Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/SampleManagement/RecordingSampleTransactions/TransfertoOtherUsers.htm

## Transferring Products

To record sample transfers in Vault CRM and automatically recalculate sample inventory based on the transfer, users create sample transfer records. End users transfer products from their inventory to other users’ inventories when they:

* Change territories
* Leave an organization
* Are assigned to a different product
* Have too many samples of a particular product

Optionally, organizations can enable end users to add multiple products and lots to the same transaction. For more information, see [Multi-Line Transactions](MultiProduct.htm).

**Who can use this feature?**

* End Users — Browser
* [Creating Product Transfers](#Creating)
* Users do not require an additional license

### Configuring Product Transfers for

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

To configure this feature, ensure [Configuring Sample Management](../ConfiguringSM.htm) is complete.

### Creating Product Transfers as

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

To transfer sample lots to another user:

1. Select **New Transfer** from the Sample Transactions section of the My Samples tab and complete the appropriate fields. The transferred\_from\_\_v field defaults to the current user. To transfer BRC products with [virtual lot numbers](../ManagingSampleRelatedData/NonSampleProducts.htm), select New Allocation Transfer instead.
2. Use the **transfer\_to\_\_v** lookup field to select the user receiving the sample transfer. Address information populates automatically, based on the selected user’s rep\_roster\_\_v record.

   The username\_external\_id\_\_v field value on the rep\_roster\_\_v record must exactly match the selected user’s Username; otherwise, the address fields do not populate. See [Creating Records for Sample Management](../ManagingSampleRelatedData/CreatingRecords.htm) for more information.

   ![](../../../Resources/Images/SampleManagement/Transactions/SampleTransfer.png)
3. Select **Save** to submit the record.
4. Select **Continue** to confirm the submission.

Users can only select active sample lots they own; the user transferring the product must be assigned the Owner role for the record. Users are assigned the Owner role for sample transfer records based on the value in the ownerid\_\_v field on sample\_lot\_\_v records. When users transfer products to other users, the ownerid\_\_v field on the sample\_lot\_\_v record is automatically populated based on the value in the transfer\_to\_\_v field. The sample lot ownerid\_\_v field must be manually set when an admin creates the lot. On the transfer record, the ownerid\_\_v field is set to the created\_by\_\_v user.

When the transfer is submitted, the products are subtracted from the initiating user's sample inventory. The user receiving the transfer must confirm receipt before they are able to disburse the samples (see [Confirming Product Receipt](ConfirmReceipt.htm) for more information). Once the user submits the sample receipt, the received\_\_v checkbox is marked on the original transfer record and any discrepancy between the quantity and confirmed quantity is calculated.

Users cannot edit submitted records. For information on unlocking submitted records as an admin, see [Unlocking Submitted Sample Transaction and Inventory Records](../SupportingSampleAudits/UnlockingRecords.htm).

#### Creating Product Transfers for Other Users

End users can create transfers for other users if they have access to the other user’s Sample Lot data. By default, users can only create transfers for themselves. Sample admin users can grant users access as needed using Vault [Dynamic Access Control](https://platform.veevavault.help/en/lr/33946/) (Sharing Rules).

To create a transfer for another user, use the transferred\_from\_\_v lookup field to select the appropriate user. The Sample and Lot # picklists on the transfer record display the products and sample lots available to the selected user.

If a user attempts to create a transfer for another user that they do not have access to, the Sample and Lot # picklists do not display any values and the transfer cannot be submitted.

### Related Topics

[Multi-Line Transactions](MultiProduct.htm)

[Confirming Product Receipt](ConfirmReceipt.htm)

[Requiring Users to Manually Confirm Sample Quantities](ManuallyConfirmQuantity.htm)