Siebel Life Sciences Guide > Managing Pharma Samples > Managing Pharma Samples >

Creating a Samples Transfer

You create a samples transfer whenever product samples are exchanged within your company. This procedure can be used by:

• A samples administrator to send shipments to end users in the field
• End users to exchange samples between themselves
• End users to return samples to the home office

Once the samples transfer has been submitted into the system, the recipient receives a samples transfer. After the recipient acknowledges the receipt of the transaction, the application enters the new inventory into his or her inventory count. For more information, see Acknowledging Full Receipt of a Samples Transfer.

NOTE:  Returns (expired or spoilt products) to the headquarters are treated similar to regular Send transactions.

To create a samples transfer

1. Navigate to the Samples screen, then the Transaction view.
2. Select Sent Samples from the view drop-down list.
3. In the Sent Samples list, create a new record and complete the necessary fields.

   Some fields are described in the following table.

   Field	Comments
   Transfer #	The application automatically generates an unique identifier. You can change this value.
   Transfer Date	The application automatically generates a date and time value that falls in the active period.
   Transfer Status	The application automatically changes this field value to Submitted when you submit the transaction.
   Transfer to	The employee to whom you are transferring the samples. If the value of the Transfer Type field is Transfer Out, you must complete this field. Leave this field empty if the value of the Transfer Type field is Return.
   Transfer Type	Select the appropriate value: Transfer Out - Indicates you are transferring samples to another employee. Return - Indicates you are returning samples to the home office. Samples are typically returned because they are expired or damaged products that should be destroyed. Transfers with the Transfer Type field set to Return do not generate shipment transactions, and they are not added to the master inventory counts. However, the samples administrator can see returned samples transactions in the Sample Compliance views. For more information, see Monitoring Samples Activities.
   Inventory Period with Comments	Inventory period restricts the available products and Lot #'s for selection when adding line items. Also ensures that only valid product and Lot # for the selected inventory period are available for selection and that the Transfer Txn is entered for the appropriate inventory period.

4. In the Line Items applet, create a new record and complete the necessary fields.

   Some fields are described in the following table.

   Field	Comments
   Item #	The application automatically generates an unique identifier. Edit this value to have the items appear in a particular order.
   Item Status	The application automatically changes this field value to Submitted when you submit the transaction.
   Lot #	The lot number for this samples transfer.
   Quantity	The quantity that you are transferring.
   Sample	The samples being transferred.

   Repeat Step 4 to enter a line item for each product or promotional item you are transferring.

5. Click Submit.

   NOTE:  A transfer transaction cannot be modified or deleted after it has been submitted. If the approval process in enabled, then the transaction must be approved before the correct status is reflected.

   The value of the Transfer Status field (in the Sent Samples list) and the Item Status field (in the Line Items list) changes to Submitted.

6. Click the History tab.

When you select a product that has been transferred in Inventory List, the line items of the transfer transaction appear in the Samples History list.