ImplantOps

Part #	Description	Qty	Lot #
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Surgeon	Procedure	Facility	Date of Surgery	Submitted	Submission ID
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📘 Path A — Surgery First, PO Comes Later Stock: Consignment / Loaner ▾

⚠️ Use this path when: The surgery already happened and you do NOT have a PO from the hospital yet. Stock Origin = Consignment or Loaner.

1
Log the Case
Go to Log Case. Fill in surgeon, facility, date of case, procedure, and all implants with LOT numbers. Set Stock Origin = Consignment or Loaner. Submit — Order Status becomes Open – Pending PO.
2
Log the Transfer
Open the case in Cases & POs. Click Log Transfer. This records inventory movement from HQ to facility. Status advances to Transferred.
3
Ship the Order
Go to Shipping tab. Find the case and enter the tracking number. Apply tracking. Status advances to Restocked.
4
Wait for PO
Once the hospital sends a PO, open the case and enter the PO Number. Status advances to PO Received.
5
Submit to Accounting
Click Submit to Accounting. Status becomes Pending Invoice, then Invoiced once accounting processes.

✅ Path A summary: Log Case → Log Transfer → Ship → Wait for PO → Submit to Accounting

📗 Path B — Surgery With PO Already in Hand Stock: Consignment / Loaner + PO Ready ▾

⚠️ Use this path when: You have the hospital's PO before or at the time of logging the case.

1
Log the Case With PO Number
Go to Log Case. Fill everything as normal AND enter the PO Number in the PO field. Submit — Order Status becomes PO Received immediately (skips Pending PO).
2
Log the Transfer
Open the case in Cases & POs. Click Log Transfer. Status advances to Transferred.
3
Ship and Apply Tracking
Go to Shipping tab. Enter tracking number and apply. Status advances to Restocked.
4
Submit to Accounting
Click Submit to Accounting. Faster path since PO was already received at step 1.

✅ Path B summary: Log Case (with PO) → Log Transfer → Ship → Submit to Accounting

📦 Path C — Direct Order (No HQ Shipment) Stock Origin: Direct Order ▾

⚠️ Use this path when: The product is shipped directly from the manufacturer, NOT from SBM HQ. There is no transfer or restock step. Stock Origin = 📦 Direct Order (No HQ Shipment).

1
Log the Case — Select Direct Order
Go to Log Case. Set Stock Origin = 📦 Direct Order (No HQ Shipment). Fill all other fields and submit.
2
No Transfer or Restock Needed
The Log Transfer, Ship, and Restock buttons will NOT appear on this case. That is correct — do not look for them.
3
Wait for PO (if not in hand)
Case stays in Awaiting PO status until the hospital sends a purchase order. Enter PO when received.
4
Submit to Accounting
Click Submit to Accounting. Done.

❌ Common mistake: Selecting ✈️ HQ → Facility Direct Ship instead of 📦 Direct Order. These are different. Direct Ship = HQ sends product. Direct Order = manufacturer ships direct, no HQ involvement.

🤔 How to Choose the Right Path Quick Decision Guide ▾

?
Is SBM HQ shipping the product to the facility?
Yes → Use Path A or B (Consignment or Loaner). No, it comes directly from the manufacturer → Use Path C (Direct Order).
?
Do you have the PO right now?
Yes → Path B (enter PO at time of logging). No → Path A (log case, wait for PO to arrive later).

📘 Path A
HQ ships · No PO yet
Consignment / Loaner

📗 Path B
HQ ships · PO in hand
Consignment / Loaner

📦 Path C
Manufacturer ships direct
Direct Order only

❌ Cancel an Order Admin / CS Only ▾

❌ Cancel is permanent. Once cancelled, revenue is excluded from all reports and the order cannot be reactivated. Double-check before confirming.

1
Open the Case
Go to Cases & POs. Find and open the case you need to cancel.
2
Click Cancel Order
The Cancel Order button is visible only to Admin and Customer Service roles. If you don't see it, you don't have the right role.
3
Confirm Twice
A confirmation dialog will appear. You must confirm twice. The second prompt is intentional — it prevents accidental cancels.
4
Status Becomes Cancelled
The order disappears from the active Cases & POs list and is excluded from all revenue reports. It remains in Airtable for audit purposes.

⚠️ If the cancel button is missing, you are logged in as Distributor or Sales Rep — these roles cannot cancel. Contact Admin or Customer Service.

🚚 Log a Transfer Inventory Movement ▾

✅ Always log a transfer from inside a Case (Cases & POs → open case → Log Transfer) so the case status auto-advances. If you log from the Inventory tab, the case will NOT auto-advance.

