Siebel ePharma Handheld Guide for Windows-Powered Devices > Using ePharma Handheld > Managing Samples >

Business Scenario

This scenario is an example of a workflow performed by an end user. Your company may follow a different workflow according to its business requirements.

Near the end of the quarter, a sales representative in the U.S. prepares for FDA-mandated inventory reconciliation. She is required to take a physical inventory of her samples and make sure the quantities match the electronic inventory. To do so, she needs to make sure that all her sample transactions are up-to-date for the current period before submitting the inventory count.

The sales representative remembers that she made a sample disbursement mistake earlier in the day. She accidentally had a physician sign for 10 samples when she really only dropped off five. Therefore, she needs to make a samples adjustment for this transaction.

In Siebel ePharma Handheld, she finds the sample transaction record. Then, she selects the adjust quantity feature, which automatically shifts the transaction status to "In Progress" for the new adjustment record and to "Adjusted" for the already-submitted sample transaction. When she submits the adjustment record, Siebel ePharma Handheld updates her inventory to reflect the lower quantity that was disbursed and changes the sample quantity for the actual call from ten to five.

The sales representative also had some samples that had expired, which she physically mailed back to her samples administrator. She now has to record this transaction into her electronic inventory. In the Samples Transfer view, she creates a new record. Then she adds three new sample line item records and selects the Submit button. This changes the status to submitted, locks the records, and updates the handheld inventory to reflect the transfer.

The sales representative is now ready for the actual inventory count. While physically standing in her personal samples closet with her handheld device, she opens the Samples Inventory Count view. From this view, she sees the products listed in her personal inventory according to the electronic count. She goes down the list, product by product, lot by lot, counting each product and lot number combination.

She enters the actual quantity that she finds into Siebel ePharma Handheld and notices that the application automatically updates the difference field to reflect discrepancies between the on-hand and electronic inventory. When she is finished, she verifies that the differences are zero. She is now ready to submit her inventory count. Submitting causes a new inventory period to open, displaying the current date and time.


 Siebel ePharma Handheld Guide for Windows-Powered Devices 
 Published: 18 July 2003