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

About Establishing an Initial Inventory Count

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Establishing an initial master inventory is only necessary if you are manually entering and tracking samples. Either an administrator or an end user may establish an inventory. However, because Siebel Samples Management routes and maintains transactions by Employee ID, only the user who creates an inventory (the initial inventory count) can create or manipulate that inventory.

Before adding products to the master inventory, you must verify that the products are correctly defined for inventory tracking. In particular, make sure that the products are Orderable and have either Inventory or Lot # tracking.

NOTE:  End users do not need to perform the procedures described in this section if their initial counts consist only of samples transfers routed to them by their samples administrator. Instead, they should simply acknowledge the receipt of those shipments. For more information, see To acknowledge receipt of a samples transfer. However, end users do need to perform the procedures described in this section if their initial counts contain any records that they entered manually. End users who enter records manually must submit those counts and reconcile the initial inventory period.

To establish an initial master inventory:

Count products on hand. Establish an inventory count by physically counting the products currently on hand. This process creates a list of the products in your inventory and an inventory period solely for your initial count.
Add products and submit count. Add products to the inventory and submit an initial count. (See To add products to inventory and submit an initial count.)
Submit adjustments. Create and submit adjustments for the initial count. (See To create and submit initial count adjustments.)
Reconcile. Reconcile the initial inventory period using Siebel ePharma.

To add products to inventory and submit an initial count

Navigate to the Samples Adjustments screen.
From the Show drop-down list, select Inventory Count.

The Inventory Count list appears.

On the toolbar, tap the New Record button to add a new row.
Complete the necessary fields.

NOTE:  Some of the fields are described in the following table. Users cannot sort on the Difference and On Hand Qty fields in the Inventory Count applet.

Field	Comments
Count	The amount of your initial inventory.
Difference	Shows a negative number after you enter a value in the Count field.
Lot	The lot number for this sample.
Sample	The name of the sample to be added.

Tap Submit.

The Difference field is cleared for all records. The application transfers the number you entered in the Count field to the On Hand Quantity field and clears the Count field.

Once you submit an initial count, the Siebel Samples Management deactivates the inventory period into which you entered your initial counts and creates a new active inventory period. You can view this change using the My Samples History filter.

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

The Samples History view appears. The inventory period into which you entered your initial counts becomes inactive—a date and time appear in the End Date field, and there is no check mark in the Active field. In addition, a new active period has been opened.

NOTE:  You cannot submit an adjustment transaction if the product is not currently active. Siebel Samples Management considers a product inactive if the administrator has made it inactive, or the product does not exist in the inventory count list.

To create and submit initial count adjustments

Navigate to the Samples Adjustments screen.
From the Show drop-down list, select Adjustments.

The Samples Adjustments list appears.

On the toolbar, tap the New Record button add a new record.

The Sample Adjustment Details form and list appear.

Complete the necessary fields.

Some of the fields are described in the following table.

Field	Comments
Adjustment Reason	Select Initial Count from the drop-down list.
Transaction #	The application automatically generates an unique identifier. You can change this value.
Transaction Date	The date of the adjustment transaction. Make sure that this date falls within the valid date ranges for the appropriate Inventory Period.
Status	The application automatically changes this field value to Submitted when you submit the adjustment.

From the Show drop-down list, select the Adj. Details view.
On the toolbar, tap the New Record button.
Complete the necessary fields.

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

Tap Submit.

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

NOTE:  You must reconcile using Siebel ePharma. For more information, see Siebel Life Sciences Guide.

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