Advanced Functionality for Sample Management

Admins can enable the following advanced functionality for users:

Managing Sample-Related Data

• Managing Non-Sample Products - Admins configure virtual lot numbers to enable users to manage sample requests/BRCs, promotional items, alternative samples, and other products without sample lot numbers
• Grouping Sample Products - Sample product groups enable admins to create custom categories within the product catalog

Recording Sample Transactions

• Grouping Sample Receipts - Grouping sample receipts by shipment enables users to acknowledge all products in a shipment at once
• Requiring Users to Manually Confirm Sample Quantities - Users can be required to manually input sample quantities when they confirm sample receipt
• Multi-Line Transactions - Users can add multiple products and sample lots to the same transaction
• Capturing Custom Text - Users can capture custom text associated with a transaction
• Supporting State Distributor License Validation - Some states require HCPs receiving samples of dangerous pharmaceutical products to have additional state distributor licenses
• Displaying the State Distributor License Status Indicator - End users can view the account’s state distributor license status on the call report
• Selecting an Address for State Distributor License Validation - When using Call Location, end users can choose to validate the Call Location’s state distributor license instead of the HCP’s
• Cold Chain Sampling - Users can track Tag Alert numbers for refrigerated samples (cold chain samples), supporting the additional care these products require
• Capturing Acknowledgement of Content - For sample request/BRC shipments, HCPs can confirm they received the products requested with Acknowledgement of Content (AOC)
• Printing Acknowledgement of Content Receipts - To quickly and easily produce compliant documentation for HCPs or regulatory agencies, admins and end users can generate PDF receipts for Acknowledgement of Content (AOC)
• Generating Package Labels for Sample Transfers and Returns - End users can generate package labels for sample returns from within Veeva CRM

Managing Sample Inventory

• Inventory Ordering - Admins set order allocations for samples and promotional items, enabling users to place orders within these limits or request exceptions as needed
• Displaying the Negative Sample Warning Indicator - To help users avoid disbursing or transferring more samples than are in their inventory for a given sample lot, a negative sample warning indicator displays on sample transaction records
• Printing Inventory Worksheets - Users can print inventory worksheets to assist in on-hand inventory counts

Restricting Sampling

• Requiring Sample Opt-In - Some countries require a one-time sample opt-in signature for an account to receive samples
• Capturing Remote Signatures for Sample Opt-In - For convenience during remote meetings, and to accommodate any restrictions on in-person meetings, users can remotely capture signatures for sample opt-in
• Creating Sample and Product Limits - To help ensure product disbursements comply with regulatory requirements, admins can define sample limits by quantity or value for several combinations of account, call, user, product, and sample product group
• Using Sample Limit Templates - Sample limit templates enable admins to set a default sample limit for transactions where existing sample limits do not apply
• Viewing Sample Limits on the Call Report - Sample limit warnings can be displayed on the call report to warn end users if their disbursements exceed sample limits

Supporting Sample Audits

• Enabling Sample Audits - In case of a sample audit, admins create a profile for the auditor, configure sharing rules, and ensure they have the appropriate permissions for relevant records