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Adjusting a Past Samples Transaction


The samples administrator and end users can adjust inventory counts of samples stock by making adjustments to past samples transactions. Common reasons for adjusting past transactions include product loss or expiration, counting mistakes, or data entry errors. You can add products or adjust quantities for any type of samples transaction (disbursement, transfer, order, and so on).

NOTE:  You cannot add a product to your inventory that did not exist when the original transaction was created.

You adjust a past samples transaction in the Samples History view.

When you select a product in the Inventory List, the Samples History list shows samples transactions entered for that product. For example, if a sales representative dropped multiple samples on a call, the Samples History list would display one line-item record for each sample. Also, if an adjustment has been made to an item in the transaction, an additional row (corresponding to the adjustment) will appear in this view.

To add a product to a samples transaction

  1. Navigate to the Samples screen.
  2. On the link bar, click Samples History.
  3. In the Inventory List, select a product.

    When you select a product in the Inventory List, the Samples History list shows all samples transactions entered for that product. You can identify the transaction record in the Samples History list by the Transaction Date, Last Name, or Transaction # field values.

  4. In the Samples History form, create a new record.

    When you create a new record, the application adds a new line-item record for the transaction in the Samples History list and sets the line-item record's Item field Status to In Progress. With the exception of the Item Status value, the new record is a copy of the record selected in Step 3.

  5. In the Samples History form, modify the new record to reflect the correct product information.

    Some fields are described in the following table.

    Field
    Comments

    Created By Full Name

    The full name of the creator of the transaction.

    Description

    A description of the product or comment describing the transaction.

    Item Status

    The application automatically changes this field value to Submitted when you submit the adjustment.

    For any row that shows an item status of Submitted, you can also see one or more rows with the identical sample name and transaction number but with an item status of In Progress or Adjusted.

    Valid values include:

    • In Progress — Indicates that the adjustment record has not yet been submitted, so it can still be modified. However, the record's data is not reflected in the inventory count.
    • Submitted — Indicates that the record has been submitted and therefore cannot be modified. Because it has been submitted, the record's data is reflected in the inventory count.
    • Adjusted — Indicates that a previously submitted record has been superseded by a subsequent adjustment record. The record cannot be modified.

    Lot #

    The correct lot number for this sample.

    Quantity

    The quantity of samples shipped or disbursed in the transaction.

    Sample

    Verify that the correct product name is selected.

    Transaction #

    The transaction number or, in the case of samples disbursements, the reference number. The Transaction # value corresponds to the Ref # value displayed in the Contact Call Detail view.

    Transaction Date

    The date the transaction was created.

    Transaction Status

    An indicator of the status of the original sample transaction.

    Transaction Type

    Shows the type of transfer. Valid values include Transfer Out and Transfer In.

    Transfer To/From Full Name

    The name of the employee receiving or generating the transaction. Used only if the transaction type is Transfer Out or Transfer In.

To adjust a quantity in a samples transaction

  1. Navigate to the Samples screen.
  2. On the link bar, click Samples History.
  3. In the Inventory Periods list, select the period containing the transaction for which you want to adjust a quantity.

    The products for the selected period are displayed in the Inventory List.

  4. In the Inventory List, select the product whose quantity you want to adjust.

    When you select a product in the Inventory List, the Samples History list lists all samples transactions entered for that product. You can identify the transaction record in the Samples History list by the Transaction Date, Last Name, or Transaction # field values.

  5. In the Samples History form, click Adjust Qty and then OK.

    The application first verifies that you have sufficient rights to make the adjustment and then adds a new line-item record for the transaction in the Samples History list and sets the line-item record's Item Status field to In Progress. With the exception of the Item Status value, this record is a copy of the record you selected in Step 4.

  6. In the Samples History form, enter the correct quantity in the Quantity field.
  7. Click Submit, and then OK.

The application creates a new item with an Item Status of Submitted and changes the original item record (whose quantity you adjusted) to an Item Status of Adjusted. The new quantity is reflected in the on-hand quantities in the Inventory Count view.

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