Overview
When sales representatives or healthcare facilities request inventory, the request can be converted or linked to a specific customer/facility order. Fulfilling a customer request offers several options, most notably processing a Stocking Order—a specialized Event type designed for direct sales to hospitals and surgery centers—or executing standard custody transfers and supplier reorders.
Key Fulfillments & Delivery Options
When managing a customer request in Beacon, operations administrators have five primary fulfillment pathways:
Fulfillment Option | Best Used For | Inventory Impact in Beacon |
Stocking Order (Facility Stock) | Selling inventory upfront to a facility while continuing to track device consumption in future surgical cases. | Converts inventory to Facility Stock assigned to the facility; items remain usable in cases at $0 billable total. |
Stocking Order (Direct Sale) | Outright direct sales where post-sale usage tracking at the facility is not required. | Immediately deactivates/depletes inventory from account stock upon billing submission. |
Standard Inventory Transfer | Shipping consignment or trunk stock directly to a representative or field custodian. | Moves inventory into pending transfer state; changes custody upon acceptance. |
Partial Fulfillment & Backorder | Fulfilling available stock when items are low or out of stock. | Fulfills available quantity via transfer; keeps request open as a backorder with reason notes. |
External Supplier Order (PO) | Ordering missing stock from an external manufacturer or 3rd-party supplier. | Generates a Purchase Order (PO) request to receive new inventory into Beacon upon arrival. |
How to Convert an Inventory Request to a Customer Request
Locate the Request: Navigate to Movements > Requests in the Beacon Console.
Review Request Details: Open the pending request to inspect requested catalog numbers, product lines, quantities, and need-by dates.
Associate Customer/Facility Context (Optional):
If the request was initiated without a linked event, click Edit or associate the request with the destination Facility and Facility Contact.
If initiated for an upcoming sale, link the request to a scheduled customer Event or Preference Card to lock in contract pricing and facility details.
Convert Request:
Open the "More..." Menu in the upper right and select "Change Request Type"
In the popup window, enter the Facility, PO number, and PO Date for this Customer Request.
Click "Change Type" and the request will be converted to a Customer Request.
How to Create a Stocking Order to Fulfill a Customer Request
Creating a Stocking Order fulfills the customer request by converting inventory into a direct customer sale.
Step 1: Create the Stocking Order Event
Navigate to the Customer Request and select the option to create a Stocking Order.
Assign Representative: Select the sales representative or distributor who holds custody of the inventory and should receive commission for the sale.
Select Customer & Contact: Choose the destination Facility and the specific Facility Contact.
Select the Product Lines included in the order, then click Create.
Step 2: Select and Mark Customer Inventory
Click Mark Used Inventory in the Event detail screen.
Search and select the catalog items requested by the customer.
In the Selected tab, adjust quantities to match the customer order.
Click Mark as Used to add the items to the Stocking Order.
Review unit prices and contract pricing on the Devices Used tab. Add any non-inventory charges (such as shipping or handling) under Additional Costs or Adjustments.
Step 3: Submit for Billing & Choose Conversion Mode
Click Submit for Billing and provide digital signatures.
In the submission modal, choose your inventory conversion mode:
Facility Stock (Default): Leave the Direct Sale box unchecked. The sold inventory converts to Facility Stock assigned to the customer. It remains visible in inventory reports for patient traceability and post-market surveillance, but cannot be sold twice.
Direct Sale (Deactivate): Check the box for Direct Sale (Deactivates Inventory) if the customer assumes full ownership and no patient usage tracking in Beacon is needed. This deactivates the items immediately.
Click Submit for Billing.
Step 4: Ship and Invoice
Navigate to the Ship tab within the Stocking Order detail screen.
Select the facility ship-to address, enter shipping costs, and add tracking details (or generate shipping labels via integrated carriers like Shippo).
Download or email the Pick List, Packing Slip, and Sales Order Form.
Retrieve the hospital Purchase Order number, enter it under Add Purchase Order, and issue the final Invoice.
Important Operating Guidelines
Important: Stocking Orders cannot be reopened or edited once submitted for billing. Because converting inventory to Facility Stock alters audit trails and consignment statuses, verify all quantities, catalog numbers, pricing, and representative assignments prior to submission.
Commission Assignment: Always ensure the sold inventory is in the custody of the representative selected on the Stocking Order so commission calculations register accurately.
Tracking Facility Stock Consumption: When a healthcare facility eventually consumes Facility Stock in a surgical case, create a standard Case Event, check Show Facility Stock Items Only under inventory filters, and mark the items as used. The billable total will reflect $0.00 to prevent double-billing while maintaining full device traceability.