13

Field Name:  Dauzr1
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.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:  7
Dec: 0
Required: n-a
Dosesadm.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:  7
Dec: 0
Required: n-a
Dosesadm.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:  8
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description: Date the record was last changed.

Field Name:  Userid
Type:  Character
Size:  8
Dec: 0
Required: n-a
Dosesadm.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:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Optional user-defined field.  

Field Name:  Dauzr5
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Optional user-defined field.  

Field Name:  Dauzr6
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Optional user-defined field.  

Field Name:  Dauzr7
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Optional user-defined field.  

Field Name:  Dauzr8
Type:  Numeric
Size:  7
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Optional user-defined field.  

Field Name:  Dauzrtot
Type:  Numeric
Size:  8
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Total, all DAUZR fields.
 
Field Name:  Dosesadmin
Type:  Integer
Size:  4
Dec: 0
Required: n-a
Dosesadm.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:  1
Dec: 0
Required: n-a
Dosesadm.dbf – Field Description:  Identifies vaccine type as either CDC or non-CDC vaccine.

Field Name: NDCNO
Type:  Character
Size:  16
Dec: 0
Required: n-a
Dosesadm.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:  1
Dec: 0
Required: X
Neworder.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:  6
Dec: 0
Required: X
Neworder.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:  Ordate
Type:  Date
Size: 8  
Dec: 0
Required: X
Neworder.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:  Ordnumber
Type:  Character
Size:  10
Dec: 0
Required: X
Neworder.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:  Orrdose
Type:  Numeric
Size:  8
Dec: 0
Required: X
Neworder.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:  6
Dec: 0
Required: n-a
Neworder.dbf – Field Description:  Not used; null.

Field Name:  Ordsize
Type:  Numeric
Size:  4
Dec: 0
Required: n-a
Neworder.dbf – Field Description:  Number of doses per vial ordered.

Field Name:  Size
Type:  Numeric
Size:  6
Dec: 0
Required: X
Neworder.dbf – Field Description:  Number of doses per package, per the applicable CDC contract (VACCBULK.dbf).

Field Name:  Vaccine
Type:  Character
Size:  8
Dec: 0
Required: X
Neworder.dbf – Field Description:  Short name for vaccine types.  
 
Field Name:  Maker
Type:  Character
Size:  8
Dec: 0
Required: X
Neworder.dbf – Field Description:  Vaccine manufacturer’s name.  The name must be in the Maker field in SUPPLIER.dbf.

Field Name:  Cost
Type:  Numeric
Size:  9
Dec: 4
Required: X
Neworder.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:  15
Dec: 0
Required: X
Neworder.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:  1
Dec: 0
Required: X
Neworder.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:  8
Dec: 0
Required: X
Neworder.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:  50
Dec: 0
Required:n-a
Neworder.dbf – Field Description:  Notes on this order

Field Name:  Chgdate
Type:  Date
Size:  8
Dec: 0
Required: n-a
Neworder.dbf – Field Description:  Date the record was last changed.

Field Name:  Statepo
Type:  Character
Size:  32
Dec: 0
Required: n-a
Neworder.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:  8
Dec: 0
Required: n-a
Neworder.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:  16
Dec:  0
Required: X
Neworder.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:  9
Dec: 4
Required: X
Neworder.dbf – Field Description:  Future Use

Field Name:  seekid
Type:  Numeric
Size:  9
Dec: 0
Required: n-a
Neworder.dbf – Field Description:  Unique ID for record; must be blank or record will be rejected.

Field Name: Xmitdate  
Type:  Date
Size:  8
Dec: 0
Required: n-a
Neworder.dbf – Field Description:  Transmit date, must be blank or record will be rejected.
 
Field Name:  Urgent
Type:  Logical
Size:  1
Dec: 0
Required: n-a
Neworder.dbf – Field Description:  If checked, specifies that the order receive expedited handling.

Field Name: Descipt 
Type:  Character
Size:  50
Dec: 0
Required: n-a
Neworder.dbf – Field Description:  Describes the vaccine code.

