How do I create inventory manually?

There are two ways to create inventory manually in Beacon:

Create Inventory Manually

Create Inventory in an Event

Key Terms and Concepts

Create Inventory Manually

Navigate to the All Inventory screen and click the “Create New” button in the upper right corner.
You’ll see options to enter all of the inventory data manually, just make sure to check your work to maintain data continuity and accuracy.
1. We suggest copy/paste for this data entry and make sure not to include unnecessary characters, like spaces, that may change the data when saved
First, you’ll enter:
1. the inventory type
2. custody
3. manufacturer
4. product line
5. catalog number
6. device description
7. quantity
8. container (if the inventory should be assigned to an existing container).

1. Note: if this item is from a new manufacturer, product line, or is a new catalog record, you’ll need to click the plus button to the right of those fields and create the new record before proceeding. This will add that manufacturer, product, or catalog record to your directory for future reference.
Click “Next” to proceed to the next step.
Next, add any search tags or notes for this inventory. Click Next.
If you have production level information for this inventory, such as lot number or Unique Device Identifier, you may enter that info here. Click “Next” to proceed to the final step.
1. Note the entire quantity being added by this action will be assigned this production level information (lot, expiration, UDI, etc). If you have different lot numbers or other production information, those items will need to be added separately.
2. Note: THE UDI IS THE SOURCE OF TRUTH. If entering UDI, your lot # must match what is part of the UDI. The system will parse the UDI and populate the lot number automatically. If you have a different lot number than is part of your UDI, reach out to us to discuss options for loading that data.
Next, add any other relevant details for the inventory.
1. Set a due back date if, for example, the item is a loaner tray already in the field that must be returned to the manufacturer by a given date.
2. You may also add:
  1. list price
  2. billable status
  3. barcode data
  4. reusable status
  5. cost, location
  6. consignment status
  7. hold status
  8. due back date
  9. inventory type
  10. manufacture date
Click “Create” when you are finished to add these items to your body of inventory.

Create new inventory from within an Event

You may now create inventory while you’re marking inventory as used in an Event! (see below)

You may not create more than 5,000 of a particular item at one time while adding inventory manually.

If importing inventory via the spreadsheet upload process doesn’t suit your needs you may enter inventory manually.

Key Terms and Supporting Information:

Inventory Type: Select either Device or Container. Device refers to individual medical devices (implant, instrument, sterile-packed single use device, etc.). Container refers to a housing for a group of items, similar to a tote or surgical tray - containers hold devices and can be transferred together as a single unit.

Custody: In this field enter the user account that will hold custody of the item at its creation. The default is the Organization. Active Inventory in ConnectSx must always have a custodian, even if it is just the Organization.

Manufacturer: Select the manufacturer of this item, even if it is the Organization (which will often be the case). The manufacturer is implicated throughout the system and differentiates which data is associated with a user’s account, event record, product catalog record, etc.

Product Line: Also known as Brand Name or Product Family, the Product Line is the top of the pyramid in the product catalog. You may have multiple product lines with catalog numbers associated, but Product Line will be used to help narrow down device selections in features such as Inventory Requests.

Description: This is what your device or container is called. It can vary even between items that share the same catalog number, so it is recommended to stay consistent with your naming conventions.

Reference # / Catalog Number: These terms are used interchangeably in ConnectSx and can also be described as the Product Number or Item number used to order or sell a device. Catalog number is one of the driving pieces of product information in the ConnectSx system.

Lot Number: This is used to denote a given batch of inventory and help identify different groups of inventory sharing the same catalog #, but produced at different times. Note: If entering UDI, your lot # must match what is part of the UDI. The system will parse the UDI and populate the lot number automatically. If you have a different lot number than is part of your UDI, reach out to us to discuss options for loading that data)

Container Reference number: The reference number of a container must be unique so the system can differentiate between different containers. If you do not already have unique catalog numbers/reference numbers for your containers consider adding a “-1”, “-2” etc. on the end of your different container numbers.

Container Name: This is a purely descriptive field to help identify a container or tray beyond its unique Catalog number - feel free to make it whatever you want.

Manufacture Date: This is the date the inventory was originally produced. This date will be used to determine First-In-First-Out or Last-In-First-Out when using the Bills of Materials functionality.

Price: This is the list price of the item, like MSRP. It will be used to calculate the billable total of your inventory. The list price is automatically overridden in an Event when there has been a Facility Contract Price entered for that Catalog #/Facility.

Cost of Goods: This is the cost of the item. If the cost is not entered, the system will populate this field with the cost entered in the Item Catalog for that Catalog #.

Create New Inventory from Within an Event!

Let’s say you’re marking inventory as used in a case and discover that the inventory you need was never created! Well that shouldn’t happen, but right now we need to focus on the task at hand - GETTING THAT INVENTORY CREATED!

Well now you don’t need to quit what you’re doing and leave the whole Event to go create the inventory. Now you can click “Add Inventory” directly in the Mark Used Inventory screen to start the process described above.