Recording Sales from a Case

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The time has now come for the case to be performed, you’re in the OR and the case is going on, devices are being used and implanted. It’s also time to return to the Event we scheduled and record which devices are being used - recording your sales.

Recording Sales in vTrakr

Recording Sales in the Console

Adding Non-Inventory Charges in the Console

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Recording Sales in vTrakr

NOTE: If cell or internet service is not available consider using Offline Mode to download the Event Data before going into the case while you still have a connection. The ultimate plan B in the event of unforeseen circumstances is to use paper to record device use, and input the data into one of the applications at a later time, although this is recommended only as a last resort. 

1. Go to the Events screen using the navigation, find the Event you are looking for, and click on it to enter the Event Overview again. 

2. To record device use during or after an Event click on the Ellipse button in the lower right to bring up an options menu.

    

3. Next select Mark Used Inventory

4. Find the devices that you’re looking for by either using the search bar or click on the barcode scanner button to the right of the search bar to scan a barcode. Hit Select on each item to select it.

    

5. When you’re done selecting items, click “Next”.

6. Review the items you’ve selected for accuracy and use the +/- buttons to modify the quantity of each item that was used.

    

7. When you are done marking device statuses click “Mark as Used” to add the items to the Devices Used section of the Event

8. Items will automatically be given the status of “Implanted” by default, but you can modify an item’s usage status in the Devices Used tab by clicking on the pencil icon to edit the item.

Note: If an item is marked implanted, damaged, and explanted it cannot be marked as reusable and will be decremented from your inventory at the closing of the Event. 

Note: You also have the option of releasing an item from the device usage ticket if, for some reason, it was incorrectly marked. Again, go into the Mark Used Inventory section, click on the “edit” icon, and select the status of “Unused”. 

9. When the Event has been submitted for billing your Device Usage Ticket will be generated automatically and you will be able to review and print or send it via email to the manufacturer.

Recording Sales in the Console

Although Events are typically created and devices marked as used in vTrakr, it is sometimes necessary to process this data in the Console. Here is how to record Event Data in the Console in the event of an exception:

1. Navigate to the Events screen and locate the Case you need to record data for. Click on the case name to view the event detail page. Here you have the option of updating the case details, just make sure to click “Save” when you’re finished!

2. If inventory has already been recorded as sold/used, you will see the billable total on the detail page. Then you can view and edit those items on the “Devices Used” tab.

3. To record new sales or used devices, click on the “More” tab and select “Mark Used Inventory”

4. Then search for the relevant inventory using the filters in the pop-up screen. Click “Select” to select an item for the case.

5. If you are a sales rep who uses inventory shared by a Distributor (in the Distributor’s custody), you’ll notice the custody of the inventory is listed in RED to draw attention to the fact that it is not technically in the representative’s custody. Use the filter, “Only show inventory in the rep’s custody” to filter out any of the inventory that is in the Distributor’s shared custody.

6. Once you’ve selected all of the inventory, click “Next”

7. Click on the +/- buttons next to the device to modify the quantity being recorded in the case. Then click “Mark as Used” and the inventory will be added to the Event and Sales Order. NOTE: You cannot add more than 1,500 items to an Event, in order to prevent timeout issues.

8. Click on the “Devices Used” tab to see the inventory you’ve added to the Event and make adjustments to the item details, such as Price, Usage Status, Single Use Status, or No-Charge. To modify other item details, click on the item to access its detail screen. (Note: If a device is marked as “Damaged” a sales user will be able to modify its price, regardless of contract price being present. Otherwise, contract pricing cannot be edited by sales or distributor users.) As of the February 2023 release, an item’s tags will be displayed on the Devices Used tab.

    

9. To make adjustments to a device’s detail, expand the row and click on the pencil icon for that row to bring up the Edit Device pop-up. Here you can edit the device status, the unit price, single-use status, and also mark an item as No Charge.

Click on the ellipses of an unexpanded row to bulk modify details for all of the devices under that line at once.

You may also now mark all items in a case as “No-Charge” using the No-Charge switch at the top of the screen.

***NEW***You can also remove all inventory from the case by clicking the “Remove All” button.

Adding Non-Inventory Charges in the Console

In some cases it may be necessary or advantageous to add items, charges, fees, discounts, etc. to a sales order that are not technically inventory items - well now you can!

1. Log into the console and navigate to the event you would like to add the non-inventory line-item to.

2. Click on the Sales Order tab.

3. Next, scroll down the page until you see the “Additional cost or adjustments” section.

    

4. Then click on the “+” button.

5. Enter a description and price for your adjustment (It can even be a negative number). 

6. Click “Save” and your adjustment will be added to the sales order!

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