This option uses the COVID Locating Health Provider Portal to walk you through the various inventory details. It's typically used by providers who are reporting for a small number of locations.
This option uses the COVID Locating Health Provider Portal to provider a spreadsheet that can be downloaded, filled out, then uploaded again. It's typically used by providers and jurisdictions who are reporting for a large number of locations.
This option is only for jurisdictions that have been approved for this method. It allows you to generate your own custom inventory spreadsheet to upload instead of using the supplied template.
Providers and jurisdictions who have completed registration for a COVID Locating Health Provider Portal account.
You are ready to report COVID-19 vaccine inventory and want to log data manually.
As a provider administering COVID-19 vaccines, you are required to update your inventory monthly.
All your locations will be listed on the screen along with the most recently entered inventory for each location.
Once you have selected edit, the table will become editable. You can also cancel at any time from this screen, and no changes will be saved.
Please note that the "Date Submitted" column will automatically update when a change is submitted for any of the fields in the table above (Doses, In Stock, Supply Level). There are three different statuses that may display in the Date Submitted column:
"Now" status in purple indicates that a change was just submitted
Date status in green indicates that inventory has been updated within 29 days and is in compliance
Date status in red followed by "!" indicates that inventory has not been updated in 29 days or more and is out of compliance
You will receive a success message letting you know your inventory has been recorded.
Repeat if needed for multiple locations.
Congratulations, you have now reported your inventory!
You have already .
If a location is set to display to the public, it is extra important to keep your inventory up to date so it continues to show correctly on !
If your inventory hasn't been updated in over 29 days, your location will no longer display in search results on .
Field | Details | Required/Optional |
---|
The most recently reported inventory is sent to the CDC every day at 5:00 am Eastern. The new stock levels will be visible to the public on site within 5 hours.
Tip: Visit to see how they display.
Doses | Enter the number of doses on-hand at each location. | Optional |
In Stock | Required if your location is set to display to the public. |
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. | Optional |
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.
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.
Visit login instructions for help.
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.
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.
Your most recent file
templateThe 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.
Tip: save the file to your desktop with the date so that it is easy to find to upload.
Navigate on your computer to find your file, select it, and click Open
.
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.
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.
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!
Providers and jurisdictions who have completed registration for a COVID Locating Health Provider Portal account.
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.
If you enter any quantity > 0 in the Doses
field, In Stock
will default to Yes
. However, if you want the vaccine to show on as out of stock, you can change to No
.
Only available for locations set to display to the public but this data does not yet display to the public on .
Providers and jurisdictions that have already .
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 supplied in the COVID Locating Health portal.
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 stock
on 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)
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:
|
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:
This is Bad Formatting, and will not be accepted:
|
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:
|
GPI | The 14 digit Generic Product Identifier Code. | Optional | 14 digit GPI code for the medication. This can be with or without the hyphens:
|
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:
|
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:
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:
|
Quantity | The number of doses on-hand for the NDC.
| Optional | Acceptable values: • 0 or positive integer • UNKNOWN • REMOVE |
In Stock | If you leave it blank, this field will default based on your
| Required | Acceptable values:
|
Supply Level | Optional | Acceptable values:
|
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).
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.
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 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.
If you want to report quantity but want the vaccine to show as out of stock
on , you can report Quantity
but mark In Stock
as No
.
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 .
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:
02111
02919-3232
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:
(555) 555-5555
5555555555
555-555-555
555-555-5555 ext 5555
Sun Open
Daily hours of operation If blank, hours will not display on web page.
Optional
Preferred format: hh:mmAM - hh:mmPM Acceptable formats:
9:00 AM-5:00 PM
9:00(AM)-5:00(PM)
9AM-5:30PM
2pm-4pm
9a-5:05p
Closed
24H
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:
58-20-00-60-10-01-05
58200060100105
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:
"B" - Brand name
"G" - Generic
"V" - Vaccine
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:
88888-1000-02
88888100002
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:
Drug Name – Dosage Form – Strength
Pfizer – COVID Vaccine – 0 mcg/0.3mL dose
Pfizer COVID Vaccine 0 mcg/0.3mL dose
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.