1
Open the Case First
Go to Cases & POs. Find the case. Click to open the detail panel.
2
Click Log Transfer
Click the Log Transfer button in the case detail. The transfer form opens pre-linked to this case.
3
Fill Transfer Details
Select Transfer Type = Ship Out. Fill From Location, To Location, Part Number, Lot Number, Qty. Transfer Status auto-sets to Pending.
4
Submit
Click Submit. The transfer record is created and the case Order Status advances to Transferred.

Pending
Created, not shipped

In Transit
Carrier has it

Delivered
At facility

Received
Confirmed by rep

✈️ Batch Shipping — Apply Tracking Numbers Shipping Tab ▾

1
Go to the Shipping Tab
Click Shipping in the left sidebar (under Inventory group). All pending transfers with no tracking number appear here.
2
Select Orders
Check the boxes next to the orders you are shipping together. You can select all with the header checkbox, or pick individually.
3
Enter Tracking Number
Type the carrier tracking number in the tracking field (FedEx, UPS, etc.).
4
Click Apply Tracking
Click Apply Tracking. The tracking number is written to all selected transfer records and the linked Case Log records.
5
Undo if Needed (5 seconds)
A toast appears for 5 seconds: ↩ Undo. Click it within 5 seconds to remove tracking from all affected records. After 5 seconds the undo is gone.

⚠️ Orders with Transfer Status = Received do not appear in this list. If you can't find an order, check whether it was already marked Received.

🔄 Restock Tab Post-Shipping Confirmation ▾

✅ The Restock tab shows cases that have been shipped but not yet confirmed as restocked at the facility. The badge count = number of pending restocks.

1
Go to Restock Tab
Click Restock in the sidebar (under Inventory group). The orange badge shows pending count.
2
Confirm Product Was Received
When the rep or facility confirms the product arrived, find the case and click Mark Restocked. Status advances to Restocked.
3
Case Moves to Pending Invoice
Once restocked, the case is ready for accounting to invoice. It moves out of the Restock tab automatically.

⚠️ A case will only appear in Restock if it went through the Transfer + Ship steps (Paths A and B). Direct Order cases (Path C) skip this tab entirely.

💡 No restock needed for a case? (e.g. product stayed at the facility) — You can bypass the Restock tab: open the case, click ✏️ Edit, change Order Status → Restocked, then Save. The 🧾 Submit to Accounting button will appear immediately.

🏷️ LOT Numbers — Required on Every Case Validation Rule ▾

❌ You cannot submit a case without a LOT number on every implant line item. If you get a "LOT # is required" error, this is why.

1
Fill LOT Number for Every Implant
On the Log Case form, every product line has a Lot Number field. Every single line must be filled. You cannot leave any blank.
2
Where to Find the LOT Number
The LOT number is on the product packaging label, typically starting with "LOT" followed by alphanumeric characters. Get it from the rep or from the used product packaging.
3
Exception: Facility Owned Stock
Cases with Stock Origin = Facility Owned Stock are exempt from the LOT# requirement. All other stock origins require it.

⚠️ Common Mistakes & How to Fix Them Training Reference ▾

!

Selected wrong Stock Origin — chose Direct Ship when it should have been Direct Order (or vice versa)

How to tell: Direct Ship (✈️ HQ → Facility) = SBM ships from our warehouse. Direct Order (📦 No HQ Shipment) = manufacturer ships direct, we never touch it.
Fix: If logged wrong, Admin must edit the case and correct the Stock Origin. Contact your admin.

!

Log Transfer button is missing from the case

Why: The case is either a Direct Order (Path C — no transfer needed), already transferred, or has been cancelled.
Check: Look at the Order Status field. If it says Transferred or Restocked, it was already logged.

!

Case is stuck in "Open – Pending PO" and won't advance

This is normal for Path A. The case stays in Pending PO until the hospital sends a PO. Enter the PO number when it arrives and the status will advance. Do not cancel the case — just wait.

!

Submitted wrong tracking number on Batch Apply

You have 5 seconds after applying to click ↩ Undo. If you missed the window, an Admin must manually clear the tracking in Airtable, or re-apply with the correct number.

!

Logged Transfer from the Inventory tab — case status didn't advance

When you open Log Transfer from the Inventory tab directly, the system does not know which case to link it to — so no auto-advance happens. Always log transfers from inside the case detail in Cases & POs.

📊 Order Status Reference — What Each Status Means Quick Reference ▾

Open – Pending PO
Case logged, waiting for hospital to send a PO. Path A only.

PO Received
PO number entered. Ready to transfer. Also default start for Path B.

Transferred
Log Transfer completed. Product is in motion from HQ.

Restocked
Product confirmed received at facility or rep location.

Pending Invoice
Submitted to Accounting. Waiting for invoice to be issued.

Invoiced / Closed
Invoice sent. Order complete. Counts in revenue.

Cancelled
Order voided. Excluded from revenue. Permanent.

Awaiting PO (Path C)
Direct Order case waiting for hospital PO. No transfer or restock.

