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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 About Scenarios for Managing Samples, either an administrator or an end user can 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. For more information, see Defining Internal Products paying specific attention to Table 11 and Table 12.

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

• Orderable
• Either Inventory or the Lot# Tracking

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

For more information, see Defining Internal Products and About Samples Transactions.

NOTE:  End users do not need to perform the procedures described in this topic 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 Full Receipt of a Samples Transfer. However, end users do need to perform the procedures described in this topic 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. Add products to the inventory. (See To add products to an inventory.)
• Submit count. Submit an initial count. (See To 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. (See To reconcile the initial inventory period.)

To add products to an inventory

1. Navigate to the Samples screen, then the Inventory Count view.
2. Click New.
3. Select a product from the Sample list.
4. (Optional). Select a lot number from the Lot # list.

To submit an initial count

1. Navigate to the Samples screen, then the Inventory Count view.

   The LS Pharma Inventory Periods list applet should display only the currently active inventory period.

2. Click Closeout Count.

   This button may be disabled if there are no quantities present in the Physical Count column.

3. On the link bar, click 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.

4. (Optional). Create adjustment transactions for the period, as described in To create and submit initial count adjustments.

   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 the product inactive
   • The product does not exist in the inventory count list (product might have been deleted if the on-hand quantity was zero)
   • The product does not have an active allocation period

NOTE:  Inactive products do not display in drop-down lists or dialog boxes, although they might be visible in views displaying products.