To configure this feature:

1. Ensure Configuring Sample Management is complete.
2. Navigate to Admin > Users & Groups > Permission Sets.
3. Select the appropriate permission set.
4. Select the Objects tab.
5. Grant the following permissions:

   Object	Object Permissions	Object Types	Fields	Field Permissions
   lot_catalog__v	CRED	n/a	suppress_lot__v	Edit
   sample_lot__v	CRED	n/a	allocated_quantity__v suppress_lot__v	Edit

6. Navigate to Admin > Configuration > Objects > lot_catalog__v > Layouts.
7. Add the following fields to the appropriate layouts on the lot_catalog__v object:
   • product_name__v
   • suppress_lot__v
8. Navigate to Admin > Configuration > Objects > sample_lot__v > Layouts.
9. Add the following fields to the appropriate layouts on the sample_lot__v object:
   • allocated_quantity__v
   • suppress_lot__v

Configuring Automatic Record Creation for Virtual Lots

To enable sample admin users to automatically create lot_catalog__v records when they create product__v records for non-sample products:

1. Navigate to Admin > Users & Groups > Permission Sets.
2. Select the appropriate permission set.
3. Select the Objects tab.
4. Grant Edit field permission to the create_lot_catalog__v field on the product__v object.
5. Navigate to Admin > Configuration > Objects > product__v > Layouts.
6. Add the create_lot_catalog__v field to the appropriate layouts on the product__v object.

To configure this feature:

1. Ensure Configuring Sample Management is complete.
2. Navigate to Business Admin > Objects > veeva_settings__v.
3. Populate the sample_management_product_types__v Veeva Setting with a double-semicolon delimited list of the desired non-sample product types. The following product types are supported:
   • Alternative Sample (alternative_sample__v)
   • BRC (brc__v)
   • High Value Promotional Item (high_value_promotional_item__v)
   • Promotional Item (promotional__v)
   • Reprint (reprint__v)
   • Any custom product type

The list items must be an exact match for the picklist value names from the product_type__v field on the product__v object. For example: brc__v;;alternative_sample__v;;promotional__v;;

The sample__v product type cannot be listed in the sample_management_product_types__v Veeva Setting.

If the product type is not listed in the sample_management_product_types__v Veeva Setting, then non-sample products of that type are not available for sample management functionality. The products are still available for selection on the call report for users with access to the parent detail product via My Setup, as usual.

To enable virtual lots for BRC products:

1. Ensure Configuring Sample Management and Configuring Sample Requests (BRCs) are complete.
2. Navigate to Admin > Users & Groups > Permission Sets.
3. Select the appropriate permission set.
4. Select the Objects tab.
5. Grant sample admin users and end users the following additional permissions:

   Object	Object Permissions	Object Types	Fields	Field Permissions
   sample_order_transaction__v	CRE	adjustment__v receipt__v transfer__v	For all object types: adjusted_date__v adjust_for__v allocation_impact_quantity__v comments__v discrepancy__v group_identifier__v group_transaction_id__v lot__v name__v object_type__v quantity__v ref_order_transaction_id__v sample__v sample_order_transaction_status__v shipment_id__v status__v submitted_date__v transfer_to__v transfer_to_name__v type__v u_m__v unlock__v Additional permissions for the transfer__v object type: address_line_1__v address_line_2__v city__v confirmed_quantity__v receipt_comments__v received__v state_province__v transfer_to__v transfer_to_name__v transferred_date__v transferred_from__v transferred_from_name__v zip__v zip_4__v Additional permissions for the adjustment__v object type: adjust_for__v adjusted_date__v reason__v Additional permissions for the receipt__v object type: confirmed_quantity__v receipt_comments__v received__v transferred_date__v	Edit
   sample_lot__v	R	n/a	allocated_quantity__v	Read

Sample admin users must do the following before users access Sample Management functionality for non-sample products:

• Create lot_catalog__v records for the non-sample products (optional; lot_catalog__v records provide a master list of all samples and their corresponding lot number across the organization). Sample admin users can create lot_catalog__v records in the following ways:
• Manual creation, from the Lot Catalog or Business Admin tabs
• Data loading to the lot_catalog__v object
• Automatic creation from the Product Catalog
• Create virtual sample_lot__v records for each appropriate user and product

Creating Lot Catalog Records Manually or By Data Load

When creating lot_catalog__v records manually or by data loading, ensure lot_catalog__v records for non-sample products have the following values:

Field	Value
active__v	Check box selected
name__v (Lot #)	No_Lot_vod
product__v	Lookup to Product Catalog
sample__v	Name to be displayed for the virtual lot product
sample_description__v	Product description (optional)
suppress_lot_v	Check box must be selected

Sample admin users can then create virtual lots for users from the Lot Catalog tab. For more information on using the Lot Catalog tab, see Creating Records for Sample Management

For non-sample products’ lot_catalog__v records, ensure the name__v (Lot #) field is populated with No_Lot_vod and the suppress_lot__v check box is selected. Otherwise, the record cannot be saved.

Creating Lot Catalog Records from the Product Catalog

Alternatively, sample admin users can automatically generate a lot_catalog__v record for non-sample products from the Product Catalog:

1. Select the appropriate product__v record from the Product Catalog.
2. Select the create_lot_catalog__v check box on the product record.

   

3. Save the product record.

Selecting the create_lot_catalog__v check box automatically generates a corresponding lot_catalog__v record for the product. On generated lot_catalog__v records, the name__v (Lot #) field is automatically populated with No_Lot_vod and the suppress_lot__v check box is selected.

Creating Sample Lot Records for Virtual Lots

Sample admin users must create sample_lot__v records for each appropriate user and product, either manually or via data load. Ensure sample_lot__v records for non-sample products have the following values:

Field	Value
active__v	Check box selected
name__v (Lot #)	No_Lot_vod
product__v	Lookup to Product Catalog
ownerid__v	Lookup to user__sys object; select the user who should own the lot
suppress_lot_v	Check box selected

Non-sample products must have an active sample_lot__v record if the product type is listed in the sample_management_product_types__v Veeva Setting. If the product type is listed, but the product does not have any active sample_lot__v records, then the product does not display for selection on the call report or in users’ sample inventories.

Non-sample products are available with the same functionality as sample products, after virtual lot numbers are enabled. In addition to default sample transaction and sample inventory functionality, sample restrictions like Sample Limits and the Negative Sample Inventory Warning are also supported for non-sample products.

To create transfers or adjustments for BRC products with virtual lot numbers, use the New Allocation Transfer or New Allocation Adjustment links in My Samples.