📋 Inventory Request Fulfillment Inventory Movement ▾

📋 When a distributor submits an inventory request, it appears on the Dashboard under Pending Inventory Requests. This is a 2-step process — implant stock and instrument sets are handled separately.

1

Receive & Print

Go to the Dashboard. Find the 📋 Pending Inventory Requests panel. Click 🖨 Print on the request card — a branded print window opens automatically. Print the form or save as PDF and use it as your pick list while pulling product from the shelf.
2

Fulfill Implant Stock

Click ✅ Fulfill on the request card. The Log Transfer modal opens pre-filled: From = SBM HQ, To = requesting distributor, Type = Ship Out, Status = Delivered, product + qty pre-loaded. Add the Lot Number and Tracking Number, then click Save Transfer.

Happens automatically on Save: SBM HQ stock decremented · distributor stock incremented · request marked Received · packing slip PDF downloads · dashboard badge clears.
3

Transfer Instrument Sets — Instrument Sets Tab

⚠️ This is a separate step and will not change. The Fulfill button handles implant stock only. Instrument sets are tracked in a separate system and must be transferred manually.
Navigate to Instrument Sets in the left sidebar. Find the tray(s) going to the distributor. Click Transfer, select the destination distributor, set the transfer date, and click Save Transfer. The set's custody is updated and a Transfer Log record is created automatically.
4

Ship

Package implant items with the printed packing slip (auto-generated in Step 2). Package instrument set tray(s) separately if applicable. Ship via UPS/FedEx — the tracking number entered in Step 2 is already recorded in the system. Confirm with the distributor once received; the request shows Received status in ImplantOps.

STEP 2 — AUTOMATIC

Dashboard Fulfill button · covers implant stock only

STEP 3 — MANUAL (ALWAYS)

Instrument Sets tab · separate transfer · do not skip

📤 Product Recall — Request, Receive & Restore Inventory CS / Admin Only ▾

⚠️ Use this workflow when: Products at a distributor location need to be returned to SBM HQ — expired/near expiry, damaged, wrong product, excess inventory, territory change, product discontinuation, or regulatory/quality hold.

1
Open the Recall Request
Go to Inventory → Recalls. Click 📤 New Recall Request. Select the distributor location and recall reason.
2
Add Product Line Items
Type the product name in the search field and select from the dropdown. Choose the Lot # on hand — the system will auto-fill the expiry date and available quantity. Set the Qty to Recall. Click + Add Product to add multiple items to one recall. Add notes or instructions for the distributor if needed.
3
Send the Recall Request
Click 📤 Send Recall Request. The system creates a transfer record for each line item (Type = Recall Request, Status = Pending), fires an email notification to the distributor via Make, and displays the recall card in the Recalls tab.
4
Print the Packing Slip
Click 🖨 Packing Slip on the recall card. A print window opens with the SBM USA header, product line items, lot numbers, quantities, and signature lines. Print it and send to the distributor to include with their return shipment.
5
Mark In Transit (Optional)
When the distributor ships the products back, click 🚚 Mark In Transit. Status updates to In Transit on all line items for that recall.
6
Receive at SBM HQ (Adriana)
When the package arrives, click 📦 Receive. For each line item enter the Qty Received and Lot # received. If there is a discrepancy between what was requested and what arrived, select the disposition: Leave remainder at distributor, Receive remainder → Mark Scrap, or Receive remainder → Mark Demo. Click ✅ Confirm Receipt & Move Inventory.
7
Inventory Moves Automatically
The system immediately deducts the received qty from the distributor's inventory and adds it to SBM HQ inventory. Transfer records are updated to Received (or Partially Received if there was a discrepancy). A full audit trail is kept in the Transfers tab.

✅ Recall summary: Recalls → New Recall Request → Add products + lots → Send → Print packing slip → Mark In Transit → Receive at HQ → Inventory auto-adjusts

❌ Important: Inventory does NOT move when the recall request is created — only when Adriana confirms receipt via the Receive modal. Never manually adjust inventory in the Stock tab for a recall.

🙋 Who to Contact When You're Stuck Support ▾

1
Search this SOP first
Use the search bar above. Most questions are answered here.
2
Submit a Support Ticket
Go to Admin → Tickets and click Submit a Ticket. Describe what you were trying to do, what happened, and include a screenshot if possible. This creates a record and ensures the issue gets tracked and fixed.
3
For urgent issues
Contact the Admin directly at orders@sbm-usa.com.

Instrument Sets

Bill of Materials

Active Lots

Facility Tracking Log

📋 HQ Operations — Standard Procedures

Instrument Sets

Bill of Materials

Active Lots

Facility Tracking Log

📋 HQ Operations — Standard Procedures

📦 Receive New Instrument Set

🔧 Replace Part in Set

↔ Transfer Instrument Set Lot