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This is your walkthrough for entering a surgery into SAP for the reps. Work through it top to bottom the first few times; once it's muscle memory, use the Kit reference and Decoder as quick lookups. Three rules matter more than anything else:

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1. Change the Sales Rep on every case.

You're on Joel's SAP login, so a new case starts with Joel Rodriguez in the Sales Representative box. Switch it to the rep the case belongs to (Chris's case → Chris Lopez) every single time. Forget, and the sale — and the commission — lands on Joel by mistake.

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2. Never click "Create" without Joel's OK.

While you're learning, Joel reviews every case before it's submitted. Fill the whole thing in, then get his thumbs-up before you press Create. He's right there — just ask.

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3. Suggestions aren't gospel — the rep's message wins.

This guide can suggest the usual kits for a surgery, but what the rep actually asked for is what counts. If the rep said something different, or you're not sure, ask. Never guess a kit — a wrong or missing kit can leave a surgeon in the OR without their hardware.

1 · Open SAP → Manage Cases → Create

  1. Open SAP in the browser (bookmarked as SAP) — paragon28.p28.hec.ondemand.com. You'll land on the Distributor home with a row of tiles.
  2. Click the Manage Cases tile.
  3. On the Manage Cases screen, click Create (top-right). The blank New Case form opens — that's the screen you fill out in the next section.

2 · Fill out a New Case, field by field

The form has tabs across the top — Case, Hospital and Surgery, Add Materials, Kits, Loose Items, Shipping, STO Details, Administration. You'll mostly live in the first three. A red star (*) means SAP won't save without it.

① Case

Agency *
The distributorship.
Leave it — pre-filled RODRIGUEZ/SERANI.
Sales Representative *
The rep who owns the case.
Change this to the case's rep (e.g. Chris Lopez). It starts as Joel — the #1 thing people forget.
Case Coverage Rep
A rep covering for the owner, if different.
Usually leave blank.
Case Category *
Type of case.
Leave it — SURGERY.
Case
The case reference number.
Leave it — SAP fills this in automatically.
Case Notes
Free text.
Optional — add anything the rep noted.

② Hospital and Surgery

Surgeon *
The operating surgeon.
Do this one first. Type the name and pick it — SAP then narrows the hospital list to only that surgeon's approved facilities.
Customer (Hospital)
Where the surgery happens.
Pick from the now-shortened list.
Patient
Patient identifier.
Optional — use initials or the MRN, not a full name, unless told otherwise.
Procedure Type *
SAP's broad surgery category (e.g. GENERAL FOOT & ANKLE).
Pick the closest match. This is broader than the actual kits — the specific kits go in Add Materials.
Surgery Date *
Date of the surgery.
Pick it on the calendar.
Kit in Hospital Date
When the kit needs to be at the hospital.
Usually the day before or morning of surgery.
Kit Return Due Date
When the kit is due back.
Leave it — SAP works it out.
Surgery Start / End Time
Times.
Set if you know them; otherwise leave the default (12:00 AM).

③ Add Materials — the kits

This is where the Kit reference and Decoder earn their keep. On the left (Select Materials):

Source
Agency = our own stock (default). Fast = borrowed from Corporate.
Use Agency unless the rep says it's coming from Corporate — then pick Fast (that starts an STO and the batch shows as 0).
Select
Kit = a full caddy bundle. Loose = a single item.
Usually Kit.
Select By
How you find the kit.
Suggested Kits, then type the system name in the search (e.g. "gorilla").
Depth
How many suggestions SAP shows.
Leave it — 4.

Then, on the right: pick the kit → set its Quantity on the batch → click Add to Case. Repeat for each kit. Review everything you added on the Kits tab.

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Before you click "Create" — get Joel's OK.

Walk him through the surgeon, hospital, date, and every kit you added. Only press Create once he says go.

3 · Decode the rep's text

Reps text you however they like — often by voice-to-text, so words get garbled. Your job is to pull out five things, then confirm the kits:

  • Surgeon — a doctor's name
  • Hospital — a facility (SAP narrows this once you pick the surgeon)
  • Date / time — when it is
  • Procedure — what surgery it is
  • Kits — the systems/hardware they want (this is where the decoder helps)
Example text from a rep

"Dr. Simonero lap nail tmrw at west kendall 7:30a, throw in a baby G too"

→ becomes
  • Surgeon: Dr. Simonero
  • Hospital: West Kendall (Baptist)
  • Date/time: tomorrow, 7:30 AM
  • Procedure / kits: "lap nail" → Phantom Lapidus Nail; "baby G" → Full Baby Gorilla

4 · Kit reference

Everything the reps can pull, three ways. Kits by system shows a system and the exact caddy codes to add. Common procedures shows the usual pull for a surgery (a suggestion — confirm with the rep). All items searches the full catalog by code or description.

Start typing to search the full catalog.

5 · Worked example

Coming next: Chris's two real surgeries, entered start to finish — the rep's actual text, decoded piece by piece, then every SAP field and kit filled in. This is the "watch one, do one" example you'll copy from.

Joel is adding Chris's two cases here.

6 · Glossary

System
A product line (Gorilla, Monster, Phantom, Silverback, TAR…). A surgery uses one or more systems.
Kit
A bundle of trays for a system that ships to the hospital for a case.
Caddy
One tray inside a kit. The short codes (GINSR, MM40C, GSBANT) are caddies. In SAP these are the "Material numbers" you add.
SKU / Kit number / Material number
The code SAP uses to identify a product. Same idea, different names.
Agency kit
Stock the agency (RODRIGUEZ/SERANI) already has on hand. In SAP, Source = Agency. This is the normal choice.
FAST kit
A kit borrowed from Corporate because the agency doesn't have it. In SAP, Source = Fast; the batch shows as 0 and it starts a transfer.
STO (Stock Transport Order)
The transfer that moves a FAST kit from Corporate to the hospital. It gets its own tab in SAP.
Batch
The specific physical copy of a kit in inventory (e.g. GICNR001). Agency kits have a real batch; FAST kits show 0 until Corporate assigns one.
Laterality (Left / Right)
Which side of the body. For most kits it matters — but for Total Ankle (TAR), both sides are pulled every time regardless of what's written, because a "left" can become a "right" on surgery day.
Sales Representative
The field rep who owns the case and gets credit for it. You set this per case (see rule #1).
Procedure Type
SAP's broad surgery category. Broader than the kits — the exact hardware goes in Add Materials.
Plate / Nail / Screw / Staple
Kinds of hardware surgeons use to hold bone together. You don't choose these — the rep tells you the system, and the kit contains them.
Interfrag screw
A screw that squeezes two bone fragments together. Some plating systems need a separate screw kit (like Full Monster) for these — that's why one surgery can pull two kits.