Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/SampleManagement/ManagingSampleRelatedData/NonSampleProducts.htm

## Managing Non-Sample Products

To enable users to manage and track non-sample products using Sample Management functionality, sample admin users create virtual Lot Catalog and Sample Lot records for products without sample lot numbers. Enabling virtual lot numbers allows users to access crucial product management functionality for the following non-sample product types, in addition to sample products:

* BRC
* Alternative Sample
* High Value Promotional Item
* Promotional Item
* Reprint
* Any custom product type

**Who can use this feature?**

* End Users — Browser
* [Using Sampling for Non-Sample Products](#Browserparity)
* Sample Admin Users — Browser
* [Creating Lot Catalog Records Manually or By Data Load](#Creating2)
* [Creating Lot Catalog Records from the Product Catalog](#Creating3)
* [Creating Sample Lot Records for Virtual Lots](#Creating4)
* Users do not require an additional license

### Configuring Sample Management for Non-Sample Products for

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

To configure this feature:

1. Ensure [Configuring Sample Management](../ConfiguringSM.htm) 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.

### Configuring Sample Management for Non-Sample Products for

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

To configure this feature:

1. Ensure [Configuring Sample Management](../ConfiguringSM.htm) 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](CreatingRecords.htm#Creating4) via My Setup, as usual.

### Configuring Virtual Lots for Sample Requests/BRCs for

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

To enable virtual lots for BRC products:

1. Ensure [Configuring Sample Management](../ConfiguringSM.htm) and [Configuring Sample Requests (BRCs)](../../CallSampling/Config/ConfiguringBRCs.htm) 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 |

### Creating Sample Management Records for Non-Sample Products as

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

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 | checkbox 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 | checkbox must be selected |

![](../../../Resources/Images/SampleManagement/LotCatalog/VirtualLotCatalogSaved.png)

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](CreatingRecords.htm)

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 checkbox 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** checkbox on the product record.

   ![](../../../Resources/Images/SampleManagement/LotCatalog/Copy of CreateLotCatalogonProduct.png)
3. **Save** the product record.

Selecting the create\_lot\_catalog\_\_v checkbox 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 checkbox 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 | checkbox 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 | checkbox selected |

![](../../../Resources/Images/SampleManagement/LotCatalog/Copy of VirtualSampleLotCreate.png)

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.

### Using Sampling for Non-Sample Products as

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

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](../../CallSampling/Disbursements/SampleLimits_1.htm) and the [Negative Sample Inventory Warning](../../CallSampling/Disbursements/NegativeSampleWarning.htm) are also supported for non-sample products.

![](../../../Resources/Images/SampleManagement/LotCatalog/Copy of VirtualLot2.png)

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.

![](../../../Resources/Images/SampleManagement/LotCatalog/Copy of TransferAllocationLinks.png)

### Related Topics

[Managing Picklist and Field Values for Sampling](ManagingPicklistandFieldValues.htm)

[Grouping Sample Products](../../CallSampling/Disbursements/GroupingProducts.htm)

[Creating Sample Requests (BRCs)](../../CallSampling/Disbursements/CreateBRC.htm)