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Life Sciences > Sample Transactions > Managing Sample Transactions > Dropping Samples During a Sales Call > Linking Promotional Item Information to Calls
Linking Promotional Item Information to Calls
You can link promotional item information to calls in one of the following ways:
- By adding promotional item information to a parent call
- By adding attendees to a parent call and then adding the promotional item information for each individual attendee record
You add attendees to a parent account call so that the products detailed, samples dropped, sample request, and promotional item information can be tracked for each individual who attends the meeting.
The following procedure describes how to link promotional items, educational items, or other marketing items to a call record.
Before you begin. To drop off promotional items during a sales call, your user role must include the Enable Basic Samples Operations privilege.
To link promotional items, educational items, or other marketing items to a call record
- On the Call Detail or Attendee Detail page, scroll down to either the Available Promotional Items for Drop section or the Promotional Items section and do one of the following:
NOTE: If the section that you want is not visible on your page, then click the Edit Layout link in the upper-right corner of the page, and add the section to your page layout. If the section is not available to add to your page layout, then contact your company administrator.
- In the Available Promotional Items for Drop section, enter the required information in the Quantity field.
Only products of category type Promotional Item Dropped that are not blocked for a primary contact and that have been allocated to and are present in the sales representative's inventory are visible in the available promotional items list to link to the call record.
- In the Promotional Items section, click New, and enter the required information on the Promotional Item Dropped Edit page.
NOTE: If your company administrator has set the Enable Filtering of Product Selection by Sales Rep Allocation setting, then only the products that are allocated to the sales representative appear in the Product selector. For more information, see Setting Up Picklist Filtering Based On the Allocation Records for a Sales Representative.
For information on the promotional item fields, see the table of field descriptions at the end of this procedure.
To access the Attendee Detail page, go to the Attendees section on the Call Detail page, and open the attendee record that you want.
NOTE: The Promotional Item fields are copied to the new record when you create a new call record from a smart call template.
- Save the record.
Provided that all of the following conditions are true when you click Save, then Oracle CRM On Demand generates a disbursement transaction with a line item for each sample promotional item dropped for the call, and it submits the disbursement transaction to update the sample inventory. If the disbursement transaction is successful, then Oracle CRM On Demand changes the status of the call to Submitted.
- All sample promotional items exist in the sample inventory for the period indicated by the date and time for the call.
- The period in which the sample promotional items are recorded is an unreconciled period. An error message appears if it is a reconciled period.
- A valid lot number is specified for the dropped sample promotional items that are tracked by lot numbers.
- The quantity value that you enter is not greater than the maximum quantity that you are allowed to drop for a call.
- The maximum quantity that you are allowed to drop during the allocation period is not exceeded when you enter the quantity value.
- Repeat steps 1-2 to add more promotional item line items to the call record.
- When ready, click Submit to submit the call detail information for processing.
For information, see Submitting Call Detail Information for Inventory Tracking.
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Field
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Description
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Key Promotional Items Dropped Information
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Product
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(Required) The name of the promotional item (for example, a pen or golf ball) or educational item (for example, a white paper or a manual), dropped off to the contact. Select the item, using the Lookup selector. For information on setting up products, see Setting Up Company Products and Product Fields.
Only products of the category type Samples Dropped, Promotional Item Dropped, Products Detailed, or Sample Request Item that meet the following conditions can be linked to a call record:
NOTE: After Release 22, the Lookup selector for the Product field searches for products rather than allocations as in the earlier releases.
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Product Category
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(View-only) The product category that the company administrator defines. For example, it can be one of the following:
- Samples Dropped
- Promotional Item Dropped
- Products Detailed
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Call Date
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(View-only) The date of the customer call.
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Quantity
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The number of promotional or educational items dropped off to the contact. The quantity must be a number from 1 to 9998. A warning message is displayed if you do one of the following:
- Enter a value that exceeds the value in the Max Per Call field.
- Enter a value that exceeds or is within 10% of the maximum quantity of product that you are allowed to drop off to a contact within the allocation period.
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Max Per Allocation
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(View-only) The maximum quantity of promotional items that you are allowed to drop off during the allocation period.
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Max Per Call
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(View-only) The maximum quantity of promotional items that you are allowed to drop off for a call.
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Calculated Sum of Quantity Allocation
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(View-only) The total quantity of promotional items dropped off so far during the allocation period.
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