Field Name:  OrderType
Type:  Character
Size:  1
Dec: 0
Required: X
Neworder.dbf – Field Description:  Identifies the order as Federal or Non-Federal (F/N)

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:  1
Dec. 0
Required:  X
Stock.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:  6
Dec. 0
Required:  X
Stock.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:  Ordate
Type:  Date
Size:  8
Dec. 0
Required:  X
Stock.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:  10
Dec. 0
Required:  n-a
Stock.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:  8
Dec. 0
Required:  X
Stock.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:  8
Dec. 0
Required:  n-a
Stock.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:  8
Dec. 0
Required:  n-a
Stock.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:  8
Dec. 0
Required:  n-a
Stock.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:  5
Dec. 0
Required:  n-a
Stock.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:  25
Dec. 0
Required:  n-a
Stock.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:  Vaccine
Type:  Character
Size:  8
Dec. 0
Required:  X
Stock.dbf – Field Description:  Short name for vaccine types.  Values are:  VAR, MMR-V,
FLU

Field Name:  Units
Type:  Numeric
Size:  8
Dec. 0
Required:  n-a
Stock.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:  6
Dec. 0
Required:  n-a
Stock.dbf – Field Description:  Number of doses per vial.

Field Name:  Doses
Type:  Numeric
Size:  8
Dec. 0
Required: n-a
Stock.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:  8
Dec. 0
Required:  X
Stock.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:  15
Dec. 0
Required:  n-a
Stock.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:  8
Dec. 0
Required:  n-a
Stock.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:  9
Dec. 4
Required:  X
Stock.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:  15
Dec. 0
Required:  X
Stock.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:  1
Dec. 0
Required:  X
Stock.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:  8
Dec. 0
Required:  n-a
Stock.dbf – Field Description:  Prior to version 3.0:  Number of doses assigned to VFC funds.

Field Name:  Fcode2
Type:  Character
Size:  2
Dec. 0
Required: n-a
Stock.dbf – Field Description:  Not in use.

Field Name:  Fdose2
Type:  Numeric
Size:  8
Dec. 0
Required:  n-a
Stock.dbf – Field Description:  Prior to version 3.0:  Number of doses assigned to G317 funds

Field Name:  Fcode3
Type:  Character
Size:  1
Dec. 0
Required:  n-a
Stock.dbf – Field Description:  not in use

Field Name:  Fdose3
Type:  Numeric
Size:  8
Dec. 0
Required:  n-a
Stock.dbf – Field Description:  Prior to version 3.0:  Number of doses assigned to state funds

Field Name:  Uzr
Type:  Character
Size:  10
Dec. 0
Required:  X
Stock.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:  8
Dec. 0
Required:  n-a
Stock.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:  9
Dec. 0
Required:  n-a
Stock.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:  10
Dec. 0
Required:  n-a
Stock.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:  8
Dec. 0
Required:  n-a
Stock.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:  8
Dec. 0
Required:  n-a
Stock.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:  2
Dec. 0
Required:  n-a
Stock.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:  50
Dec. 0
Required:  n-a
Stock.dbf – Field Description:  Optional.  Special information about the order; for project use only.

Field Name:  Chgdate
Type:  Date
Size:  8
Dec. 0
Required:  X
Stock.dbf – Field Description:  Date the record was last changed.

Field Name:  Statepo
Type:  Character
Size:  32
Dec. 0
Required:  X
Stock.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:  8
Dec. 0
Required:  n-a
Stock.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:  8
Dec. 0
Required:  X
Stock.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:  6
Dec. 0
Required:  X
Stock.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:  4
Dec. 0
Required:  n-a
Stock.dbf – Field Description:  Number of doses per vial.  This field is optional for non-CDC orders.

Field Name:  Ndcno
Type:  Character
Size:  16
Dec. 0
Required:  X
Stock.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:  9
Dec. 4
Required:  n-a
Stock.dbf – Field Description:  Future use

Field Name:  Addtoinv
Type:  Numeric
Size:  1
Dec. 0
Required:  n-a
Stock.dbf – Field Description:  Add to inventory?  Codes are: 0 – no; 1 - yes.   

Field Name:  Stockid
Type:  Integer
Size:  4
Dec. 0
Required:  n-a
Stock.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 number
Type:  Character
Size:  30
Dec. 0
Required:  n-a
Stock.dbf – Field Description:  Shipment tracking number; optional.

Field Name:   CarrierID
Type:  Character
Size:  30
Dec. 0
Required:  n-a
Stock.dbf – Field Description:   Carrier identification; optional.

Field Name:  Distributor
Type:  Character
Size:  10
Dec. 0
Required:  n-a
Stock.dbf – Field Description:  Distributor identification

Field Name:  Urgent
Type:  Logical
Size:  1
Dec. 0
Required:  n-a
Stock.dbf – Field Description:  If checked, specifies that the order receive expedited handling.

