Enter COVID-19 vaccine inventory - by file upload

Who should use this guide

• Providers and jurisdictions who have completed registration for a COVID Locating Health Provider Portal account.

• Providers and jurisdictions that have already set up COVID-19 vaccines that will be available at your location(s).

• Providers and jurisdictions that are ready to log COVID-19 vaccine inventory and to upload data using the provided template.

Remember to update your inventory monthly

As a provider administering COVID-19 vaccines, you are required to update your inventory monthly.

If a location is set to display to the public, it is extra important to keep inventory up to date so it continues to show correctly on Vaccines.gov!

If your inventory hasn't been updated in over 29 days, it will no longer display in search results on Vaccines.gov.

Login

Login to your COVID Locating Health Provider Portal account at https://covid.locating.health/login.

Visit login instructions for help.

Entering your inventory

➡️ Select the COVID-19 Vaccines link in the header and then the Upload File tab in the blue header.

Screenshot of COVID inventory file upload banner

➡️ Download an inventory spreadsheet

The first time you visit this page to upload your inventory, you will only have the Blank template option to select.

After your first inventory upload, you will have the option to choose the Blank template or Your most recent file. Either can be used to update and submit new vaccine stock status.

About the Blank template

• The file name will use your organization and date your_organization_YYYY-MM-DD.csv.

• The file will pre-populate with all the locations and NDCs for your organization. Any new locations added after provider setup will automatically appear in the template files.

• The Quantity column has <Enter Quantity> for each NDC and location.

• The In Stock column starts with <Enter Yes or No>for each NDC and location.

Blank template

About the Your most recent file template

• The file name will be vaccine-inventory_YYYY-MM-DD.csv.

• The file will come with all location data pre-filled, including any NDC selected during provider setup or added through the manual form. The file will have your last reported inventory prefilled in the Quantity column.

Most recent file template

➡️ Fill out the Quantity column with the number of doses you have on hand at the end of that day

Field	Details	Acceptable values
Quantity	Use Unknown or <Enter Quantity Here>if you don't know the quantity at the time of reporting. The quantity that was last reported (with date of when that quantity was reported) for that NDC will be sent to CDC. If you have the same number of doses on-hand for multiple days, please report that number each day to correctly reflect the quantity on-hand. Use Remove if you no longer administer that vaccine.	0 and any positive integer Unknown Remove Blank
In Stock	If you want to report quantity but want the vaccine to show as out of stockon Vaccines.gov, you can report Quantity but mark In Stock as No. If you leave blank or <Enter Yes or No Here>, this field will default based on your Quantity. If Quantity >0: In Stock, Yes If Quantity = 0: In Stock, No	Yes No Blank
Supply Level	Choose the option that best describes how long you expect your supply to last. This should be some expectation of how likely the vaccine is to be available. This field does not yet display on Vaccines.gov.	NO SUPPLY LOW (<24 hours supply) MEDIUM (24-48 hours supply) HIGH (>48 hours supply)

➡️ Save your changes to the spreadsheet

Tip: save the file to your desktop with the date so that it is easy to find to upload.

Saving the spreadsheet

➡️ To upload your file, select the Browse button in the box labeled Step 3 on the Upload File screen

Navigate on your computer to find your file, select it, and click Open.

Uploading the spreadsheet

➡️ Select the file that has now appeared and click the Upload button

Selecting the file to upload

➡️ Check that your file was successfully validated

If there are no errors, the file will upload successfully, and Step 3 will change to a green Success! message. It will also tell you how many records were updated so you can verify that is correct.

The most recently reported inventory is sent to CDC every day at 5:00 am Eastern.

Your new stock values will be visible on Vaccines.gov within 5 hours.

Check file validation

If you get an error message, the upload has failed. Check the error message for information about what is causing the error. Once you have fixed the error, click Try Again to upload the new file.

Troubleshooting errors:

• Make sure you are using only the acceptable values listed in the table above.

• Make sure you aren't missing required fields: VTrckS PIN or Provider ID, NDC, Quantity

Tip: Visit How COVID vaccines display to see how they display.

Congratulations, you have now reported your inventory!