It happens all the time; a rep brings in a device to use for a case from trunk stock, or you have a conversation with a rep and they offer to get you a few new devices, or a few existing devices on short notice, etc. Users often get confused about the best way to deal with these items in AMSHub.
The main rule to remember, is that the goal is always to use the AMSHub Order > Deliver > Procedure workflow as much as possible. The scenarios where you receive product outside of the traditional workflow doesn’t mean you can’t still use the existing features to work with these items. Let’s assume the scenario where a rep brings in some items from trunk stock. You still need to add them into inventory so you can track them and to scan them out as part of a procedure. The items might go straight into a procedure and you’re working with nothing but empty packages or just a barcode. Remember, the goal is still to use the workflow and there’s a simple process to do this.
First, create an order that includes just these items in AMSHub. If you have automated ordering turned on, you’ll need to use the Delivery Options panel at the top of your order confirmation to turn off automated delivery of that order to the vendor to make sure we don’t send an order for the item you already have:
Submit the order, and now you’ve got an order in the system. You can provide the system-generated PO to the rep if they require one and you can use the Delivery screen to scan the items into inventory under the PO, regardless of whether the item has already been used or not. Last, you can enter the procedure data and scan the barcodes to remove the item from inventory. At this point, you’ve used the ideal inventory management concept to process these items, regardless of whether you received them from UPS, or a rep directly. Using the workflow as often as possible ensures data accuracy, consistent reporting and simplifies reconciling and processing invoices.