Last Updated 1/25/24
One of the first steps to getting started in vTrakr (Unless your account is connected to a Manufacturer) is to input your inventory. We understand that this could be a pretty arduous task since you may have tons of devices - so we provide several options to make it easier. Note:
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To start adding inventory directly into the vTrakr app, either:
Click on the “Add Inventory” button on the dashboard.
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OR -
Click on the + button on the Inventory tab
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Then you’ll be prompted with a menu of options for entering your inventory. The following section will describe each of these options.
Scan Barcode
If your Inventory is labelled with a valid UDI barcode or you have a barcode cross reference sheet, this may be the right solution for you.
The caveat: All barcodes MUST validate against the FDA’s Access GUDID (Global Unique Device Identifier Database) database. (These are entered by the Manufacturer).
To use the barcode scanner, select “Scan Barcode.”
Note: The first time you do this, vTrakr will ask you to allow access to your phone’s camera. You must select “OK” in order for the barcode reader to function.
To scan a barcode, use the camera on your phone and align the barcode in the frame. The scanner will search for a valid barcode automatically and will display the barcode text when the scan is successful. Then select the barcode that reflects the Unique Device Identifier (UDI) you are trying to scan from the list that appears (if multiple barcodes are scanned) - you can use the colors of the scanned barcode to help match to the correct code if multiple barcodes were scanned.
A successful scan with a valid UDI that has been verified in the FDA database (trust us, this happens FAST), will deliver a detail input screen with that particular device’s information.
You’ll need to enter the manufacturer and product line of this inventory. Begin typing the select the correct entry from the tray above your keyboard, which will display the list of your manufacturers from your directory. If you haven’t entered this manufacturer or product line yet, type the information in and click on the green “Create” button in the tray.
You may also modify the Quantity field to determine how many devices you are adding to your vTrakr inventory.
Note: vTrakr is intended to record UDI and lot numbers and associate them with your devices. When adding multiples of any device, be sure they share Lot and UDI, if your company is recording that data.
Use the remainder of the form to add in any other relevant information, including:
Is the device a container? (such as a surgical tray or package)
Lot/Serial number
If the device is located in a container, you may enter the Container ID (ex. surgical tray ID number)
Case (selecting from the existing open cases you have created in the app)
If the device is billable or not
If the device is billable, enter a price
Create Tags to help you search for your devices later
Add any relevant notes to the device, such as tips or instructions
Click “Save” to finish adding your device(s) to your inventory.
2. Adding Inventory Manually
If the above options don’t work for your particular inventory, you have the option of entering the device information manually.
To use this feature you’ll be asked to add specific device information, including: Manufacturer, Product Line, Name, and Reference Number.
You may also modify the Quantity field to determine how many devices you are adding to your vTrakr inventory.
Note: vTrakr is intended to record UDI and lot numbers and associate them with your devices. When adding multiples of any device, be sure they share Lot and UDI, if your company is recording that data.
Use the remainder of the form to add any other relevant information (See above for specifics)
Click “Save” to finish adding your device(s) to your inventory.
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Next, you’ll need to enter the product information for your inventory. in this process you will be creating one batch of inventory at a time. You may create multiple devices at one time but they will all have this product information, so for instance you can create a batch of qty 100 of one Catalog # and lot #. To create another lot you’ll need to repeat the process with the new lot #.
Enter the following information:
Select: Device or Container
Custody: This will auto-populate for Sales Users
Manufacturer
Product Line
You may check the box to auto-populate the product line based on the catalog number
Catalog #: Select from the drop down menu. If your catalog # is not there, create it first in the Catalog or add a new one at the bottom of the menu.
Device Description
Quantity: How many are you creating in this batch?
Container: If this item is going directly into a container, select from the containers available to you.
Click Next
Next enter the production information:
UDI: You may key this in, use a barcode scanner, or use the camera on your device to scan the UDI barcode. Click on the barcode scan icon to bring up these options.
The Device Identifier, Lot #, and other information already container in the UDI will be auto-populated after the system parses the UDI. The UDI is considered the point of truth.
If there is not a UDI or the information is not already contained in the UDI then enter:
Lot #
Serial #
Expiration Date
Secondary Barcode: We allow you to store a non-UDI barcode for the item as well. You may also use the barcode scanner in this step.
Click Next
In this screen enter the following information:
Billable: Select “on” for Yes, un-billable items are not sold in Events.
Price: This is the list price. Contract pricing is stored in the Directory
Reusable: Select “On” for yes, select “Off” for single use. Reusable items are added back into your inventory after an Event
Location: Select from existing locations or create a new one
Consignment Status
Hold Status
Due Back Date
Inventory Type
Manufacture Date: This is used when calculating FIFO and LIFO
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Lastly, click “Create” and your inventory will be created.