At times a manufacturer may choose to swap out inventory that has been sold to a customer and is on the shelf at a hospital with new or fresher stock. This can be useful to extend the expiration life of inventory in the customer's hands, and move sooner-to-expire inventory to new customers so it does not go to waste.
If you have Facility Stock in the field that you want to replace, follow these steps:
Perform a Return of the Facility Stock, which will deactivate it.
Facility stock is already-sold inventory, which otherwise would have been deactivated. Systematically, the Facility Stock status cannot be reversed and the inventory must be deactivated.
2. Replace the Facility Stock inventory with new inventory in the Customer's Custody
As an Operations or Admin user, Create an Inventory Transfer with the new/replacement inventory to the Representative (If required), accept it on their behalf.
Once the Rep has the inventory in their custody, you can sell it to the Customer at a discounted cost or no-charge to replace the inventory you returned.
Create a new Stocking Order event with that Representative and Facility associated to convert the inventory to Facility Stock.
Select the new replacement inventory in the Mark Used Inventory Screen.
If the inventory will be discounted, edit the prices of the inventory.
If the inventory will be provided with no additional charge, mark them “No Charge”
Complete the Stocking Order to convert this stock to Facility Stock.
Following these actions, the Facility will have the new, fresh Facility Stock in their custody and the prior Facility Stock will be inactive.
What if the original facility stock I returned is still valid inventory?
To return the original facility stock to your custody, it must be recreated.
2. To aid in recreating the inventory, you may access the device information in the "Inventory Export (All Records)" report.
Change the "Is Active?" filter to "No".
Change the "Inventory Status" filter to "Used".
Change the "Deactivation Date" filter to the date of the Return event.
Click the Purple Refresh button to apply your filters.
This will display the inventory items that were Used and Deactivated on this day for easy reference or for export (be aware this may include more inventory than just what was returned, you'll want to exclude unimplicated items).
3. When creating the inventory, consider taking these actions to add context to the device records:
You may enter an older Manufacture Date for the inventory to track its age.
You may enter notes or use Search Tags on those devices to denote that this inventory was previously sold as facility stock and has been in the field.
You may enter the hyperlink for the deactivated inventory or Return event in the device comments to create a link between them.