Forecasting Workflow
Forecasting Workflow
To forecast an upcoming case, you can create a placeholder Event and a Quote.
1. Create the Forecasted Event
1. Create the Forecasted Event
You will be creating an Event as a placeholder in the case calendar until the actual procedure is scheduled.
Navigate: Go to the Event screen and click New Event (or Create New).
Identify: Select Case as the event type.
Name: Enter a name for the Event identifying it as a Forecasted Event, for instance "Forecasted Surgery: Discectomy 5/25/26".
Details: Choose the Representative (whoever owns the inventory being sold), the Facility, Physician, Procedure, and Forecasted Event Date.
Note: If you are a sales rep, your account will automatically be the representative.
Note: If you do not yet know the Physician, you may leave it blank and update it later when the actual case is scheduled.
When finished, click "Next".
Manufacturer: In the next screen, select the manufacturer(s) whose products you are using.
Preference Card: Select the preference card you will use to Quote and Forecast this case.
Finish: Click Create.
2. Create the Quote
2. Create the Quote
To forecast your sales, you have two options:
Easy Mode: Quote with a Preference Card
Easy Mode: Quote with a Preference Card
Best for: Repeat procedures with specific surgeons.
Select your Preference Card: If you did not select a preference card while creating the Event, you may add it in the Event Detail screen.
View Quote: Click on the "Quote" tab in the Event Detail screen. It will already be filled with all the devices from the surgeon's preference card. If not, click "Create Quote from Preference Card".
Adjust & Share: Review the quantities and prices. Click Edit Quote if you need to add or remove items, then send it to the customer via email.
Note: Look out for the Yellow Warning Icon ⚠️ next to an item in your Quote—this means there is no facility contract price set for that item. Pricing will need to be added by an Operations User and the Quote must be regenerated.
Share: Use the options at the bottom to Download PDF or Send as Email Attachment to the hospital for approval.
Your Forecasted Event has now been scheduled and is available for reporting. You will need to update it if and when it becomes a real scheduled case.
Normal Mode: Quote Manually
Normal Mode: Quote Manually
Best for: One-off cases or unique procedures.
Open the Case: Navigate to the detail screen of your existing case.
Start Quote: Navigate to the Quote Tab and click "Create Quote".
Add Items: Search for and select the products you expect to use, then click Next.
Review: Add a note to the quote if needed and click Create.
Note: Look out for the Yellow Warning Icon ⚠️ next to an item in your Quote—this means there is no facility contract price set for that item. Pricing will need to be added by an Operations User and the Quote must be regenerated.
Share: Use the options at the bottom to Download PDF or Send as Email Attachment to the hospital for approval.
Your Forecasted Event has now been scheduled and is available for reporting. You will need to update it if and when it becomes a real scheduled case.
Sales Workflow
Sales Workflow
For Already Forecasted Events
For Already Forecasted Events
If you've already created a Forecasted Event as a placeholder for a possible future case, you may select your existing Event in the Events Page instead of creating a new one.
Update the Name to match the scheduled case.
Update the Physician, if needed.
Update the Date and Time on the Event.
Save and skip to Step 2 below.
For New Events: Schedule Event
For New Events: Schedule Event
Navigate: Go to the Event screen and click the "+" button to create a New Event.
Note: If you already created your Event as a forecast, locate the Forecasted Event and open it up to update the Case Name and Procedure Date.
Identify: Select Case as the event type.
Details: Enter a Name for the event, choose the Representative (whoever owns the inventory being sold), the Facility, Physician, Procedure, and Event Date.
Note: If you are a sales rep, your account will automatically be the representative.
Note: If no Name is entered for your Event, the system will generate one for you automatically.
Finish: Click Next, and enter any additional details you'd like. Click Create.
2. Record What You Used
2. Record What You Used
Open the Case: Find your event and click Mark Used Inventory.
Search and Filter to find your inventory:
Expand the filters section to view more options.
Scan: Scan UDIs and Barcodes. Use Scan to Add for the fastest results.
Search: Use the search bar (Lot #, Catalog #) to find and select items manually.
Quoted: Filter for Quoted Inventory specifically.
Searched and Selected Tabs: Scroll Down to Use the Searched Tab to Select Inventory. After you add an item, it will appear in the Selected Tab. Move between these two tabs to select all required inventory.
