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Enter flu vaccine stock status - by custom spreadsheet

Who should use this guide

  • Providers and jurisdictions who have completed registration for a COVID Locating Health Provider Portal account.
  • You are ready to log flu vaccine stock status and want to log your data using a spreadsheet but you want to generate you own inventory spreadsheet externally instead of the template supplied in the COVID Locating Health platform.

Setting up your custom spreadsheet file

Jurisdictions and provider organization reporting stock status centrally for all providers may generate a file directly from an external tracking system and then upload into the COVID Locating Health platform.
Your custom file must
  • Match what is outlined in the tables below
  • Contain column headers are required and must match the below table
  • Any field marked as Optional may be left blank

Custom spreadsheet requirements

Field Name
Required/ Optional
Organization Name
Name of the organization as entered in the pre-enrollment application
Free text – 255 character limit
Provider Location Name
Location name for each provider location as entered in the pre-enrollment application
Free text – 255 character limit
Provider ID
This is a unique identifier created by COVID Locating Health Provider Portal
Optional if VTrckS is present generated alphanumeric unique identifier for each location
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.
  • “ALA123456”
  • “ALA 456”
Street Address
Street number and name
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
Free text
(example: "Boston")
Two Character State
(example: "MA")
Postal Code
ZIP code
5 digit, as well as the 9 digit zip code, the following formats are accepted:
  • "02111"
  • "02919-3232"
The 14 digit Generic Product Identifier Code.
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)
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
The National Drug Code
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
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
The number of doses on-hand for the NDC. Quantity is optional for flu vaccines.
Acceptable values:
• 0 or positive integer • UNKNOWN
In Stock
In Stock is a required field for flu vaccines to show on
Use Remove if you no longer administer that vaccine.
Acceptable values:
  • Yes
  • No
  • Blank
  • Remove
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
Acceptable values:
  • 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

Follow instructions to upload your flu file to the COVID Locating Health Provider Portal through the Other Vaccines tab.