Managing a split-commission case when inventory originates from two separate representatives requires distinct handling in Beacon. Here is a guide on how to handle, execute, and streamline the three options you outlined, updated with insights from recent system behaviors and releases.
Option 1: The Sub-Rep Method (Distributorship Pooling)
This is the most automated approach if the representatives routinely split cases or share field inventory. It keeps the data tied to a single case file while allowing visibility over pooled stock.
Pre-Requisites & System Logic
Distributor Group Synergy: Both representatives must be assigned to the same Distributor Group. If all reps in a region need this capability with one another, an administrative "Master Distributor" user profile must be created to link them together.
Shared Inventory Setting: The Admin must ensure that "Allow assigned users to view distributor inventory" is enabled (turned on/purple) in the Distributor User's settings.
Inventory Flow: All shared trunk stock must be transferred into the Distributor's custody rather than individual rep custody.
Step-by-Step Instructions
Step 1: Create the Event (Case)
Navigate to the Events screen and click New Event.
Set the Event Type to Case.
Select Rep A (the lead rep handling the paperwork/case presence) as the Representative.
Step 2: Mark Pooled Inventory
In the open case, click the Mark Used Inventory tab.
Crucial Step: Because the stock is technically sitting in the distributor's custody pool, the rep must adjust the Custodian Filter from "Your Custody (only)" to "Rep & all inventory shared by distributor".
Select the items used from both the red-highlighted distributor custody pool and the rep’s individual stock. Click Mark as Used.
Submit the case for billing as normal.
Step 3: Split the Commission
Go to the Reports tab and navigate to Events & Sales.
Run the Variable Commission Rate Report or the Sales by Representative Report.
Filter by the specific Event ID. The report allows back-office teams to dynamically adjust and evaluate fractions of the total sale to accurately pay out both the Distributor/Lead Rep and the associated Sub-Rep based on the items consumed.
Option 2: Dual Events (Two Separate Sales)
This option completely separates the liability, tracking, and exact item-level commissions per rep upfront.
System Logic
Because inventory in Beacon relies strictly on single-custodian accountability during an event, creating two individual cases ensures that each representative strictly bills out of their own exact trunk stock custody.
Step-by-Step Instructions
Step 1: Create the First Event (Rep A)
Go to Events > New Event.
Choose Case and assign Rep A as the Representative.
Name the event clearly utilizing a standard internal naming convention, appending a suffix like
-[PatientID]-Part A.Click Mark Used Inventory, pull the items exclusively from Rep A’s custody, and click Submit for Billing.
Step 2: Create the Second Event (Rep B)
Click New Event again.
Choose Case and assign Rep B as the Representative.
Match all metadata identically (Same Facility, Physician, Date, and Patient ID) but name the event
-[PatientID]-Part B.Click Mark Used Inventory, pull the remaining items used from Rep B's custody, and click Submit for Billing.
⚠️ Note on Streamlining: This method will generate two separate Sales Orders for the healthcare facility. If your customer's hospital billing department mandates a single consolidated purchase order (PO), it is highly recommended to append a detailed Event Comment to both cases referencing the cross-linked Event IDs to avoid invoicing confusion.
Option 3: Pre-Event Field Transfer
This is the cleanest approach if the hospital requires one consolidated invoice, but it shifts the administrative burden to a manual back-office commission split.
System Logic
All items are mathematically moved into a single representative's custody right before the usage is logged, resulting in one singular clean Event, a single Sales Order, and a single PO workflow.
Step-by-Step Instructions
Step 1: Transfer Inventory from Rep B to Rep A
From either the web console or Beacon Mobile, navigate to Movements > Transfers and click the + / New Transfer button.
Set the Origin Custodian to Rep B and the Recipient to Rep A.
Search or scan the items that Rep B contributed to the case.
Set the location if necessary and click Create.
Important: Rep A must immediately log into their app, navigate to their dashboard/transfers widget, and click Accept to move those items officially into their custody.
Step 2: Execute the Single Case
Navigate to Events > New Event and choose Case.
Set Rep A as the sole representative.
Go to Mark Used Inventory. Since the transfer was accepted, all items from both reps will now seamlessly appear under Rep A’s custody filter.
Select all devices, complete the signature, and click Submit for Billing.
Step 3: Manual Commission Adjustment
Since Rep A was the only user listed on the event, Beacon's automated commission engine will default to allocating 100% of the commission tracking metrics to Rep A. Finance administrators will need to manually adjust their internal payroll spreadsheets or look at the itemized sales report to pull the exact lot histories used to distribute the split to Rep B.