When you're done, click next to review, and next again to mark the inventory as used in the case.
Check Pricing: After adding inventory to the case, check your pricing.
Look out for the Yellow Warning Icon ⚠️. If it appears, no contract price was found—you may need to edit the price manually or contact an admin.
Edit Individual Devices: If needed, you can edit specific device data by clicking the Pencil button next to that device.
3. Submit for Billing
3. Submit for Billing
Initiate: Click Submit for Billing.
Replenishment: Check the Request Replenishment box if you want the system to automatically order replacement stock for what you just sold.
Sign-Off: Sign the screen and click Submit. The status changes to Pending PO.
4. Request Replenishment
4. Request Replenishment
If you checked the Replenishment checkbox or the option in the menu, then the replenishment request will launch.
Enter the manufacturer, click next.
Used items will already be selected, so add any additional inventory then click next.
Update: Add any additional info, such as Need by date, Ship-To Address, request notes, or attachments.
5. Share Sales Order and Get the PO Number
5. Share Sales Order and Get the PO Number
Send Sales Order: Under the More menu, select Sales Order to email it to the hospital so they can generate a Purchase Order (PO).
Send as Attachment: If you are sending the sales order via email, update any of the email fields then click send.
Enter PO: Once you have the PO number, click Add PO Number in the event record, enter the details, and hit Submit.
Paid Status: Once the PO is added, the status moves to Pending Payment. After the manufacturer confirms payment, the case is officially Paid/Closed.
Pro-Tips for Speed:
Pro-Tips for Speed:
Comment Mentions: Use the
@symbol in the comments section to mention and alert teammates or admins about specific case issues (like broken items) directly inside the case record.Photos: Upload images of device labels or patient stickers directly to the event for better record-keeping.
Auto-Entry: If a facility is stubborn, the emailed Sales Order contains a link where they can enter the PO number themselves.
Movements
Movements
Inventory movement revolves around Inventory Requests and Transfers.
After you request inventory, you'll receive a transfer.
If you need to send inventory to someone, you'll create a transfer
Get Inventory (Request)
Get Inventory (Request)
An inventory request is how users in the field tell their manufacturer what inventory they need to cover upcoming cases. Requests are fulfilled with inbound inventory transfers, which must be accepted in order to use the inventory.
(Optional) Start from the Case: Open your specific event and click Request Inventory in the quick actions, this will link the request to the Event.
(Optional) Request Replenishment for a Case: You may automatically request replenishment for a case in the Event menu.
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Create your Request: Navigate to the Movements -> Requests screen and click the "+" button to start a new request.
Select Manufacturer: Choose the manufacturer you are requesting products from.
Add Items: Search for the specific catalog numbers and quantities you need. Or add full product lines/sets to request entire products. Move between the Searched tab to find items, and the Selected tab to see what you've selected so far.
Pro-Tip: If you have a Preference Card linked to the case, you can use those stored preferences to quickly populate your request.
Additional Details: Select your Ship To address and set a Need By date so the supplier knows the deadline.
Submit: Click Create. The manufacturer will receive a notification immediately to start processing your order.
Accept Transfer: Your manufacturer will receive your request and transfer you inventory. Be sure to accept the transfer to add it to your custody and make it available for you to use.
Send Inventory (Transfer)
Send Inventory (Transfer)
An Inventory Transfer is used when a Sales Rep or Distributor needs to send stock from their personal custody back to the organization (warehouse) or to another user.
Initiate: In the Beacon console, navigate to the Movements -> Transfers section and click the "+" button to create a new transfer.
Select Origin: Ensure the "From" field is set to your own account (if you are a distributor user). If you're a Sales user, your account will auto-populate.
Select Destination: Set the "To" field to the Organization/Warehouse or the specific recipient if sending to another user.
Add Items to be transferred:
Scan: Use the barcode scanner for the fastest way to add items to the transfer list.
Search: Manually search by catalog or lot number if scanning isn't an option.
Move between the Searched Tab and the Selected Tab to add all of the required items to your transfer.
Review & Send: Confirm the quantities are correct. Then make any additional changes such as Location, Description, Ship-To Address, Tags, etc. and click Create.
