Enabling Sample Audits

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Auditors identify potential compliance issues and ensure users’ inventory counts are accurate by counting and reviewing users’ on-hand inventory. Sample audits can be conducted by the home office with the approval of an auditor, by end users with the approval of an auditor, or by auditors themselves.

For example, Verteo BioPharma conducts an annual internal sample audit. As part of the audit, Sarah Jones reviews her on-hand inventory with an auditor who enters the appropriate count for each product on a new sample inventory record. After counting each item in Sarah’s inventory, the auditor marks the inventory record as an audit and submits the record.

Configuring Sample Audits

Ensure initial configuration is complete before enabling this functionality.

Create a profile for auditors.
Create user records for auditors and assign the appropriate users to the auditor profile.

Grant auditors the following permissions:

Object	OLS	Record Types	Field	FLS
Sample_Inventory_vod	CRUD	n/a	Inventory_Date_Time_vod Inventory_For_vod Inventory_From_Date_vod Inventory_Type_vod Mobile_Created_Datetime_vod Mobile_ID_vod Mobile_Last_Modified_Datetime_vod No_Sample_Lots_vod Previous_Inventory_Date_Time_vod Status_vod Submitted_vod Submitted_Date_vod Unlock_vod User	Edit
Sample_Inventory_vod	CRUD	n/a	Audit_vod	Edit
Sample_Inventory_Item_vod	CRUD	n/a	Count_vod Difference_vod Expected_Quantity_vod Expiration_Date_vod Inventory_Name_vod Lot_vod Lot_Lookup_vod Mobile_ID_vod Sample_vod U_M_vod Unlock_vod	Read
Sample_Lot_vod	RU	n/a	Active_vod Allocated_Quantity_vod Batch_Lot_Id_vod Calculated_Quantity_vod Expiration_Date_vod Product_vod Sample_vod Sample_Lot_Id_vod Suppress_Lot_vod U_M_vod	Read

Ensure the Audit_vod check box is on the appropriate Sample_Inventory_vod page layouts.
Grant auditors access to the following tabs:

My Samples
Sample Inventory (optional)

Assign all auditors to a public group.

Create the following Sharing Rules to share users’ records with the auditors’ public group:

Object	Share Records Owned By	Share With	Access Level
Sample_Lot_vod	Top of the Territory Hierarchy and subordinates	Auditors Public Group	Read Only
Sample_Inventory_vod	Top of the Territory Hierarchy and subordinates	Auditors Public Group	Read/Write

Conducting Sample Audits

To conduct a sample audit, create inventories for all appropriate users:

Select New Inventory from the Sample Inventories section of the My Samples tab.
Complete the appropriate fields. Use the Inventory For lookup field to select the appropriate user.
Select the Audit check box to mark the inventory record as an audit record.
Select Save after entering inventory counts if the record is not complete. When the record is complete, select Submit to finish the audit and lock the record.

Once submitted, the inventory record is logged for the audited user, the auditor is listed in the Created_By field on the inventory record, and the audit check box is marked, identifying the record as part of a sample audit.

To limit license use, deactivate audit users once the audit is finished.