Sample Management Overview
Sample Management enables users to keep accurate, compliant records of product transactions for samples, BRCs, promotional items, and other product types. Organizations use Sample Management to track and record product movement from distributors to end users, as well as user-to-user product transfers within an organization. By maintaining accurate records of these transactions, organizations can:
Ensure the appropriate products reach HCPs
Identify and limit product loss
Facilitate product recalls and sample audits, when needed
The Sample Management and Call Sampling modules are closely linked. Sample transactions, restrictions, and inventory counts from the Sample Management module determine which products are available for Call Sampling. When users disburse products as part of Call Sampling, the disbursements are reflected in Sample Management through users’ on-hand inventory totals and sample transaction records.
On the My Samples page, users can access the following sections:
- Sample Transactions
- Sample Storage Location
- Pending Sample Receipts
- Sample Inventories
- Sample Lots
Not all features are available on all platforms. For a list of available platforms for each feature, see Platform Functionality.
Users and Roles
Sample Management has two types of users, each with unique roles and responsibilities:
- End Users
- Confirm they receive product shipments
- Initiate sample transactions (transfers, adjustments, returns)
- Disburse products to HCPs with Call Sampling
- Manage their sample inventory
- Place inventory orders against assigned allocations
- Capture HCP confirmation for hand samples and sample request (BRC) shipments with Acknowledgement of Content
- Sample Admin Users
- Enable Sample Management and Call Sampling for all other users
- Create and manage the records and data required for sampling—they assign products to end users, create sample and sample lot records, and maintain HCP and State Distributor license information
- Manage HCP license data and configure state license rules, as needed
- Create Rep Rosters for users who disburse samples and BRCs
- Create Rep Rosters for return recipients including distribution centers, fulfillment vendors, sample warehouses or any third party sample
- Create and manage sample lot numbers
- Initiate product transfers to end users
- Manage inventory order allocations
- Support sample audits
