Applies to: LogisticaHQ (P4 Warehouse) tenants with tray management enabled Roles required: Office users for tray setup and cases; handheld operators for dispatch, return counting and refill Regulatory references: none
The Surgical Trays module manages loaner trays of surgical implants and instruments that travel between your Warehouse and hospitals. Each tray is a physical box with its own tray LPN, a bill of materials (the target contents), and a lifecycle that runs from build, through dispatch to a hospital, to return counting, consumption reconciliation and refill. What a surgery consumed is recorded per lot, expiry and serial number, and flows to your ERP for invoicing — LogisticaHQ itself carries no prices.
This section covers the tray lifecycle and the four capabilities added in August 2026: surgery case scheduling, expiry warnings, hospital Email notifications, and Tray Analytics.
Trays > Trays — the tray list and tray details Trays > Consumptions — consumption documents produced by reconciled returns Trays > Expiry — stock inside trays that expires soon Trays > Cases — surgery bookings per tray
On the handheld: Trays > Tray dispatch, Tray return, Tray refill, Tray move.
| Term | Meaning |
|---|---|
| Tray | A managed box (its own KIT- number and KB- LPN) with a bill of materials and a lifecycle. |
| Tray LPN | The license plate permanently bound to the tray box. Contents are tracked on this LPN with lot, expiry and serial detail. |
| Instrument line | A bill-of-materials line marked as a reusable instrument. Instruments are presence-checked on return and are never billed as consumed. |
| Consumption | The document produced when a return is reconciled: consumed = shipped − returned − damaged, per lot/expiry/serial. A tray returned complete produces no document. |
| Surgery case | A booking that commits a tray to a hospital for a surgery date (see Surgery Cases). |
| Cycle | One full trip: dispatch → at hospital → return count → reconcile → refill. Completed cycles are kept as history and drive Tray Analytics. |
The tray state is always derived from what has actually happened — it is never set by hand.
| State | Meaning |
|---|---|
| Draft | The tray has no bill of materials yet, or its box does not satisfy it, or the box is not in a known bin. |
| Ready | The box holds every line at target quantity and sits in a known bin. The tray can be dispatched. |
| Pending dispatch | A dispatch was created and is being picked/shipped. |
| At hospital | The tray shipped. Its LPN deliberately has no bin — it is not in the building. |
| Being counted | The return count has started on the handheld. |
| Pending reconcile | Counting finished; the return is ready to reconcile. |
| In refill | The return was reconciled; the tray is being refilled to its bill of materials. |
| Inactive | The tray was retired. |
Was this page helpful?