Inventory Movement Masterpage
When inventory is moved in Beacon it changes custody, or in other words, the person accountable for it changes. This happens mostly through the interplay between inventory requests and transfers, though there are a lot of flexible options along the way.
Generally inventory gets requested by users in the field, then the request is fulfilled using a transfer of inventory back to the person who requested it. However, there are all sorts of ways we've worked to make this process easier for you, you can even use requests to order inventory from suppliers!
This page will take you through the core inventory movement functions as well as the various options you have along the way.
We'll break this into a few sections:
- Requesting Inventory
- Fulfilling Inventory Requests
- Transferring Inventory
- Additional Resources
Requesting Inventory
Requesting Replenishment
The most common inventory request is a replenishment request. Beacon makes this easy by automatically selecting the inventory that was used in a case. Prompt the replenishment request when you're submitting an Event for billing to make sure you don't forget!
Inventory Requests
You can also request inventory at any time, loose devices or entire product lines. You can also request inventory easily in Beacon Mobile.
Create a Request using a Preference Card or Quote
If you've created Preference Cards to keep track of what your surgeons like to use, you can use those to request inventory!
Link your Inventory Request to an Event
When requesting inventory you can initiate your request from the Event Detail screen, which will link the request to that Event (you can also assign the Event in the normal workflow). Linking a request to an Event provides clear context to your manufacturer that the inventory is required for a pending sale and makes it easy to trace a transfer or shipment all the way back to its point of origin.
Request Inventory from a Supplier/Manufacturer as your Organization (Purchase Order)
Beacon even lets your organization request inventory when you run short! These external requests result in a type of Purchase Order document that you can issue to your suppliers to initiate your order. You may also receive inventory in Beacon and create it as a result of this request.
How can I use a Bill of Materials to request Replenishment?
If you have an incomplete container and you would like to bring it up to par, you can easily request all of the items that are missing from the Container Bill of Materials using the Request Replenishment button.
Fulfilling Requests
How to Fulfill an Inventory Request
After an inventory request is submitted, the manufacturer admins/operations users must assess the need vs. the available stock, then fulfill the request in the inventory request detail screen. After the request is fulfilled it will result in a pending transfer to the recipient.
How to Partially Fulfill and Inventory Request
When you're fulfilling inventory requests, sometimes you run into inventory shortages or determine that not all inventory needs will be met. In these cases you can choose to partially fulfill the request, which will leave the request open for you to fulfill again with an additional shipment at a later date.
How to indicate what wasn't fulfilled from a request
When a request is not being fulfilled in its entirety it can be helpful to communicate that to the recipient, so they understand that it's a partial shipment. This article shows you how to mark which devices will not be included, and generate a shipping document with this information to include.
How do I send a request fulfillment to a different recipient than the requestor
Your field ecosystem requires flexibility, so the recipient of a request may not always be the requestor. For instance, in cases where a rep requests inventory which should be sent to the distributor office. This article shows you how to designate a different recipient for a request fulfillment.
Transferring Inventory
How to Transfer Inventory
Transfers are how inventory moves around in Beacon. Each transfer results in a change in custody where inventory changes hands from one custodian to another. Transfers can be initiated ad-hoc or occur as the result of an inventory request.
How to Receive a Pending Transfer
When a transfer has been created it receives a "pending" status until the shipment is received and confirmed, then the request can be "accepted" or "declined". Learn more about accepting or rejecting transfers here.
Using Quick Transfers to Facilitate Urgent Transfers
Driven by an occasional need for more urgency and added flexibility, Quick Transfers are special transfer permissions which can be granted to users to be able to transfer inventory TO THEMSELVES. This is typically because inventory is needed in a pinch and can be provided from somewhere nearby, or to facilitate the use of forward stocking locations. Any Quick Transfers will be automatically accepted.
How to transfer inventory directly into a container
If you know the container which must be replenished, you may transfer inventory directly into a container. However, inventory may not be transferred out of a container, to be transferred either the device must be removed from the container or the whole container must be transferred.
How do I edit a transfer after it's been created?
Sometimes things change, here's how you can make edits to a transfer.
How can non-users accept transfers without logging into Beacon?
Sometimes your shipments may be shipped to facilities without your distributor or representative able to intercept, with these scannable QR codes the facility can accept the shipment on their behalf.
How to manage Due Back Dates for your Loaner inventory
Part of effectively managing loaner inventory is making sure it gets returned in a timely fashion. This article explains how to use the loaner consignment status with due back dates to manage its prompt return.
Additional Resources
How to view Request and Transfer History in Beacon
If you ever need to reference historical transactions here's how you can look them up.
How can I use to transfers to make bulk location and tag changes on my inventory?
Locations and tags may be set when transferring inventory, so it can be an advantageous method for making these updates to large groups of inventory.