Field Name:  OrdType
Type:  Character
Size:  1
Dec. 0
Required:  X
Stock.dbf – Field Description:  Identifies the order type 

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:  1
Dec: 0
Required: X
Neworder.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:  6
Dec: 0
Required: X
Neworder.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:  9
Dec: 0
Required: X
Neworder.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:  10
Dec: 0
Required: n-a
Neworder.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:  8
Dec: 0
Required: X
Neworder.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:  6
Dec: 0
Required: n-a
Neworder.dbf – Field Description:  Not used; null.

Field Name:  Ordsize
Type:  Numeric
Size:  4
Dec: 0
Required: n-a
Neworder.dbf – Field Description:  Number of doses per vial ordered.

Field Name:  Size
Type:  Numeric
Size:  6
Dec: 0
Required: X
Neworder.dbf – Field Description:  Number of doses per package, per the applicable CDC contract (VACCBULK.dbf).

Field Name:  Vaccine
Type:  Character
Size:  8
Dec: 0
Required: X
Neworder.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:  8
Dec: 0
Required: X
Neworder.dbf – Field Description:  Vaccine manufacturer’s name.  The name must be in the Maker field in SUPPLIER.dbf.

Field Name:  Cost
Type:  Numeric
Size:  9
Dec: 4
Required: X
Neworder.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:  15
Dec: 0
Required: X
Neworder.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:  1
Dec: 0
Required: X
Neworder.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:  8
Dec: 0
Required: X
Neworder.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:  50
Dec: 0
Required: n-a
Neworder.dbf – Field Description:  Notes on this order

Field Name:  Chgdate
Type:  Date
Size:  8
Dec: 0
Required: n-a
Neworder.dbf – Field Description:  Date the record was last changed.

Field Name:  Statepo
Type:  Character
Size:  32
Dec: 0
Required: n-a
Neworder.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:  8
Dec: 0
Required: n-a
Neworder.dbf – Field Description:  ID of the user who last changed the record.  The ID is copied from the Security profile.

Field Name:  Ncdno
Type:  Character
Size:  16
Dec: 0
Required: n-a
Neworder.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:  9
Dec: 4
Required: X
Neworder.dbf – Field Description:  Future use

Field Name:  Seekid
Type:  Numeric
Size:  9
Dec: 0
Required: n-a
Neworder.dbf – Field Description: Unique ID for record; must be blank or record will be rejected.

Field Name:  Xmitdate
Type:  Date
Size:  8
Dec: 0
Required: n-a
Neworder.dbf – Field Description:  Transmit date, must be blank or record will be rejected.

Field Name:  Urgent
Type:  Logical
Size:  1
Dec: 0
Required: n-a
Neworder.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:  50
Dec: 0
Required: n-a
Neworder.dbf – Field Description:  Describes the vaccine code.

Field Name:  OrderType
Type:  Character
Size:  1
Dec: 0
Required: X
Neworder.dbf – Field Description:  Identifies the order as Federal or Non-Federal (F/N).

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:   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: Dateout  
Class-Method-Program Called:  clsBusiness.ckMulDate()
Validation Steps – distrib.dbf:
1.	Date cannot be blank.
2.   Date must be a valid date.

Field:   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:   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:   Action
Class-Method-Program Called: frmImport.distribimport()
Validation Steps – distrib.dbf:  Value must be 1.

Field:   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:   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:   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:   Units
Class-Method-Program Called:  clsProcFile.frvdistribution()
Validation Steps – distrib.dbf:  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:   Multiple Fields
Class-Method-Program Called: clsBusiness.ckDistDup()
Validation Steps – distrib.dbf:  All records are checked for duplication. 

File to Import Option: Transactions
Figure 14. Error Detection Criteria – Transactions.  

Field: 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:  Dateout
Class-Method-Program Called:  clsBusiness.ckMulDate()
Validation Steps – distrib.dbf:
1.	Date cannot be blank.
2.   Date must be a valid date.

Field:  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: 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:  Action
Class-Method-Program Called:  clsBusiness.ckDoxAction()
Validation Steps – distrib.dbf:  Value must be 2, 3, 4, 5, 6, 7, 8, 9, 11, or 12.

Field:  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: 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: Doses
Class-Method-Program Called:  clsBusiness.ckDoxDoses()
Validation Steps – distrib.dbf:  Value cannot exceed value in ‘remain’ field of stock table for matching lot number.

Field:  Units
Class-Method-Program Called:  clsProcFile.frvdistribution()
Validation Steps – distrib.dbf:  Units must be an even multiple of value of doses/size in the lots table.

Field:  Multiple Fields
Class-Method-Program Called:  clsBusiness.ckDistDup()
Validation Steps – distrib.dbf:  All records are checked for duplication.

