Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/SampleManagement/ManagingSampleInventory/CapturingInventory.htm ## Capturing Inventories To keep track of physical inventory stock and ensure compliance with sample regulations, users capture inventories of their on-hand sample inventory. Sample Inventories enable users to capture inventories for themselves and for any reporting users. **Who can use this feature?** * End Users — Browser, iPad, Windows * [Creating Inventories](#Creating) * [Selecting an Inventory Type](#Selectin) * [Entering Inventory Counts](#Entering2) * [Entering Inventory Counts by Case](#Entering) * [Saving and Submitting Inventories](#Saving) * [Viewing Past Sample Inventories](#Viewing) * [Submitting Inventories Without Sample Lots](#Submitti) * Sample Admin Users — Browser * [Using Capturing Inventories as Sample Admin Users](#SampleAdmin) * Users do not require an additional license ### Configuring Capturing Inventories for [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)All Users](#) To configure this feature, ensure [Configuring Sample Management](../ConfiguringSM.htm) is complete. ### Using Capturing Inventories as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#) See the following sections for details on capturing inventories as an end user: * [Creating Inventories](#Creating) * [Selecting an Inventory Type](#Selectin) * [Entering Inventory Counts](#Entering2) * [Entering Inventory Counts by Case](#Entering) * [Saving and Submitting Inventories](#Saving) * [Viewing Past Sample Inventories](#Viewing) * [Submitting Inventories Without Sample Lots](#Submitti) #### Creating Inventories To create a new sample\_inventory\_\_v record, select New Inventory from the Sample Inventories section of the My Samples tab and complete the appropriate fields. The previous\_inventory\_date\_time\_\_v field is pre-populated based on the datetime of the most recently submitted inventory, enabling third-party sample reconciliation systems to aggregate sample transactions. The inventory\_for\_\_v field defaults to the current user. The ownerid\_\_v field for the inventory is set to the value in the inventory\_for\_\_v field. ![](../../../Resources/Images/SampleManagement/Inventory/SampleInventory.png) #### Selecting an Inventory Type By default, users select from the following inventory types: * Monthly * Quarterly * Year-end * Closeout * Annual Changing the inventory type does not affect the layout displayed to the user; data on the inventory type is for recordkeeping purposes. For information on defining inventory types, see [Managing Picklist and Field Values for Sampling](../ManagingSampleRelatedData/ManagingPicklistandFieldValues.htm). #### Entering Inventory Counts For all products, users can manually enter the inventory count. To manually enter inventory counts, type the quantity directly into the Count field. ![](../../../Resources/Images/SampleManagement/Inventory/Copy of CountField.png) Inventory counts do not affect users’ calculated quantity of sample lots or which products are available for sampling. Sample availability is driven only by the sample lots assigned to the user and which sample lots the user marks as active. For example, when a user enters zero in the count\_\_v field, the sample lot is still available for selection, until it is marked inactive in the Sample Lots section of My Samples. #### Entering Inventory Counts by Case For sample products with a defined quantity per case, users can instead select the Case Calculator icon to update the quantity based on the number of cases and units. Using the Case Calculator enables users to enter their inventory efficiently, by counting cases instead of individual boxes when possible. To enter quantity by case and unit, select the calculator icon from the count\_\_v field. In the Case Calculator pop-up window, enter the number of cases and the number of units and then select Save. The count\_\_v field is updated based on the cases and units entered in the Case Calculator pop-up. If the user enters boxes or individual units in the calculator, the number of individual units is added to the calculated case quantity—for example, entering 49 cases with 10 boxes of product per case, plus nine individual boxes, equals a count of 499 units. ![](../../../Resources/Images/SampleManagement/Inventory/CaseCalculator.png) #### Saving and Submitting Inventories After entering the inventory, select Save if the inventory is not complete. When the inventory is complete, select Submit from the All Actions menu on the saved inventory, to complete the inventory and lock the record. ![](../../../Resources/Images/SampleManagement/Inventory/SubmitInventory.png) When users on the iPad platform submit an inventory, they are redirected online, to an embedded browser where they can submit the inventory. Only sample admin users can unlock and remove submitted inventory records for archival purposes (see [Unlocking Submitted Sample Transaction and Inventory Records](../SupportingSampleAudits/UnlockingRecords.htm) for more information). For data integrity, users cannot edit inventories once they are submitted. Submitted inventories are a historical snapshot of the inventory at a particular point in time. #### Viewing Past Sample Inventories To double check their inventory accuracy or answer questions regarding discrepancies or inventory issues, users can view 20 past inventories in the Sample Inventories section of the My Samples tab. Viewing past inventories also enables users to see trends in their disbursement activity over time. ![](../../../Resources/Images/SampleManagement/Inventory/ViewPastInventories-cropped.png) To view a past inventory, select the appropriate link from the Inventory column. A read-only version of the sample\_inventory\_\_v record displays. #### Submitting Inventories Without Sample Lots If users are required to submit an inventory but do not have any active sample lots, they can still submit inventories by selecting the no\_sample\_lots\_\_v checkbox, then saving and submitting the record. ![](../../../Resources/Images/SampleManagement/Inventory/Copy of NoSampleLotsSubmitted.png) If there are any active sample lots for the user, the no\_sample\_lots\_\_v checkbox is deselected and read-only. [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Sample Admin Users](#) On the Sample Inventory page, sample admin users view expected quantity and difference for each inventory line item. These fields are also used in sample reconciliation. * expected\_quantity\_\_v - The expected quantity is calculated based on all sample transactions performed against the sample lot—receipts, disbursements, adjustments, transfers, and returns. It is saved to the inventory when the user submits the sample\_inventory\_\_v record. * difference\_\_v - The difference is calculated as users enter inventory counts, based on the difference between the expected quantity and the count ### Related Topics [Capturing Inventories for Other Users](CapturingOtherUsersInventory.htm) [Requesting Sample Lots](RequestSampleLots.htm) [Activating and Deactivating Sample Lots](ActivateSampleLots.htm)