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Siebel Life Sciences Guide > Managing Samples > Administrator Procedures >

Adjusting a Past Samples Transaction

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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

From the application level menu, choose View > Site Map > Samples screen.
From the Show drop-down list, select My Samples History.
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.

NOTE:  To make it easier to find a transaction, sort the records in the Samples History list by the field you are using to identify the transaction. For example, if you know the Transaction #, sort the list by that field to locate the records you are looking for.

In the Samples History form, click Add.

When you add 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 Pending Approval. With the exception of the Item Status value, the new record is a copy of the record selected in Step 3.

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

Some of the fields in a Samples History record are described in Table 9.

Table 9.  Some of the Fields in a Samples History Record

Field	Comments
Created By Last Name	The last name of the creator of the transaction.
Description	A description of the product or comment describing the transaction.
Last Name	The last name of the doctor. Used only if the transaction type is disbursement.
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. Since 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 Last 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

From the application level menu, choose View > Site Map > Samples screen.
From the Show drop-down list, select My Samples History.
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.

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.

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.

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

The application adds 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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