File to Import Option: Provider data
Figure 15. Error Detection Criteria – Provider data.  

Field:  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: linkPIN
Class-Method-Program Called:  clsBusiness.ckParPIN()
Validation Steps – provider.dbf:  Sector field in provider table for record matching this value must be between 10 and 29, or must be 32.

Field:  Lastname
Class-Method-Program Called:  clsBusiness.ckMulName
Validation Steps – provider.dbf:  Value cannot be blank.

Field:  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:  County
Class-Method-Program Called:  clsBusiness.ckProvCounty()
Validation Steps – provider.dbf:  Value must match a record in the County table.  For more information, see Table Definitions in the VACMAN User Guide.

Field:  Subdiv
Class-Method-Program Called:  clsBusiness.ckProvSubD()
Validation Steps – provider.dbf:  Value must match a record in the Subdiv table. For more information, see Table Definitions in the VACMAN User Guide.

Field:  Cat1
Class-Method-Program Called:  clsBusiness.ckProvCat()
Validation Steps – provider.dbf:  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: Cat2
Class-Method-Program Called:  clsBusiness.ckProvCat()
Validation Steps – provider.dbf:   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:  Cat3
Class-Method-Program Called:  clsBusiness.ckProvCat()
Validation Steps – provider.dbf:  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:  Cat4
Class-Method-Program Called:  clsBusiness.ckProvCat()
Validation Steps – provider.dbf:  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:  Cat5
Class-Method-Program Called:  clsBusiness.ckProvCat()
Validation Steps – provider.dbf:  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:  Codes
Class-Method-Program Called:  clsBusiness.ckMulCode()
Validation Steps – provider.dbf:  Value must be either ‘Y’ or ‘N’.

Field:  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:  Date VFC
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:  Address
Class-Method-Program Called:  clsBusiness.ckMuladdrship()
Validation Steps – provider.dbf:  Value cannot be blank

Field:  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:  City
Class-Method-Program Called:  clsBusiness.ckMuladdrship()
Validation Steps – provider.dbf:  Value cannot be blank

Field:  State
Class-Method-Program Called:  clsBusiness.ckMuladdrship()
Validation Steps – provider.dbf:  Value cannot be blank.

Field:  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:  Fax
Class-Method-Program Called:  clsBusiness.ckMuladdrship()
Validation Steps – provider.dbf:  Value must be properly formatted if used as:
(999) 999-9999.

Field:  Modem
Class-Method-Program Called:  clsBusiness.ckMuladdrship()
Validation Steps – provider.dbf:  Value must be properly formatted if used as:
(999) 999-9999.

Field:  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:  
ML_address
ML_addres2
ML_City
ML_State
ML_ZipCode
Class-Method-Program Called:  clsBusiness.clMulMAddr
Validation Steps – provider.dbf:    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:  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:  import.allkids1 import.vfckids1 import.g317kids1 import.statekids1
Class-Method-Program Called:  clsBusiness.ckEnrolCnts()
Validation Steps – enroll.dbf:  Sum of vfckids, g317kids and statekids must be less than or equal to allkids field.

Field:   import.allkids2 import.vfckids2 import.g317kids2 import.statekids2
Class-Method-Program Called:  clsBusiness.ckEnrolCnts()
Validation Steps – enroll.dbf:  Sum of vfckids, g317kids and statekids must be less than or equal to allkids field.

Field:  import.allkids3 import.vfckids3 import.g317kids3 import.statekids3
Class-Method-Program Called:  clsBusiness.ckEnrolCnts()
Validation Steps – enroll.dbf:  Sum of vfckids, g317kids and statekids must be less than or equal to allkids field.

Field:  import.allkids4 import.vfckids4 import.g317kids4 import.statekids4
Class-Method-Program Called:  clsBusiness.ckEnrolCnts()
Validation Steps – enroll.dbf:  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:   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:  Lastname
Class-Method-Program Called:  clsBusiness.ckMulLName()
Validation Steps – physicn.dbf:  Value cannot be blank

Field:  Addtocount
Class-Method-Program Called:  frmImport.physImport()
Validation Steps – physicn.dbf:  Value must be 0 (false) or 1 (true).

Field:  Active
Class-Method-Program Called:  frmImport.physImport()
Validation Steps – physicn.dbf:  Value must be ‘Y’ or ‘N’.

