CSX Playbook: How do I manage a situation where a Healthcare Facility purchases Facility Stock from me, but I have multiple reps that cover that facility?
Contents:
Introduction:
This is a bit of a tricky situation to understand. In ConnectSx, inventory that is sold to a hospital outright for later use is considered Facility Stock and is sold via Stocking Order. The advantage of this method is that the Manufacturer and distributor may continue to keep track of these inventory levels at the Facility, and when the inventory does inevitably get used the case can be entered into ConnectSx without duplicating sales (as a non-sale case).
After Facility stock is sold it retains the custody of the user that sold it, as well as becoming tied to the Facility. Facility stock may only be used in cases with the custodian that sold it and at the facility that purchased it. The one exception to this rule is if a Distributor sold the inventory and shares their inventory with their linked sales reps.
If a distributorship has a Facility that purchases facility stock and different reps may be covering that hospital or the distributorship shares its inventory, it makes the most sense to keep all inventory in the custody of the distributor so when it is sold to the Facility, the sales users can still access the Facility Stock (since they have shared access to inventory in the distributor’s custody).
You can even set this up between users who are not in a distributorship together, but may be covering the same facility/physician. Or perhaps you have a sales user who has to fill in for another sales user who uses Facility Stock. This method will help in all of these situations.
Things to understand about setting this up:
The inventory sharing relationship is created between a Distributor user and a Sales User. It cannot between any other roles or types of users.
The shared inventory relationship exists between the distributor user and the linked sales user. It enables the sales user to access and take action on the inventory in the distributor’s custody only. Meaning, the sales users cannot access inventory in each other’s custody.
The linked distributor, if they are a full user, may access and take action on inventory in any linked sales user custody as well (as an admin may to a distributor or sales user).
If the distributor sold inventory to a Facility as Facility Stock, the shared inventory relationship will enable the sales user to access that Facility Stock at that Facility.
For this reason it is a best practice to, within a distributorship, sell Facility Stock to a facility from the Distributor account. That way, any linked sales user may access it when it is used in a case.
Use the following resources will help you to set this up for your organization:
Create a Custodian-Only Distributor user to link with multiple independent sales reps who may cover the same facility (If suitable to your circumstance).
Assign the Sales User(s) to the Distributor
Transfer Inventory into the Distributor’s custody (to be shared/available or to be sold to a facility).
Sell Inventory to a Facility using a Stocking Order with the Distributor Assigned as the representative
Reps use the Shared Facility Stock from the distributor to record inventory used in cases