Help / Quick reference

Vendor rep cheat sheet

Your daily loop: check the IVR queue, keep the product catalog current, respond to restock requests, track A/P status.

Start of day

Task	Where
Check open IVR requests	Inventory Management → IVR Tracking
Review restock requests from facilities	Inventory Management → Main Inventory → filter by your brand
Verify no A/P invoices are past due	Inventory Management → Accounts Payable → Inbox / Disputes
Confirm vendor order forms are scoped to the correct facility	Orders / DME → vendor form selection

⌘K / Ctrl+K opens Quick Jump — type a SKU, UIN, or facility name to navigate without the sidebar.

IVR queue — status reference

Status	Meaning	Your action
Submitted	Facility initiated an IVR	Confirm product and lot details are correct
Pending	Awaiting payer or facility confirmation	Wait; follow up if > 24 h
Approved	IVR cleared	Prepare shipment or confirm allocation
Declined	Payer or facility rejected the request	Contact facility contact to resolve; log reason
Agreed	Both sides confirmed; order is live	Proceed to fulfillment

Updating the product catalog

1. Go to Inventory Management → Product Catalog.
2. To add a product: click + Add Product → select Category → complete the category-specific form (biologics require HCPCS + manufacturer lot format).
3. To edit an existing product: find the row by SKU or NAME → click Actions → Edit.
4. Confirm STATUS is set to Active before saving; inactive products do not appear in facility ordering flows.

HCPCS codes on biological and amniotic products feed directly into claim coding. Verify codes against the current Medicare HCPCS quarterly update before adding or changing them.

Responding to restock requests

Step	Where
1. Identify the low-PAR item	Main Inventory → items flagged below PAR level appear highlighted
2. Confirm available lot and expiry	Active Inventory → columns: UIN · LOT # · EXP DATE · SIZE · HCPCS · SKU
3. Submit or confirm a receiving upload	Inventory Management → Amniotic / Advance Treatment or Biologics / Matrix → Receiving
4. Verify the upload moves to Active Inventory	Refresh Main Inventory — status should leave "Sent" and enter Active

If a receiving upload stays stuck in Sent and does not move to Active Inventory, the approval/transfer workflow may require a facility admin to confirm receipt. Ping the facility admin via Team Chat with the UIN and lot number. (MED-1629)

A/P status reference

Accounts Payable is a tabbed workspace: Inbox (new invoices) → Matching (reconcile lines) → Payments (full or partial) → Disputes, plus Activity and Reports. Invoices move through states like matched, approved, partially paid, paid, and disputed.

Target: no aging unpaid invoices. Watch the Disputes tab for anything a facility has flagged, and follow up with your account manager. See Accounts Payable.

Facility-scoped forms

Custom vendor forms are visible only to the facility that created them. If a form you expected to see is absent:

1. Confirm the facility context in the header pill matches the facility that owns the form.
2. If the form was created in a different facility, request the facility admin to duplicate it for the current facility.

Shortcuts

Task	Shortcut
Jump to a product by SKU	⌘K + SKU
Find a facility	⌘K + facility name
Help for the current screen	⌘/ / Ctrl+/

Troubleshooting

Symptom	Likely cause	Fix
IVR stays in Pending > 24 h	Payer delay or missing lot detail	Call payer; confirm lot/UIN with facility
Product not visible in facility ordering	Status set to Inactive	Product Catalog → find SKU → Edit → set Status: Active
Receiving upload stuck in Sent	Approval step not completed by facility	Ping facility admin in Team Chat with UIN and lot number
Custom form visible to wrong facility	Form not scoped correctly (pre-April 2026 forms)	Ask facility admin to delete and recreate the form after the MED-1665 fix
A/P invoice shows Disputed	Amount or line-item mismatch	Contact your facility account manager directly; document resolution in Activity notes