Enter COVID-19 vaccine inventory - by sFTP
Setting up your sFTP spreadsheet file
Pharmacies reporting for all locations via sFTP can report their inventory and public display information in a single file.
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.
Preferred file naming convention:
The file name must include the date of the file (MM-DD-YYYY).
When reporting flu and COVID-19 inventory separately, please append "FLU" to your flu file name (e.g., 01-01-2022-flu.csv).
When reporting inventory for banners separately, please append a suffix to each file indicating which banner(s) are being reported (e.g., 01-01-2022-ACME.csv).
sFTP reporting spreadsheet requirements
Field Name | Description | Required/ Optional | Format |
Store Number | The store number for the location included in the pharmacy enrollment file submitted to CDC. | Optional | Integer Leaving blank will not change existing value. |
CDC Provider | The formatted VTrckS Pin for each location. The VTrckS PIN is a unique identifier assigned as directed by CDC program participation requirements. | Required | 3-digit alpha-numeric prefix + up to 6-digit PIN.
|
Name | The name of the location as it appears in the pharmacy enrollment file submitted to CDC. | Optional | Alpha-numeric string (255-character limit) Leaving blank will not change existing value. |
Address | Street number and name of the location. | Optional | Alpha-numeric string (255-character limit) Leaving blank will not change existing value. |
City | City | Optional | Alpha-numeric string (255-character limit) Leaving blank will not change existing value. |
State | State | Optional | Two letter state or territory abbreviation. Leaving blank will not change existing value. |
Zip | Zip code | Optional | 5-digit, as well as the 9-digit zip code, the following formats are accepted:
Make sure any leading zeros are included. Leaving blank will not change existing value. |
Phone | The phone number at the location that patients should call to schedule or learn about scheduling a vaccine appointment. | Required | Accepted formats:
|
Sun Open | Daily hours of operation If blank, hours will not display on web page. | Optional | Preferred format: hh:mmAM - hh:mmPM Acceptable formats:
Leaving blank will change (remove) existing value. |
Mon Open | Daily hours of operation If blank, hours will not display on web page. | Optional | Same as "Sun Open" above Leaving blank will change (remove) existing value. |
Tue Open | Daily hours of operation If blank, hours will not display on web page. | Optional | Same as "Sun Open" above Leaving blank will change (remove) existing value. |
Wed Open | Daily hours of operation If blank, hours will not display on web page. | Optional | Same as "Sun Open" above Leaving blank will change (remove) existing value. |
Thu Open | Daily hours of operation If blank, hours will not display on web page. | Optional | Same as "Sun Open" above Leaving blank will change (remove) existing value. |
Fri Open | Daily hours of operation If blank, hours will not display on web page. | Optional | Same as "Sun Open" above Leaving blank will change (remove) existing value. |
Sat Open | Daily hours of operation If blank, hours will not display on web page. | Optional | Same as "Sun Open" above Leaving blank will change (remove) existing value. |
Website | Provider location URL | Optional | Web address beginning with either http or https. Leaving blank will change (remove) existing value. |
Prescreen | URL for the location’s vaccine eligibility screener or appointment scheduler.
If there are user flows for COVID-19 and non-COVID-19 vaccinations, please enter the COVID-19 specific URL for all COVID-19 NDCs. This link will show on Vaccines.gov when users search COVID-19 vaccines. Enter the general or flu specific URL for all other NDCs, this link will show on Vaccines.gov when users search for flu vaccines. | Optional | Web address beginning with either http or https. If NULL, users will be prompted to call the pharmacy for appointments or more information. Leaving blank will not change existing value. |
Active | Should this location be included in the vaccine search experience on Vaccines.gov?
Any locations set to ACTIVE will display the vaccines that are marked as In Stock.
Locations will never display quantity data. | Required | True, False |
Insurance | Does this location accept insurance?
This field does not currently display on Vaccines.gov | Optional | True, False Leaving blank will not change existing value. |
Walk-ins | Does this location accept walk-ins (drop-ins)?
If walk-ins are accepted for only certain NDCs, please mark this in the Notes field. | Optional | True, False Leaving blank will not change existing value. |
Provider Type | This field is not used on Vaccines.gov, any value is accepted. | Optional | Integer Leaving blank will not change existing value. |
Open Date | This field is not used on Vaccines.gov please leave blank. | Optional | NA Leaving blank will not change existing value. |
Close Date | This field is not used on Vaccines.gov please leave blank. | Optional | NA Leaving blank will not change existing value. |
Notes | Free text field that displays on the provider details page of Vaccines.gov.
