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About Establishing an Initial Inventory Count in Siebel Pharma Handheld

Establishing an initial master inventory is only necessary if you are manually entering and tracking samples. Either an administrator or a user might establish an inventory. However, because Siebel Samples route 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:  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 must simply acknowledge the receipt of those shipments. For more information about acknowledging receipts, see To acknowledge receipt of a samples transfer. However, users do need to perform the procedures described in this topic if their initial counts contain any records that they entered manually. 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 closeout count.)
• Submit adjustments. Create and submit adjustments for the initial count. For more information about creating and submitting adjustments, see To create and submit initial count adjustments.
• Reconcile. Reconcile the initial inventory period using the Siebel Pharma application. For more information about reconciling the initial inventory, see Siebel Life Sciences Guide.

To add products to inventory and submit an initial closeout count

1. Navigate to the Inventory screen.

   The Inventory Count list appears.

2. From the View drop-down list, select Count View.

   The current active period is displayed.

3. Tap the Inventory Count tab.

   All the samples for the active period are displayed. The table has the following columns

   Field	Comments
   Current Physical Count	Number of samples found at the time of performing the physical count.
   Count	The amount of your initial inventory.
   Cut Off Date	Cut off date for the lot number.
   Difference	Shows a negative number after you enter a value in the Count field.
   Last Physical Count	Number of samples found when the previous count was conducted.
   Lot	The lot number for this sample.
   Sample	The name of the sample to be added.

4. (Optional). On the toolbar, tap the New Record button to add a new row and select a different sample.

   NOTE:  You cannot sort on the Difference and On Hand Qty fields in the Inventory Count applet. You can conduct an interim count periodically. The main difference between Interim and Closeout is that an Interim count does not close the period. An Interim count ensures that huge difference do not exist when you close a period by performing a Closeout count.

5. Tap Closeout.

   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 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.

To view an inventory audit report

1. Navigate to the Inventory screen.
2. Select the Inventory Audit option from the drop down list.
3. View the existing reports.

   You cannot create a new report. The application automatically creates these reports when an Interim or a Closeout count is performed.

4. (Optional) Tap on the Inventory Count tab to view the samples and their count submitted as part of the report.

To view and create a new location audit report

1. Navigate to the Inventory screen.
2. Select the Location Audit option from the drop down list.
3. View the existing reports.

   You can create a new report.

4. (Optional) Tap on the Inventory Count tab to view the samples and their count submitted as part of the report.

NOTE:  Location audit reports are periodically done by the sales representative to ensure that the storage location for the samples is safe and secure.

To create and submit initial count adjustments

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

   The Samples Adjustments list appears.

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

   The Sample Adjustment Details form and list appear.

4. Complete the necessary fields. Some of the fields are described in the following table.

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

5. Tap the Details tab.
6. On the toolbar, tap the New Record button.
7. Complete the necessary fields.

   Repeat the previous steps to enter a line item for each sample needing adjustment.

8. 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 adjustments using the Siebel Pharma application. For more information about reconciling adjustments, see Siebel Life Sciences Guide.