Overview
Historically, once a Stocking Order event was submitted for billing, it was permanently locked to preserve the integrity of the medical device audit trail. However, Beacon now provides the flexibility to reopen or cancel closed Stocking Orders.
To maintain compliance and protect your inventory counts, this capability is dynamically governed by your organization's configuration, the original Sale Type (Direct Sale vs. Facility Stock), and the Inventory Consumption Status.
đ Administrative Note: Only Admin and Operations users possess global permission to reopen and cancel events. Depending on your organization's custom settings, this feature can be toggled on or off for Sales and Distributor roles.
Reopen vs. Cancel: How it Works
The actions you can take depend entirely on how the inventory was originally processed:
1. Facility Stock Stocking Orders
If the original stocking order was used to create Facility Stock (inventory sold upfront but sitting on a hospital shelf waiting to be tracked in a surgical case):
Reopening: Allowed only if NONE of the generated Facility Stock items have been consumed or marked as "Used" in a subsequent surgical case event. If you reopen a Facility Stocking Order:
If ALL facility stock inventory is unused, the case reopens like any other event
If ANY facility stock is used, you get an error that items are used in an event
Canceling: Releasing/canceling will return the untouched items back into your active warehouse inventory pool. If even a single item has already been deactivated by a surgery down the line, the event cannot be canceled or modified.
2. Direct Sale Stocking Orders
If the stocking order was marked as a Direct Sale (which immediately deactivates and depletes the inventory upon billing submission):
Reopening: Reopening reverts the event to an "Open" status, shifting the items out of depletion back into a temporary staging state so you can correct typos, update pricing, or edit facility contact details.
Canceling: Canceling a Direct Sale safely restores the full quantity of deactivated items back into the active custody of the assigned representative or organization inventory.
NOTE: If you have added a reusable item to EITHER stocking order type, it will be reactivated as SINGLE USE. If the intention is to put the item BACK into inventory, you will need to manually mark it as reusable when it is restored to active status.
Step-by-Step Instructions
To Reopen a Stocking Order
Navigate to the Events screen in the web Console.
Locate the closed Stocking Order (typically in Pending PO, Pending Payment, or Paid status) and click on the Event Name to open the detail page.
Click the More menu button in the upper right corner.
Select Reopen.
The status pill will change back to Open. You can now navigate to the Devices Used tab to adjust quantities, unit prices, or switch out items.
Important: Once revisions are finished, you must click Submit for Billing again to push the corrected sale back through the billing cycle.
To Cancel a Stocking Order
Open the detail page of the reopened or pending Stocking Order.
Click the More menu button in the upper right corner.
Select Cancel Event.
A confirmation pop-up will appear warning you that this action will release the devices back to active inventory and cannot be undone.
(Optional) Utilize the Comments section to note the reason for the cancellation (e.g., "Order canceled by facility" or "Incorrect lot numbers recorded").
Click Confirm. The event status will update to Cancelled and lock from further modification.
â ď¸ System Guardrails & Best Practices
Audit Logging: Every time a Stocking Order is reopened or canceled, Beacon automatically records a perpetual stamp of your username and the exact execution timestamp in the right-hand history rail.
Credit Memos & Re-Bills: If you are reopening an event due to a financial dispute or billing mistake, you have the option during re-submission or cancellation to apply a Credit Memo or Credit Re-Bill status modifier to cleanly align with your external ERP/accounting records.