See Provider Notes section below for tips on what to include in this section. | Optional | Free text (1,000-character limit) Leaving blank will change (remove) existing value. |
GPI | The 14-digit Generic Product Identifier (GPI) code | Optional | 14 digit GPI code for the medication. This can be with or without hyphens:
Leaving blank will not change existing value. |
Med Type | The type of medication as indicated by the single letter code | Optional | The value will be a single letter, either “B”, “G”, or “V”. The values stand for the following:
Leaving blank will not change existing value. |
NDC | National Drug Code | Required | 10 or 11 digit NDC for the vaccine. Can be either NDC of use (UoU) or NDC of sale (UoS).
PLEASE NOTE: If the same NDC is listed for a location more than once in the same file doses will be summed for that NDC.
This can be entered with or without hyphens. Make sure any leading zeros are included:
Fall 2023 COVID-19 Vaccine NDCs can be found here. |
Med Name | The name of the medication or vaccine | Optional | Format and suggested value examples:
Leaving blank will not change existing value. |
Start Date | This field is not used on Vaccines.gov; please leave blank. | Optional | NA Leaving blank will not change existing value. |
End Date | This field is not used on Vaccines.gov; please leave blank. | Optional | NA Leaving blank will not change existing value. |
Cost | Cost of the vaccine
This field does not currently display on Vaccines.gov. | Optional | Numeric string Leaving blank will not change existing value. |
In Stock | This field indicates whether this NDC is in stock for the public at this location. Do not include inventory that is allocated for non-public distribution as “in stock.”
If the on-hand quantity entered is greater than 0, In Stock will default to True unless otherwise indicated. | Required | True, False |
Supply Level | Supply level is an estimation of how long the COVID-19 vaccine inventory will last at each location.
No Supply: vaccine is out of stock Low: <24 hours supply Medium: 24-48 hours supply High: >48 hours supply
This field does not currently display on Vaccines.gov. | Optional | Valid values are: -1: No Report 0: No Supply 1: Low: <24 Hour Supply 3: Medium: 24-48 Hour Supply 4: High: >48 Hour Supply Leaving blank will not change existing value. |
Quantity | Number of doses on-hand for that vaccine.
PLEASE NOTE: Accurate inventory quantities are no longer required by CDC. | Optional | Integer Leaving blank will not change existing value. |
Min Age Months | In combination with Min Age Years, this field denotes the minimum age for vaccine recipients at your location. The months and years fields are cumulative, which means the amount entered in each field will be added and the sum is the age that will display on Vaccines.gov. For example, if your minimum age for administering COVID-19 vaccine is 1.5 years, you can enter it either of the following ways: Option 1: Min Age Months = 18 months Option 2: Min Age Months = 6, Minimum Age Years = 1 Your file will fail if you enter Min Age Months = 18 AND Min Age Years = 1 | Optional | Integer If Min Age Years is >0, Min Age Months must be between 0-11. Leaving blank will not change existing value. |
Min Age Years | See above | Optional | Integer If Min Age Months is >12, Min Age Years must be 0. Leaving blank will not change existing value. |
Bridge Access Program | Is this location a Bridge Access Program participant? | Optional | True, False, null Leaving blank will not change existing value. |
Data Considerations and Tips
File format and data transfer
Vaccines.gov loads sFTP files once per day at 4:30am EST. Any files uploaded after that time will be processed the following day.
If Vaccines.gov has not received a file in the sFTP for 2 consecutive days, we will reach out to the primary contact to troubleshoot. After 29 days, locations will no longer appear in public searches for COVID-19 vaccine.
If you need to add a new column to your file, please add the column to the end of current file headers.
Inventory Data
Quantity data are only required for COVID-19 NDCs, if you are reporting flu inventory you only need to indicate stock values for the public.
Accurate inventory quantities are no longer required but, updating Quantity to 0 (or any positive number) and indicating vaccines are In Stock by entering "True" are required for vaccines to be visible on vaccines.gov.
If possible, include all vaccine NDCs in a single file (COVID-19 and flu). Currently, Vaccines.gov does not display antiviral mediations, routine or travel immunizations. You may however include these in your file.
In stock values will take precedence over Quantity values for display on Vaccines.gov. This means if you report 0 doses for an NDC but In Stock = True, that NDC will show as In Stock on Vaccines.gov
Provider Notes
Provider Notes field will display on the provider details page and should contain any information a user should have before attempting to get a vaccine at the location.
Provider Notes should contain both COVID-19 and flu information in the same field.
Common topics addressed in Provider Notes include:
NDC or vaccine appointment and walk-in information, for example, “Appointments are required for all individuals under 6 years of age.”
Translation or other language services offered at the location.
Accessibility information for the location including parking availability or wheelchair accessibility.
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