Enter COVID-19 vaccine inventory - by custom spreadsheet

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 are ready to log COVID-19 vaccines and want to log data using a spreadsheet generated their own inventory spreadsheet externally instead of using the template supplied in the COVID Locating Health portal.

Setting up your custom spreadsheet file

Jurisdictions reporting inventory through their Immunization Information System (IIS) for all provider locations in their jurisdiction or pharmacies reporting for all locations in their pharmacy chain may generate a file directly from an external tracking system and then upload into the COVID Locating Health portal.

Important custom file notes

• The file must match what is outlined in the tables below.

• Column headers are required and must match the below table.

• Any field marked as Optional may be left blank.

Custom inventory spreadsheet requirements

Field Name	Description	Required/ Optional	Format
Organization Name	Name of the organization as entered in the pre-enrollment application	Optional	Free text – 255 character limit
Provider Location Name	Location name for each provider location as entered in the pre-enrollment application	Optional	Free text – 255 character limit
Provider ID	This is a unique identifier created by COVID Locating Health Provider Portal	Optional if VTrckS ID is present	Vaccines.gov generated alphanumeric unique identifier for each location
VTrckS PIN	This is the unique identifier for each provider location assigned by VTrckS (VTrckS Provider PIN)	Optional if Provider ID is present	3-digit alphanumeric prefix + up to 6-digit PIN. Examples: “ALA123456” “ALA 456”
Street Address	Street number and name	Optional	Address as it appears in the provider agreement. Address must be in one of the following formats in order to ensure that the system can match to a proper mailing address and therefore map it properly: "123 Main St" "123 Main St #456" "123 Main St, Suite 7" "123 Main St, Building A" This is Bad Formatting, and will not be accepted: 123-127 Main St
Street Address 2	Apartment, suite, or building number	Optional	Free text
City		Optional	City (example: "Boston")
State		Optional	Two Character State (example: "MA")
Postal Code	ZIP code	Optional	5-digit or 9-digit zip code. The following formats are accepted: "02111" "02919-3232"
GPI	The 14 digit Generic Product Identifier Code.	Optional	14 digit GPI code for the medication. This can be with or without the hyphens: 58-20-00-60-10-01-05 58200060100105
Medication Type	The type of medication (one digit letter)	Optional	The value will be a single letter, either “B”, “G”, or “V”. The values stand for the following: "B" - Brand name "G" - Generic "V" - Vaccine
NDC	The National Drug Code	Required	10 or 11 digit NDC for the vaccine. Can be either NDC of use or NDC of sale. This can be entered with or without hyphens or leading 0: 88888-1000-02 88888100002 88888-1000-2 8888810002 PLEASE NOTE: Only one NDC per vaccine presentation is allowed for a single location. If there are multiple rows for single NDC and location the file will fail.
Medication Name	The name of the medication	Optional	Format and suggested value examples: Drug Name - Dosage Form - Strength Pfizer – COVID Vaccine – 0 mcg/0.3mL dose Pfizer COVID Vaccine 0 mcg/0.3mL dose
Quantity	The number of doses on-hand for the NDC. Use Unknown or 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 the 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.	Optional	Acceptable values: • 0 or positive integer • UNKNOWN • REMOVE
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 it blank, this field will default based on your Quantity. If Quantity >0: In Stock, Yes If Quantity = 0: In Stock, No	Required	Acceptable values: 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.	Optional	Acceptable values: NO SUPPLY LOW (<24 hours supply) MEDIUM (24-48 hours supply) HIGH (>48 hours supply)

When you are ready to upload your filled in custom inventory spreadsheet

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

➡️ Follow instructions to upload your inventory file to the COVID Locating Health Provider Portal