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Life Sciences > Sample Transactions > Managing Sample Transactions > Dropping Samples During a Sales Call > Linking Samples Dropped Information to Calls

Linking Samples Dropped Information to Calls

You can link samples dropped information to calls in one of the following ways:

• By adding samples dropped information to a parent call
• By adding attendees to the parent call and then adding the samples dropped 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 samples dropped information to a call record.

Before you begin. To drop off samples during a sales call, your user role must include the Enable Basic Samples Operations privilege.

To link samples dropped information to a call record

1. On the Call Detail or Attendee Detail page, scroll down to either the Available Samples for Drop section or the Samples Dropped section and do one of the following:

   NOTE: If the section that you want is not visible on your page, 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, contact your company administrator.

   • In the Available Samples for Drop section, enter the required information in the Quantity field.

     Only products of category type Samples 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 samples list to link to the call record.

   • In the Samples Dropped section, click New and enter the required information on the Samples 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.

     NOTE: The samples dropped fields are copied to the new record when you create a new call record from a smart call template except for Lot number (#).

     To access the Attendee Detail page, go to the Attendees section on the Call Detail page, and open the attendee record that you want.

     The following table describes some of the fields.

     Field	Description
     Key Sample Dropped Information
     Product Category	(View only) The product category that the product administrator defined at the company. For example, it can be one of the following: Samples Dropped Promotional Item Dropped Products Detailed
     Product	(Required) The name of the product sample (for example, a new drug on the market), 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: The products are not blocked for a primary contact. The products have been allocated to the sales representative, and the company administrator has set the Enable Filtering of Product Selection by Sales Rep Allocation setting. For more information, see Setting Up Picklist Filtering Based On the Allocation Records for a Sales Representative. The products are active on the current call date.
     Lot #	The lot number for the sample product selected. NOTE: This field is relevant only if using lot numbers to track samples in the inventory. When adding or updating a sample drop record, only sample lots that have the Inventory by Lot check box selected can be entered in this field. For more information, see Sample Lots and Sample Lot Fields.
     Quantity	The number of sample items dropped off to the contact. The quantity must be a number from 1 to 9998. A warning message will appear 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 allowed to drop off to a contact within the allocation period.
     Max Per Call	(View only) The maximum quantity of product that you are allowed to drop off for a call.
     Max Per Allocation	(View only) The maximum quantity of product that you are allowed to drop off within the allocation period.
     Calculated Sum of Quantity Allocation	(View only) The total quantity of product dropped off so far during the allocation period.

2. 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 dropped sample for the call and 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 samples exist in the sample inventory for the period indicated by the date and time of the call.
   • The period in which the samples are recorded is an unreconciled period. An error message appears if it is a reconciled period.
   • A valid lot number is specified for dropped samples that are tracked by lot numbers.
   • The quantity value that you enter is not greater than the maximum quantity allowed to drop for a call.
   • The maximum quantity allowed to drop during the allocation period is not exceeded when you enter the quantity value.
3. Repeat steps 1-2 to add more sample dropped line items to the call record.
4. When ready, click Submit to submit the call detail information for processing.

   For information, see Submitting Call Detail Information for Inventory Tracking.