Bookshelf v7.5: Managing Inventory Tracking and Reconciliation Without Lot Numbers

Siebel Life Sciences Guide > Managing Samples > Administrator Procedures >

Managing Inventory Tracking and Reconciliation Without Lot Numbers

Siebel Samples Management supports using lot numbers for samples creation, shipment, receipt, transfers, adjustment, ordering, and disbursement while not using lot numbers for inventory and reconciliation.

To enable this behavior, you must make three changes:

Set the value of two system preferences—Samples Lots Enabled and Lots for Disperse Only—to "True."

Check the Lot# Tracking flag in the Product Administration screen.

Implement product visibility. For more information, see Retaining Sample Product Visibility.

When this behavior has been enabled, the Lot No. field is available but not required for samples creation, shipment, receipt, transfers, adjustment, ordering and call reporting. In addition, the Lot No. field is disabled in the Inventory Count and Reconciliation views.

To track and reconcile inventory without lot numbers

From the application-level menu, choose View > Site Map > Application Administration > System Preferences.

In the System Preference Name list, query for two records—Samples Lots Enabled and Lots for Disperse Only.

Set the field value for both records to TRUE.

Exit and relaunch the application.

The change takes effect after the application has been restarted.

To create and submit initial count adjustments

From the application level menu, choose View > Site Map > Samples screen.

From the Show drop-down list, select My Samples Adjustment.

In the Samples Adjustments list, add a new record and complete the necessary fields.

Some fields are described in the following table.


Field	Comments
Adjustment Reason	Select Initial Count from the drop-down list.
Inventory Period	Selecting an Inventory Period automatically enters the correct date in the Transaction Date (Txn Date) field, making sure that the adjustment is entered into the appropriate inventory period.
Transaction #	The application automatically generates an unique identifier. You can change this value.
Transaction Date	It is recommended that you complete the Inventory Period field to auto-fill this field so that the adjustment is entered into the correct period.
Transaction Status	The application automatically changes this field value to Submitted when you submit the adjustment.

In the Line Items list, add a new record and complete the necessary fields.

Some fields are described in the following table.


Field	Comments
Item #	The application automatically generates this value. Edit this value to have the items appear in a particular order.
Item Status	The application automatically changes this field value to Submitted when you submit the transaction.
Lot Name	The lot number for this sample.
Quantity	The amount of your initial inventory. This quantity should be the same as the value you entered in the Count field in the Inventory Count view. For more information, see To add products to inventory and submit an initial count).
Sample	The sample to be adjusted.

Repeat Step 3 and Step 4 to enter a line item for each sample needing adjustment.

Click Submit.

The values in the Transaction Status field (in the Samples Adjustment form) and the Item Status fields (in the Line Items list) are changed to Submitted.

Reconcile the initial inventory period, as described in the next procedure.

To reconcile the initial inventory period

From the application level menu, choose View > Site Map > Samples screen.

From the Show drop-down list, select Reconciliation.

The Reconciliation view contains the following lists.


List	Description
Unreconciled Inventory Periods	Shows all inactive (past, unreconciled) inventory periods. An active period becomes inactive once you submit an inventory count for the period (as described in To add products to inventory and submit an initial count).
Unreconciled Inventory	Shows the products in your inventory, their physical and electronic counts, and the difference between the two counts (if any). The Difference field must be zero for all products before you can reconcile the period.
Samples History	Shows samples transactions entered for the currently selected product in the Unreconciled Inventory list. If no transactions were entered for the selected product during the inactive inventory period, this list is empty.

In the Unreconciled Inventory list, verify that the Difference field shows zero for the products listed.

If a product shows a value other than zero, you must make an adjustment to correct the difference. For more information, see Adjusting a Past Samples Transaction.

In the Unreconciled Inventory Periods list, click Reconcile.

The lists in the view are cleared.

From the Show drop-down list, select My Samples History.

The Samples History view appears. In the Inventory Periods list, a check mark appears in the Reconciled field of the inactive period that you just reconciled.