Print      Open PDF Version of Online Help

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

Linking Sample Request Information to Calls

You can link sample request information to calls in one of the following ways:

• By adding sample request information to a parent call
• By adding attendees to a parent call and then adding the sample request 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.

  NOTE: You can also use the Order pages to create and update order items for products. If you customize the Order Detail page by adding a new field, then the new field will also be available on the Sample Request page. For more information about order items, see Creating an Order Item for Products.

The following procedure describes how to link sample request information to a call record.

NOTE: In releases of Oracle CRM On Demand prior to Release 22, it was possible to insert a sample request item record without using an associated parent sample request record when using Web services or the Import function. However, from Release 22, when you are inserting sample request item records by using Web services or the Import function, you must provide the sample request ID of the parent sample request to provide the context for the sample request item. From the Oracle CRM On Demand user interface, you can create a sample request item only from a parent sample request in the context of a call. In addition, product-blocking rules are not followed when sample request items are inserted or updated using Web services or the Import function.

NOTE: Processing blocked products is not supported for sample request items when workflows are used in Oracle CRM On Demand. For more information, see About Sample Request Item Workflows and Blocked Product Rules.

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

To link sample request information to a call record

1. On the Call Detail or Attendee Detail page, click New in the Sample Request section.

   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: 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.

2. On the Sample Request Edit page, enter the required information for the sample request.

   For information on the sample request fields, see Sample Request Fields.

3. Save the Sample Request record.
4. On the Sample Request Detail Page, go to the Sample Request Items section.

   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.

5. In the Sample Request Item section:
   1. Click New to add a sample request item for each requested product sample.

      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.

   2. In the Sample Request Item Edit page, enter the required information for the sample request item.

      The table at the end of this procedure provides additional information regarding some fields for a sample request item.

   3. Save the sample request item record.
   4. Add additional sample request items as required.
6. Repeat steps 1-5 to add more sample request line items to the call record.
7. When ready, click Submit to submit the call detail information for processing.

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

   Field	Description
   Order Item Number	(Required) A numeric field representing an order item.
   Quantity	(Required) The number of samples requested. This must be a non-zero positive integer. Oracle CRM On Demand displays a warning message if you enter one of the following: A value that exceeds the value in the Max Qty field in your Allocation record. A value that exceeds or is within 10% of the Max Qty per Customer field in your Allocation record.
   Product	(Required) The name of the product. Select the check box next to each product that you want to request. 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.
   Order	(Required) This field specifies the parent order for the sample request. By default this field is read-only, but it can be customized as not read-only. For information on customization, see Configuration Guide for Oracle CRM On Demand Life Sciences Edition.
   Additional Information
   Status	(Required) The default value for this field is Pending. When you submit a sample request order for products, the value in this field changes to Submitted. The possible values for this field are: New Open Booked In-transit Partially Received Partially Shipped Pending Shipped Billed Paid Installed Closed Cancelled Hold Jeopardy Actual Approved Projected Rejected Awaiting Approval Complete Submitted - Picked Credit Failure Event Check Failed Back Ordered In Progress Processed Received Signed Voided