Field:  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:  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:  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:  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:  Lot
Class-Method-Program Called:  clsBusiness.ckPHasLot()
Validation Steps – provhas.dbf: 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:  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:  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:  Vaccine
Class-Method-Program Called:  clsBusiness.ckMulVacc()
1.   Validation Steps – dosesadm.dbf:
1.	Value cannot be blank.
3.   Value must be present in Vaccref table.

Field:  Lot
Class-Method-Program Called:  clsBusiness.ckPHasLot()
Validation Steps – dosesadm.dbf:  Must be a matching vaccine and lot number record in the Stock table.

Field:  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:  Multiple
Class-Method-Program Called:  frmImport.varicellaImport()
Validation Steps – stock.dbf:  Duplicate records are not allowed.

Field:  Vaccine
Class-Method-Program Called:  frmImport.varicellaImport()
Validation Steps – stock.dbf:  Value must be one of the following:
VAR	FLU  	MMR-V

Field:  Ndcno
Class-Method-Program Called:  frmImport.varicellaImport()
Validation Steps – stock.dbf: The value must match the value for vaccine in the Vaccbulk table.  For more information, see Table Definitions in the VACMAN User Guide.

Field:  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:  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:  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:  Fcode1
Class-Method-Program Called:  clsBusiness.ckVarFundCd()
Validation Steps – stock.dbf:  Value cannot be blank.

Field:  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: 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:  Rectype
Class-Method-Program Called:  frmimport.varicellaImport()
Validation Steps – stock.dbf:  Value must be 2.

Field:  Ordpin
Class-Method-Program Called:  frmimport.varicellaImport()
Validation Steps – stock.dbf:  Value must be the same as PIN field.

Field:  Pkgsize
Class-Method-Program Called:  frmimport.varicellaImport()
Validation Steps – stock.dbf:  Value must match the Package Size field in the matching Vaccbulk table record.

Field:  Maker
Class-Method-Program Called:  frmimport.varicellaImport()
Validation Steps – stock.dbf:  Value must match the Maker field in the matching Vaccbulk table record.

Field:  Contract
Class-Method-Program Called:  frmimport.varicellaImport()
Validation Steps – stock.dbf:  Value must match the Contract field in the matching Vaccbulk table record

Field:  Cost
Class-Method-Program Called:  frmimport.varicellaImport()
Validation Steps – stock.dbf:  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:  Xmitdate
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  Value must be blank

Field:  Seekid
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  Value must be blank

Field:  Ordose, Fdose1
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  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:  Vaccine
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  Value must be a valid direct ship vaccine per the applicable CDC contract.

Field:  Ndcno
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  Value must match the NDCno field per the applicable CDC contract.

Field: Orddate
Class-Method-Program Called:  clsBusiness.ckOrdDt()
1.	Validation Steps – neworder.dbf:  Must be a valid date.
2.	Cannot be blank.
3.   Must be less than current date – 30

Field:  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: 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:Fcode1
Class-Method-Program Called:  clsBusiness.ckVarFundCd()
Validation Steps – neworder.dbf:  Value cannot be blank.

Field:  Orddose Ndcno
Class-Method-Program Called: clsBusiness.ckVarDose()
1.	Validation Steps – neworder.dbf:  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.
Orddose must be an even multiple of Package Size field in the Vaccbulk table.

Field:  Rectype
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  Value must be 2

Field:  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:  Size
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  Value must match the pkgsize field value in the VACCBULK.dbf table.

Field:  Maker
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  Value must match the maker field value in the VACCBULK.dbf table.

Field:  Contract
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  Value must match the contract field value in the VACCBULK.dbf table.

Field:  Cost
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  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:   Xmitdate
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  Value must be blank

Field:  Seekid
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  Value must be blank  

Field:  Orddose Fdose1
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  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:  Vaccine
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  Value must be a valid vaccine per the applicable CDC contract.

Field: Ndcno
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  Value must match the NDCno field per the applicable CDC contract

Field:  Orddose
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:  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:  PIN
Class-Method-Program Called:  
Validation Steps – neworder.dbf:  PIN must not match a public provider

Field: Fcode1
Class-Method-Program Called:  clsBusiness.ckVarFundCd()
Validation Steps – neworder.dbf:  Value cannot be blank.

Field:  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:  Rectype
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  Value must be 5.

Field:  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:  Size
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  Value must match the Package Size field value in the Vaccbulk table.

Field:  Maker
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  Value must match the Maker field value in the Vaccbulk table.

Field:  Contract
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  Value must match the Contract field value in the Vaccbulk table.

Field:  Cost
Class-Method-Program Called:  frmImport.newOrdersImport()
Validation Steps – neworder.dbf:  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.

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/im-spec-v41-final.rtf