Siebel Life Sciences Guide > Managing Samples > Administrator Procedures >

Establishing an Initial Inventory

Establishing an initial master inventory is only necessary if you are manually entering and tracking samples. If you are populating your samples inventory from a third-party system, it is not recommended that you establish an initial master inventory.

As outlined in Business Scenarios, either an administrator or an end user may establish an inventory. However, since 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. For more information, see Defining Internal Products paying specific attention to Table 17 and Table 18.

In particular, in the Products form, you must select one of the following fields:

When neither Inventory nor Lot # Tracking are checked, the sample is not tracked in inventory.

For more information, see Defining Internal Products and How a Samples Transaction Works.

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 Acknowledging 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:

To add products to inventory and submit an initial count

  1. From the application level menu, choose View > Site Map > Samples screen.
  2. From the Show drop-down list, select Inventory Count.
  3. In the Inventory Count list, add a new record and complete the necessary fields.

    4. Some fields are described in the following table.

    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.

    Repeat Step 3 to add a record and count for each product in your inventory.

    NOTE:  Records added to this view can be deleted only if the value of the On Hand Quantity field is zero.

  4. Click Submit.

    5. 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.

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

    6. 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.

Create adjustment transactions for the period, as described in the next procedure.

NOTE:  You cannot submit 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 (it could have been deleted if the on-hand quantity was zero). Inactive products do not display in drop-down lists or dialog boxes, although they may be visible in views displaying products.


 Siebel Life Sciences Guide 
 Published: 18 April 2003