Skip to main content

How can I set my account to automatically set due back dates on transferred inventory?

Automated due back dates streamline loaner inventory management by calculating return deadlines based on the date of a scheduled surgical case.

Prerequisites & Key Requirements

  • Admin/Operations Role: Configuring the default organization policy requires Admin/Operations user permissions.

  • Consignment Status: Inventory items or containers must be set to the Loaned consignment status.

  • Associated Event: The transfer must be linked to a scheduled Event (Case) to provide the anchor date for calculation.

1. Enable Automated Due Back Dates (Admin Configuration)

  1. Navigate to Settings in the main navigation bar.

  2. Click on the Organization tab.

  3. Scroll to the Organization Settings section and toggle ON the setting for "Automatically Set Due Back Dates for Loaned Inventory".

  4. Enter the target offset value in the Days After Event field (e.g., enter 2 if loaners are due back 48 hours after surgery).

  5. Click Save.

2. Apply Automated Due Back Dates During Transfer Creation

  1. Navigate to Movements > Transfers and click Create New Transfer.

  2. Select the Current Custodian and the intended Recipient.

  3. Search for and select the inventory items or containers to include on the transfer.

  4. In the transfer settings, set the Consignment Status to Loaned.

  5. Under the Associated Event field, select the scheduled surgical case for this shipment.

  6. Check the checkbox labeled "Automatically set due back date" (this checkbox appears once Loaned inventory is linked to an Event). The system will automatically calculate the date as Event Date + Configured Days.

  7. Enter the Ship-To Address and any necessary shipping notes.

  8. Click Create.

Key Features & System Behavior

  • Container Inheritance: Setting an automated due back date on a container applies that due date to all devices held inside the container.

  • Automated Notifications: System alerts and email notifications are sent to both the sender and recipient as the return deadline approaches or if items become overdue.

  • Flexibility & Overrides: Admins retain the ability to manually adjust or reset due back dates directly from the Inventory Detail screen or accept loaner extension requests submitted from the field.

Related Articles
Did this answer your question?