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Searching and Filtering your inventory

Searching and Filtering your inventory

This article explains how to utilize the search filters in the All Inventory view. First navigate to the screen titled, All Inventory.

General Search

The general search bar is useful for looking up a basic search for an item such as by catalog number, lot number, or description.

Note: If you would like to search for inventory by description, this is the place to do it as this capability is not included in the filter window.

Using the Inventory Filters

The inventory filters are the best way to perform advanced searches on your inventory using multiple search or filter parameters.

Note: After selecting any filters, you must click “Apply” at the bottom of the popup window to apply these filters to your query. To clear any applied filters, click “Clear” at the bottom of the popup or the filter parameters may persist.

Devices vs. Containers: This toggle at the top determines whether your query will return device-type inventory or containers. To return both results, do not set this field.

Barcode, UDI, Serial, or Lot: In this field you may search for a particular piece of production identification to return devices with matching data. Do not search for more than one at a time.

If a piece of information, such as Lot is shared by different catalog numbers in your inventory, then all of the devices with that lot will be returned regardless of catalog number. Add additional search parameters to narrow your search.

Catalog Number: Search for the main identifying item number of a device or container.

Manufacturer: This is the manufacturer of the device. For medical device companies, it is normally the organization owning the account, but can also be a third party supplier in some cases.

Location: Search for inventory stored at a particular location. Note, location is distinct from Custody. Multiple custodians may have inventory at a location, and a Custodian may have inventory stored in multiple locations.

Status: Search inventory by their usage status. I.e. Unused, Used, Implanted, Damaged, Expired, etc. Facility Stock is also filtered this way.

Hold Status: Filter inventory according to hold status. I.e. Quarantine, inspection, ready for sale, etc.

Consignment Status: Is inventory consigned, in the custodian’s possession, loaned, etc?

Expiration: Filter by inventory expiring in different date ranges.

Past Due: Search for inventory that may be past its due date using different date ranges and must be returned.

Import: Filter inventory according to the file name of which import created it. Select from the drop down of existing successful imports.

Show only devices without:

  • Lot: Devices bearing no lot number

  • UDI: Devices bearing no UDI

  • Container: Devices are not associated with a container and are considered “loose”

  • Event: Devices are not associated with an Event and are considered “unused”

Advanced Filter Checkboxes:

Exclude All Inventory Included in Pending Transfers: Items that are currently in the process of being transferred but have not been accepted/declined yet will not be shown. This type of inventory is considered “active”, but due to the pending transfer it may not be available for use so it may be excluded with this feature.

Only Show Billable Inventory: Show only inventory with a Billable flag set to “yes”. This means only items that when added to the sales order will be billed for. These items are typically (although not always) included with a price and are considered single-use.

Show All Used/Deactivated Inventory. This includes all inventory that was deactivated or closed with a case: View inventory that has been either manually deactivated or rendered inactive after it was consumed in an event. This inventory may not be transferred or used ever again. The only way to return inactive inventory to “active” status is if it were used in an Event and the Event was reopened.

Include Facility Stock Items in View: Facility stock is not typically included in the default view because it is not, strictly speaking, considered as “your inventory”. It has already been sold to a customer. However, it may need to be included in stock level considerations at certain facilities or for certain distributors, so checking this box will include it in the inventory view.