Vendor Orientation 8 - Consignment Inventory

Using the Consigned Inventory feature can significantly reduce time spent during check in. Once a consigned tray is checked in and its photos and weight are captured, that information is stored in the system. This means you do not need to retake photos or record weight each time the tray is used in a case.
Because consigned trays remain stored at the facility and do not leave between procedures, they are readily available for future cases without requiring a full check-in process.

Note: The facility must grant the vendor access to consignment before it can be used.

Checking In a Consigned Tray Tutorial:

How to Check in Consigned Trays

1. Log in to Settrax and click on Consigned Inventory.
   • If you don’t see this tab, you don’t have access yet and must request it from the facility.
2. Click Start Tray Check-In.
3. Enter the Tray Name and the Facility Identifier (if available).
4. Click the camera icon to take photos and record the tray’s weight.
   • Review your photos by clicking on the preview image.
5. Select Implants if applicable, and choose Hold or Open based on how the tray should be wrapped for surgery.
6. Click Complete Tray Check-In.
   • The tray will now appear as Pending in the system.
7. Upload the required documents:
   • Click the IFU icon, select the file, and click Add.
   • Repeat this for the Count Sheet.

A facility admin will review your submission and either approve or deny the tray.
Once approved, you’ll receive a notification, and the tray status will update to Approved.
You can now use the tray to any active case at the facility.

Uploading a Consigned Tray into a Case Tutorial: 

How to Upload Consigned Tray into a Case

1. Log in to your Settrax account and open the appropriate case.
2. Click the Add Consignment button. This will open your list of approved consigned trays for the facility.
3. Select the trays you need (e.g., Hip Platform Instruments, Hip Rasps) and click Submit.
   • All selected trays including count sheets, IFUs, photos, weights, and tray settings—will upload automatically.
4. To review tray images, click the number under the Layers column.
5. Review the tray settings (Implants, Hold vs. Open) and make any necessary updates.
6. Click Complete Check-In to finish the process.
    

If you're at the kiosk, print and attach the tray labels immediately. If you checked in from home or another device, be sure to print and attach the labels when you arrive at the kiosk.
 

Checking Out a Consigned Tray Tutorial:

How to Checkout Cosigned Trays

Step 1: Request Checkout & Facility Approval

1. Log in to your Settrax account and go to the Consignment Inventory tab.
2. Find the tray you want to check out and click its current status (should be “Approved”).
3. In the popup, click Request Checkout. The status will change to Pending Checkout.
4. A facility admin will review your request.
   • Once approved, you’ll receive a text or email notification.
   • The tray status will update to Checkout (blue status).

Step 2: Complete the Tray Checkout

1. Click the Checkout button.
2. Place the tray on the scale as shown on the screen.
3. Click Ready, then Click to Capture to take a photo of the tray.

• If the tray has multiple layers, repeat the process for each.

4. Review tray photos and weights by toggling between check-in and checkout images.
5. If everything looks correct, click Complete Tray Checkout.

Handling Discrepancies

If a tray appears to have missing items:

•  
  • Compare the check-in and checkout photos to confirm.
  • Add a checkout note describing the discrepancy in detail.
  • If the tray is actually complete after review (e.g., water weight difference, implant used), check the Liability Release box to release the facility from responsibility.
  • Click Complete Tray Checkout.

The facility will review and approve the discrepancy in their system. Once approved, the tray will be removed from your Active Consignment

NOTE: For detailed step-by-step instructions on formally recording discrepancies, refer to the article: How to Notate a Discrepancy on a Consignment Tray. 

If you have further questions on this article or to learn more, please contact support at support@settrax.com. We're here to support your success!