How Crownbeam recognizes a material
When you scan a QR code on a material package, Crownbeam reads a unique number from it — the UDI (Unique Device Identification). Using this number, Crownbeam searches for the material data in two steps:
Internal database — has this material already been saved by your lab in Crownbeam before? If so, the data is taken over directly.
External database — if not, Crownbeam searches an international database for medical devices. Not all materials are listed there.
If the material isn't found in either database, or the UDI number can't be read at all, an error message appears. In both cases, you can enter the data manually.
Possible causes
Non-standardized code detected
This message appears when Crownbeam was able to read the QR code, but it doesn't match the expected standard. For Crownbeam to automatically read the UDI number, the code needs to match one of two common standards: GS1 or HIBC.
If the code doesn't match either standard, Crownbeam can't read the UDI and can't retrieve any data.
This can also happen if the date format in the code is unusual — for example with materials from certain regions that use a different format.
How to fix it:
Fill in the Batch nr. (LOT), Catalog number (REF), Manufacturer, and Description fields manually — all these details are on the material packaging.
Click Save.
Note: The material is only automatically recognized on the next scan if a UDI is present — meaning a standardized QR code could be read. With a non-standardized code, recognition stays manual going forward.
Material not found in any database
This message appears when the code matches a valid GS1 or HIBC standard and Crownbeam successfully read the UDI number — but the material wasn't found in either the internal or the external database.
In this case, Crownbeam has already read the batch nr. (LOT) from the code and pre-filled it. You need to fill in the catalog number, manufacturer, and description manually.
How to fix it:
Check that the Batch nr. (LOT) is correct.
Fill in Catalog number (REF), Manufacturer, and Description from the material packaging.
Click Save.
Success: Once saved, the material is stored in the Crownbeam database and will be recognized automatically on future scans.
FAQs
What is a UDI number?
The UDI (Unique Device Identification) is a unique number assigned to every medical device. It's embedded in the QR code on the material packaging. Crownbeam reads this number from the code and uses it to search databases for the material's manufacturer, catalog number, and description.
What are GS1 and HIBC?
GS1 and HIBC are the two common international standards used to encode the UDI number in a QR code. Only if the code matches one of these standards can Crownbeam correctly read the UDI number. Crownbeam automatically detects which standard is used.
What do I do if the packaging has no QR code at all?
Click the + icon in Material batch tracing and enter the details manually. You'll find the batch nr. (LOT) and catalog number (REF) on the material packaging. Learn exactly how in Add material batches to an order.
Do I have to add the material manually every time?
That depends on the code. If a UDI is present — meaning a standardized QR code (GS1 or HIBC) — the material is recognized automatically on future scans after you save it manually the first time. With a non-standardized code, recognition stays manual even afterward — the details need to be entered again every time.