Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/CallSampling/SubmitCallwSamples/Submitting.htm

## Submitting a Call with Samples

Users submit calls after completing all relevant information on the call report. To help maintain data integrity and ensure compliance, automatic changes occur on the call report when users submit call reports with samples, BRCs, or promotional/custom items:

* Validation criteria ensure the disbursed products, license information, and signature status on the call report comply with organization and regulatory requirements
* Sample transaction records are generated for sample products, and sample order transaction records are generated for BRCs
* All call report fields become read-only and certain values are stamped on the call record

#### Validation Disclaimer

On the Windows platform, this feature is released without validation for sampling. The feature requires enablement and does not affect other Vault CRM functionality. It was extensively tested by our QA team during the development and release process and will go through validation at a later date.

**Who can use this feature?**

* End Users — Browser, iPad, iPhone, Windows
* [Using Submitting a Call With Samples](#Using)
* Users do not require an additional license

### Configuring Submitting a Call With Samples for

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

To configure this feature, ensure the following configuration is complete:

* [Configuring Call Sampling](../Config/ConfiguringCS.htm)
* [Configuring Products for Call Sampling](../Config/ConfiguringProductsCS.htm)
* [Configuring Sample Requests (BRCs)](../Config/ConfiguringBRCs.htm), if using BRCs

### Using Submitting a Call With Samples as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

When a user submits a call report, validation criteria help ensure the sample disbursement, license information, and signature status are compliant. If a user needs to correct the call report, an error message displays.

Depending on the types of products selected, a call report with samples or promotional items must meet the following validation criteria in order for a user to submit it:

| Product Type | Validation Criteria for Submitting a Call Report | | | |
| --- | --- | --- | --- | --- |
| Sample/Alternative Sample | A sample or alternative sample product must be selected | * **Quantity** field must be populated with a positive, whole number * For iPad and Windows users, the number of products is below the maximum sample limit (set in the ipad\_maximum\_samples\_\_v or maximum\_samples\_\_v Veeva Settings) | * Signature is captured or Sample Card #/Sample Send Card#  fields are populated * If a [number format check](../Config/ConfiguringCS.htm#SampleSend) is configured, the sample card or sample send card number must meet the expected format | * The HCP license has not expired * The HCP  license is valid for sampling at the call address |
| BRC | The **Product**, **BRC**, and **Ship To Address** fields must be populated | * The HCP license is valid for sampling at the selected Ship To Address * If samples, alternative samples, or high value promotional items are on the call report in addition to BRCs, the HCP must have a valid license for both the call address and the Ship To Address |
| High Value Promotional Item | Product and Item fields must be populated | n/a - license not required |
| Promotional Item/Custom Product | n/a - signature and license not required | |  |

If multiple product types are selected, the validation rules compound. For example, if a user selects a sample product and a BRC, the Product, BRC, Ship To Address, and Quantity fields must be populated, the quantity for both products must be a positive, whole number, and the signature and license information on the call report must be valid.

Validation also occurs when saving a call report and when capturing signatures on the call report. See [Saving a Call with Samples](../Disbursements/Saving.htm) and [Validating Samples on Signature Capture](../CaptSigforSampling/ValidateOnSign.htm) for more information.

#### Data Stamping on Submitted Calls

Call report fields become read-only when a call is submitted. Data entry controls on the call report, like picklists or check boxes, display as plain text, and products selected for detailing display in an ordered list. In addition, the following fields are stamped on the call2\_\_v and sample\_transaction\_\_v records for a call:

* business\_account\_\_v (if [Selecting the Call Location](../../Call_Reporting_2/Executing/PopulateHeader/CallLocation.htm) is enabled)
* license\_expiration\_date\_\_v
* license\_status\_\_v
* license\_\_v
* ship\_license\_\_v
* ship\_license\_expiration\_date\_\_v
* ship\_license\_status\_\_v

Stamping behavior varies based on call type. If sample products or BRCs are on the call report, the is\_sampled\_call\_\_v checkbox on the call2\_\_v object is automatically checked when the call is submitted. For group calls, the is\_sampled\_call\_\_v field is checked only on the record for the selected sample or BRC recipient.

#### Generating Sample Transactions

When users submit a call, a disbursement sample transaction is generated for each selected sample, and a sample order transaction is generated for each selected BRC product. These transaction records are used to maintain accurate records of sample disbursements for inventory, compliance, and audit purposes. See [Maintaining Sample Data Integrity](../../SampleManagement/SupportingSampleAudits/DataIntegrity.htm) for more information.

#### Unit of Measure (U/M) Stamping

Vault CRM populates Unit of Measure fields on Sample Order Transactions based on the transaction type:

* BRC Transactions - The Sample U/M field is populated using the value from the Sample U/M field on the Product Catalog record
* Transfer and Adjustment Transactions - The U/M field is populated using the value from the related Sample Lot U/M field

### Related Topics

[Saving a Call with Samples](../Disbursements/Saving.htm)

[Submitting Call Reports](../../Call_Reporting_2/Submitting/Submitting.htm)